Universal Tracking Application Reference and Training Guide

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1 Universal Tracking Application Reference and Training Guide Software Version: 4.21 Guide Version: 2.7

2 Universal Tracking Application Reference and Training Guide Reference and Training Guide All Trademarks are owned by their respective owners. DISCLAIMER We make a sincere effort to ensure the accuracy of the material described herein; however, SmartSimple Software Inc. makes no warranty, express or implied, with respect to the quality, correctness, reliability, accuracy, or freedom from error of this document or the products it describes. SmartSimple Software Inc. makes no representation or warranty with respect to the contents hereof and specifically disclaims any implied warranties of fitness for any particular purpose. SmartSimple Software Inc. disclaims all liability for any direct, indirect, incidental or consequential, special or exemplary damages resulting from the use of the information in this document or from the use of any products described in this document. Mention of any product does not constitute an endorsement by SmartSimple Software Inc. of that product. Data used in examples and sample data files are intended to be fictional. Any resemblance to real persons or organisations is coincidental. COPYRIGHT NOTICE This training guide and program are copyrighted and SmartSimple Software Inc. reserves all rights. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior written permission of: SmartSimple Software Inc. 111 Peter Street, Suite 601, Toronto, Ontario, M5V 2H1, Canada Phone: Toll: Web Site: Wiki SmartSimple.org Version

3 Table of Contents Table of Contents... 3 Module 1: Guide Overview... 5 Prerequisites...5 Module 2: Getting Started with Universal Tracking Application... 6 General Characteristics of the Universal Tracking Application...7 Entity and Instance...8 Module 3: Creating a Universal Tracking Application...12 Getting Started...13 Terminology Settings...15 Level 1 Entity Settings...15 Multiple Accounts and Contract per Level Account Assignment Role Settings...18 Module 4: Adding Standard and Custom Fields to Level Introduction...25 Adding the Standard fields for Level Level 1 Standard Field Features...25 Standard Level 1 Field List...26 Custom Fields and Control UTA Status Permissions...28 Module 5: Completing a Universal Tracking Application...30 Overview...31 Creating Level 1 Statuses...31 Level 1 Templates...34 Search Panel Options...38 Setting Contract List View Statuses...41 Module 6: Controlling the Application Interface...42 Introduction...43 Level 1 List View...43 Setting the Level 1 Field Order...44 Determining the Application Tabs Displayed to the User...46 Determining the Level 1 Tabs Displayed to the User...48 Accessing Level 1 from Other Screens...49 Summary...50 Module 7: Working with Level 2 Activities...51 Configuring the Level 2 Entity...52 Level 1 Standard Field Features...53 Creating the Level 2 Types...57 Module 8: Working with Level 3 Sub-Activities...68 Characteristics of the Level 3 item...69 Level 2/3 Status Availability Options...72 Using the My Actions Tab...74 Calculating Information between Levels...75 Module 9: Relating Contacts to the Universal Tracking Application...77 Introduction...78 Selecting the Level 2 and level 3 Assignment Model

4 Using the Contact Only Model...83 Using the Auto Assign Feature...84 Module 10: Working with Security Features...88 Introduction...89 Enabling the Security Matrix...89 How the Security Matrix works...90 Enabling Viewer Logs...92 Setting the Manager Permission to See the Reader Log...93 Module 11: Creating a Shadow Application...94 Benefits of a Shadow Application...95 Enabling a Shadow Application...96 Security Matrix and the Shadow Applications Module 12: Integrating with the UTA Using with the Universal Tracking Application Module 13: Index

5 Module 1: Guide Overview This guide provides information on the functionality of the SmartSimple Universal Tracking application, and the detailed instructions on how you can configure this application to meet specific business needs. You can use this guide in a number of ways: As a self-paced training guide. As a reference guide to the Web Forms application within SmartSimple. In addition to this guide you may also need to review one or more of the additional guides: SmartSimple System Administration guide for information on how to configure SmartSimple for general use. Additional application guides. Prerequisites In reviewing these materials it will be helpful if you have some knowledge of business processes and basic familiarity with business software. 5

6 Objectives Module 2: Getting Started with Universal Tracking Application Getting Started with Universal Tracking Application Upon completion of this module you will be able to: Describe uses for the Universal Tracking application. Describe the general characteristics of the Universal Tracking application. 6

7 Introduction The Universal Tracking application, generally referred to as the UTA, provides a powerful information gathering tool available within the SmartSimple framework. This application can be used in a wide variety of ways within your organisation. Case management type applications for use within professional services organisations. Program Management applications where traditional project tracking methodology is not suitable. Helpdesk applications for use by organisations wishing to track and report on support tickets. Contract tracking to manage contracts that your company issues and needs to track and perhaps issue invoices. General Characteristics of the Universal Tracking Application The UTA consists of two types of basic entities: the thing to be tracked and the activities associated with tracking that entity. The following diagram outlines the general structure of the Universal Tracking application. UTA ROLE UTA Level 1 UTA Contact Contact - Organization Level 2 Contact Contact - Organization Level 3 Contact Contact - Organization Custom Field The thing to be tracked You can think of the main entity as the thing to be tracked. The first question you must ask yourself when creating a Universal Tracking application is: what is the thing to be tracked? Thinking about this entity is vital to helping you define how the application should be structured. 7

8 For example, if you need to track cases, then you will realize that the thing to be tracked is a case. If you need to track customer support calls, then you could think of the thing to be tracked as a support call or a support ticket. The terminology and meaning is entirely up to you. In SmartSimple terminology we refer to the thing to be tracked as the Level 1 entity and you give this entity the name that represents what it really is, such as a case or a support ticket. Exercise Defining the Thing to be Tracked Using the following tracking examples, indicate what the thing to be tracked should be: Application Thing to be tracked Hint Sales Tracking Project Tracking Training Tracking Grant Management Entity and Instance It s a big deal When are you going on the course? You can create any number of Level 1 instances from the Level 1 entity that you define. So once you define the thing to be tracked as a case, you create any number of cases based on that definition. Once you have identified the Level 1 entity you will need to consider the following items: What information will you need to gather about the entity? To gather the information you need, the Level 1 entity is configured with: Fields chosen from a set of standard fields built into the UTA. The fields you choose are attached to all the Level 1 items that you create. Custom fields that you define for the Level 1 entity. You can add as many fields as you need from the 40+ custom field types built into the SmartSimple platform. A set of statuses that you use to define, filter and select items based on their status. Are all Level 1 Items exactly the same? It is quite common that when you determine the Level 1 entity you will realize that they are not all exactly the same, and that you will need to track different information for each type. For example, if you are thinking about legal case management you would need to clearly delineate between a civil and a criminal case, or perhaps between a business and domestic case. The method that you use to separate the Level 1 entity by type is entirely up to you. You handle these differences by using what SmartSimple calls Level 1 Templates. Each template represents a different type or class of Level 1 entity. For each template you can define a set of custom fields. These template fields are in addition to the standard and custom fields that you add to all Level 1 entities. This feature allows you to track information common to all items and specific information for specific types of items. 8

9 Exercise Defining the Types of Things to be Tracked Using the following tracking examples, indicate what the thing to be tracked should be: Application Types Hint Sales Tracking Project Tracking Training Tracking Grant Management Assume you are selling insurance. Assume you are an engineering company. Assume you teach office skills. Assume you give grants to students. Do you need to track the activities around the Level 1 Entity? You generally need to track activities around the thing to be tracked. If you don t need to track activities then you will not need to enable Level 2 in the UTA. But if you are tracking cases, you will probably need to track the activities and the time spent on the case. These types of activities are represented within the UTA as Level 2 and Level 3 items. Level 2 and Level 3 entities are broadly similar to a Level 1 entity in that you configure these entities with: Fields chosen from a set of standard fields built into the UTA. The fields you choose are attached to all the Level 2 (or 3) items that you create. You will see these fields are activity type fields including start and end times, follow up and reminder settings. Custom fields that you define for the Level 2 (or 3) entity. As with Level 1, you can add as many fields as you need. A set of statuses that you use to define, filter and select items based on their status. These activity items are linked to the associated Level 1. You can create any number of Level 2 items for a single Level 1 item. Are there different types of Activities? As with Level 1, you may need to track different types of activities at Level 2. For example, in the case management instance you may need to delineate meetings from phone calls. Or in the case of legal work, court time verses office time. As with Level 1, you handle these differences by using what SmartSimple calls Level 2 types. Each Level 2 type represents a different type activity. Each type can also have a set of custom fields. Exercise Defining the Types of Activities to be Tracked Using the following tracking examples, indicate what the thing to be tracked should be: Application Types Hint Sales Tracking Project Tracking Training Tracking Grant Management What types of activities make up a sales process? What kinds of tasks would exist in an engineering project? If the course is the Level 1 item, what would be Level 2? What steps need to happen to approve a 9

10 Need Activities within Level 2? grant application? The final entity level within the UTA is called Level 3. This level functions in exactly the same manner as Level 2 and is used to control finer levels in information gathering if required. For example, if Level 1 is a case, and Level 2 is a report, then the Level 3 items could be defined as research, drafting, proofing, presenting and billing. And as with all the other entities, the structure you define is entirely up to you. These second level activity items are linked to the associated Level 2. You can create any number of Level 3 items for a single Level 2 item. General Notes before you begin There is no requirement to use all three levels, and in many cases you may be able to build a very useful application with Level 1 only. In order to create a Universal Tracking Application you will need access to the Configuration, Tracking Applications menu. If you do not have access to this menu, contact your System Administrator. Example Used in the Workbook In this workbook you will build a UTA capable of managing contracts of various types. The application will need to deal with the following scenario: The company sells enterprise software, as a service or as an outright sale. Two different types of sales contracts will be required to represent the two models. The company also provides a service contract to customers that purchase the software. For potential customers that need to review the operation of the system in-depth, the company provides a Non-Disclosure Agreement (NDA). What is the thing to be tracked? List the number of templates you will need to create List the names of the templates Each contract type will require its own set of activities (Level 2 items). Which activity types do you envisage for each contract? Contract Type Activity Type(s) (Level 2) 10

