Tutorial on How to Setup Ohioedge CRM

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Tutorial on How to Setup Ohioedge CRM

• Is This Tutorial For Me?• Table of Content• What’s Next?• References

Home

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Executive Summary

• Who is the intended audience for this tutorial?• What knowledge and skills should I expect to

acquire by the end of this tutorial?• What is the pre-requisite for taking this tutorial?• How long does it take to complete this tutorial?

Home -> Executive Summary

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Who is the intended audience for this tutorial?

• This tutorial is designed for Ohioedge CRM administrators that are responsible for the hands-on implementation of Organizational Hierarchy, Workflow, and Security models for their organizations.

• Ohioedge CRM is an enterprise-class application. It is designed to encompass and bring together a large number of processes and people. Higher the number, more involved is the design phase. This requires that the setup and configuration activity be well thought out and planned in advance. This guide documents the ‘process’ of building Ohioedge CRM hierarchy and process models. In this guide we have explained the creation of organizational hierarchy/chart and process models in a tutorial-like format. An Ohioedge CRM administrator should find this guide a good source of information on building organizational models.


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What knowledge and skills should I expect to acquire by the end of this tutorial?

– How to create/build organizational (vertical) hierarchy model. For example, organization has two regions, each region has four business units, etc.

– How to create/build business process (horizontal) model (also referred as workflow model). For example, first process is “Make a cold call” followed by “Send company literature”, etc.

– How to create/build security model. For example, grant “User1”, a “Worker” privilege on “Make a cold call” process. This also includes maintaining security objects such as, user, role, privilege, grants, etc.

– How to create HTML/PDF reports, Charts, Letter Templates, Email Templates, and Template Scripts.


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What is the pre-requisite for taking this tutorial?

– You will need to have your organizational hierarchy, workflow and security models drawn on paper.

– For creating Template scripts, you will need to know JSP.

– For creating Letter Templates and Email Templates you will need to know HTML.

– For creating query-based HTML/PDF reports, Charts, and Campaign you will need to know SQL.

– For PDF reports and Charts, you will need to know open-source JapserReports and JFreeChart.


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How long does it take to complete this tutorial?

– Depending on your level of expertise with the Organizational, Workflow, and Security modeling, and understanding of your business requirements this tutorial could take anywhere from two (2) to ten (10) days.

– The material covered in this tutorial is also at the core of our three (3) day on-site course - Ohioedge CRM Administrator’s Training.


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• End of Executive Summary Chapter

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Table of Content

• OhioedgeCRM Interactive Environment– What is a component?

– Learning GUI

– Accessing a component

– Working with a component• Search/Select function

• Update function

• Create function

• Delete function

– Working with a List

• Overview– Roadmap

Home -> Content

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Table of Content (contd.)

• Creating an Organization– Creating a Shared Organization

• Connect to a database

• Create records

• Component level security

• How to create entitlements?

• How to setup shared organization?– List of organization-independent components

– Creating a New (Functional) Organization• OrgAdmin user of the new organization

• OrgAdmin user privileges

• Inheritance of privileges diagram

• Login

Home -> Content

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Table of Content (contd.)• Component Security

– Basic Security– Primary users of OhioedgeCRM– How are privileges granted to the primary users of OhioedgeCRM

• Group component• Role component• Privilege component• RolePrivilege component• ComponentStatusType component• Component component• ComponentStatus component• ComponentStatusTypePrivilege component

– How is a Mechanism granted component management privileges diagram– Use Case I

• Defining Use Case scenario in OhioedgeCRM

Home -> Content

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• Planning– Model Overview

• What are these models?

• Organizational Hierarchy Model– Nomenclature used in the Organizational hierarchy model

• Organizational Process Model I– Explanation

• Organizational Process Model II– Explanation

• License Setup

• Prologue

• Configuring the Foundation Module– OrgAdmin and ApplAdmin user privileges on the Foundation

Module components

Home -> Content

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Table of Content (contd.)– Foundation Module components

• Organization component

• NamePrefix component

• NameSuffix component

• NameTitle component

• Employee component

• State component

• Configuring the Customer Module– OrgAdmin and ApplAdmin user privileges on the Customer Module

components– Customer Module components

• Customer component

• CustomerPerson component

• BuyerRole component

• RequirementStatus component

Home -> Content

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• Configuring the Publisher Module– OrgAdmin and ApplAdmin user privileges on the Publisher Module

components

– Publisher Module components• Script component

– How to upload your JSP script file?

• LetterTemplate component– How to upload your HTML letter template file?– Example LetterTemplate

• EmailTemplate component– How to upload your TXT email template file?– Example EmailTemplate

• Configuring the Workflow Module– User/Mechanism sub-module

• OrgAdmin and ApplAdmin user privileges on the User/Mechanism sub-module components

Home -> Content

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Table of Content (contd.)• User/Mechanism sub-module components

– MechanismType component– Mechanism component

– Workflow Security• How is workflow security defined?• Workflow Security Diagram

– Security sub-module• OrgAdmin and ApplAdmin user privileges on the Security sub-module

components• Security sub-module components

– Privilege component– Role component– RolePrivilege component

– Workflow Statuses sub-module• OrgAdmin and ApplAdmin user privileges on the Workflow Statuses sub-

module components

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Table of Content (contd.)• Workflow Statuses sub-module components

– ActivityStatusType component

– AssignmentStatusType component

– ActivityScheduleStatusType component

– Workflow-Security Integration sub-module• Workflow-Security Integration sub-module components

– ActivityStatusTypePrivilege component

– AssignmentStatusTypePrivilege component

– ActivityScheduleStatusTypePrivielge component

– Custom fields sub-module• OrgAdmin and ApplAdmin user privileges on the Custom fields sub-

module components

• Custom fields sub-module components– DataType component

– DataConstraint component

Home -> Content

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– Workflow Definition sub-module• OrgAdmin and ApplAdmin user privileges on the Workflow

Definition sub-module components

• Workflow Definition sub-module components– JunctionType component

– ActivityType component

» Organizational Chart/Hierarchy Model

» Organizational Process Model

» isUOB field properties

» List of ActivityTypes based on the 2 models

» How to create ActivityType?

