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.
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.
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 1.
3. 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.
• 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 Description
Activity Type Displays the Level 2 “types” in a combo box.
Amount An amount field.
Assigned People Displays a lookup button so internal people can be assigned to the item.
Assigned Links Displays links to the assigned people. Clicking the link will display the contact details. Assigned people are always internal people.
Contact Links Displays links to the contact people. Clicking the link will display the contact details. Contact people are always external people.
Contact People Displays a lookup button so external people can be assigned to the item.
Description Narrative description.
Duration Duration in hours.
End Date Generally represents an end date or milestone.
End Time An end time for a short event.
Follow-up Days Specifies the number of day or hours after the activity that a message should be sent. This field is displayed as a combo box.
Field Description
you give the field with an @ sign. The caption will display a globe icon and the user can look up the location using their selected mapping service.
Owner Manager or person responsible for the Level 2 item.
Parent Name The name of the associated Level 1 item.
Reminder Days Specifies the number of day or hours before the activity that a message should be sent. This field is displayed as a combo box.
Reminder Sent 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.
Reminder Type Indicates if the message should be sent by quick message (internal to SmartSimple users) or email. You can also specify which group of people should receive the message. This field displays as a combo box.
Start Date Generally represents a start date.
Start Time Start time of a short event.
Status The status of the Level 2 item.
Subject A short one line narrative for the Level 2 item.
Update By The name of the user that last updated the Level 2 items.
Whole Day Event Indicates if the event is a whole day event.
Exercise – Selecting the Activity fields
1. Configure the following Activity Fields: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.
• 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:
Field Description
Name Display name for the template.
Display Order The order in which the types are listed in the type combo box.
Description Narrative description of the level 2 type.
Colour Code A colour code used to display different types in the list view.
Access Roles 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 Allows level 2 to be exposed to the Internet.
Access Roles Roles of users that can access this level 2 type.
Activity Formula Expressions you wish executed when the level 2 is saved. This uses similar syntax as the level 1 template formula.
Reminder Settings 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.
Follow Up Settings 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.
Specific Service Providers
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.
Specific Service Providers
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 – Adding Activity Types
1. Create the following Activity types: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.
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 Description
Name Display name for the Status.
Display Order The order that statuses are displayed in the Status combo box.
Description Narrative description of Status
Colour Code 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.
Submit Button Status 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.
Submit Button Label The caption you wish to associate with the Submit button.
Is Default Status Determines the default status to be selected when the item is saved or submitted.
Is Copy Status 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.
Status Availability 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.
Lock On Status This setting is used to lock the Level 2 item so that it cannot be changed until it is unlocked.
Roles That Override Lock 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.
Roles that Can Set This Status The specific roles that can set the status. If you do not set a role, then any user can set any status.
1. Create the following Statuses:
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
2
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.
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.
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.
• 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.
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.
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.2. Add an addendum item to the Non-disclosure agreement.