11 Each Contract Types will require statuses. Which statuses do you envisage for use across all templates? Template Status Other than defining the standard and custom fields required for ALL contracts and the specific fields required for particular templates, you can now start to create the Contract Tracking application. Sometimes you need to carefully think it through the model Some applications of the UTA are less obvious than others. For example, one client successfully manages a chain of daycare centres across the country. The Level 1 entity proved to be the actual centre (linked to the internal branch as the location) and the Level 2 activity; a single child attendance record at a specific centre. The child is assigned to the Level 2 activity. Another client needed to manage collections of giftware purchased overseas, and provide access to the overseas manufacturers. In this instance, the collection was the Level 1 entity and the collection item was the Level 2 entity. In this case none of the activity related fields were used at Level 2. An Animal shelter needed to track stray animals collected at the centre. The Level 1 entity became the animal; the Level 1 template represented the type of animal (cat, dog, etc). The Level 2 activities tracked the inspection, vaccination and adoption of the animal. Sometimes the UTA will NOT work The Universal Tracking application was not designed to replace functionality that exists in other readily available programs. So don t try to configure the UTA for the following type of use: Traditional Project Management though you could set up a pseudo project management system, it will lack a lot of basic functionality such as N level tasks, automatic roll-up of effort and cost, critical path management, resource allocation and management, and baseline budget. 11

12 Module 3: Creating a Universal Tracking Application Creating a Universal Tracking Application Objectives Upon completion of this module you will be able to: Create a Level 1 Universal Tracking application. Define the application terminology. Choose the fields required for the Level 1 item. Review the basic application. 12

13 Getting Started In this module, you will start to create your Contract Tracking application. Initially, this application will use Level 1 items only, but in the next module you will add the activity types. 1. Click the Configuration, Tracking Applications menu. The Tracking Applications window is displayed. Currently there are no applications created. Generally, this list will display the name of the application, the name as it appears in the menu bar, and the description that you define for the application. 2. Click the New Application tab. The New Application window is displayed. This page is used to set many characteristics for the new application and is divided into 13 sections. Terminology Settings defines the object names to be used throughout the application for Level 1, 2 and 3 entities. Application Settings controls the overall functioning of the application. Security Settings controls the overall application security. Connectivity Setting controls the applications interaction with other Universal Tracking applications and other services. Transaction Type Setting controls the types of transactions that can be used within the applications. Access Role Settings defines the roles of the user that can access the application. Contact Assignment Role Settings determines the roles that contacts can play in a specific Level 1 entity. 13

14 Account Assignment Role Settings determines the roles that organisations can play in a specific Level 1 entity. Standard Contact Lookup Role Settings defined the roles that can be accessed in the contact section. Account Lookup Category Settings defined the categories of organisations that can be accessed in the organisation section. Account and Contact Settings defines the relationship between Level 1 and Level 2 items in other parts of SmartSimple, such as the account screen and the contact screen. Workflow & Calendar Settings defines the fields to be used in workflow messages and calendars. Publication Service Settings Connects Level 2 items to external web services, such as publication databases. Application Settings Enable Level 2 Activities Specifies that the Level 1 entity should have Level 2 items. Enable Level 3 Activities Specifies that each Level 2 item should have Level 3 items. Enable Personal Transactions Specifies that user-based personal transactions can be associated with the Level 1 item. This feature is generally only used when a person s activity, such as a certification or a degree, needs to be attributed back to a grant. Enable Security Matrix Specifies that comprehensive security control is required within the application. Is Shadow Application Specifies that this application is really linked to another UTA. Generally, this technique is used to create the same application in more than one language (as the standard and custom fields can be labeled differently), or to restrict functionality to a group of users. Enable Data Exchange Specifies that a Level 1 item can be exchanged with other copies of SmartSimple. This feature is used when creating an intra-organisational case management system. Allow External Owner Specified that the owner of a Level 1 item can be an external contact rather than an internal user. Inherit Locking Specified that level 2 and level 3 items should be locked and cannot be changed when the level 1 item is at a locked status. You can also control this type of locking by using locking triggers that will be reviewed in a later module. Menu Name The name you wish to display in the left navigation panel within SmartSimple. Title Bar Name The name you wish to display in the title bar of the application. Description A general narrative description of the application. 14

15 Terminology Settings The terminology settings control the labels that you wish to associate with Level 1, 2, and 3 items as well as the name of the application as displayed on the menu and in the title bar. Once these items are set the application, including the configuration page, will be relabeled. Exercise Terminology Settings 1. Set the terminology as shown below: 2. Click any of the Save buttons. Exercise Defining Application Settings Enabling the Level 2 activities changes the Configuration screen layout and adds a section for defining these activities. 1. Set the Enable Activities check box on the Application Settings. Once you save these basic settings the configuration page will display the Level 1, Level 2 (and Level 3, if enabled) entity settings. 2. Click any of the Save buttons. Level 1 Entity Settings 1. Scroll to the Contract Settings section. 15

16 The Level 1 entity will consist of: Standard fields relabeled to suit the application. Custom fields that will be associated with all Level 1 items. An optional Calendar to display the Level 2 activities associated with the Level 1 item. An optional Reader Log that will track every time a user displays the Level 1 item and the amount of time that they reviewed that item. This is a privacy audit feature that can be enabled in sensitive applications. The user will not be aware of the item. This feature is used in conjunction with the Manager Permission View Reader Log. This permission will be reviewed in a later module. Exercise Enabling Level 1 Entity Settings 1. Click the Enable Calendar check box. 2. Click the Enable Reader Log. 3. Click any of the Save buttons. You will define the standard and custom fields for the Level 1 entity in the next module of the course. Level 2 Entity Settings 1. Scroll to the Activity Settings section. The Level 2 entity will consist of: Standard fields relabeled to suit the application. Custom fields that will be associated with all Level 1 items. Inherit Custom Fields Provides the ability to create Level 2 item custom fields that are only available based on the selected Level 1 template. Level 1 Contact Assignments Restrict the people that can be associated with a Level 2 activity to only those associated with the Level 1 item. Auto Assign People Automatically assign people associated with the Level 1 item to all Level 2 activities. 16

17 An optional Reader Log that will track every time a user displays the Level 2 item and the amount of time that they review that item. This is a privacy audit feature that can be enabled in sensitive applications. The user will not be aware of the item. This feature is used in conjunction with the Manager Permission View Reader Log. This permission will be enabled in a later module. Multiple Accounts and Contract per Level 2 You have the options or associating multiple contacts by role and organisations by category associated with each Level 2 item. These features are enabled though the Use Multiple features. Maximum Contacts per Level 2 You can also restrict the number of people associated with each level 2. Zero indicates that any number of contacts can be assigned. Exercise Enabling Level 2 Entity Settings 1. Click the Level 1 Contact Assignment check box. 2. Click the Enable Reader Log. 3. Click any of the Save buttons. You will define the standard and custom fields for the Level 2 entity in the next module of the course. Access Role Settings You use the Access Role settings to select the user roles that you wish to access the application. All user roles defined within the system will be displayed in this area. 17

18 The list of roles will vary depending on the number of roles previously defined in the system. Unlike the built-in SmartSimple applications, the UTA only uses roles to control overall access to the application, and does not use hierarchical security of other parts of the system. If you wish to give a role access to the application, but also control what they can do, you can use the security matrix and/or field level security and/or a shadow application to control access. Exercise Enabling Access Roles 1. Choose the roles that you wish to have access to the application. 2. Click any of the Save buttons. Contact Assignment Role Settings Contact Assignment Role Settings determine the roles that can be assigned to people participating within a Level 1 entity. You may sometimes need to add additional roles to your copy of SmartSimple specifically to reflect people s engagement with these types of entities. For example, giving someone the role of Reviewer may only make sense in the context of a Level 1 entity that requires a review process. Exercise Enabling Contact Assignment Role Setting 1. Choose the roles that you wish to use when assigning a contact to a Level 1 entity. 2. Click any of the Save buttons. Account Assignment Role Settings In a similar manner to the Contact Assignment Role Settings, the Account Assignment Role Settings determine the roles that can be assigned to organisations participating within a Level 1 entity. For example, a company may play the role of sponsoring organisation in a given Level 1 item. 18

19 The number of account roles will depend on the number previously defined in the system. These Account Roles are created using the Configuration, Roles & Permissions menu, Company Roles settings. Company roles are only applicable within the Universal Tracking application and should not be confused with Account Categories the standard method for categorizing companies. Exercise Enabling Account Assignment Role Settings 1. Choose the roles that you wish to use when assigning an organisation to a Level 1 entity. 2. Click any of the Save buttons. Account and Contact Settings The account and contact settings are used to determine if the Level 1 or Level 2 items should be available in other areas of SmartSimple, or only available within the Universal Tracking applications. Exercise Enabling Account & Contact Settings 1. Review the settings available and the following settings for your application: Setting Enable Level 1 on Account New menu. Enable Level 2 Activity tab on the Contact Profile. Enable Level 1 on Item Tab on Contact Profile Implication for Contract Tracking User can review account screen and choose New Contract from the New Menu. User can review any activities associated with the use on their profile. User can review any Level 1 items associated wit the user on their profile. 19

20 2. Click any of the Save buttons. Though not applicable in this UTA, many of these options are frequently used in other applications that are created. Publication Service Settings This feature is only used in specific settings, such as research and innovation management. 1. Click any of the Save buttons. 2. Review the Configuration page. All references to Level 1 have been replaced with Contract, and Level 2 references with Activity. Field Settings The field settings control the display of fields in two areas: The fields from the application that should be displayed in the Workflow List (Communications, Workflow requests menu). This feature is only relevant if you attach a workflow to your application. The fields from the activity (Level 2) that should be displayed on the contact s calendar from the activity. This feature is only applicable if you enable the Enable Activity on Contact Calendar check box in the Account & Contact settings. Exercise Setting Application Permissions The application now exists, but without the key components that will be required to make it operate successfully Level 1 standard and custom fields, Level 1 templates and statuses. 1. Click the Configuration, Tracking Application menu. The application name, menu name, and description are displayed. To return to the configuration screen you can click the Edit button. In order to see the application in our current login session, you will need to refresh or reload the browser. 20

21 2. Refresh or reload your browser. The application is displayed in the Applications menu. 3. Click on the application name in the menu. The application window is displayed. This system has set the default for your view to the first tab. If you click on any other tab the system will remember the last tab viewed and always display the same tab the next time you access the application. Six tabs are displayed below the application title bar. My Activities This tab will list Level 2 activities where the current user is assigned. If you have not enabled Level 2 activities, this tab will not be displayed. Accounts This tab lists all accounts (subject to permissions that have been previously established). This tab can be suppressed. Contacts This tab lists all contacts (subject to permissions that have been previously established). This tab can also be suppressed. Contracts This tab will display contracts (Level 1 item) and provide ability to create new contracts. Contracts can also be created directly from the account window as you enabled the New Contract on the New, Account menu. Activities Display all activities (Level 2 items) across all contracts. If you have not enabled Level 2 activities, this tab will not be displayed. Reports Access to the reporting features of SmartSimple. The current view is the standard view a user would see when accessing your application. The Settings tab, normally used to manage an application, is not displayed. In a later module you will restrict the tabs that are displayed to just those suitable for this application. 21