» ActivityType for Organizational Chart/Hierarchy Model

» ActivityType for Organizational Process Model

– Junction component

– InputType component

– InputFactoryType component

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Table of Content (contd.)– InputFactory component

» How to upload your SQL file?

– ActivityTypeHierarchy component

» Important Note

» ActivityTypeHierarchy Maintain page

» Creating a root level ActivityTypeHierarchy

» Creating a next level ActivityTypeHierarchy

» How to reset ActivityTypeHierarchy model?

» Login again after resetting ActivityTypeHierarchy model

» How to view the ActivityTypeHierarchy model?

– ActivityTypeHierarchyMechanism component

– ActivityTypeHierarchyInputFactory component

• Publisher-Workflow Integration Module• OrgAdmin and ApplAdmin user privileges on the Publisher-Workflow

Integration module components

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Table of Content (contd.)• Publisher-Workflow Integration module components

– DocumentType component

– MimeType component

– InstructionType component

– Document component

– Instruction component

– ActivityTypeInstruction component

• Customer-Workflow Integration Module– Campaign component

• How to create a campaign?

• Robot: Campaign Services– How to start a campaign?

– How to view the results of starting a campaign?

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• Robot: Workflow services– How to start the workflow services?

• Activity Component– OrgAdmin and ApplAdmin user privileges on the Activity component

– Activity Maintain page

– Creating an Activity

– Accessing an Activity• Activity accessed via an html report

• Activity accessed by drilling down on the history of a customer

• What happens when a Mechanism tries to access an Activity that is not assigned to that Mechanism?

• Comparison Chart

• Steps for configuring a new functional organization

Home -> Content

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OhioedgeCRM Interactive Environment

• OhioedgeCRM Interactive Environment has the following features:– uniform GUI

– every component has the same mode of access,

– common functions such as Create/Update/Delete/Reset available for every component and

– standard List component integration

Home -> Content -> OhioedgeCRM Interactive Environment

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What is a component?

• Component is an implementation of a business/functional entity, such as an Employee, State, Organization, etc.

• A component spans across the 3 tiers (View, Logic, Data) of the implementation of a business/functional entity.


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Learning GUI

• Learning GUI– A component has a uniform GUI

Home -> Content -> OhioedgeCRM Interactive Environment -> Learning GUI

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Every component has the same look and feel. Note the marked areas where component specific information is displayed.


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Each screen is divided into portlets.

Quick Links portlet: Provides quick access to certain components

Active Component portlet: Provides access tothe current components Home/Maintain/ListAllpage

Content Management portlet: Displays contents of a components Home/Maintain/ListAll page

Active Session Information portlet: Displays information of the most current component managed

News portlet: Displays any current, flashing news or updates that the organizationwants the users to see


Bookmarks portlet: Provides quick access to certain pages

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Accessing a component

Uniform GUI• Accessing a component

– A component can be accessed via

Home -> Content -> OhioedgeCRM Interactive Environment -> Accessing a component

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Quick Links portlet available at the top of the screen or


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By clicking on the Setup link in the Quick Links portlet and


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This is the Setup Home page with links to Components or


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By passing the appropriate URL such as http://localhost:8080/NameSuffix.ctrl to access the NameSuffix component or http://localhost:8080/State.ctrl to access the

State component and so on.


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For an ASP model user the URL would be http://www.ohioedge.net/Employee.ctrl to access Employee component or

http://www.ohioedge.net/Mechanism.ctrl to access Mechanismcomponent.


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Working with a Component

Learning GUI Accessing a component• Working with a component

– After accessing a component working with a component would involve typical functions such as

• Home

• ListAll

• Maintain– Create

– Update

– Delete

– Reset

Home -> Content -> OhioedgeCRM Interactive Environment -> Working with a Component

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Say, you want to work with the Customer component. You will access it by clicking on the Customer link in the Quick Links portlet.


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Notice the Active Component portlet, it displays the name of the component you are managing which in this case is Customer. Every component has a Home, Maintain and ListAll page accessed via the links in the Active Component

portlet.


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Working with a component: Search function

• How to select or search a component?


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If you want to browse through a list of Customer records, click on the ListAll link in the Active Component portlet. The Content

Management portlet will display all the records in the form of links.


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If you want to have a list of all Customers that start with a specific letter, type the letter say B% in the Search box available in the Active Component portlet and

click on the Search button.


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Working with a component: Update function

• How to Update a component?


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Say you want to update a Customer Midwest Printing, drill down on that record to view the details.


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You are on the Customer Maintain page. Typical functions such as Create/Update/Delete/Reset are available on all Maintain pages. Make the

necessary changes and click on the Update button at the bottom of the Component Management portlet.


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When you get the following message “Transaction was successfully completed”, that indicates that the Update function was successfully completed.


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Working with a component: Create function

• How to create a component?


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Say you want to create a new Contact for the Customer Eaglebrook. First select the Customer Eaglebrook. Then click on the Contact link in the

Quick Links portlet.


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You are on the CustomerPerson Home page. If you want to start with a blank CustomerPerson Maintain page, click on the Reset link in the Active Component

portlet of the CustomerPerson Home page. Click on the Maintain link.


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You are on the CustomerPerson Maintain page.


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Type the information of the Contact you are creating. Click on the Create button.


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When you get the following message “Transaction was successfully completed”, that indicates that the Create function was successfully completed.


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Working with a component: Delete function

• In the similar way as we went through the steps to Update/Create a record,you can use the Maintain page of any component to – Delete records


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Working with a List

Learning GUI Accessing a component Working with a component • Standard List component integration

– List component function is to list records based on the search criteria

– List component is accessed ONLY through a components Maintain page

– When there is a link in front of a field on any maintain page of a component, this indicates that the List component is integrated with the component being managed.

Home -> Content -> OhioedgeCRM Interactive Environment -> Working with Lists

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List component integrated with the Letter Template component. Note the List link in front of the field Script.


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List component integrated with the CustomerPerson component. Note the Select Title link in front of the field Title.


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Consider that you want to create a new Employee. Go to the Employee Maintain page and before you type any information select the Select Title link in the

Content Management portlet.


