Terrasoft CRM Basis Guide

Transcription

1 Contents Terrasoft CRM Basis Guide Terrasoft CRM 1

2 Basis Guide Contents Welcome... 5 About Guide... 6 About User How to Start Launching System Change of Password Workspace Text Menu Sections Navigation Section Structure Additional Menu Grid Area Concept of Grid Area Grid Area Toolbar Basic Grid Area Actions Adding Record Copying Record Editing Record Deleting Record Register Service Functions Sorting Records Using Totals Panel Customizing Grid Area Columns The Hyperlinks Using Refresh of the Grid Area Print of the Grid Area Export of the Grid Area Data The Grid Area Contextual Menu Edit Window The Concept of Edit Window Filling Features of Edit Window Fields Types of Edit Window Text Fields

3 Contents Numeric Fields Attributes (options) Date and Time Fields Lists and Dictionaries Dictionary Concept of Dictionary Search of the Value in Dictionary Kinds of Dictionaries Simple Dictionaries Dictionaries of Types Dictionaries of States Detail Manager Concept of Detail Manager Details Variety Related Details Subordinate Details Mixed Details Contextual Menu of Details Manager Tree of Groups Concept of Tree of Groups Managing Groups Structure Managing Groups Content Managing Static Groups Content Managing Dynamic Groups Content Search and Filtration of Records Quick Filter Filtration module Special Filtration Block Report Creation Generation of Internal Format Reports Generation of MS Excel Reports Generation of MS Word Reports System Settings Quick Creation of Records Terrasoft CRM 3

4 Basis Guide Search and Merge of Duplicates User Settings General Settings Check of Duplicates s Links Task Owner Contact s Career Copying of User Profile System Log Global Search Global Search Settings Search of Records

5 Welcome Welcome The family of Terrasoft products includes solutions both for small companies and large enterprises as well as for holding structures. Due to concentration on the common intention to increase efficiency of cooperation between contractors, Terrasoft team develops best products in its area. Terrasoft CRM X25 is a complex CRM system that comprehends all the circles of customer management and organization of inner corporation processes. Terrasoft CRM X25 allows automating all the steps of client management: both from advertising operations and first contacts with the prospective customer to after-sale support and guarantee services. Terrasoft CRM X15 is an effective and flexible instrument for customer relationship management. It provides basic CRM functionality. Terrasoft CRM X15 allows automating main stages of work with customers. Terrasoft Sales is a convenient solution to manage sales department. Solving the transaction tasks, managing perspective transactions, operating the project achievements and accomplishments, Terrasoft Sales allows manipulating the sales amount, essentially advantaging it. Terrasoft Service Desk is a powerful solution for automating both inner and external corporation service departments. This convenient and effective tool allows organizing high-quality service, monitoring customer requests and getting a clear picture of service department activity. Terrasoft CRM X25 + Service Desk is a complex CRM-system that covers all the spheres of customer relationship management, organization of inner corporation processes and automating both inner and external corporation service departments. Terrasoft CRM 5

6 Basis Guide About Guide This manual describes Terrasoft CRM usage basics, offering user full and detailed description of all basic elements and functions of the system. This document does not suggest the examination of the system section functionalities since their description is given in a separate document «User Guide». This document is intended for system users that do not have administrator rights. A special document «Administrator Guide» describes the Terrasoft CRM installation and different application functions available to system administrator only. This document consists of separate chapters describing all elements and functions that may be used in the system. Each chapter includes theoretical basis describing elements and functions, and some practical methods to practice. The materials in this document are based on the principle of uniqueness. It means that if there are several elements that use the same function, only one of possible principles of system actions would be described. There is a link given to a previous description of the elements that use similar function. If the functions differ for some elements there will be a special note regarding this matter. There is an alphabet guide included in the document to make the text navigation more comfortable. It allows finding the suitable information quickly. 6

7 About User About User The user is supposed to have a certain experience of using MS Windows operating system, an idea of what mouse and keyboard are. In addition, it is supposed that there is no need to explain the meaning of a form (or window), an entry field, a screen button, a double mouse click etc. For this reason, while describing the system there is no need to remind that pressing the button in the upper right corner in any window or form (or for example the button [Cancel]) will lead to closing of current window (or canceling the changes made in the form). In addition, if the user cannot find the description of function of any element of the certain window or form in this document, he should follow common sense and experience of work with Microsoft Windows software. Terrasoft CRM 7

