Reference and Training Guide
Software Version: 4.21
Guide Version: 2.7
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: 416.591.1668 Toll: 1.866.239.0991
Web Site: http://www.SmartSimple.com Email: [email protected]
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 2... 17
Account Assignment Role Settings... 18
Module 4: Adding Standard and Custom Fields to Level 1...24
Introduction... 25
Adding the Standard fields for Level 1 ... 25
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
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 ... 100
Module 12: Integrating Email with the UTA ...104
Using Email with the Universal Tracking Application... 105
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.
Module 2: Getting Started with Universal Tracking Application
Getting Started with Universal Tracking Application
Objectives
Upon completion of this module you will be able to:
• Describe uses for the Universal Tracking application.
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 Level 1 Level 2 Level 3 UTA ROLE UTA Contact Contact Contact -Organization Custom Field Contact -Organization Contact -Organization Contact
“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?”
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 “It’s a big deal”
Project Tracking
Training Tracking “When are you going on the course?”
Grant Management
Entity and Instance
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.
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 Assume you are selling insurance.
Project Tracking Assume you are an engineering company.
Training Tracking Assume you teach office skills.
Grant Management 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 What types of activities make up a sales
process?
Project Tracking What kinds of tasks would exist in an
engineering project?
Training Tracking If the course is the Level 1 item, what
would be Level 2?
grant application?
Need Activities within Level 2?
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?
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.
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.
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
• 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.
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
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.
• 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.
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
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 Implication for Contract Tracking
Enable Level 1 on Account New menu. User can review account screen and choose New Contract from the New Menu.
Enable Level 2 Activity tab on the Contact Profile.
User can review any activities associated with the use on their profile.
Enable Level 1 on Item Tab on Contact Profile
User can review any Level 1 items associated wit the user on their profile.
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.
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.
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.
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.
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.
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
• 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 Description
Accounts 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.
Activity List 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.
Application Name A name for the Level 1 item – if required. If used, this name will be displayed in the title bar for that item.
Application Template Type 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. Branch 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.
Close Date Milestone date. You can use this for any date you need by setting the caption.
Contacts 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.
Owner 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. Person A single contact that can be associated with the level 1 entity Probability 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).
Requirement Narrative description text box.
Revenue Associates a monetary amount with the Level 1 entity Start Date Milestone date – initially set to current date.
Status Status setting for the Level 1 item.
UTA Consumers Provides the ability to display a list of level 1items from another UTA. UTA Providers Provides the ability to display a list of level 1items from another UTA. Workflow 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 Renamed to
Accounts Not Required
Activity List Activity List Application Name Not Required Application Template Type Type
Branch Branch
Close Date Not Required
Contacts Contract Contacts
Currency Currency
Customer Customer
Description Description
End Date To
Folders Not Required
Modified Date Last Updated
Owner Manager
Probability Not Required
Requirement Not Required
Revenue Not Required
Start Date From
Status Status
Workflow Not Required
All other fields will be added as custom fields.
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 Description
Allow View Field Defines the level 1 statuses at which the field can be viewed. Allow Modify Field Defines the level 1 statuses at which the field can be modified. Deny View Field Defines the level 1 statuses at which the field cannot be viewed. Deny Modify Field 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.
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 2
20. 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.
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.
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 Description
Save Only Button 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. Save and Save Draft 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.
Save Draft Only 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.
Save and Save & New and Save as Draft
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. Save & Save As New Displays two save buttons.
• These buttons works as outlined above. Save Draft and Save & New Displays two save buttons.
• These buttons works as outlined above. Save & New Only Displays a single save button.
Submit 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.
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 Description
Name Display name for the Status.
Display Order The order that statuses are displayed in the Status combo box. 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 1 item is changed to the selected status.
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 An optional JavaScript function that you can associate with the submit button. This script is triggered when the button is clicked.
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.
Exercise – Creating Contract Statuses
1. Create the following Statuses:Status Display Order Negotiation 10
Active 20
Under Review 30
On Hold 40
Cancelled 50
The completed status list will look as follows:
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.
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.
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 Description
Name Display name for the template.
Restricted to A single internal company that can use this template. Contracts Workflow A workflow connected to this template.
Activities Workflow A workflow connected to Level 2 activities connected to a Level 1 item based on this template.
UTA Role Assignments Workflow A workflow connected to the assignment of a person to the a Level 1 item based on this template.
Description A narrative description of the template.
Template Formula 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.
Associated Forms Forms from the SmartSimple Web Forms application that you wish to associate with the template.
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.
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.
• 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 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:
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.
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.
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.
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.
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.
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.
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.
• 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.
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
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.
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.
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.
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.
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.