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On the List page type in % for all NameTitles or say M% for only specific NameTitles that start with M and click on the Search button.


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You will get a list of Name Titles depending on your search criteria. Select the one you want.


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You will return back to the Employee Maintain page. Note how the NameTitle you selected appears in front of the field Title on the

Employee Maintain page.


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What to expect?

• All the components we will be reviewing in the next part of the presentation can be configured, meaning new components can be created, selected components updated or deleted, etc. following the steps mentioned under Working with a component of OhioedgeCRM Interactive Environment Chapter.


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• End of OhioedgeCRM Interactive Environment Chapter

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Overview

– Every Ohioedge CRM installation requires one mandatory Organization - SharedOrg. The shared organization consists of organization-independent data such as Name Prefix, Name Suffix, etc.

– Ohioedge CRM database included with the download consists of SharedOrg and a sample organization - DemoOrg configured for reference purposes.

– If you are starting with this pre-configured Ohioedge CRM database, you don’t have to configure the SharedOrg. You can directly start implementing your organization by referencing the DemoOrg.

Home -> Content -> Overview

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Roadmap

ASP ServiceSubscribers

Create aShared

Organization

Configure aShared

Organization

Create aFunctional

Organization

Configure aFunctional

Organization

Pre-configuredDatabase

Create aShared

Organization

Configure aShared

Organization

Create aFunctional

Organization


Organization

Starting fromScratch

(Empty Database)

Create aShared

Organization

Configure aShared

Organization

Create aFunctional

Organization


Organization

Home -> Content -> Overview

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• End of Overview Chapter

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Creating an Organization

• Ohioedge CRM ASP Service subscribers please skip to OrgAdmin Privileges.

• If you are building on the top of pre-configured database, you already have SharedOrg configured so please skip to Creating a New Organization.

• If you are implementing Ohioedge CRM from scratch (empty database), begin with Creating Shared Organization.

Home -> Content -> Creating Organization

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Creating a Shared Organization

• Shared Organization or SharedOrg will have – an ApplAdmin user who will have the privilege to

manage all the application core components and

– access and ownership of the organization independent data such as, Name Prefix records, Name Suffix records, State records, Type definition records, etc.

Home -> Content -> Creating Organization -> Shared Organization

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Connect to your database. For example, to connect to the HSQLDB database, start the HSQL Database Manager by running the

INSTALL_JBOSS/bin/hsqldb_dbmgr.bat file


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• Create the following records:– INSERT INTO Organization ("organizationID", "organizationName")

VALUES (1, 'SharedOrg');

– INSERT INTO Mechanism ("mechanismID", "organizationID", "name", "description", "username", "password") VALUES (1, 1, 'ApplAdmin', 'Internal system administrator', ‘internal’, ’internal');

– INSERT INTO GroupMechanism ( "groupID", "mechanismID", "createdBy", "createdOn", "lastModifiedBy", "lastModifiedOn", "description", "name") VALUES (1, 1, 1, '2002-03-25 00:00:00.0', null, null, 'Application Administration', 'ApplAdmin');


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• The GroupMechanism record will attach the mechanism ApplAdmin to the Application Administration group.

• ApplAdmin user will therefore inherit all the privileges assigned to the Group: Application Administration.


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Component Level Security

• Basic Security script will be included in the package for the Ohioedge CRM administrators.

• Basic Security script will be run by the administrator directly in the database.

• Please refer to the Component Security Chapter for details on what this Basic Security script does.


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Shared Organization

• After running the Basic Security Script you login as internal/internal ApplAdmin user.

• You will have to update the license by following the steps given in License Setup Chapter.

• ApplAdmin user can create entitlements or grant privileges to groups or users on components.

• ApplAdmin user can create the functional organization with a OrgAdmin user.


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• How to create new entitlements or grant privileges to groups or users on components?– In other words how would you entitle or grant the

create/update/delete privileges to the Organization Administration group on the Employee component?


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ApplAdmin User can create new Entitlements by clicking on the Setup link in the Quick Links portlet and clicking on the Component link in

the Content Management portlet of the Setup Home page.


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On the Component Home page click on the List All link in the Active Component portlet. Content Management will display a list of all the

components. Select the Component you want to create an entitlement for.


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Click on the Add Entitlement link in the Content Management portlet of the Component Maintain page for the component you selected. In this

case it is the component Script.


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Here is the snapshot of the Entitlement Maintain page where ApplAdmin User can create new Entitlements.


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• How to setup organization-independent data such as Name Prefix, Name Suffix, State etc?


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• Refer to the Foundation Module, Customer module and Workflow module on how to configure all the organization-independent components.

• All the organization-independent components will need to be defined initially for OhioedgeCRM to be used by a new functional organization.

• All the organization-independent components are created/updated/deleted by the ApplAdmin user only.

• Some of the organization-independent components can be searched/selected by the OrgAdmin user of the new functional organization.

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List of Organization-independent Components

• J2EE Builder components– Component– ComponentStatusType– ComponentStatus– ComponentStatusTypePrivilege– Privilege– RolePrivilege– Role– Group– MechanismType– Entitlement


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List (contd.)

• Foundation module components– NameTitle

– NamePrefix

– NameSuffix

– State

– Organization

• Customer module components– BuyerRole

– RequirementStatus


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List (contd.)

• Workflow module components– ActivityStatusType– ActivityStatusTypePrivilege– AssignmentStatusType– AssignmentStatusTypePrivilege– ActivityScheduleStatusType– ActivityScheduleStatusTypePrivilege– InputType– InputFactoryType– JunctionType– DataType


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List (contd.)

– DataConstraint

– InstructionType

– MimeType

– DocumentType


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• End of Creating a Shared Organization

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Creating a New Organization

• Shared Organization is all setup.• ApplAdmin user will create a new functional

organization with a OrgAdmin user. This is done by:– creating a GroupMechanism record that will attach the

mechanism OrgAdmin to the Organization Administration group.

– OrgAdmin user will therefore inherit all the privileges assigned to the Group: Organization Administration.

• Login as internal/internal ApplAdmin user.

Home -> Content -> Creating Organization -> New Organization

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Click on the Setup link in the Quick Links portlet and click on the Organization link.