8 Basis Guide 1. How to Start This chapter deals with the description of the steps necessary to start using the system: Launching the system (chapter 1.1); Changing user s password (chapter 1.2), if needed Launching System Launch of the system is performed in the same standard for MS Windows software way from the start menu (using the button [Start]).! The path for launching is defined while installing the application in the system. After the system is launched the logging form appears on the screen. The example of this form is shown in Fig Fig. 1.1 Logging in System The username should be entered in the field [User] and the personal password in the field [Password] (the password can be changed with the help of special option in the system menu). It is necessary to fill the field [Configuration] where the required system configuration is supposed to be chosen. By default, this field automatically contains the last uploaded system configuration. That is why changing of this field is only required when several system configurations are used one-by-one.! Only administrator can configure the connection path of each configuration. The check box [Use Windows Authentication] allows logging in the system as a domain user. When this option is enabled, the user name is automatically indicated in the field [User]. In addition, the field [Password] becomes readonly. 8

9 About User Upon pressing the button [ОК], the authorization is completed successfully and main system window opens with active one of the system sections.!! To select the section that will be activated upon logging in the system, use user settings. To complete successfully the authorization, user should be registered in the system, and has a license. Only system administrator can register a new user, request license for, and grant access rights Change of Password Using menu entry [File] -> [Service] -> [Change User Password] the current user may change the password for logging in the system. Upon executing this command a special form for changing password opens. The example of this form is shown in Fig Fig. 1.2 Change of Password By default, the field [Old Password] displays the current (actual before the moment of changing) user s password. The filed is read-only. The fields [New password] and [Confirm Password] are meant for entering a new (edited) password. Values entered in both field should be equal. New password will be activated after saving the form (upon pressing the button [OK]) and all next loggings in the system will be possible with the new password. Terrasoft CRM 9

10 Basis Guide 2. Workspace The example of the workspace is shown in Fig Fig. 2.1 Terrasoft CRM Workspace The workspace of the system consists of the following modules: Menu (1); Section (2). System Menu is a set of controlling elements (in text and graphic form), that allows reaching the main system modules, main system functions, and contains commands, necessary for system configuration and fast records creating in the sections. The examples of the text menu are: [File], [Help]; graphic menu: [Accounts], [Tasks], [Library], [Charts], [Dashboard], and [Reports]. Section is a mandatory workspace element that allows storing the information in the system, managing system records, analyzing collected information with the help of reports. Mostly the section consists of the following modules: record grid area (register), detail manager, tree of groups, filter module, menus of actions and reports. 10

11 About User 2.1. Text Menu Text menu is standard for MS Windows software. It includes a set of commands necessary for system adjustment and navigation in its sections. The example of the text menu is shown in Fig Fig. 2.2 Text Menu Menu [File] includes several commands. The item [Global search] launches a special form that helps finding quickly necessary information in the system. In the item [Dictionaries] of the menu [File] all NOTE dictionaries used in the system are gathered together. Moreover, the dictionaries are grouped Text menu is active for whole system. by sections for simplifying search. For example, to find the dictionary [Task statuses], open the following menu item: [File] -> [Dictionaries] -> [Tasks] -> [Task statuses] The item [User settings] from the group [Settings] of the menu [File] opens an additional form where user can adjust standard user settings. For example, here it is possible to change the color of overdue tasks (task deadline has gone). The group [Service] of the menu [File] contains commands adjusting system service settings. The item [Check for Duplicate Records] of the group [Service] from the menu [File] allows searching duplicate records in the account and contact registers. This function is useful when there are a lot of accounts and contacts in the system. The adjustment of settings of duplicate records check is possible in the settings window. The item [Change User Password] allows setting a new password for current user. By means of the menu item [Create shortcut for launching configuration], it is possible to create a shortcut of Terrasoft CRM on the desktop for the current user of the operating system. Terrasoft CRM 11

12 Basis Guide Menu item [Copying User Profile] opens a special form through which you can copy a profile of current user. Menu item [Show Log] allows opening the system log of current session work. Menu item [Quit] allows logging off (analogous to pressing the button in the upper right corner of the main window of the system). Menu [Add] contains a number of commands for rapid creation of new records in the system without the necessity of switching between sections. For example, when you work with the list of accounts, it is possible to create a new task in the system without going to the section [Tasks]. It is enough to select the menu item: [Add] -> [General] -> [Task]. Menu [Help] contains commands for opening the document User Guide (the menu item [Help on Terrasoft CRM]) and rapid forwarding of the message to Terrasoft support service (the menu item [Contact support]). After pressing the menu item [Contact support], a new MS Outlook message box opens with the attachment of «SystemInformation.txt» (the field [Attach ]). In the attached file there is general information about current version of Terrasoft CRM application and operating system installed on the computer: a computer name, characteristics of the processor and of the screen, user name, application uptime, version, current date and time, etc. The subject of the message ("Request to Terrasoft support") and the recipient s address ( of the Terrasoft support) are filled automatically. You can fill the message body in a usual way (to enter the text or detail the subject of the letter) and to send it. Navigation buttons for viewing page history are located to the left of the text menu. The button allows you to step back (to the section, which was active until the transition to the current section). The button is available only if return to the previous sections. Clicking on this button allows you to go to the next section, which was activated after the current section. Finally, the button allows you to go to the section, which was first activated on launching the system Sections Navigation The section menu is the main navigation tool of the system. It is located in the central part of the system menu and is designed in a graphic form (Fig. 2.3). Fig. 2.3 Sections Menu 12

