Administrator Guide v2.x 5/1/2015

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1 Administrator Guide v2.x 5/1/2015

2 Copyright Notice The use and copying of this product is subject to a license agreement. Any other use is prohibited. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into any language in any form by any means without the prior written consent of us. Information in this manual is subject to change without notice and does not represent a commitment on the part of the vendor. We do not warrant that this document is error free. If you find any errors in this document, please report to us in writing. Trademarks TREK, the TREK logo, and the name the TIGERPAW resource kit are registered trademarks of Decision Digital, Inc. Tigerpaw and Tigerpaw Software are registered trademarks of Tigerpaw Software, Inc. Microsoft, Windows, and Microsoft SQL Server are registered trademarks of Microsoft Corporation. All other product names are registered trademarks of their respective owners. Disclaimer Decision Digital, Inc. does not have or accept any liability, obligation or responsibility whatsoever for any loss, destruction or damage (including without limitation consequential loss, destruction or damage) however arising from or in respect of any use or misuse of or reliance on this document. By reading and following the instructions in this document, you agree to accept unconditionally the terms of this Disclaimer and as they may be revised and/or amended from time to time by Decision Digital, Inc. without prior notice to you. Document Version History Version Date 1.0 9/24/ /1/2015 Page 2

3 Contents What You Need To Run TREK... 4 Important Safety Tips... 4 Helpful Links... 4 Installation... 4 Initial Launch... 5 Create Group Assignment Table... 5 Account Group Profiler Explained... 6 Creating Your First Profile Rule... 7 Running The Profiler... 7 Profiler Manual Operation... 8 Profiler Automatic Operation... 8 Swap & Reassign Explained... 9 Global Swap and Reassign Choices Using the Global Item Swap Using Reassign Items Locate & Remove Explained Using Locate Items Using Remove Items Settings Explained Using Database Connection Using Auto Group Assignment Scheduler Using the Change Log Technical Support Page 3

4 TREK is an acronym for the Tigerpaw Resource Kit. TREK is a lightweight companion product, built to work exclusively with Tigerpaw Software s CRM/PSA system. By performing a series of automatic profiling and housekeeping tasks, TREK enhances your Tigerpaw experience, rewarding you with new capabilities, efficiency and effectiveness. What You Need To Run TREK TREK connects to your existing Tigerpaw SQL database so its requirements are minimal: Microsoft.NET Framework 4.5 or greater Microsoft Windows Pro 7 8 or Microsoft Windows Server Important Safety Tips While TREK can run on any server or PC that can connect to your Tigerpaw SQL server, we recommend install it on your SQL Server. Prior to running TREK for the first time against your live database, do a few test runs against your Tigerpaw Archive database, just to be sure. Helpful Links Utility to check installed.net version How to create a Tigerpaw Archive Database Using the Tigerpaw Group Explorer Installation TREK uses the Microsoft ClickOnce deployment system for simplified installation. ClickOnce keeps TREK completely selfcontained. This means that TREK does not use any shared components or create version conflicts. 1. Extract downloaded folder 2. Run setup.exe 3. Follow the onscreen instructions Page 4

5 Initial Launch Upon initial launch, you will be asked to enter the following information Enter your SQL server name or use the lookup button o If entering manually, format should be: localhost or SQLSERVER.LANDOMAIN.COM Enter your SQL admin user (not Windows) account (usually sa ) Enter your SQL admin password (not Windows) Choose your Tigerpaw database name (ie Catalog) from the drop down list Choose Connect (or Connect & Save) The database connection status along the bottom-left side of the interface should now read Connected Create Group Assignment Table Next you should be prompted to create the Group Assignment Table. If not, please press the Create Group Assignment Table button and allow the creation of the table. This is a one-time process. Once completed, the Create Group Assignment Table button will remain gray Page 5

6 Account Group Profiler Explained The TREK profiler is a very powerful tool that automatically builds your Tigerpaw Account Groups based on rules you create. Once built, you can use the Tigerpaw Group Explorer to perform so many cool things. For example, suppose you wish to locate and group all customers that have purchase Microsoft Exchange 2010 or a certain POS system. Or you want to group all customers who fall under a certain managed service or maintenance program. The possibilities are endless. Here is what we do. Using the rules you create (called a comparison string) we check the assets purchased by all of your customers. We also check the items that are present on active contracts. If we find a match, we add that customer to the group you ve defined. You can also use wildcards in your rules. Using our previous example, suppose you wish to create an account group for all customer that have purchased Microsoft Exchange and not just a specific version. With wildcard enabled, and a rule titled Microsoft Exchange, all customer assets that contain Microsoft Exchange (ie Microsoft Exchange 2010, Microsoft Exchange 2013 etc) will get automatically added to the Microsoft Exchange group. Page 6

7 Creating Your First Profile Rule 1. Begin by creating account groups in Tigerpaw. This can be handled using the Group Explorer or Master Tables. 2. Open TREK and go to the Profiling tab. 3. Click the Account Group drop down and choose one of your newly created account groups 4. In the Comparison String box, type in the title or phrase to be used for the search 5. Next, enable the check boxes for the places you wish to search Customer Assets: TREK will match and assign accounts based on customer assets Contract Items: TREK will match and assign account based on active customer contracts Use Wildcard: TREK will search for items that contain the comparison string in addition to being an exact match. 6. Prior to saving the rule, click the Preview button. Preview will run the rule against the database without making any changes. This allows you to refine the rule before placing it into action. 7. When you are satisfied with the results, press the Save button and you will see the rule added to the Current Group Assignment Details grid. 8. Repeat the process to create other rules Running The Profiler Once you ve created your profile rules, you can run the profiler in manual or automatic mode. Page 7