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Click on Maintain link in the Active Component portlet.


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On the Organization Maintain page type in all the information in the fields and select the Organization Administration group from the drop

down box and click on the Create button.


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OrgAdmin user for the new organization

• This will create the OrgAdmin user for the new functional organization.

• OrgAdmin user will have– Username: case sensitive first 10 letters of the

Organization’s name that you created.• Example if Organization name is Eaglebrook Corp then the

Username would be Eagelbrook

– Password: case sensitive first 10 letters of the Organization’s name that you created.

• Example if Organization name is Eaglebrook Corp then the password would be Eagelbrook

• By logging-in as OrgAdmin user you can update the username/password from the Mechanism link on the Setup page.


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OrgAdmin User privileges

• The mechanism- OrgAdmin is privileged to:– Create new Business Model

– Create new Hierarchy Model

– Create new Publisher components, such as,• Email Templates

• Letter Templates

• Scripts

– Create new Campaigns

– Create new Activities

– Run Workflow service and Campaign Service

Home -> Content -> Creating Organization -> New Organization -> OrgAdmin User Privileges

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How does the OrgAdmin Mechanism inherit privileges?

Privilege

Create, Sign-off, etc

RolePrivilege

Mechanism

OrgAdmin

GroupMechanism Group

Org Administration

Entitlement

Grants privileges to Mechanism

Role

Supervisor, Worker, OrgAdmin, etc

Home -> Content -> Creating Organization -> New Organization -> OrgAdmin User Privileges

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Type the following url in your browser:http://localhost:8080/Home.ctrl or http://www.ohioedge.net/Home.ctrl

At the login screen type admin/admin

Home -> Content -> Creating Organization -> New Organization -> Login

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Road Map

• Ohioedge CRM ASP Service subscribers can skip to the Component Security presentation.


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1)After logging in as the new user admin if you get the screen A, you are on the right track else if you get the screen B continue to setup the license

A

B


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After logging in as the new user admin if you get the following screen, you are on the right track


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• End of Creating a New Organization

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• End of Creating an Organization Chapter

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Component Security

• Each httpRequest requests a certain action on a certain component and expects a response. Component security validates a combination of requestor (or user), component and action. For example:– Requestor or User Mr. John Doe requests the action of

searching a list of customers on the component customer.

• Component security will validate if Mr. John Doe has the privilege to search on the customer component and will allow him to perform that action if and only if he has search privilege.

Home -> Content -> Component Security

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Component Security

• If you have started from scratch you are provided with the Basic Security scripts.

• If you are a Ohioedge CRM ASP Service subscriber you already have the basic security in place.


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• What is this basic security?


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Primary users of Ohioedge CRM and their privileges

• ApplAdmin user of the SharedOrg can – Create, Update, Delete, Set, Reset, Maintain and Search on

all the organization-independent components such as, State, Name Prefix, Name Suffix, Definition Types, etc.

• OrgAdmin user of the new functional organization can– Create, Update, Delete, Set, Reset, Maintain and Search on

all the organization-dependent components such as, Employee, Campaigns, ActivityType, InputFactory, etc

– Set, Reset, Maintain and Search on all the organization-independent components such as, State, Name Prefix, Name Suffix, Definition Types, etc.


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Primary users of Ohioedge CRM (contd.)

• OrgUser user of the new functional organization can– Create, Update, Delete, Set, Reset, Maintain and Search

on some of the organization-dependent components decided by the OrgAdmin user.

– Set, Reset, Maintain and Search on all the organization-independent components such as, State, Name Prefix, Name Suffix, Definition Types, etc.


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• How are privileges granted to these 3 basic users ApplAdmin, OrgAdmin and OrgUser?


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Shared Organization: Group Component

• Following 3 Groups are defined– ApplAdmin: Application Administration

– OrgAdmin: Organization Administration

– OrgUser: Organization User


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Shared Organization: Role Component

• Following 6 Roles are defined– ApplAdmin: Application Administrator

– OrgAdmin: Organization Administrator

– OrgUser: Organization User

– S: Only Select allowed role

– SU: Only Select and Update allowed role

– SUI: Only Select, Update and Insert allowed role


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Shared Organization: Privilege Component

• Following 7 Privileges are defined– Create

– Update

– Delete

– Set

– Reset

– Maintain

– Search


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Shared Organization: RolePrivilege Component

• Following RolePrivileges are defined– ApplAdmin Role will have

• Create, Update, Delete, Set, Reset, Maintain and Search Privilege

– OrgAdmin Role will have• Create, Update, Delete, Set, Reset, Maintain and Search

Privilege

– OrgUser Role will have• Create, Update, Delete, Set, Reset, Maintain and Search

Privilege


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Shared Organization: RolePrivilege Component (contd.)

– S Role will have• Set, Reset and Search Privilege

– SU Role will have• Update, Set, Reset, Maintain and Search Privilege

– SUI Role will have• Create, Update, Set, Reset, Maintain and Search Privilege


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Shared Organization: ComponentStatusType Component

• Following 7 ComponentStatusTypes are defined– Create

– Update

– Delete

– Set

– Reset

– Maintain

– Search


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Shared Organization: Component component

• Following components are defined– Component

– ComponentStatusType

– ComponentStatus

– ComponentStatusTypePrivilege

– Privilege

– Role

– RolePrivilege

– Group

– Entitlement


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Shared Organization: ComponentStatus Component

• To every Component (defined earlier) the following 7 ComponentStatusTypes (defined earlier) are attached– Component

• Create, Update, Delete, Set, Reset, Maintain and Search ComponentStatusType

– ComponentStatus• Create, Update, Delete, Set, Reset, Maintain and Search

ComponentStatusType

– Role• Create, Update, Delete, Set, Reset, Maintain and Search

ComponentStatusType

– And so on.


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Shared Organization: ComponentStatusTypePrivilege Component

• To every ComponentStatusType the corresponding Privilege is attached– Create

• Create Privilege

– Update• Update Privilege

– Delete• Delete Privilege

– Set• Set Privilege

– And so on.


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• So how does defining all these components explained earlier comes down to granting component management privileges such as create, update, etc to users?