13 About User Thus, for each section in the system there is a special graphic element (button). To open the section, just click the right button. All system sections are grouped in separate menus. Each menu may contain several sections. The same system section can be the part of one or several menus. For example, the section [Contacts] is a part of the menus [Common] and [Sales]. When switching between different menus, the previously selected section will be opened if it is included in both groups. If new group doesn t include this section, there will be a transition to the first section of the new menu. The list of menus and sections of the system depends on the selected configuration as well as on current user access permissions. For example, the section [Accounts] may be available for all users, but the section [Administration] can be available only for a system administrator. So a user is able to see only modules accessible for him Section Structure The section s structure is shown in Fig NOTE The graphic menu is active for the entire system. Fig. 2.4 Section Structure Section s structure is static and always consists of several basic modules having different purposes. Grid Area (1) is a basic element of a workspace. It is meant to display the data of current section (for example, there is a list of legal entities in the [Accounts] section register) and to execute basic operations with this data (for example, to add, edit, delete, sort, group, etc.). Terrasoft CRM 13

14 Basis Guide Detail Manager (2) contains a number of details that display specified information about the current record in the main grid area (for example, in the section [Accounts] on the detail [Contacts] there is a list of contacts of the selected company). Tree of groups (3) contains a list of groups of records. Usage of this module allows you to form groups to sort register records. Filtration Module (4) allows user to search register records accordingly to the combination of several fields and to adjust settings of record filtration for dynamic groups. Special Filtration Block (5) is an additional way for data selection. It simplifies search by frequently used settings in the section (for example, in the section [Tasks] you can search tasks for the selected period of time, for the selected contact or for unfinished tasks). The button, located in the header of some of the modules, allows hiding (minimizing) or viewing (restoring) the selected module. In addition, it is possible to change the size of some of the workspace modules in a standard way. To do this you need to focus cursor on the border of the module and move it to required place, while holding the left mouse button. For example, in this way you can move the borders between the tree of groups and the grid area, between the grid area and the details manager and between the tree of groups and the filters module Additional Menu At the same time, in most system sections there are several additional menus available. They help to simplify work with the current records in the section. Firstly, there is a menu [Reports] in the upper left part of the section (Fig. 2.5, p.1). It allows you to run reports on the current section information. Fig. 2.5 Additional Menu [Reports] 14

15 About User Secondly, there is a menu [Actions] to the left of the report menu (Fig. 2.6, p.2), where additional actions for current section are available. For example, in the section [Contacts] by means of actions menu you can create a task, connected with the chosen contact, or link a contact to an active marketing campaign. Fig. 2.6 Additional Menu Thirdly, the toolbar of the grid area (or detail) may contain the menu of actions (Fig. 2.6, p.3), used for grouping of additional commands, which are executed in current register. For example, the toolbar of the grid area in the section [ ] contains the menu item [New message], which allows you to create a new message or to reply to the chosen letter. Finally, different modules of the system sections can use special contextual menu (Fig. 2.6, p.4), that opens by pressing the right mouse button. Basically, in the contextual menu there are actions that can be executed by using relevant controls. But furthermore there are commands, unavailable by other means. For example, with the contextual menu of the grid area it is possible to enable or disable the totals panel, which is used for calculation of the number of records in the current register. Terrasoft CRM 15

16 Basis Guide 3. Grid Area This chapter describes the main section element. It is Grid Area. Concepts of the grid area, details, grid area tabs and register toolbar are considered. All basic and service actions used in the grid area are described in this chapter. Finally, contextual menu commands, which help you to execute some additional operations in the grid area, are detailed Concept of Grid Area The grid area or register is a basic element of Terrasoft CRM section. Registers keep initial information, entered by users, and processing results of this information. There are different grid areas for keeping different information types. For example, accounts, contacts and tasks information are kept separately. Typically, to view the particular grid area, it s enough to open the relevant system section by pressing the corresponding button of the system menu. The example of the grid area is shown in Fig Fig. 3.1 Grid Area Each grid area has a header, displayed in the upper left part of the grid area. Typically, the name of the section grid area is the same as the name of the section. Section may consist of several tabs. In this case names of all tabs will be displayed in the grid area header and the current tab will be highlighted. For example, the section [Tasks] may consist of three tabs: [Tasks], [Schedule] and [Charts], which allow switching between task list, schedule module and section diagrams. NOTE Various section tabs can be functionally different and have different toolbars. It is possible to control columns displayed in the section with the form, which is similar to a form for controlling columns displayed in detail manager. This form is described in the chapter «Contextual Menu of Detail Manager». With this form you can hide unused section tabs from view. 16

