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.
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 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.
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 email 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.
• 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.
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 Email – disables the user’s ability to send and save an email 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 Email check box, the Hide Contract Chart check box and the Hide Import check box.
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.
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.