22 Exercise Setting UTA Manager Permissions You need to enable a manager permission to see the Settings tab before you can configure the application any further. 1. Choose the Configuration, Roles & Permissions menu. 2. Click the Manager Permissions link. The UTA application permissions are displayed at the bottom of the permissions list. As with all other manager permissions within the system, each permission is associated with a specific role. There are four permissions specific to each application you create. Manager Permission This is indicated by the name of the application that you create, in this case, Contract Tracker. View Activity Only This permission restricts access to the application to just the Level 2 activities associated with the logged in user. Override Template Restriction Later you will see that specific Level 1 templates can be restricted to specific organisation units. For example, perhaps only people in the legal department can create Non-Disclosure agreements. This permission overrides the restriction. View Read Time History Indicates which role can see who looked at each Level 1 or Level 2 item. 3. Set the Contract Tracker Manager Permission to a role that you are currently in. 4. Click the Save button. 5. Click on the application name in the menu. The Settings and the Batch Update Status tabs are displayed. 22

23 6. Click the Settings tab. The Application settings are now displayed. The application settings page provides for additional configuration options and is addition to the configuration settings page that you previously used. Configuration verses Settings Pages You can move easily between the Settings page and the Configuration page. 1. Click the Application Configuration link. The Application Configuration page is displayed. 2. Click the Settings tab. The Application Settings page is re-displayed. The major difference between the two pages is the level of configuration possible. You cannot define the levels required or the terminology on the Settings page. You cannot define standard fields on the Settings page. You cannot define the templates or statuses on the Configuration page. You cannot define list views for data on the Configuration page. Custom fields can be defined from either page. 23

24 Module 4: Adding Standard and Custom Fields to Level 1 Adding Standard and Custom Fields to Level 1 Objectives Upon completion of this module you will be able to: Choose the standard fields required for the Level 1 Item. Define the custom fields required for the Level 1 Item. 24

25 Introduction In this module, you will choose from the built-in field list the ones you need for Level 1 and then add custom fields to complete the Level 1 entity. Adding the Standard fields for Level 1 As standard fields can only be added through the Configuration page you need to access this page before you begin. There are a number of methods to access the Configuration page. 1. Click Configuration, Tracking Applications. 2. Click the Edit button for the Contract Tracking application. Alternatively, you can access the Configuration page from the application. 3. Click the Application name in the Application menu. 4. Click the Settings tab. 5. Click the Application Configuration link. The Application Configuration page is displayed. 6. Scroll to the Contract Setting section. 7. Click Contract Settings, Standard Fields link. The Standard field list is displayed. This page is used to define which standard Level 1 fields you wish to use in your application. Level 1 Standard Field Features Adding a field Click the right arrow next to the field name and the field name will be copied to the label box. Removing a field Click the left arrow next to the field name or select and delete the field name from the label box. Mandatory check box will make the field mandatory before the record can be saved. This validation can be bypassed when saving the item as a draft by using the Save Draft button. 25

26 Read Only check box restricts the field from being changed by the user. The field can still be updated programmatically through the use of a template formula. Track Changes check box tracks any changes made to the standard field. Label text box is used for adding and renaming a field. Instruction text box is used to provide mouse over help on a field. Type the help in the instruction box to the right of the label box. Validation Message text box is used to control the message that is displayed when the user enters an invalid entry and attempts to save the items. Visibility Condition provides for the definition of logic to determine when a standard field should be displayed. Standard Level 1 Field List The following standard fields are available at Level 1. The captions of some of these fields such as companies, offices, branches, etc, are based on the global terminology defined through the Configuration, Global Settings menu. Field Accounts Activity List Application Name Application Template Type Branch Close Date Contacts Currency Customer Description End Date Folders Modified Date Description Provides the ability to add multiple accounts to the Level 1 item. This field is used when you need to associate multiple organisations with a single Level 1 item. Each account will be associated with the Level 1 item through the company role. The list of Level 2 items associated with a Level 1 item. This list will be displayed at the bottom of the Level 1 item page. This field is always required if your application has Level 2 items. A name for the Level 1 item if required. If used, this name will be displayed in the title bar for that item. A combo box displaying all the Level 1 templates that you define. You will always use this field if you have more than one type of Level 1 item. Links the Level 1 item to the internal company hierarchy using a combo box. If you want to associate a Level 1 item with specific internal locations use this field. Milestone date. You can use this for any date you need by setting the caption. The ability to add multiple contacts to the Level 1 item. This field is used when you need to associate multiple organisations with a single Level 1 item. Each contact will be associated with the Level 1 item through the contact assignment role. Currency used in conjunction with amount field to control currency conversion. A company lookup field to link the Level 1 item to one specific company. Narrative description text box. Milestone date initially set to current date. Provides the ability to link the Level 1 item to a SmartFolder. Date that the Level 1 item was last modified. 26

27 Owner Person Probability Requirement Revenue Start Date Status UTA Consumers UTA Providers Workflow Initially a link to user that entered the Level 1 item. If you have enabled the Application Configuration Setting Allow External Owner this field will allow an external contact to be designated as the owner of the item. A single contact that can be associated with the level 1 entity This field is only required when building a custom sales tracking application and you wish to track the probability of winning an opportunity (Level 1 item). Narrative description text box. Associates a monetary amount with the Level 1 entity Milestone date initially set to current date. Status setting for the Level 1 item. Provides the ability to display a list of level 1items from another UTA. Provides the ability to display a list of level 1items from another UTA. Provides ability to attach a workflow to the Level 1 item. Exercise Selecting the Standard Fields for the Contract Entity Next you will select and rename the standard fields that you will need to use for the Contract Tracking applications. 1. Set the standard fields as follows: Field Accounts Activity List Application Name Application Template Type Branch Close Date Contacts Currency Customer Description End Date Folders Modified Date Owner Probability Requirement Revenue Start Date Status Workflow Renamed to Not Required Activity List Not Required Type Branch Not Required Contract Contacts Currency Customer Description To Not Required Last Updated Manager Not Required Not Required Not Required From Status Not Required All other fields will be added as custom fields. 2. Click the Save button. 27

28 The standard fields required for Level 1 are now complete. Adding Custom Fields and Controls to the Level 1 Entity SmartSimple supports over 45 custom field and control types, which can be added to any entity within the system. For a full description of each field type see the SmartSimple Wiki. Custom Fields and Control UTA Status Permissions When you use custom and controls fields in conjunction with the UTA an additional set of permissions are available. These permissions control the visibility and modifiability of the field at different statuses. There are four options: Setting Allow View Field Allow Modify Field Deny View Field Deny Modify Field Description Defines the level 1 statuses at which the field can be viewed. Defines the level 1 statuses at which the field can be modified. Defines the level 1 statuses at which the field cannot be viewed. Defines the level 1 statuses at which the field cannot be modified. These permissions are used in conjunction with the standard role based permissions. So you must be in role to see a field AND the field needs to be visible at that status. If no UTA status permissions are set then the fields are only through the role permissions. This feature is available for all custom fields at levels 1, 2 and 3 in the UTA. 1. Click the Settings tab. 2. Scroll to the Contract Settings section. 3. Click the Custom Fields link. The custom field window is displayed. 28

29 Exercise Adding Custom fields to the Contract Entity 1. Add the following fields: Order Field Name Field Type Options 10. Contract information Title Bar - Multiple Columns Date Signed Text Box - Single Line Set to Date validation 30. Signed by Select One - Internal People 40. Contract Duration Select One - Combo Box Select from List;Month to Month;90 Days;Annual;Two year;three year 50. Contract Scan Link - Single File Once complete, the field list will look as follows: These fields will be associated with all Level 1 items that you create in this application. Later you will see that you can attach additional fields to specific types of Level 1 items. 29

30 Module 5: Completing a Universal Tracking Application Completing a Universal Tracking Application Objectives Upon completion of this module you will be able to: Create Level 1 statuses. Create Level 1 templates. Add Level 1 data items. 30

31 Overview In this module, you will complete the contract application that you started in the previous modules. The statuses that represent the stage for each contract. The templates or types of contracts you wish to track. For this work you will access the features of the application using the Settings tab within the application window. Creating Level 1 Statuses First you will create the statuses required to indicate the status of each Level 1 item that you create. Statuses provide a useful and simple method of filtering Level 1 items. Save and Submit Options For each status you determine the save and submit options available to the user. There are eight settings available. Button Save Only Button Save and Save Draft Save Draft Only Save and Save & New and Save as Draft Save & Save As New Save Draft and Save & New Save & New Only Submit button Description Displays a single save button. This button validates all fields in the level 1 item ensuring that mandatory fields and formatting requirement are satisfied. Click the Save button does not change the current status. Displays two save buttons. Save button works as outlined above. Save Draft saves the level 1 item but performs NO validation. This is to allow the user to save a complex form without have all mandatory information entered. Displays a single save button. Saves Draft only to saves the level 1 item but performs NO validation. This button should always be used in conjunction with at least the Submit button. Displays three save buttons. The Save and Save as Draft buttons are described above. Save & New button validates all fields in the level 1 item, saves the item and displays a new level 1 item. Displays two save buttons. These buttons works as outlined above. Displays two save buttons. These buttons works as outlined above. Displays a single save button. Validates all fields in the level 1 item ensuring that mandatory fields and formatting requirement are satisfied. Saves the Level 1 item changes the status to another status associated with the Submit button. 31

32 You do not need to associate all statuses with all types of Level 1 items. 1. Click the Settings tab. 2. Click the Statuses link. The Status page is displayed. Existing Statuses are listed on the left of the page. Details of each status are displayed on the right of the page and new statuses are added to the right of the page. Level 1 Status Settings Each status has the following settings: Field Name Display Order Submit Button Status Submit Button Label Colour Code Lock On Status Description Display name for the Status. The order that statuses are displayed in the Status combo box. This feature is used to present the user with a Submit button. You associate an additional status with this submit button. When the user clicks the Submit button the status of the Level 1 item is changed to the selected status. This may trigger a workflow or lock the item if the new status has the Lock on Status enabled. The caption you wish to associate with the Submit button. The colour code used to indicate each status. This colour will be used in the list view and the details view. Click the colour palette button to display a colour picker. This setting is used to lock the Level 1 item so that it cannot be changed until it is unlocked. 32