17 About User The grid area consists of records (or rows), organized in a form of table. Active (selected) register record is highlighted by color. Active field is further highlighted by the dotted line. Each grid area column has its name (title). A set of all headers of the grid area columns is a title of grid area table. The grid area can contain several tabs that allow displaying current section data in a special way. The list of the grid area tabs is displayed as separate «internal» details located between the register header and the table header of the grid area. The set and order of columns for different tabs can be different. Further, the tab may display only part of the main records list, which was selected by the appointed rules. For example, if you open the tab [For Control] in the section [Tasks], it is possible to see a list of tasks created by current user, and appointed to another user. In addition to the tabular form of the register, there are special tree registers in the system. The tree register differs from the common register as it is possible to construct a hierarchy of records (alike to creating groups in the tree of groups). The examples of the tree registers are the following: register of the section [Projects] contains the information about the projects, stages and the work executed. detail [Company Structure] of the section [Accounts], used for displaying subordination of the company units. detail [Completion Set] of the section [Offerings], used for creating complex packages, that consist of the embedded records. There is a toolbar in the bottom of each grid area (both ordinary and tree). By means of the buttons of the toolbar it is possible: To execute basic operations with the data. For example, to create new records, edit or delete existing records; To search for the record, using the quick filter; To jump within register pages using the navigation buttons; To use service functions. For example, to print or to export the grid area. Register records are displayed on pages. The number of records on the page is determined on primary system installation. Navigation of register pages is done using the buttons of the toolbar. NOTE System administrator determines the number of records on the page (by default 40). To navigate through records, use the scroll bar in the right part of the grid area or keyboard arrows [Up] [Down]. Keyboard arrows [Right] [Left] are used for navigation among record fields. Terrasoft CRM 17

18 Basis Guide The contextual menu is used to execute some actions with the register. To open the contextual NOTE menu, press the right mouse button on the register record. Upon pressing on the grid area table header or on the grid area header, it is possible to activate a special contextual menu that gives additional resources to adjust settings of displaying register records and its tabs. It is possible to select all records of the current page by hot keys Ctrl+A. If there is only a part of the value displayed in the register cell, and the other part is hidden, it is possible to see the whole cell content by moving the mouse pointer to this cell. As a result, a hint message with the whole cell value will appear. The example of such a field is shown in Fig Fig. 3.2 Hint Message While working with the system, take a note that only records are accessible for current user are displayed in the grid area. Access rights to the records are limited according to the principles of the differentiation of access rights. By default, only record s author, responsible manager and system administrator have access to a record. For other users this right can be granted on the detail [Access] of the detail manager. In addition, system administrator can specify certain rules, by which access to the separate section records for individual users will be granted automatically Grid Area Toolbar There is a toolbar in the grid area bottom. The example of the toolbar is shown in Fig Fig. 3.3 Grid Area Toolbar The toolbar buttons are grouped in three blocks: text, graphic and Quick Filter block. On the toolbar there are buttons for executing main actions in the register: add, copy, update or delete records. The command [Delete all] of the menu [Delete] allows deleting all register records. The toolbar may contain additional buttons that allow executing specific actions with the grid area data. For example, the register of section [Projects] contains 18

19 About User the button [Add to Gantt Chart]. Upon pressing this button, a selected element of planning will be added on the detail [Gantt Chart] of the section grid area. Right (graphic) group of buttons is used for navigating through grid area pages, as well as for executing of some additional grid area actions. Below, there is a description of these buttons: - go to the first page of register. - go to the previous page. - the number of pages of current grid area. - go to the next page. - update current grid area. - export current grid area data to the external file in <*.xls> format. - print current grid area. Quick Filter block (located in the upper left toolbar part) is created to simplify search for the required information at the current grid area Basic Grid Area Actions There are basic actions that can be executed with register data: Add record; Copy record; Edit record; Delete record Adding Record To add a new record, use the button [Add] of the register toolbar. Upon clicking on this button the edit window will open. After filling in the required fields in the edit window, it is necessary to save data (using the button [OK]). After this the edit window will close, and a new record will appear in the grid area. If register records are grouped, it is important which group is active when you create a new record. If while adding a new record, some static group is active, this new record would not be included in the selected group. But while saving the record an additional form with proposal to include a new record to the current group will appear. Terrasoft CRM 19