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Privilege

Create, Sign-off, etc

RolePrivilege

Mechanism

OrgAdmin User: Mr. John Doe

GroupMechanism Group

Org Administration

Entitlement

Grants privileges to Mechanism

Role

Supervisor, Worker, OrgAdmin, etc

Component

Employee

ComponentStatusTypePrivilege

Create (ComponentStatusType): Create (Privilege)

ComponentStatusType

Create

ComponentStatus

Create on Employee

Or in plain English: Administrative role performed by Mr. John Doe from the OrgAdmin group is entitled to create the component Employee


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Use Case

• Use Case I:– There is an organization Graphic Design Enterprise.

This organization has a Director of Sales Mr. Fred O’Connor. He works with the Director of MIS Mr. Jeff Kennedy. Sales Rep Ms.Gina Frank reports to Mr. O’Connor.

– Here is how Security will be defined• Create a new organization

– For an Ohioedge CRM ASP Service subscriber, a new organization “Graphic Design Enterprise” will be created and will be provided with an OrgAdmin user with username/password as “Graphic De/Graphic De“.


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Use Case (contd.)– For a user starting from scratch, you will create a new functional

organization “Graphic Design Enterprise” by following the steps given in Creating a New Organization. Again you will be creating a OrgAdmin user with username/password as “Graphic De/Graphic De“.

• Login as the OrgAdmin user

• Create 3 Mechanisms– Mr. Fred O’Connor

» give him a username/password

– Mr. Jeff Kennedy

» give him a username/password

– Ms. Gina Frank

» give her a username/password


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Use Case (contd.)

• 2 Groups are available (new groups cannot be created by OrgAdmin user as it is a part of the application setup data and hence managed by ApplAdmin User)

– Organization Administration

– Organization User

• Attach Mechanisms to Groups– attach the Mechanism Mr. Fred O’Connor to Organization User

group

– attach the Mechanism Mr. Jeff Kennedy to Organization Administration group

– attach the Mechanism Ms. Gina Frank to Organization User group


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Use Case (contd.)

• GroupMechanism linking will do the following– Mr. Fred O’Connor and Ms. Gina Frank are users of the

OhioedgeCRM and therefore can create/update/search on limited components of OhioedgeCRM.

– Mr. Jeff Kennedy will be the administrator of OhioedgeCRM’s components that are relevant to the organization Graphics Design Enterprise only, meaning, he can create/update/delete/search on all the components relevant to the organization.

• There could be different scenarios of how a business operates and the security that needs to be defined among the users of the system. This use case depicts one such scenario and how security can be established with the basic security model already existing in OhioedgeCRM.


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• How is the scenario given in Use Case I defined in OhioedgeCRM?


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Login as OrgAdmin user

Home -> Content -> Component Security -> Use Case I

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Click on the Setup link in the Quick Links portlet and then click on the Mechanism link on the Setup Home page.


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Click on the Maintain link in the Active Component portlet.


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Create 3 Mechanisms: Fred O’Connor, Jeff Kennedy and Gina Frank.


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Click on the List All link in the Active Component portlet. The Content Management portlet displays a list of all the Mechanisms.


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Click on the Setup link in the Quick Links portlet. Then click on the Group link on the Setup Home page.


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Click on the List All link in the Active Component portlet. The Content Management portlet displays all the Groups available. Select the Organization

Administration Group.


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Click on the Add Mechanism link in the Content Management portlet of the Groups Maintain page.


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On the Group Mechanism Maintain page, select the Mechanism Mr. Jeff Kennedy and click on the Create button.


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After you get the “Transaction was successfully completed” message use the Back feature of your browser to go back to the Organization Administration

Group Maintain page.


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Click on Refresh.


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Note the link that attaches Mechanism Jeff Kennedy to Organization Administration group.


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In the similar manner Mechanisms Gina Frank and Fred O’Connor are attached to the Organization User Group.


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• End of Component Security Chapter.

128

Planning

• As with any endeavor, a good design is the key to successful implementation of Ohioedge CRM. The design phase consists of study and documentation of organizational hierarchy and process models. The actual methodology of how to conduct such study is beyond the scope of this document. The following two diagrams are part of the outcome of one such hypothetical design study.

Home -> Content -> Planning

129

Model Overview

• Any organization can be based on the following 2 models– Organizational Hierarchy Model and

– Business Process Model

• A part of Ohioedge CRM setup is defining your workflow models and implementing them with the GUI provided.

• This chapter gives you an overview of models by citing 2 different types of workflow models.

Home -> Content -> Planning -> Model Overview

130

What are these models?

• Organizational Chart/Hierarchy Model– The organizational chart/hierarchy diagram illustrates

organizational hierarchy, roles associated with the levels of hierarchy and actual people assigned to these levels.

• Business Process Model– The organizational process diagram illustrates the flow

of work (that takes place at the leaf nodes of organizational hierarchy.) The leaf nodes (lowest level) of hierarchy are transactional nodes. This is where actual work takes place.

Home -> Content -> Planning -> Model Overview

131

Here is the vertical Organizational Chart/Hierarchy Model

DemoCorp: VP of Sales

gkessler (guest1/guest1)

USSales: National Sales Manager

jbrook(guest2/guest2)

CANSales: National Sales Manager

skradich (guest3/guest3)

MXSales: National Sales Manager

jdoe (guest4/guest4)

Western Sales: Regional Managerchouston(guest5/guest5)Sales Repsgdavis (guest8/guest8)

Southern Sales:Regional Managerdhuckle(guest6/guest6)Sales Repsrthorn (guest9/guest9)

Midwest Sales:Regional Managersdowney(guest7/guest7)Sales Repstmyers (guest10/guest10)

Sales Repspsmith (guest11/guest11)

Sales Repsgino (guest12/guest12)

Home -> Content -> Planning -> Model Overview -> Hierarchy Model

132

Nomenclature used in the model

Parent ActivityTypeHierarchy:DemoCorp

Role: Supervisor

Role Description: VP of Sales

Mechanism: gkessler

username/password: guest1/guest1

ActivityTypeHierarchy: MXSales

Role: Supervisor

Role Description: National Sales Manager

Mechanism: jdoe

username/password: guest4/guest4And so on...