33 Is Default Status Determines the default status to be selected when the item is saved or submitted. Display Buttons Controls the Save buttons available to the user for a level 1 item at this status. Button Script Function Roles That Override Lock Roles that Can Set This Status Exercise Creating Contract Statuses 1. Create the following Statuses: An optional JavaScript function that you can associate with the submit button. This script is triggered when the button is clicked. The specific roles that can unlock a locked item. If you enable Lock on Status and do not set a role, then the item cannot be unlocked. The specific roles that can set the status. If you do not set a role, then any user can set any status. Status Negotiation 10 Active 20 Under Review 30 On Hold 40 Cancelled 50 The completed status list will look as follows: Display Order Status Triggers Sometimes you will need to control the status associated with level 2 and level 3 items based on a status change at the level 1 item. For example if you have an abandoned status for a project tracking UTA and you set a project to that status then you may need to set an abandoned status for all level 2 (or level 3 items) related to that project. This effect is achieved through a status trigger. For each level one status change you can control status changes for all level 2 and level 3 items. You can further control this behavior by restricting the trigger to specific types of level 2 and level 3 items. Using the previous example you may not wish to change the status on a reporting type level 2 activity simply because the project is abandoned. 1. Click the Negotiation Status link. 33

34 2. Click the Status Trigger tab. The Status Trigger page is displayed. Three types or triggers are available; level 2, level 3 and Transaction triggers. Level 2 Triggers are created in the top section of the page; level 2 triggers are added in the second trigger. The level 2 Type is selected in the first combo box. The current level 2 status is selected in the second combo box. The new status is selected in the Set Status To combo box. The Add Trigger button is used to add the new trigger to the trigger list. Any number of triggers can be created for level 2, level 3 and transaction. For more information on Status Triggers see the SmartSimple wiki. Level 1 Templates Level 1 templates provide a method of delineating between different types of Level 1 items. Each template that you create can have the following characteristics: A unique Level 1 workflow, which will trigger whenever a new item using this template type is added. A unique Level 2 workflow, which will trigger whenever a new item using this template type is added. A set of forms that are to be associated with the Level 1 item. The list of statuses that you wish to associate with the specific template. An external Internet available web page that can be used to create new Level 1 items. A set of custom fields. 1. Click the Settings tab. 34

35 2. Click the Templates link. The Templates page is displayed. Existing Templates are listed on the left of the page. Details of each template are displayed on the right of the page. New templates are added to the right of the page. Template Settings Each template has the following settings: Field Name Restricted to Contracts Workflow Activities Workflow UTA Role Assignments Workflow Description Template Formula Associated Forms Description Display name for the template. A single internal company that can use this template. A workflow connected to this template. A workflow connected to Level 2 activities connected to a Level 1 item based on this template. A workflow connected to the assignment of a person to the a Level 1 item based on this template. A narrative description of the template. One or more formulas or expressions associated with the template, which are automatically executed whenever a Level 1 item associated with this template is saved. This feature will be covered in a later module. Forms from the SmartSimple Web Forms application that you wish to associate with the template. 35

36 Exercise Creating Contract Templates 1. Add the following four templates. Non-Disclosure Agreement Sales Contract - Purchase Sales Contract - Service Support Contract The Template list will look as follows: 2. Click on the Non-Disclosure Agreement. You can now use the tabs displayed at the top right of the page to modify the template. New Status Add a new status to the Level 1 status list. Import Import Statuses from another UTA. Export Export Statuses for use in another UTA. Re-Order Set the order number of the statuses. Edit Template Edit the template name, associated workflows, and webforms attached to the template. Template Page Create an external web page that can be used to create a new Level 1 item. Level 1 Custom Fields Add and display the custom fields specific to this template. 36

37 Associating Templates with Statuses Not all Level 1 templates may require all the same statuses. So though the statuses are created globally, you only associate the required statuses to the specific template. 1. For the Non-Disclosure Agreement set the Negotiation and Active statuses only. 2. Click the Save button. These two statuses will be available for this template. 3. For the other three templates set all the statuses. Adding Level 1 Items You can now add contracts to the system. 1. Click the Contracts tab. The Contract List view is displayed. The contracts that you add will be listed on this screen. The tabs at top of the window provide access to the following: My Activities activities where the current user is the owner. Accounts access to all accounts permissioned to be visible to the current user. Contacts access to all contacts permissioned to be visible to the current user. Activities all activities for all users. Reports all reports available to the current user. 37

38 Batch Update Status provides ability to update the status of multiple level 1 items in bulk. Settings Setting page. Search Panel Options The Search panel on the right of the screen is used to locate existing contracts. Displays the standard and custom fields in the combo box that you have associated with the Level 1 entity. Search options to control the way the data will be searched. The Status check boxes are used to determine which Level 1 items you wish to see by status. The Stored Filters combo is used to apply search criteria that you have previously saved. If you wish to have all statuses pre-selected for new users you can enable the options for this application in the Global Settings, Default User Settings page. 1. Click the New Contract tab. The New Contract window is displayed. The standard fields that you selected for the Level 1 entity are displayed at the top of the page. The Branch field (internal organisation entity) will default to the organisation of the current user. The templates that you created are displayed in the Type combo box. You select the external organisation in the Customer box. The statuses that you created are displayed in the Status combo box. The Currency on the contract is selected in the currency combo box. The Start Date and To date of the contract are selected at the top right of the window. The Manager Field (owner) will default to the current user. The description box can be completed with additional details. 38

39 The custom fields that you created for the Level 1 entity are displayed below the standard fields. Template Choice Restricts Statuses You configured the current template Non-Disclosure Agreement to only be associated with two statuses. 1. Click in the Status combo box. Only Negotiation and Active are displayed. 2. Select a different type of Contract from the Type combo box. 3. Review the contents of the Status combo box. The status list now includes all statuses selected for this template. Exercise Creating a Contract 1. Create the following contract: 2. Click the Save button. 39

40 The contract record is saved. A new section contract contacts is displayed to provide for linking multiple contacts to the contract. 3. Create the following additional contract: 4. Click the Save button. The contract is saved and remains on the screen. 40

41 Setting Contract List View Statuses 1. Click on the Contract tab. The contract list appears blank as there are no statuses selected on the right search panel. Once these are set, the system will remember them. 2. Click the Select All Status check box. 3. Click the Search button. The contracts are now displayed. In the next module, you will see how to globally set the status for all new users to avoid each user being confused by the blank Level 1 item list. Currently, you have not indicated which field should be used as the link field to display the Level 1 item. This will be changed in the next module also. 41

42 Module 6: Controlling the Application Interface Controlling the Application Interface Objectives Upon completion of this module you will be able to: Set the Application tabs required for users. Set the Level 1 Item List view. Set the Level 1 Contact List view. 42

43 Introduction You have now configured the UTA to track contracts. The remaining work to create a functioning application consists of determining the list views for the application, and which tabs should be displayed within the application window. Level 1 List View First, you will select the fields that you wish to see when viewing Level 1 items in the list view using the Contracts tab. 1. Click the Settings tab. 2. Click the List View link. The List View page is displayed. The standard fields that you selected are listed at the top of the list and the custom fields that you created are displayed at the bottom of the page. You use this page as follows: Click the check box to the left of each field name to include that field to the List view. Click the option button to designate a single field that will provide a drill-down link to the details of the Level 1 item. Set the Text Align to determine if the data should be left, centered or right aligned in the column. For numeric fields, you can display a total for that field at the bottom of each page by clicking the Show Total check box. The # field displayed at the top of the list will display a record counter for the items displayed. 43

44 Once you save the field list you can set the Display order. Exercise Defining the Contract List View 1. Select the following fields: 2. Click the Save button. The Set Order and Template buttons are now displayed at the bottom of the page. Setting the Level 1 Field Order Once you have selected the fields to be displayed you can reorder the fields in the list view, and if required, create a formatting template specifically for this list view. 1. Click the Set Order button. The Data Column Order and Sorting window is displayed. To change the Display order: Click on the required field in the left panel. Use the Up and Down arrows to move the field. Once complete, click the Save button. 44

45 To change the Sort order: Choose the first field you wish to order by in the right field combo box. Select Ascending or Descending in the Order combo box. If required, repeat this process for a second and third field. Exercise Setting the Contract List View Order 1. Reorder the fields as shown below: 2. Set the Sort order as shown below: The contract list will be sorted ascending based on the Start Date and within the Start Date sorted by template (contract) type. 3. Click the Save button. 4. Click the Contracts tab. The list view for the Level 1 item is displayed. The column headings are defined by the list view fields, and the order you selected. 45

46 5. Click on either of the Type values. The contract is displayed. The tab list displays the following items: New Create a Level 2 activity associated with this Level 1 activity or create an message that will be stored as a Level 2 activity or a new contract. Edit Edit this Level 1 item. Copy Contract Create a copy of this Level 1 item. Forms Review forms associated with the Level 1 item or complete a new form. Contract Chart Display a chart of the Level 1 item and all associated Level 2 and Level 3 activities. Print Preview Display a printable version of the Level 1 item, associated Level 2 list and any notes. Show/Hide Notes Display or hide the notes panel. The Contract Contacts section is also displayed. You use this area to associate people with the Level 1 item. Determining the Application Tabs Displayed to the User You can control many of the tabs that are displayed both in the application and within the Level 1 entity. 1. Click the Settings tab. 46

47 Hide My Activities suppresses the display of the tab that shows level 2 items associated with the current user. Hide My suppress the display of the tab that shows level 3 items associated with the current user. Level 3 items are not enabled in this application. Hide Account and Contact suppress these two tabs. The user will not be able to go directly to the account or contact page from the application. Hide Report suppress access to the Reports system. Hide Batch Update Status suppress access to the Batch Update feature. This tab is only displayed to a user with Manager Permissions for the application. Show File Search tab is used in conjunction with document type custom fields (Link Single and Multiple File fields) and provides for keyword searching within these documents. Show Resource tab is used to display contacts that have been designated as resources (including costing information) within the system. 2. Set the following check boxes. 3. Click the Save button. You need to refresh the page to see these changes. 4. Click the Contract Tracker link on the left menu. The menu now displayed five tabs. 47

48 Determining the Level 1 Tabs Displayed to the User Within a Level 1 item you can control the tabs that are displayed to the user. 1. Click the Settings tab. 2. Scroll to the Contract Setting section. Enable Date Filtering provides ability for system to check for time conflicts when scheduling activities. Hide Copy Contract Button disables ability to copy a level 1 item and create a duplicate, in this case a new contract based on the details of an existing contract. Hide Forms suppresses the link to any forms associated with the application. Hide disables the user s ability to send and save an as a Level 2 activity. Hide Contract Chart disables the graphic display of the Level 1 and all associated Level 2 items. Hide Import disables the Level 2 import wizard. Show Quick Entry enables the user to enter multiple Level 2 items at the same time. Open Transaction in New Window enables feature to display a transaction associated with the level 1 item in a separate window. 3. Click the Hide Copy Contract Button check box, Hide Forms check box, the Hide check box, the Hide Contract Chart check box and the Hide Import check box. 4. Click the Save button. These types of changes require you to refresh or reload your browser. 48