20 Basis Guide Pressing the button [ОК] of this form will lead to creation of a new record, which will be included in the current static group of records. If a new record was added and one of dynamic groups or [All records] branch was selected, in this case a new record will not be included in any of existing static groups. Adding the record to the existing dynamic groups doesn t depend whether any group was selected while the process of record creation. If new record meets the requirements of existing dynamic group, this record will be automatically included in this group. NOTE When new records are added to the sections [Accounts] and [Contacts], the system checks for any duplicate records in the corresponding registers. For example, if the register already includes one or several companies with the same name, than an additional form will appears where It is possible to determine the list of fields, which are needed for search for duplicates in the user settings. all found similar records are listed. After analysis of found information, it is possible to save the record, or to update it. The function of check of duplicates is described in detail in the description of the service functions. In the tree grid area use the menu of the button [Add], to add a new record. To add the root record (a record that will not be subordinate to any of the existing records) use the button [Add]. To subordinate a new record to the certain existing record of the same grid area, select this record and use the command [Add Subordinate] of the menu [Add]. As a result, the edit window will be displayed, which is filled and saved in a usual way Copying Record The action of copying a record is used when it is necessary to create a register record that has the same parameters as the existing record. To copy a record, firstly select the needed record in the register and then press the button [Copy] of the register toolbar. After pressing this button, the edit window will open. All fields of this edit window will be filled with the same values as the selected register record. After changing the necessary values, save data (by pressing the button [OK]). Then the edit window will close, and a new record will appear in the grid area. While copying the records in the sections [Accounts] and [Contacts], as well as while adding, the system checks for duplicate records Editing Record The editing action is done when it is necessary to view or modify a record. The changes are done in the edit window of the card that opens upon pressing the button [Edit] of NOTE It is also possible to open the edit window by double-click on this record. 20

21 About User the register toolbar. The opened edit window will contain the values previously saved. After making the changes, it is necessary to save data (by pressing the button [OK]). Then the edit window will be close, and a modified record will appear in the grid area Deleting Record The button [Delete] of the register toolbar allows deleting current record from the register. After this, record will be removed from the grid area without possibility for further recovery. After selecting the record and clicking on the button [Delete], an additional window pops up where it is necessary to confirm the action. For simultaneous deleting of several records, it is possible to use multiple selections by holding keyboard buttons [Ctrl] and/or [Shift]. If any register record is already used in other register (for example, company was selected in the contact card), than it is prohibited to delete such records from the system. In this case, it is necessary to edit all related records (in this case, change company in the contact card). If any register record has subordinate records (for example, there are subgroups in groups), than after deleting this record, all its subordinate records will be deleted automatically. For example, this rule applies to deleting some division, consisting of several departments, or for deleting group, which has embedded groups. The command [Delete all] of the menu [Delete] allows deleting all records of the current grid area. After this only records without any links with other records will be deleted. After deleting records, an additional message about the number of deleted records and the number of records that were not deleted, will appear Register Service Functions NOTE The hierarchy of company divisions is determined on the detail [Corporate Structure] of the section [Accounts]. Service functions are intended to simplify work with register records. They allow changing rules of displaying records and getting summary information regarding the whole register. The following service functions are available in the grid area: sorting records by values in one or more columns; calculation of intermediate totals; setting list and order of shown register columns; opening edit cards by hyperlinks; Terrasoft CRM 21

22 Basis Guide updating register contents; printing grid area with the possibility to preview a formed document and to change print settings; exporting grid area data into <*.xls> format. Below, all these functions are described in detail Sorting Records Sorting of the register records is executed by means of the table header or the register contextual menu. With left-click on the table header, register records will be sorted by values in this column. Also, in the header the arrow will appear, indicating the sort order (ascending or descending). To change the sort order, click on the column title. To cancel previous sort, left-click on the table header while holding [Ctrl]. It is possible to execute more complex sorting of records on the values in two or more columns. To do this, you need to sort records on the values of the first column, and then, on the values of the second and following columns, while holding [Shift]. In this case clicks order is important. For example, if contact list should be sorted by type first, and then by surname, name and by patronymic within each type, then sort for [Type] column should be done first, and then for [Name] column, while holding [Shift]. Result of such sort example is in Fig Fig. 3.4 Sorting the Register records Using the grid area contextual menu, which is opened on the grid area column header, it is possible to execute an ascending sort of register records in this column ([Sort asc]). To sort register records in descending order [Sort des] command of the grid area contextual menu is used Using Totals Panel To calculate the number of records and to determine maximum and minimum values in the grid area columns the operation of calculation of the 22