Home -> Content -> Planning -> Model Overview -> Hierarchy Model

133

Here is the horizontal Organizational Process Model I.

ColdCall

LtrReq

LtrPrt LtrEml

Followup Call

Sales Call

RcvOrd

Not Interested

A

A

B

Home -> Content -> Planning -> Model Overview -> Business Process Model I

134

Organizational Process Model I (contd.)

EngrRvw

Acct

Shp

OrdComp

Prod

To RcvOrd

B


135

Organizational Process Model I

• In the Organization Process Model – The unit that will be tracked throughout the process

model will be a Lead or a Customer.

– Each individual block is referred to as the ActivityType. At each ActivityType an actual transaction takes place or an Activity is performed. Every ActivityType has an input and based on certain constraints met there is an output.


136

– There are 2 different types of junctions• There is an XOR junction after ColdCall, which means that

ColdCall ActivityType has one of the 3 possible outcomes based on the constraints.

• There is an AND junction after LtrReq which means that after LtrReq there is a split and in order for the merge to take place at Followup both the constraints on the split needs to be satisfied.


137

Organizational Process Model II

Order Entry

Is Customer a Data Customer?

Follow different

procedures

Engineering department Approval

Yes

No

A

Assign Cable Pair

Home -> Content -> Planning -> Model Overview -> Business Process Model II

138

Organizational Process Model II (contd.)

A

Is Order Accepted?

Order cancelled

Order Accepted

No

Yes


139

Organizational Process Model II

• Organizational Process Diagram II is another workflow model for a typical telephone service provider.

• In this case the unit that will tracked throughout the workflow model will be a Work Order.


140

• End of Planning Chapter

141

License Setup

• You will need to setup the License component if you login and get the License validation exception message

Home -> Content -> License

142

If you login successfully but the message of License validation Exception appears, click on the ListAll link in the upper left portlet.


143

After you see the License record displayed in the Content Management portlet, click on the link to drill down on the details of the License record.


144

Check the licenseKey and signature fields in the Content Management portlet. You will need to update these fields. Click on Browse button.


145

The following path has the public.key and msg.signature files: Drive:\ohioedge\crm\license


146

Update the License record by clicking on the Update button. Here is how the updated License record will look.


147

License Setup

• After updating the License record, you will have to logoff by clicking on the Logoff link at the upper right corner of the screen

• Close the browser• Open another browser session and login as

admin/admin user• This time you should have successfully logged in

and ready to setup your new Workflow

Home -> Content -> Creating Organization

148

• End of License Setup Chapter

149

Prologue

• The next part of the presentation is intended for both the ASP Service subscribers as well as the Ohioedge CRM administrators starting from scratch.

• In this tutorial, we will be configuring components based on the Demo Organization model. You can refer to the Demo Organization online at http://www.ohioedge.net (admin/admin)

Home -> Content -> Prologue

150

Configuring the Foundation Module

• As explained earlier, OrgAdmin has – Only Search privilege on organization-independent

Name Prefix, Name Suffix, Name Title, and State components.

– Only Search and Update privilege on the Organization component.

– Search, Update, Insert and Delete privilege on the Employee component

• As explained earlier, ApplAdmin has – Privilege to create organization-independent Name

Prefix, Name Suffix, Name Title and State components.

Home -> Content -> Foundation Module

151

Foundation Module Components

• Organization• NamePrefix• NameSuffix• NameTitle• Employee• State

Home -> Content -> Foundation Module

152

Foundation Module: Organization Component

• For creating a new organization refer to Creating a new Organization presentation.

• Organization can only be updated and not deleted.• To update refer to the

Working with a component: Update function.

Home -> Content -> Foundation Module -> Organization

153

Here is the snap shot of the Organization Maintain page for the Organization record -YourOrg.

Home -> Content -> Foundation Module -> Organization

154

Foundation Module: NamePrefix Component

• NamePrefix component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Foundation Module -> NamePrefix

155

Here is a snap shot of the records of Name Prefix. This is obtained by clicking on the ListAll link in the Active Component portlet of a NamePrefix Home page.


156

Here is the snapshot of the NamePrefix Maintain page for the NamePrefix - Mr.. record.


157

Foundation Module: NameSuffix Component

• NameSuffix component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Foundation Module -> NameSuffix

158

Here is a snap shot of the records of Name Suffix. This is obtained by clicking on the ListAll link in the Active Component portlet of a NameSuffix Home page.


159

Here is the snapshot of the NameSuffix Maintain page for the NameSuffix - Sr. record.


160

Foundation Module: NameTitle Component

• NameTitle component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Foundation Module -> NameTitle

161

Here is a snap shot of the records of Name Title. This is obtained by clicking on the ListAll link in the Active Component portlet of a NameTitle Home page.


162

Here is the snapshot of the NameTitle Maintain page for the NameTitle - VP. record.


163

Foundation Module: Employee Component

• Employee component can be created/updated/deleted by following the steps mentioned in the Working with a component.

• Employee component is integrated with the List component to select the NameTitle for the employee being created/updated. Refer to the Working with a List.

Home -> Content -> Foundation Module -> Employee

164

Here is a snapshot of the Employee Maintain page. This is obtained by clicking on the Maintain link in the Active Component portlet of a Employee Home page.

Home -> Content -> Foundation Module -> Employee

165

Foundation Module: State Component

• State component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Foundation Module -> State

166

Here is a snap shot of the records of State. This is obtained by clicking on the ListAll link in the Active Component portlet of a State Home page.


167

Here is the snapshot of the State Maintain page for the State - Kentucky record.


168

• End of Configuring Foundation Module Chapter

169

Configuring the Customer Module

• As explained earlier, OrgAdmin has – Only Search privilege on BuyerRole and

RequirementStatus components.

– Search, Update, Insert and Delete privilege on Customer and CustomerPerson components.

• As explained earlier, ApplAdmin has – privilege to create organization independent BuyerRole

and RequirementStatus components.