49 5. Click into one of the contracts. The revised Level 1 item tab set is displayed. Accessing Level 1 from Other Screens When you configured the application you enabled Level 1 items to be added from the account window. 1. Go to any account in the system. 2. Click the New menu. The New Contract entry is displayed at the bottom of the new item list. 3. Click Contract. The Level 1 item window is displayed with the account name automatically added. There is no need to save this record. 4. Click on Contract Tracker in the left menu. 49

50 Summary You have now created a simple Contract Tracking application. This application can handle different type of contracts with different statuses. Some custom fields have been added that are common to all contracts. Two contracts have been added. 50

51 Module 7: Working with Level 2 Activities Working with Level 2 Activities Objectives Upon completion of this module you will be able to: Define Standard fields for Level 2 entities. Define Custom fields for Level 2 entities. Define Types of Level 2 entities. Define Statuses for Level 2 entities. Restrict specific types of Level 2 items to the Level 1 templates. Set the Level 2 List View. 51

52 Introduction to Level 2 You can sometimes build a useful tracking application by just using the Level 1 entity. Using the example in this reference guide the contract tracker, you could manage a contract simply through the Level 1 item. But when you need to track activities of some kind associated with the Level 1 item, you will then need to create a two level UTA. When you examine the built-in fields for the Level 2 (and Level 3) entities you will see they closely resemble activity type transactions. These entities have fields such as start date, end date, start time, end time, etc. Generally a lot of the Level 2 transaction types across many applications have these types of activity based characteristics. Sometimes the Level 2 transaction will not require any activity type fields. In that situation simply don t use any of the built-in fields that related to activities and use custom fields for the rest of the entity. In this module, you will activate the Level 2 entity and create an activity to represent an invoice that you will associate with three of the contract types. The non-disclosure agreement does not require a Level 2 transaction (or an invoice) so you will suppress the selection of the Level 2 for that template. Steps to Activate Level 2 items The steps to activate the Level 2 entity are similar to the Level 1 entity. Choose the standard fields using the Application Configuration page. Create the custom fields for Level 2 using either the Application Configuration page OR the Application Settings page. Define the Types of Level 2 entities using the Application Settings page. Instead of template the word type is used for Level 2 and Level 3. Define the Level 2 statuses using the Application Settings page. Define the List view for Level 2 items. Configuring the Level 2 Entity 1. Click on the Settings menu, Application Configuration link. 2. Scroll to the Activity Settings section of the page. 52

53 The Level 2 entity will consist of: Standard fields relabeled to suit the application. Custom fields that will be associated with all Level 1 items. Inherit Custom Fields Provides the ability to create Level 2 item custom fields that are only available based on the selected Level 1 template. Level 1 Contact Assignments Restrict the people that can be associated with a Level 2 activity to only those associated with the Level 1 item. Auto Assign People Automatically assign people associated with the Level 1 item to all Level 2 activities. An optional Reader Log that will track every time a user displays the Level 2 item and the amount of time that they review that item. This is a privacy audit feature that can be enabled in sensitive applications. The user will not be aware of their display of the item. This feature is used in conjunction with the Manager Permission View Reader Log. This permission will be enabled in a later module. Use multiple Account list for activity manage accounts associated with each level 2 is a similar manner to level 1. Use multiple Contact list for activity manage contact associated with each level 2 is a similar manner to level Click the Standard Fields link. The Standard field list is displayed. Level 1 Standard Field Features Adding a field Click the right arrow next to the field name and the field name will be copied to the label box. 53

54 Removing a field Click the left arrow next to the field name or select and delete the field name from the label box. Mandatory check box will make the field mandatory before the record can be saved. This validation can be bypassed when saving the item as a draft by using the Save Draft button. Read Only check box restricts the field from being changed by the user. The field can still be updated programmatically through the use of a template formula. Track Changes check box tracks any changes made to the standard field. Label text box is used for adding and renaming a field. Instruction text box is used to provide mouse over help on a field. Type the help in the instruction box to the right of the label box. Validation Message text box is used to control the message that is displayed when the user enters an invalid entry and attempts to save the items. Visibility Condition provides for the definition of logic to determine when a standard field should be displayed. Standard Level 2 Field List The following standard fields are available at Level 2. Field Activity Type Amount Assigned People Assigned Links Contact Links Contact People Description Duration End Date End Time Follow-up Days Follow-up Sent Follow-up Type Location Description Displays the Level 2 types in a combo box. An amount field. Displays a lookup button so internal people can be assigned to the item. Displays links to the assigned people. Clicking the link will display the contact details. Assigned people are always internal people. Displays links to the contact people. Clicking the link will display the contact details. Contact people are always external people. Displays a lookup button so external people can be assigned to the item. Narrative description. Duration in hours. Generally represents an end date or milestone. An end time for a short event. Specifies the number of day or hours after the activity that a message should be sent. This field is displayed as a combo box. Indicates if the follow-up message has been sent. This field is displayed as two options buttons (Yes = Sent, No = Not Sent yet). If you use this field and change the setting to Yes before the message is due the message will not be sent. Indicates if the message should be sent by quick message (internal to SmartSimple users) or . You can also specify which group of people should receive the message. This field displays as a combo box. Indicates a location for the Level 2 item. If you prefix the caption that 54

55 Field Owner Parent Name Reminder Days Reminder Sent Reminder Type Start Date Start Time Status Subject Update By Whole Day Event Description you give the field with sign. The caption will display a globe icon and the user can look up the location using their selected mapping service. Manager or person responsible for the Level 2 item. The name of the associated Level 1 item. Specifies the number of day or hours before the activity that a message should be sent. This field is displayed as a combo box. Indicates if the reminder message has been sent. This field is displayed as two option buttons (Yes = Sent, No = Not Sent yet). If you use this field and change the setting to Yes before the message is due the message will not be sent. Indicates if the message should be sent by quick message (internal to SmartSimple users) or . You can also specify which group of people should receive the message. This field displays as a combo box. Generally represents a start date. Start time of a short event. The status of the Level 2 item. Exercise Selecting the Activity fields 1. Configure the following Activity Fields: A short one line narrative for the Level 2 item. The name of the user that last updated the Level 2 items. Indicates if the event is a whole day event. 55

56 Not all activity fields are shown in this screen only the ones that you need to set. The parent name field is not being used, as the contract Level 1 name does not have a name. The Amount field is not being used as the amount is not a property of all Level 2 items, but only a property of the invoice type entity. 2. Click the Save button. 3. Click the Edit Application tab to return to the Configuration window. Setting the Level 2 settings Generally, at this stage you would add the custom fields required for all Level 2 entities, but in this case you will only add custom fields to the type of Level 2 entity Invoice. This technique provides more flexibility as the generic Level 2 entity does not contain any specific fields. 1. Click the Settings tab. 2. Scroll to the Activity Settings Section. This panel is used to set: Custom fields common to all Level 1 items. List View the fields and order required for the Level 2 list view. Types the types of Level 2 items required. Statuses the statuses required for the Level 2 items In addition to these links you can also enable the following Level 2 options: Use Current Time for Activities this option defaults the time fields to the current time. This option is only applicable if you are using the Level 2 time fields. Enable Time Filtering displays From and To time fields on the Level 2 list view. 56

57 Disable Default Date blanks the standard date fields rather than setting to the current date. Hide Copy Activity Button disables feature to copy an activity. Hide recurring Activity button disables feature to create a recurring activity. Open Activity in Full Application Screen when clicking on a Level 2 item at the bottom of the Level 1 item, this option displays the Level 2 item in the full window. If you don t use this option the Level 2 item will be displayed below the Level 1 in the same window. Open Activity on New Window displays the Level 2 item in a separate window. The Level 1 item is still displayed. Show New Activity Tab On List When Security Matrix Enabled Enables new activity when Security Matrix Enabled. 3. Click the Open Activity in Full Screen check box. 4. Click the Save button. Creating the Level 2 Types You will create two types of Level 2 entities an invoice entity for use with the billable contracts, and an addendum entity for use with the Non-Disclosure contract. 1. Click the Types link. The Types window is displayed. Existing Types are listed on the left of the page. Details of each type are displayed on the right of the page and new types are added to the right of the page. Type Settings Each type of Level 2 entity has the following settings: 57

58 Field Name Display Order Description Colour Code Access Roles Description Display name for the template. The order in which the types are listed in the type combo box. Narrative description of the level 2 type. A colour code used to display different types in the list view. Select the roles that can create this type of activity. People Workflow Workflow to be triggered when contacts are added to level 2. Display As Tab Displays specific level 2 type on separate tab at the bottom of the level 1. Show External Access Roles Activity Formula Reminder Settings Follow Up Settings Specific Service Providers Specific Service Providers Exercise Adding Activity Types 1. Create the following Activity types: Allows level 2 to be exposed to the Internet. Roles of users that can access this level 2 type. Expressions you wish executed when the level 2 is saved. This uses similar syntax as the level 1 template formula. The subject and content of the Reminder message. These fields are only applicable if you have included reminder standard fields in your Level 2 entity. The subject and content of the Follow up message. These fields are only applicable if you have included follow up standard fields in your Level 2 entity. In some circumstances only certain individual contacts can provide a specific type of service Only the individual contacts names should be selectable to assign to the Level 2 item. For example, perhaps only a lawyer can be assigned to produce the contract addendum. In some circumstances only certain roles can provide a specific type of service Only the individual contacts in specific roles should be selectable to assign to the Level 2 item. For example, perhaps only a lawyer can be assigned to produce the contract addendum. Exercise Defining Level 2 Status As with Level 1 you create and associate Level 2 statuses with Level 2 types. 1. Click the Settings link. 2. Click the Activity Setting Status link. 58

59 No Statuses are currently set up. The statuses are set up in the right panel and when saved displayed in the list view. Each Level 2 Status consists of the following fields: Existing Statuses are listed on the left of the page. Details of each status are displayed on the right of the page and new statuses are added to the right of the page. Level 2 Status Settings Each status has the following settings: Field Name Display Order Description Colour Code Submit Button Status Submit Button Label Is Default Status Is Copy Status Description Display name for the Status. The order that statuses are displayed in the Status combo box. Narrative description of Status The colour code used to indicate each status. This colour will be used in the list view and the details view. Click the colour palette button to display a colour picker. This feature is used to present the user with a Submit button. You associate an additional status with this submit button. When the user clicks the Submit button the status of the Level 2 item is changed to the selected status. This may trigger a workflow or lock the item if the new status has the Lock on Status enabled. The caption you wish to associate with the Submit button. Determines the default status to be selected when the item is saved or submitted. Determines if the item can be copied when at this status. Display Buttons Controls the Save buttons available to the user for a level 2 item at this status. 59