23 About User total values is used. It is available in a special intermediate totals panel. This board is located in the grid area bottom above the grid area toolbar. Its example is shown in Fig Fig. 3.5 Totals Panel Totals Panel may be displayed in the grid area or visually hidden. Control of the board visibility is executed by [Totals] command of the grid area contextual menu. To determine the method of calculation of the resulting information, additional contextual menu is used. It is activated under that grid area column, which is needed for getting the summary information. This contextual menu example is in Fig It is possible to determine the number of the register records for all field types, and to determine the sum, maximum, minimum and average current column value for the numeral fields. It is possible to select a certain group in the tree of groups, and then calculation will be done by content of this group. Fig. 3.6 Selection of the totals calculation method [No total] command is used for canceling the calculation of the resulting information Customizing Grid Area Columns It is possible to change columns width and order in the grid area. In addition, some columns (for example, the least used) can be visually hidden, not to overload the table with more information content. To change the columns order, pull this column to the needed grid area place, while holding the cursor on the column header. To change the columns width, pull the right border to a required place (left or right), while holding the cursor on this border. Terrasoft CRM 23

24 Basis Guide Special columns customizing form is used for control of the grid area columns displaying. Example of this form is in Fig This form is activated by [Customize Columns] command of contextual menu of the grid area table header or by clicking on button, located above the grid area scroll bar (in the upper right part of the grid area). In this form there are titles of all columns, which are currently hidden and are not displayed in the grid area, in alphabetical order. Some titles can be grouped. To display any of the listed columns in the grid area, pull the column header to the required place of the grid area header, while holding it with the mouse. Fig. 3.7 The Grid Area Columns Customizing At the same way, it is possible to hide any currently displayed column. To do this, it s enough to pull columns header from the grid area to the columns customizing form. It is also possible to hide the grid area column by opening the contextual menu on the needed column header and by selecting [Hide column] command. In addition to the described services of set customizing and columns order, there are also NOTE It is possible to close the columns customizing form by using MS Windows usual features. additional commands in the grid area contextual menu, which allow changing the display mode in the grid area The Hyperlinks Using For all grid area fields, which values are based on the dictionaries, there is a possibility of a quickly open of edit window using the hyperlinks. Field values, which are hyperlinks, are underlined in the grid area (Fig. 3.8). To open the edit window with the hyperlink, click on the required field in the grid area. 24

25 About User Fig. 3.8 Hyperlinks With this, for fields, which values are based on the dictionaries, edit window of according dictionary will open. For example, while clicking on hyperlink in [Type] field of the accounts grid area, edit window for [Account types] dictionary will open. If the dictionary, which is basis for grid area field, is the grid area of the other section, then for selecting the hyperlink for such field, the edit card for certain grid area will open. For example, if you click the hyperlink in the [Account] field of the contacts grid area, then account edit window will open. For the fields of this grid area type, there is a quick transition to the according record of the related section by clicking on the hyperlink, while holding [Ctrl].! To use the hyperlinks features, it is necessary to have access right to edit the selected section field. System administrator can also use the hyperlinks while working with fields, which values are formed on the basis of services. For grid area fields, which refer to the configuration components services (for example, [Report service] field), there is a possibility to open the service by clicking on hyperlink for editing in Terrasoft Administrator application Refresh of the Grid Area The refresh operation is used for tracing the changes in database. For example, in case of multi-user work with the system. If user makes certain data changes in any grid area (adds, edits or deletes the records), then other users, working with the same grid area, will see this changes only after refreshing of the current grid area. The data refresh is executed via the button of the grid area toolbar or via the [Refresh] command of the grid area contextual menu. In addition, refreshing is available via the keyboard button [F5] (while pressing this button, the grid area to be refreshed has to be active) Print of the Grid Area The function of printing is executed via the button of the grid area toolbar or via the [Print] command of the grid area contextual menu. In addition, printing is available via the combination of the keyboard buttons [Ctrl+P]. Terrasoft CRM 25