Home -> Content -> Customer Module

170

Customer Module Components

• Customer• CustomerPerson• BuyerRole• RequirementStatus

Home -> Content -> Customer Module

171

Customer Module: Customer Component

• Customer data can be imported from your existing ERP system by creating and running Campaigns.

• New Customers can be created following the steps defined in the Working with a component: Create function.

• Existing Customers can be updated but cannot be deleted.

Home -> Content -> Customer Module -> Customer

172

Here is a snapshot of the Customer Maintain page. This is obtained by clicking on the Maintain link in the Active Component portlet of a Customer Home page.

Home -> Content -> Customer Module -> Customer

173

Customer Module: CustomerPerson Component

– CustomerPerson/Contact data can be imported from the existing system by creating and running Campaigns.

– New CustomerPersons can be created following the steps defined in the Working with a component: Create function.

– Existing CustomerPersons can be updated but cannot be deleted.

– CustomerPerson component is integrated with the List component to select the NameTitle for the CustomerPerson being created/updated. Refer to the Working with a List.

Home -> Content -> Customer Module -> CustomerPerson

174

Here is the snapshot of the CustomerPerson Maintain page. This is obtained by clicking on the Maintain link in the Active Component portlet of a

CustomerPerson Home page.

Home -> Content -> Customer Module -> CustomerPerson

175

Customer Module: BuyerRole Component

• BuyerRole component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Customer Module -> BuyerRole

176

Here is a snap shot of all the Buyer Roles defined. This is obtained by clicking on the ListAll link in the Active Component portlet of a BuyerRole Home page.


177

Here is the snapshot of the BuyerRole Maintain page for the BuyerRole - TeamPlyr record.


178

Customer Module: RequirementStatus Component

• RequirementStatus component can only be selected/searched following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Customer Module -> RequirementStatus

179

Here is a snap shot of different records of RequirementStatus. This is obtained by clicking on the ListAll link in the Active Component portlet of a

RequirementStatus Home page.


180

Here is the snapshot of the RequirementStatus Maintain page for the RequirementStatus - Open record.


181

• End of Configuring Customer Module Chapter

182

Configuring Publisher Module

• As explained earlier, OrgAdmin has – Search, Update, Insert and Delete privilege on Script,

LetterTemplate and EmailTemplate components.

• As explained earlier, ApplAdmin has – no privileges on any of the Publisher Module

components, as they are organization-dependent components.

Home -> Content -> Publisher Module

183

Publisher Module components

• Script• LetterTemplate• EmailTemplate

Home -> Content -> Publisher Module

184

Publisher Module: Script Component

• Script component can be created/updated/deleted by following the steps mentioned in the Working with a component.

Home -> Content -> Publisher Module - > Script

185

Here is a snap shot of different records of Script. This is obtained by clicking on the ListAll link in the Active Component portlet of a Script Home page.


186

Here is the snapshot of the Script Maintain page for the Contact record. Note the URL field. This field will hold the URL of the file scriptContact.jsp.


187

How to upload your JSP Script file?

• Select the myScript.jsp from your local drive• ASP Service subscribers use the following URL in

the uploadFolder field to upload the script file.– /usr/local/customers/ohioedge/templates/

• Creating or updating this record actually uploads the file from a local drive to an uploadFolder on the server.


188

Here is the snapshot of the file Contact.jsp that holds the Java script. You can write your own Java scripts to expose the data you will need in your Letter/Email

templates that you define.


189

Publisher Module: LetterTemplate Component

• LetterTemplate component can be created/updated/deleted by following the steps mentioned in the Working with a component.

• LetterTemplate component will be used by the Perform service of the Robot to automatically print envelopes or letters based on the letter templates defined by you. (This feature is not included at this time).

• LetterTemplate component is integrated with the List component to select the JSPScript for the LetterTemplate being created/updated. Refer to the Working with a List.

Home -> Content -> Publisher Module - > LetterTemplate

190

Here is the snapshot of the LetterTemplate Maintain page. Note the List link in front of the Script field. Follow the steps given in the Component Setup- List

integration presentation.


191

Here is the file oeenv.html. This is a pre-defined letter template available. You can define your own letter templates.


192

Here is the snapshot of the LetterTemplate Maintain page for the LetterTemplate - DCEnvTmpt record.


193

How to upload your HTML letter template file?

• Select myLetterTemplate.html from your local drive

• ASP Service subscribers use the following URL in the uploadFolder field to upload the html file.– /usr/local/customers/ohioedge/templates/



194

Example LetterTemplate

• DCEnvTmpt is based on a predefined letter template that displays an envelope.

• In the html file seen earlier are tags such as <%=customerPersonFirstName>, <%=customerCity>, etc which are replaced at runtime with valid data.

• JSPScript will be used to expose the data that a letter template will be using.

• To run a Letter template DCEnvTmpt here are the steps that need to be followed.


195

Click on the Customer QuickLink and on the Customer Home page click on the ListAll Link. Select the customer you want. Here is the snapshot of the Customer

selected.


196

To get a list of contacts, click on the List all Contacts link in the Bookmarks portlet


197

Select the contact you want.


198

Here is the snapshot of the selected Contact.


199

Note the Active Session Information portlet. This portlet will display the information about the most current components managed. In our case the

Customer and CustomerPerson.


200

Click on the Letter link in the Quick Links portlet. All the letter templates defined will be displayed in the Content Management portlet. Click on the letter

template you want to run.


201

See how the tags in the letter template are replaced by valid data at runtime. Here is the snapshot of the letter template at runtime.


202

Publisher Module: EmailTemplate Component

• EmailTemplate component can be created/updated/deleted by following the steps mentioned in the Working with a component.

• EmailTemplate component will be used by the Perform service of the Robot to automatically email contacts based on the email templates defined by you.

• EmailTemplate component is integrated with the List component to select the JSPScript for the EmailTemplate being created/updated. Refer to the Working with a List.

Home -> Content -> Publisher Module - > EmailTemplate

203

Here is the snapshot of the EmailTemplate Maintain page. Note the List link in front of the Script field. Follow the steps given in the Component Setup- List

integration presentation.


204

Here is the file templateIntro.txt. This is a pre-defined email template available. You can define your own email templates.