60 Status Availability Lock On Status Roles That Override Lock Roles that Can Set This Status 1. Create the following Statuses: Level 2 and level 3 items share the same status set so you use this setting to determine if the status applied to level 2 only, level 3 only or both level 2 and level 3. This setting is used to lock the Level 2 item so that it cannot be changed until it is unlocked. The specific roles that can unlock a locked item. If you enable Lock on Status and do not set a role, then the item cannot be unlocked. The specific roles that can set the status. If you do not set a role, then any user can set any status. Exercise Adding Custom Fields to the Level 2 Entity For the invoice type Level 2 item some additional custom fields are required. The amount tax rate, the tax amount, the total amount and a web page view field that actually displays the invoice. 1. Click on the Fields button for the Invoice Type. The custom field list for the Invoice is displayed no fields have been added. 2. Add the following fields. Order Name Type Options Format 10. Invoice Details Title Bar - Multiple Columns Amount Text Box - Single Line Currency 30. Tax Rate Text Box - Single Line 0.05 Percent 40. Tax Amount Special - Calculated Value 50. Total Amount Special - Calculated Value ParseFloat([Amount]) * ParseFloat([Tax Rate]) ParseFloat([Amount]) + ParseFloat([Tax Amount]) Currency Currency 60

61 The completed field list will look as follows: Restricting Level 2 Types to Specific Level 1 Templates You may not wish to associate all Level 2 item types with all Level 1 templates. In this example the invoice transaction is only appropriate to the Level 1 templates that require a billing process the Sales Contract Purchase, Sales Contract Service and the Support Contract. This type of restriction is applied through the Level 1 template settings. 1. Click the Settings, Templates link. 2. Click the Sales Contract Purchase link. The Level 2 types are displayed below the Status list. 3. Click the Invoice check box in the Level 2 Types list. 4. Click the Save button. 5. Repeat this process for the Sales Contract Service and the Support Contract templates. 6. Associate the Addendum Level 2 type with the Non-Disclosure agreement. 61

62 Define the Level 2 list view First, you will select the fields that you wish to see when viewing Level 2 items in the list view using the My Activities or Activities tab. 1. Click the Settings tab. 2. Click the List View link for the Activity Settings. The List view page is displayed. The standard fields that you selected are listed at the top of the list and the custom fields that you created (including the Level 2 type name) are displayed at the bottom of the page. You use this page as follows: The # field displayed at the top of the list will display a record counter for the items displayed. Click the check box to the left of each field name to include that field to the List view. Click the option button to designate a single field that will provide a drill-down to the Level 1 item. Set the Text Align to determine if the data should be left, centered or right aligned in the column. For numeric fields you can display a total at the bottom of each page by clicking the Show Total check box. Once you save the field list you can set the Display order. 62

63 Exercise Defining the Activity List View 1. Select the following fields: 2. Click the Save button. If you had specified that each of these types should be displayed in a separate tab you would be able to specify a different field set for each tab. The Set Order and Template buttons are now displayed at the bottom of the page. Setting the Level 2 List Field Order Once you have selected the fields to be displayed, you can reorder the fields in the list view and if required create a formatting template specifically for this list view. 1. Click the Set Order button. The Data Column Order and Sorting window is displayed. To change the Display order: Click on the required field in the left panel. Use the Up and Down arrows to move the field. 63

64 Once complete, click the Save button. To change the Sort order: Choose the first field you wish to order by in the right field combo box. Select Ascending or Descending in the Order combo box. If required repeat this process for a second and third field. Exercise Setting the Activity List Order 1. Reorder the fields as shown below: 2. Set the Sort order as shown below: The activity list will be sorted ascending based on the status. 3. Click the Save button. 4. Click the Activities tab. The list view for the Level 1 item is displayed. No items are displayed as you have not added any items yet. Adding Level 2 Items Now that you have created the Level 2 types you can add some items. 1. Click the Contracts tab. 2. Click the Sales Contract entry. The Sales Contract is displayed. 3. Click the New Activity menu. 64

65 The Activity window is displayed. The type is restricted to the Invoice type item. The Status is set to New. The Owner and Assigned person are set to the current user. The custom fields associated with the invoice item are displayed at the bottom of the page. The page is displayed full screen as you indicated this option in the configuration. 4. Enter an invoice amount. 5. Click the Save button. The Level 2 item is saved and calculated fields are displayed. 6. Click the Activities tab. No items are displayed as you need to set the statuses. 7. Click the Select All check box. 8. Click the Search button. 65

66 The Level 2 activity is displayed. 9. Click the # field to redisplay the item. Exercise Completing the Invoice Level 2 Type This Level 2 type is not complete. The following items are missing: An Invoice date. A Web Page View that would create the invoice. 1. Add the Level 2 custom field Invoice Date. 2. A Display Only Web Page View Field Invoice Don t add any content for the moment. The final field list will look as follows: Exercise Creating the Addendum Item Type 1. Add the following fields to the addendum item. 66

67 2. Add an addendum item to the Non-disclosure agreement. 67

68 Module 8: Working with Level 3 Sub-Activities Working with Level 3 Sub-Activities Objectives Upon completion of this module you will be able to: Determine when you need to use sub-activities. Define Standard fields for Level 3 entities. Define Custom fields for Level 3 entities. 68

69 Introduction In some Universal Tracking applications you may need to create an additional level of activity below an existing Level 2 activity. This level of the UTA is called Level 3. Here are some examples of the Universal Tracking application that use this Level 3 feature: Medical Case Management the Level 1 item is the case, the Level 2 item is the assessment (types such as CT SCAN, Functional Evaluation, etc) and the Level 3 represents items such as preparation time, performing the test, drafting the report, reviewing the report and follow-up. Business Case Management the Level 1 item is the case, the Level 2 item is a broad activity such as needs analysis or research, and the Level 3 represents time spent by people to carry out the Level 2 item. Characteristics of the Level 3 item The Level 3 entity has the same attributes as the Level 2 item, and is in fact stored in the same table as the Level 2 items. The major difference between Level 2 and 3 is that both levels share the same status options. Enable Level 3 Activity Multi-Link Level 3 also has a unique and unusual setting: Enable Level 3 Activity Multi-Link. This provides the capability to link the same Level 3 items to multiple Level 2 items. This is used in rare instances where the same activity can be attributed to more than one Level 2 activity. In this module, you will create two Level 3 types that will be associated with the Addendum Level 2 activity; Research and Document Preparation. These items will use the standard duration field to roll-up the effort (in hours) to the Level 2 item. Exercise Activating Level 3 1. Click the Settings tab. 2. Click the Application Configuration link. The Application Configuration page is displayed. 3. Click the Enable Level 3 Activities check box. 4. Click the Save button. The Level 3 settings are exposed at the bottom of the page. The Level 3 tab is now being displayed on the application tab bar. 69

70 5. Scroll to the Level 3 Activity Settings. You will use this section to set the standard fields for the Level 3 activity. 6. Scroll to the Terminology Settings. As with Level 1 and 2, it is necessary to set the terminology for the Level 3 items. In this case, the word action will be used. 7. Set the Sub-Activity term to Action. 8. Set the Sub-Activities term to Actions. 9. Click the Save button. 10. Scroll to the Level 3 Activity Settings. The section has been renamed Action Settings. Exercise Setting Standard Fields for Level 3 Next you will set the standard fields for Level Click the Standard Fields link. The Standard Fields list is displayed. This is exactly the same list as for Level 2. 70

71 2. Set the following fields: 3. Click the Save button. Exercise Setting Types Next you need to create the types of actions for Level Click the Settings tab. 2. Scroll to the Action Settings section. 3. Click the Types link. The Action Types page is displayed. 4. Create two action types: Research and Documentation Preparation. Exercise Setting Statuses Finally, you will set the two statuses required to indicate the status of the actions In progress and Complete. As the Level 2 and Level 3 items share the same statuses it will be necessary to adjust the scope of the statuses that you previously created for the Level 2 items. 1. Click the Activity Settings (Level 2) Statuses link. 71

72 The two current statuses are displayed. Level 2/3 Status Availability Options Note the Status Availability Options. If you don t explicitly set the status it will be available at Level 2 and Level 3. But by choosing the appropriate options button you can restrict the availability to either Level 2 or Level For the two existing statuses set the Not available for Actions. 2. Add the following statuses and set their Not available for Activities. The Status Availability will look as follows: Setting the Level 3 List View You will need to set the list view in order to see the Level 3 items in a meaningful list. 1. Click the Settings tab. 2. Click the Action Settings, List View link. 72

73 3. Set the following fields: Exercise Adding Level 3 items You can now add some Level 3 items to the Level 2 Addendum. 1. Locate the contract with an addendum. 2. Display the Addendum activity. The New Action tab is displayed. 3. Click the New Action tab. The New Action page is displayed. This page currently consists of the standard fields that were previously added. 4. Click in the Type combo box. Only the Research and Documentation Preparation Level 3 types are displayed. 5. Set the Note to Review existing contract. 6. Set the Duration to 2 (hours). 7. Set the date and time as appropriate. 8. Click the Save button. 9. Add a second Action, set the type to Documentation Preparation and the Duration to 3 hours. 73

74 10. Click the View Activity tab. The Action items are listed below the activity. Using the My Actions Tab You can view the Level 3 items from the Level 2 items or from the My Actions tab. Currently this tab is disabled. 1. Click the Setting tab. 2. Remove the check mark from the Hide My Actions tab. 3. Click the Save button. 4. Click the Contract Tracker link in the left menu to refresh the window. The My Actions tab is displayed. 5. Click the My Actions tab. 6. Click the Status Select All check box. 7. Click the Find button. Both actions are displayed. 74

75 Calculating Information between Levels If you wish to perform calculations on fields associated with Level 3, but store the results in fields at the Level 2, you use the Level 2 Formula field. You can use any expression and also some built in functions. Function Example Description Count(*) Count the number of Level 3 records and store the result in the Level 2 field: Items (custom field). Sum() Sum the amount field (standard field) from all Level 3 items and store the result in the Level 2 field: Amount (standard field). Max() Store the largest amount in any Level 3 item into the Level 2 field: Most (custom field). Avg() Store the average amount across all associated Level 3 items for the amount field into the Level 2 field: Average (custom field). When you wish to use multiple template formulas, you must use the semicolon to separate them. For example: Exercise Using a Level 2 Type Formula In order to use this technique in the current example you will need to first enable the duration field in the Level 2 activity. 1. Click Settings. 2. Click Application Configuration. 3. Scroll to Activity Settings 4. Click the Standard Fields link. 5. Enable the Duration field. 6. Click the Save button. 7. Click Settings. 8. Click Activity Settings, Types tab. 75