26 Basis Guide After launching of the function, there will be preview window in a separate window on the screen. In this window it is possible to look at the formed document, to edit it, if needed, and to print. In addition, from this window document can be exported or saved to file. Preview window, which is used for displaying the printing form of the grid area, is also used for viewing and printing the reports, which are formed in the system. It is described in more detail in the documentation about integrated reports generation.! Print of the grid area can be done only by system administrator. To grant such rights to individual users, it is necessary to change relevant system settings Export of the Grid Area Data The data of the current grid area can be exported to an external file of <*.xls> format. The function of export is executed via the button of the grid area toolbar or [Export] command of the grid area contextual menu. In addition, export of the grid area is available via the combination of the keyboard buttons [Ctrl+E]. After launching the system, a standard MS Windows window for selecting the file name and its location is opened. When you export, all parameters of data viewing, which were set before, which are provided by service functions of the grid area, particularly, by the functions of sorting, filtration, calculation of the resulting information and column customization, are saved.! Export of the grid area can be done only by system administrator. To grant such rights to individual users, it is necessary to change relevant system settings The Grid Area Contextual Menu The grid area contextual menu is activated by clicking the right mouse button on the register record and is aimed for execution of the number of service operations with the current grid area. Contextual menu item [Go to] contains a list of commands, which help to go to related records of the other system sections. The list of commands varies depending on active grid area. For example, in the accounts grid area it is possible to go to the person responsible for current account, and in tasks grid area to author of the current task. The example of the grid area contextual menu is shown in Fig Menu item [Actions] contains a list of commands, which are similar to the commands of actions menu of the current grid area. The list of commands varies depending on active section. For example, if in [Contacts] section of the 26

27 About User actions menu actions [Create Task] and [Send ] are available, then in the contextual menu these commands will be displayed, after selection of the menu item [Actions]. Fig. 3.9 The Grid Area Contextual Menu With the [Refresh] command it is possible to refresh the content of the current grid area (the same operation can be executed via the button of the grid area toolbar). [Select all] command is available only in contextual menu and allows to select all records of the current grid area page (the same operation can be executed via the combination of the buttons [Ctrl+A]). [Print] command allows to print content of the current grid area, and the [Export] command allows to export data of the current grid area to an external file of <*.xls> format. The same operations are available in the grid area toolbar via the buttons and, respectively. [Totals] command of the contextual menu controls the display of the intermediate result board in the grid area. [Quick Filter] command is used for rapid search for the records in the grid area by the value of one of the fields. [Quick Filter] box is described in more detail in the documentation about features of search and records filtration in the grid area. Terrasoft CRM 27

28 Basis Guide With the command [Width Automatching] of the grid area contextual menu it is possible to activate a special mode of automatic matching of the width of the grid area columns. This mode assumes that in the grid area the optimal width for each column is automatically matched so, that all table columns are completely placed on the screen with any window size. For example, if user expands the width of any grid area column, all columns, placed at the right of this column, will be proportionally reduced. If user disables the mode of automatic matching of the columns width (will remove the sign [Width Automatching] of the grid area contextual menu), the total width of the columns can be more or less than total grid area width. For example, while expanding the width of any column, the width of other columns will be the same, and part of them will be able move beyond the visible grid area part. In this case, in the grid area bottom there will be horizontal scroll bar, which will allow going to the «hidden» columns. It is convenient to disable the mode of automatic matching of the columns width while working with a large number of columns, because, in this case, enabling this mode will make titles and contents of the columns difficult to read. To set the mode of data viewing in the grid area the [Multiline Data] command of the grid area contextual menu is also used. This mode is convenient when content of the fields is rather volume and the grid area columns width doesn t allow to display this content completely. In this case, if mode <Multiline data> is activated (Fig. 3.10), height of each grid area line will be automatically regulated. So in each table field content will be displayed completely. Fig Display of the Grid Area with the Activated Mode <Multiline data> Some of the system grid areas may use multiline columns titles for viewing the data in a convenient form. Multiline title is used when several grid area columns have to be mated in a group for convenience. 28

29 About User For example, if grid area columns are several months of one year, then grid area table title can be represented in two lines form. There will be the name of the year in a first line and several columns titles, which are relevant to months of this year, in a second line. [Multiline Title] command of the grid area contextual menu activates viewing mode of the multiline title. Disabling of the mode <Multiline title> returns viewing of the grid area columns titles as a one line. And the name of the group, which includes these columns, is automatically added to the columns titles.! Viewing mode of the multiline title can be activated only in the system grid areas, where it is provided by software. In addition to the listed commands, grid area contextual menu can include a number of other commands, if it is opened on the grid area table title (on the title of one of the columns). In this case, contextual menu is added by the commands, which are used for working with the columns. Particularly, command [Hide Column] allows to hiding current column, and the command [Customize Columns] allows opening the columns customizing form, which helps to change the list of displayed grid area columns. At the same time, [Sort in Ascending Order] and [Sort in Descending Order] commands of the same contextual menu are used for sorting of the register records by values in the current column.! In the contextual menu of the sections grid area, for which system administrator made setting of logging, command [Show Change Log] is appeared. It allows viewing the changes history of the selected register record. This command is also viewed in the contextual menu of the logging dictionaries. It is possible to execute some of the commands of the contextual menu by combination of shortcuts. Particularly: [Refresh] F5; [Select all] Ctrl+A; [Print] Ctrl+P; [Export] Ctrl+E; [Totals] Ctrl+U; [Auto Ajust Columns] Ctrl+J; [Quick Filter] Ctrl+F; [Multiline Title] Ctrl+M; [Multiline Data] Ctrl+D. Terrasoft CRM 29

