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.
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.
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.
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.
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.
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 Shadow Application Template Name Non-Disclosure Agreement NDA
Sales Contract – Purchase Purchase Sales Contract – Service Hosted Support Contract Support The complete list will look as follows:
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.
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
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.
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:
Note the type and the status displayed are from the shadow application – not the parent application.
6. Click on the first contract to review the details.
• Only the selected standard fields are displayed.
• The custom fields are displayed as you indicated that custom fields should be inherited by the shadow application.