76 9. Click the Addendum type. 10. Scroll to the Level 2 Formula. 11. Enter the following formula: 12. Click the Save button. This expression will be executed any time a Level 3 item is saved. 13. Click the My Actions tab. 14. Open and save both Level 3 activities. 15. Review the associated Level 2 activity. The duration is set to the sum of the durations of the associated Level 3 entities. The same technique could be applied to the Level 1 Template formula to sum all the Level 2 durations. 76

77 Module 9: Relating Contacts to the Universal Tracking Application Objectives Relating Contacts to the Universal Tracking Application Upon completion of this module you will be able to: Associate contacts as Level 1 contacts. Associate contacts as Level 2 contacts. Use the Auto Assign Features. 77

78 Introduction There are many possible relationships between contacts and all levels of a Universal Tracking application. In this module you will review each of these possible relationships. Level 1 Contract Relationships At the Level 1 entity you are able to establish three types of direct relationships with contacts and one type of indirect relationship with contacts via their company/ The Owner Field Standard UTA Level 1 field Owner is used to establish a direct relationship between a single internal contact and the Level 1 item. When you add the Owner field to the Level 1 entity it will be displayed as a combo box defaulting to the current user, but the selected contact can be changed to any internal person. The Person Field Standard UTA Level 1 field person is used to establish a direct relationship between a single internal or external contact and the Level 1 item. When you add the person field to the Level 1 entity it will be displayed as a text box, but the selected contact can be changed to any internal person. The Contacts Field Standard UTA Level 1 field Contacts is used to establish a direct relationship between multiple people and a single Level 1 entity. When you add the Contacts field to the Level 1 entity it will display as a section in the Level 1 entity. This section will display a set of fields in a list view. You control the roles that can be selected to describe the contact s engagement with the Level 1 entity. For example, the same contact could be a reviewer in one Level 1 item and a principal researcher in a different Level 1 item. This feature is further extended providing the ability to define custom fields used to describe the interaction between the person and their engagement in the Level 1 entity. For example, if the Level 1 entity is a research project and you anticipate multiple project leaders over time, you would be better to use the contacts section as you could then track the start and end dates along with other information. If you use the Owner field you would not be able to track information around the individual project manager s engagement with the project. 78

79 The Accounts Field Standard UTA Level 1 field Accounts is used to establish a direct relationship between multiple accounts (or companies) to the same Level 1 entity. When you add the Accounts field to the Level 1 entity it will display as a section in the Level 1 entity. This section will display a set of fields in a list view. You establish and control a set of company roles that can be selected. As with the contact fields, you define custom fields that describe the interaction between the organisation and their engagement in the Level 1 entity. Using the previous example, if the Level 1 entity is a project and you need multiple project partners (companies), then you would use the Accounts feature to track the accounts and specific information about their engagement. Contacts associated with an associated account can be indirectly associated with the Level 1 item. This is controlled through the Security Matrix feature covered in the next section. Exercise Associating Contracts with the Level 1 Entity In this exercise you will create three new roles; Reviewer, Executive In-Charge, and Legal Representative. These roles will not be applied to any contact but only used when associating a contact with a contract. 1. Choose the Configuration, Roles & Permission menu. 2. Click the User Roles link. 3. Add the following roles: Executive in-charge. Legal representative. Reviewer. There is no need to set any attributes for these roles as they will only be used to reference contacts with the UTA. As you save each role, note the UTA Custom Fields tab. You use this tab to establish the custom fields that track the relationship between the contact in the role for the specific Level 1 item. In this instance custom fields are not required. Associating Roles as Assignment Roles within a UTA Next you will indicate that these are the only roles allowed to link the contract to the Level 1 item. 1. Choose the Configuration, Tracking Applications menu. 2. Click Edit on the Contract Tracking Application. 3. Scroll to the Contact Assignment Settings section. 79

80 4. Set the three new roles as the Contact Assignment Roles. You can associate multiple contacts with any Level 1 item but only associate the contact through one of these roles. 5. Open the Sales Contract Level 1 item. 6. Click the Edit tab. 7. Review the Contract Contacts section. You can type the name of the person in the first box. The Lookup button is used to locate any contact. The Role combo box is used to select from one of the roles that you previously selected for use in the assignment records. The Add button is used to create the assignment. 8. Start to type any contact name. 9. Add any three contacts one in each role. Once you have made an assignment you cannot change it. You must delete the current assignment and create a new assignment. Exercise Using the Accounts Field Next you will activate the account field within the UTA, and create a company role that will link an account to the Level 1 entity. 1. Click the Settings tab. 2. Click the Application Configuration link. 3. Click the Contract Settings, Standard Fields link. 80

81 4. Set the Accounts field Label to Associated Companies. 5. Click the Save button. Enabling this field will display a section on the Level 1 item named Associated Companies. Creating a Company Role A company role within the UTA is used to describe the relationship between a company and the Level 1 entity. 1. Click Configuration, Roles & Permissions. 2. Click the Company Roles link. 3. Add the following Company Role: The Fields button is used to add custom fields to the role relationship. Associating Company Roles as Company Assignment Roles within a UTA Next you will indicate that these are the only roles allowed to link the contract to the Level 1 item. 1. Choose the Configuration, Tracking Applications menu. 2. Click Edit on the Contract Tracking application. 3. Scroll to the Account Assignment Role Settings section. 4. Set the new company role as the Account Assignment Role. 5. Click the Save button. 6. Open the Sales Contract Level 1 item. 7. Click the Edit tab. 81

82 8. Scroll to the Associated Companies section. You can type the name of the company in the first box. The Lookup button is used to locate any company either internal or external. The Role combo box is used to select any roles that you previously selected for use in the assignment records in this case a single role: Legal Counsel. The Add button is used to create the assignment. 9. Start to type any company name. 10. Select any company. The company name is added. 11. Select the Legal Counsel role. 12. Click the Add button. Additional companies can be added. When adding contacts and companies you don t need to save the level 1 item. Working with Level 2 and 3 Contact Assignments There are two different approached to assigning people and companies at levels 2 and 3. Contact only model contacts, either internal or external, are simply assigned to the item, but there is no concept of role based assignment. Company and Contact model this model is the same as the level 1 model where multiple companies and contacts can be assigned to the item in exactly the same way as a level 1 item. In both models an owner, a single internal contact, can be associated with the item. By default this will be the user that creates the item. 82

83 The choice of assignment model is dependant on the complexity of the application being built in some application that you are creating. In many instances you will be able to use the simple model. Selecting the Level 2 and level 3 Assignment Model The assignment model is by default the contact only model. You can change the model to the Company and Contact model as follows: 1. Click the Setting menu. 2. Click the Application Configuration link. 3. Scroll to the Activities Setting section. If you wish to assign Accounts to the level 2 item choose the Use multiple Account list for activity check box. If you wish to assign contacts with roles to the level 2 item choose the Use multiple Contact list for activity check box. In this module you will use the Contacts Only model so you don t need to choose either of these check boxes. Using the Contact Only Model There are five standard fields are used at Level 2 and Level 3 to provide for contact assignment in this model. Field Owner Assigned People Assigned Links Contact People Contact Links Used For Provides a combo box to internal users. Only a single user can be selected. Provides a lookup to external contacts. Provides a link to each external contact associated with the item. Provides a lookup to internal contacts. Provides a link to each internal contact associated with the item. If you don t wish to provide the functionality to assign external people, then you exclude this field from the standard field list. 83

84 Exercise Assigning Contract to Level 2 1. Review the Addendum Level 2 item that you previously added to the Non-Disclosure Contract. 2. Click the Assigned People text box. 3. Start to type any internal user name. The internal user list is displayed. 4. Assign any user to the activity. The same functionality is available for the Contact Person text box but for external people only. Using the Auto Assign Feature The Auto Assign feature is used to dynamically assign people to a different level based on their assignment to another level. This feature is particularly important when you enable the security matrix, as you may wish to give users access to data items that they were not directly associated with. It is also useful when you need to rollup all contacts across all Level 2 and Level 3 activities, and display their details at Level 1. For example, you may wish to assign a contact at Level 2 but automatically have their details also added to the Level 1 item. Alternatively, you may wish a specific person at Level 1 to be automatically assigned to all Level 2 items. This feature is used by first enabling the feature through the application configuration, and then establishing the rules as to how these assignments should operate between levels. Once established, the process is entirely automatic. If you establish the rules after you have created some data you can force the system to apply the rules to all existing data. 84

85 Auto Assign Fields The Auto Assign feature uses four fields to control the assignment process. Trigger Level combo box determines the starting level for the rule. If you want the rule to run on Level 1, then select One, for Level 2 select Two, etc. Trigger Role determines the role assignment that will trigger the assignment. This provides the ability to determine which role assignment at trigger level will trigger the auto assignment. Target Level combo box determines the target level for the rule. If you wish for Level 1 items to create auto assignment at Level 2, you would choose two in the target combo box. If you wish for Level 2 items to create auto assignment at Level 1, you would choose one in the target combo box. Target Role combo box determines the role the contact will have at the assigned level. When auto assigning from Level 1 to Level 2 you will only have the roles available Assigned (for internal contacts) and Contact (for external contracts). When auto assigning from Level 2 to Level 1 you can use any of the roles that you have permissioned for use at Level 1. The Run button is used to execute a specific rule against existing data. You can establish multiple rules; as you add each rule, click to save and it will be added to the rule list. Exercise Activating and Using the Auto Assign feature In this exercise you will enable the feature and set the auto assign roles. 1. Click the Settings tab. 2. Click the Application Configuration link. 3. Scroll to the Activity Settings section. 4. Click the Auto Assign People check box. 5. Click the Save button. 85

86 6. Click the Settings tab. The Auto Assign link is now displayed at the top of the page. 7. Click the Auto Assignments link. The Auto Assignments page is displayed. 8. Set the following rule: This rule reads: whenever someone is assigned at Level 1 as a legal representative they should automatically be assigned at all Level 2 items as a contact. 9. Click the Save button. The rule is added to the list. The rule is added and a new rule is available marked with a new indicator. 10. Repeat this process for the other two roles that you enabled at Level 1. You can also establish an auto assignment rule between a level 2 and a level 1 item. So when people are added at level 2 they are automatically assigned at level Set the following rule: This rule reads: whenever someone is assigned at Level 2 they should automatically be assigned at Level 1 with the role of Reviewer. 12. Click the Save button. 86