30 Basis Guide 4. Edit Window In this chapter the concept of edit window is covered. Also features of filling the edit window and different types of edit window fields were considered The Concept of Edit Window There is only fill-in about the certain record is displayed in the grid area. More information about the active table line can be viewed in a special form, which is opened in a separate window and named edit window. It is possible to open edit window by: double-click on the relevant register record; click the [Edit] button of the grid area toolbar; click the [Add] button of the grid area toolbar (in this case the edit window is empty). Edit windows of different system grid areas are differ and view specific data for each grid area. The example of account window, which can be opened from the accounts grid area, is shown in Fig Fig. 4.1 Edit Window Edit window is used not only for viewing the detailed information about the certain register record. With this window adding of the new records to the grid area and editing of the existing data is executed. Saving changes is executed by click the [ОК] button of the edit window. [Cancel] button is for closing of the edit window without saving any changes. 30

31 About User! It is possible to cancel the changes only if they are not saved in the system. After pressing the [ОК] button it is impossible to return to previous fields values. If there were wrong changes executed in the edit window, user has to open the card and indicate correct values, then save the card. Edit window contains a number of fields, which are empty in the mode of creating a new record (or filled by values on default), and they are filled by previously saved data in the editing mode. Edit window may contain different types of fields, which comply with different rules of filling. Purpose of the most fields corresponds with their names. For example, field [Owner] contains the information about responsible manager, and field [Country] contains the name of the country. Therefore, detailed description of the edit windows will be considered only those fields, which purpose needs a special explanation, or which filling is differ from basic filling. Edit window may consist of several tabs, which are aimed for enter of different boxes of information. The number and order of tabs in edit window are determined by software, and can t be changed by user. To go to the needed tab, click the left mouse button on its title. For example, opportunity card in the [Opportunities] section consists of two tabs: [General] and [Finances], which allow switching between the basic opportunity parameters and its financial rates. Edit windows can be used not only in records grid area. Any system module, which is provided for creating or changing any records, can use special edit windows. For example, there are according cards used for adding or editing records in the detail manager, tree of groups or in any dictionary. Using the edit window in these modules is the same with using the grid area edit window. In this case edit window contains number of fields for filling and save or cancel changes buttons 4.2. Filling Features of Edit Window NOTE Different edit window tabs can be functionally different. It is necessary to use a few rules when filling of edit window. Some card fields are required (for example, field [Name] of the opportunity card). If such card field is left blank, then additional message, asking you to fill this field, will appear while saving. The required fields are red in the edit window. Some card fields may be inaccessible for editing (for example, field [Duration] of the task card). Typically, value of such fields is determined by system automatically. Terrasoft CRM 31

32 Basis Guide Fields, which are inaccessible for editing, appear in edit window as a grey background. In some cases, field is available for editing only in certain conditions. For example, field [Task Result] of the task card is available for editing only after task completing (after the final task state is set). If in some of edit window fields user enters incorrect value, or value, which doesn t correspond with values of other fields, then help or error icon may appear near this field. After pressing these icons, additional menu with the detailed information about error will open. In case of error it is possible to select and to set the right value to the field. In case of help, menu item is a warning message. In this case user has to enter the right value by himself. One more important feature of the edit window is ability to display different additional fields, depending on the selected record type. For example, task with the type «Meeting» may contain field [Place of Meeting], which indicates location of the meeting. Typically, set of additional fields is displayed at the bottom of the edit window, and this set is changing with changing of the value of the field [Type] Fields Types of Edit Window NOTE List of addilional card fields is determined by system administrator. Edit window may use different types of fields, which are aimed to enter different information. Below, there are probable types of fields, examples of their usage and rules for filling them. Particularly, there are descriptions of text and numeric fields, indicators, date and time fields and fields, which are filling by selecting from lists or dictionaries Text Fields Text fields do not contain any additional control items. Value is entering and editing manually. Moreover, value may contain any signs (for example, letters or numbers). This type of field can be displayed in two ways. In the Fig. 4.2 there is the example of basic text field, in which value is entered in one line. Fig. 4.2 Field Type [String] Such field example are fields [Full Name] or [Address] of the account card, or field [Job Title] of the contact card. 32