8 Profiler Manual Operation 1. Click the Profiling tab 2. Click the Run Group Profiler button. TREK will begin to profile your database and will display an alert when it is complete. This process can take anywhere from a few seconds to a few minutes depending on your database size and the number of rules. Profiler Automatic Operation 1. Click the Settings tab 2. In the box labeled Set Run Time, enter the time (in 24 hour format) you wish the profiler to run Example: 1:00am = 0100 or 3:00pm = Click the set button to save the time 4. Now, each day at the time listed, the Group Profiler will automatically run! Page 8

9 Swap & Reassign Explained This is the first of the housekeeping features that are available within TREK. They are divided into two groups, each with the ability to preview the changes prior to making them. Over time, you will see more and more items added to this section. Globally swapping items enables you to locate all the items within the Tigerpaw database and change their values. That means you now have the ability to retire old or unused task actions, time log reasons, service order types and more. It also means you can repair service order brief descriptions that perhaps didn t conform to a certain naming convention or standard. This is very common when companies begin to work with Tigerpaw and, as time goes by, refine their service order types, brief descriptions, task actions etc. Reassigning items is a bit different. It is intended for making changes to existing items where a mistake was made. For example, changing the rep to credit on a posted invoice. Page 9

10 Global Swap and Reassign Choices o o o o o o Swap Task Actions Swap Service Order Brief Descriptions Swap Service Order Types Swap Time Log Reasons Reassign Rep to Credit on posted invoices Reassign contract to multiple service orders Using the Global Item Swap 1. Click the Global Swap tab 2. From the Select Swap drop down, choose the item type 3. From the Current Value drop down, choose the current value you wish to swap Note: For Service Order Brief Description swaps, you can type in your current value, including a wildcard * or use the drop down 4. From the New Value drop down, choose the new value Note: For Service Order Brief Descriptions, you can either enter a new value or choose from an existing static brief description. 5. Click the Preview button to preview the results prior to completing the swap 6. Click the Run button to perform the swap. Using Reassign Items 1. Click the Select Reassignment drop down and choose the task to be performed 2. Click the Lookup Value drop down to locate the right document (ie invoice number) 3. Click the Preview button to display the current invoice/rep information 4. Click the Reassign Invoice to Rep drop down and choose the new rep name 5. Click the Reassign button to perform the change. Page 10

11 Locate & Remove Explained This is the second housekeeping tab that is intended to help you locate and remove items within the database. For example, you want to remove a wrongly-created part number from Tigerpaw yet it can t be removed because it was mistakenly used on a quote, service order, contract or invoice somewhere within Tigerpaw. Now, you can locate all the places it was used. There are also times when a deposit amount was entered onto a service order or duplicated from one service order to another. Unfortunately, you discover it once the service order has been invoiced and posted. Now you can locate and correct that mistake, with the invoice amount reflecting the proper amount due. Using Locate Items 1. Click the Item to Locate drop down and choose 2. Click the Enter Value drop down and choose the part number to locate 3. Choose the Locate button and the results will be displayed Page 11

12 Using Remove Items 1. Click the Item to Remove drop down list and choose the item to remove 2. Click the Enter Value drop down and choose the correct value (ie invoice number) 3. Choose the Preview button to preview the results prior to making the change 4. Choose the Remove button to perform the change Settings Explained The Database Connection section controls the database that TREK will access and perform changes. When you launched TREK, it asked you to enter your database information. If you chose Connect, TREK will remind you to again enter the information upon re-opening it. However, if you chose Connect & Save, TREK will remember that information each time you re-open the application. Clearing the database connection is useful for switching between Tigerpaw databases. For example, running TREK against your archive database versus your live one. This is a good practice, especially in the beginning, to test the changes you are looking to make, without altering your real database. Page 12

13 The Auto Group Assignment section controls the settings for scheduling the profiling engine. Proper use of the profiling engine is covered in the previous section titled Account Group Profiler Explained. See instructions below for guidance on proper programming of the Auto Group Assignment scheduler. Finally, there is the Change Log. This section contains a running log of changes that are made throughout TREK. From the creation of new profiling rules to the previewing of results, the Change Log gives you the means to go back in time and recall the things you ve done while using TREK. Using Database Connection 1. Click the Settings tab 2. Click the Clear Saved Connection button 3. TREK will display a message that the saved connection information has now been discarded. Using Auto Group Assignment Scheduler 1. Click the Settings tab 2. In the box labeled Set Run Time, enter the time (in 24 hour format) you wish the profiler to run Example: 1:00am = 0100 or 3:00pm = Click the set button to save the time 4. Now, each day at the time listed, the Group Profiler will automatically run! Using the Change Log 1. View the running log of tasks performed and changes made while using TREK 2. Click the refresh button to rebuild the view with the latest information Technical Support support: Forums: Coming soon Phone support: Contact Decision Digital Page 13

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