87 Applying Auto Assign Rule in Bulk You will now apply these rules to all the entities in the system (only two level 1 items currently exist). The major effect you will notice is that the three people that you assigned at Level 1 in the Sales Contract will now be assigned to Level 2 (the invoice) and the one person assigned at Level 2 will now be assigned at Level 1. You cannot undo this process so you will need to take great care when applying rules like these in your production UTA. 1. Click the Run button for the first rule. A warning message is displayed. 2. Click the OK button. An additional warning message is displayed. 3. Click the OK button. 4. Repeat this process for the other rules. 5. Review the Contacts section of the Sales Contract. The contact associated with Level 2 is not associated with Level 1 in the role you specified. 6. Review the Level 2 Invoice item within the Sales Contract. The three Level 1 contacts have been added to the Level 2 item with the role of contact. 87

88 Module 10: Working with Security Features Working with Security Features Objectives Upon completion of this module you will be able to: Configure and Enable the Security Matrix. Enable Viewer Logs. 88

89 Introduction The Universal Tracking application supports a number of security features beyond the security features that make up the basic SmartSimple platform. Security Matrix to control access features by role at Level 1, Level 2 and Level 3. Field level access based on the status of the Level 1, Level 2 and Level 3 item. View Logs to track which users are viewing each entity. Enabling the Security Matrix Once you have created your Universal Tracking application you may need to restrict interaction with the application and the associated entities. In order to do this you will enable the Security Matrix feature. The Security Matrix feature assumed that unless you have explicitly set a rule for access to items no items will be displayed. So you should only enable this feature when you have completed the entire application, as it may become very difficult to work with the application once this security is enabled. The Security Matrix is configured from the Configuration page. 1. Click the Settings tab. 2. Click the Application Configuration link. The Security Matrix setting is displayed in the Application Settings. 3. Click the Enable Security Matrix check box. 4. Click the Save button. The Security Matrix link is added to the top of the Application Settings window. If you were to click on the contracts or activities tabs no items will be displayed as you have no set any security rules but simply enabled the security. 89

90 5. Click the Security Matrix link. The Security Matrix window is displayed. How the Security Matrix works The current view is for security associated with the Contract level level 1. Two additional tabs are used to control security associated with the Activity and Action levels level 2 and level 3. For each role that you have permissioned to access the application, the same set of options will be displayed at each level. Role Engagement All access is role based. Each set of access permissions can be set based on the following role engagement: All All users in this role can perform the permissioned actions. Owner Only a user in this role associated through the Owner standard field can perform the permissioned actions. Assigned Only users in this role that are assigned to the item perform the permissioned actions. Accounts Only users in this role that are associated with organisations assigned to this item perform the permissioned actions. This is an indirect permission. For example, if you were to associate a company with a project and use this permission, then someone from that company with this role would be able to perform the permissioned actions. People - Only a user in this role associated through the Person standard field can perform the permissioned actions. 90

91 Permission Types The following five permission types are available: Deny Deny all access to the item. View View the item. Add Create a new item. Edit Edit an existing item. Delete Delete an existing item. Assign Assign other contacts to the item. Exercise Setting the Security Matrix 1. Set the permissions as shown below: All employees can view all items. Only the owner of the item can view, add, edit, delete and assign other people. 2. Click the Save button. 3. Click the Activity Access tab. The same set of roles and permissions are displayed, but this time for the Level 2 items. 4. Set the permissions the same as for the Level 1 items. The title bar will display the level name. 5. Click the Save button. 91

92 6. Repeat this process for Level 3 Actions. Enabling Viewer Logs Viewer logs give an administrator the ability to view which users have viewed which items (Level 1 to 3). Two steps are required to activate this functionality; enable the option at each level and associate the permission to see these logs to a role. 1. Click the Settings tab. 2. Click the Application Configuration link. The Reader Log setting is associated with each enabled level of the application. 3. Set the Reader Log at Level 1 - Contract. 4. Click the Save button. 5. Set the Reader Log at Level 2 Activity. 6. Click the Save button. 7. Set the Reader Log at Level 3 Action. 8. Click the Save button. 92

93 Setting the Manager Permission to See the Reader Log Though the reader log is now enabled you will not be able to access the log without enabling the associated Manager Permission for a role. 1. Click the Configuration, Roles & Permissions menu. 2. Click the Manager Permissions link. 3. Scroll to the UTA Permissions settings. 4. Enable the View Read Time History check box for a role that you are in. 5. Click the Save button. 6. Review the Contracts that you have entered. Note the Reader Log tab on the Contract window. 7. Click the Reader Log tab. The Reader log is displayed. Each time the item is viewed the Reader Log will be updated. 8. Click the Close button. 93

94 Module 11: Creating a Shadow Application Creating a Shadow Application Objectives Upon completion of this module you will be able to: Define when to use a Shadow Application. Create a Shadow Application to an existing UTA. 94

95 Benefits of a Shadow Application A shadow application is an additional Universal Tracking application linked to an original UTA. The purpose of a shadow application is to provide an alternative interface to a UTA in circumstances where the security matrix and field level security is not sufficient. Typical uses of a shadow application would be: Providing the same UTA in a different language. In this scenario the labels of the standard fields in the shadow application would be added in the alternative language. Alternative language versions of each custom field would be created, and each field mapped to the original custom field. Providing simplified Access to an existing UTA. In this scenario, limited standard fields would be selected (though the parent application may include all standard fields), custom fields are restricted by role, and the list views of the application can be controlled separately to the original application. In this module you will create a shadow application to your Contract Tracker application. You will restrict the standard fields used and the list view of the Level 1 items. You can control how many levels from the parent application you wish to use, so in this case you will only enable the Level 1 items. Each Shadow application has its own security matrix so you can control access within each application separately. You can consider this application as a customer view of their contracts. Exercise Creating a Shadow Application The process of creating a shadow application consists of creating an additional UTA, indicating that it is a shadow application, linking it to the parent application, and finally configuring it as you would a regular UTA. 1. Choose the Configuration, Tracking Application menu. 2. Click the New Application tab. The new application page is displayed. 3. Set the Menu Name and Title Bar Name to Contracts Customer View. 4. Set the Access Role to Employee. 5. Click any Save button. 95

96 Enabling a Shadow Application 1. Click the Is Shadow Application check box. The Shadow Application Settings section is displayed. There are two settings in this section. Inherit Parent Application Custom Fields this setting will make the custom fields in the original application available in the shadow application. Parent Application the original application is selected from this combo box. 2. Set the Inherit Parent Application Custom Fields check box. 3. Select the Contract Tracking application from the Parent Application combo box. 4. Click any Save button. As with any other UTA, this application now needs to be configured before it can be used. 5. Set the following Terminology: Only Level 1 terminology is set, as only Level 1 items will be shown in this application. 96

97 Setting Standard Fields in the Shadow Application There is no requirement to create the same standard fields in a shadow application as in the parent, or for these fields names to be the same. 1. Click on the Standard Fields link. 2. Set the following fields: Only five fields will be used. 3. Click the Save button. Setting Manager Permission to the Shadow Application As with all other applications, you need to have the manager permission to that application before you can access the settings page. 1. Choose the Configuration, Roles & Permissions menu. 2. Click the Manager Permissions link. 3. Scroll to the UTA section. Both applications are listed. 4. Set the Manager Permission to a role that you are in for the Contracts Customer View Application. 5. Click the Save button. 6. Refresh your Browser. The application will be listed under the Applications menu. 7. Click the Contracts Customer View application. 97

98 The application is displayed. 8. Click the Settings tab. The Settings page is displayed. There are only two main sections: General Settings and Contract Settings, as you are not using Level 2 or 3 these settings are not displayed. As the check boxes to control the tabs are available, you can control these separately in the shadow application to the parent application. 9. Click the following check boxes. 10. Click any Save button. 11. Click the Application name in the left navigation bar. The tab bar is now displayed with Contracts and Settings. For a user without the manager permission in the application this would be further reduced to just Contracts. 98

99 Configuring Templates and Statuses in a Shadow Application The system does not assume that you would want to expose all the same templates and statuses in the shadow application that you have created in the original application. So before you can use the shadow application it is necessary to define exactly which templates and statuses are available. 1. Click the Settings tab. 2. Click the Templates link. No template from the original application is displayed. But you can create new templates and link each template to a template in the parent application. The parent application templates are listed in the combo box. This is useful if you wish to change the language of the template name in a shadow application used to provide access in another language. It can also be used if you wish to change the name of the template for a different group of users. 3. Create the following templates: Parent Template Name Non-Disclosure Agreement Sales Contract Purchase Sales Contract Service Support Contract The complete list will look as follows: Shadow Application Template Name NDA Purchase Hosted Support Next you will need to map the statuses in the original application using new statues names in the shadow application. This feature is also used when wishing to present the same application in more than one language. 99

100 4. Click the Settings tab, Statuses link. As with the templates, you link each status that you wish to make available in the shadow application to a status in the parent application. 5. Create the following statuses: Parent Status Name Shadow Application Status Name Active Active Negotiation In Progress The complete list will look as follows: Only two statuses are used in order to restrict the contracts that can be displayed within the shadow application. Assigning Statuses to Templates Even though this is a shadow application it is necessary to assign specific statuses to specific templates. 1. Assign both statuses to each of the four templates that you previously created. Security Matrix and the Shadow Applications Before you can view any data in the shadow application you need to consider the impact of the security matrix feature. Though you have not applied the security matrix to this application, there is a security matrix in effect in the parent application. The security matrix in the original application will control visibility through the shadow application. The following rules are important to understand: If the security matrix is active in the parent application it will only apply to the shadow application, if the security matrix is enabled in the shadow application. If the security matrix is enabled in the shadow application, it will further restrict the security matrix in the parent application. 100

101 Exercise Enabling a Shadow Application Security Matrix In this exercise, you will activate the security matrix for the shadow application and thus override the matrix from the parent application. 1. Choose the Applications, Contracts Customer View menu. 2. Click the Contracts tab. 3. Select both status check boxes. 4. Click the Find button. All Items are displayed with the security matrix in place. Next you will create a matrix within this application. 5. Click Settings, Application Configuration. 6. Click the Enable Security Matrix check box. 7. Click any Save button. 8. Click the Contract link. 9. Click the Security Matrix link. As you have only selected one role to access this application this is the only role available. 101

102 The matrix is only available for Level 1 items as you did not include Level 2 or 3 in the shadow application. 10. Set the View Permission for All. 11. Click the Save button. 12. Click Contracts tab. The contracts are displayed. As you have not set any list view there is no way to drill down to an individual contract. Exercise Setting the List View in a Shadow Application Setting the list view is exactly the same for all Universal Tracking applications. 1. Click the Settings tab. 2. Click the List View link. Only the fields selected in this application are displayed. 3. Set the fields as shown below: 4. Click the Save button. 5. Click the Contracts tab. The contracts are now displayed correctly. 102

PSA 2015 Step by Step Guide is published by Assistance Software. All rights reserved. No part of this publication may be Projects reproduced.

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