205

Here is the snapshot of the EmailTemplate Maintain page for the EmailTemplate - DCLtrTmpt record. Add Attachment link can be used to add attachments to the

email.


206

How to upload your TXT email template file?

• Select the myEmailTemplate.txt from your local drive

• ASP Service subscribers use the following URL in the uploadFolder field to upload the text file.– /usr/local/customers/ohioedge/templates/



207

Example EmailTemplate

• DCLtrTmpt is based on a predefined email template that displays a typical email to send information about a company.

• In the html file seen earlier are tags such as <%=customerPersonLastName>, <%=contactDate>, etc which are replaced at runtime with valid data.

• JSPScript will be used to expose the data that a email template will be using.

• To run a Email template DCLtrTmpt here are the steps that need to be followed.


208

Click on the Customer link in the Quick Links portlet and on the Customer Home page click on the ListAll Link. Select the customer you want. Here is the

snapshot of the Customer selected.


209

To select a contact within the company, click on the List all Contacts link in the Bookmarks portlet.


210

Select the contact you want.


211

Here is the snapshot of the selected Contact.


212

Note the Active Session Information portlet. This portlet will display the information about the most current components managed. In our case the

Customer and CustomerPerson.


213

Click on the Email link in the Quick Links portlet. All the email templates defined will be displayed in the Content Management portlet. Click on the

Display link of the email template you want to run.


214

See how the tags in the email template are replaced by valid data at runtime. Here is the snapshot of the email template at runtime.


215

• End of Configuring Publisher Module Chapter

216

Configuring the Workflow Module

• User/Mechanism• Security• Workflow Statuses• Workflow-Security Integration• Custom Fields• Workflow Definition

Home -> Content -> Workflow Module

217

Workflow Module: User/Mechanism sub-module

• As explained earlier, OrgAdmin has – Only Search privilege on MechanismType component..

– Search, Update, Insert and Delete privilege on Mechanism component

• As explained earlier, ApplAdmin has – Privilege to create organization-independent

MechanismType component.

Home -> Content -> Workflow Module -> User/Mechanism sub-module

218

User/Mechanism sub-module components

• MechanismType• Mechanism

Home -> Content -> Workflow Module -> User/Mechanism sub-module

219

User/Mechanism sub-module: MechanismType Component

• MechanismType component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Workflow Module -> User/Mechanism sub-module -> MechanismType

220

Here is a snap shot of different records of MechanismType.


221

Here is the snapshot of the MechanismType Maintain page for the MechanismType - Emp record.


222

User/Mechanism sub-module: Mechanism Component

• Mechanism component can be created/updated/deleted by following the steps mentioned in the Working with a component.

Home -> Content -> Workflow Module -> User/Mechanism sub-module -> Mechanism

223

Here is a snap shot of different records of Mechanism.


224

Here is the snapshot of the Mechanism Maintain page for the Mechanism - admin:Administrator record.


225

Workflow Security

– There will be multiple users of OhioedgeCRM. Each user will have a certain role and hence will have certain privileges depending on their role.

• Meaning, Mr. Gary Kessler, VP of Sales, will have a different expectation from OhioedgeCRM as opposed to Mr. Ken Roth, Sales Rep in the US-Midwest Region. Mr. Ken Roth will be a user of OhioedgeCRM doing the actual work of cold calling and logging the transaction using tools provided by OhioedgeCRM. Whereas, Mr. Gary Kessler may be interested in a daily report of activities being performed by each of the organizations’ business units.

– OhioedgeCRM lets you define workflow security among users. Workflow security is different from Component security discussed earlier. Please refer to the Comparison Chart.

Home -> Content -> Workflow Module -> Workflow Security

226

• How is this workflow security defined?


227

Workflow Security

Role: Supervisor

Privilege:Originate, Assign and Approve

RolePrivilege: Supervisor can

Originate, Assign and Approve an

Activity

ActivityTypeHierarchy: US-Southern Region

Mechanism: Mr. John Doe

ActivityTypeHierarchyMechanism: Mr. John Doe, with a Supervisor role can

Originate, Assign and Approve an activity in the US-Southern Region


228

Workflow Security

• Next part of the presentation will introduce the components needed to build the first part of the workflow security (that includes Role, Privilege and RolePrivilege).

• Please refer to ActivityTypeHierarchyMechanism on how to attach a Role, Mechanism and ActivityTypeHierarchy together to build the second part of the workflow security.


229

Workflow Module: Security sub-module

• As explained earlier, OrgAdmin has – Only Search privilege on Role, Privilege and

RolePrivilege components

• As explained earlier, ApplAdmin has – Privilege to create organization-independent Role,

Privilege and RolePrivilege components.

– Refer to for How to create Role, Privilege and RolePrivilege components.

Home -> Content -> Workflow Module -> Security sub-module

230

Security sub-module components

• Privilege• Role• RolePrivilege

Home -> Content -> Workflow Module -> Security sub-module

231

Security sub-module: Privilege Component

• Privilege component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Workflow Module -> Security sub-module -> Privilege

232

Here is a snap shot of different records of Privilege.


233

Here is the snapshot of the Privilege Maintain page for the Privilege - Sign-off record.


234

Security sub-module: Role Component

• Role component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Workflow Module -> Security sub-module -> Role

235

Here is a snap shot of different records of Role.


236

Here is the snapshot of the Role Maintain page for the Role - Supervisor record.


237

Security sub-module: RolePrivilege Component

• RolePrivilege is dependent on Role component.• RolePrivilege can be accessed ONLY through

Role component.• RolePrivilege component can only be searched or

selected by the OrgAdmin User for both the ASP model and Standalone model.

• RolePrivilege component cannot be created by the OrgAdmin User.

Home -> Content -> Workflow Module -> Security sub-module -> RolePrivilege

238

Select a Role Supervisor:VP of Sales


239

Here is the Role Maintain page for VP of Sales. Above the Add Privilege link in the Content Management portlet are all the RolePrivilege. Click

on one of the links to view the details.


240

Here is the snapshot of the RolePrivilege Maintain page.


241

Workflow Module: Workflow Statuses sub-module

• As explained earlier, OrgAdmin has – Only Search privilege on ActivityStatusType,

AssignmentStatusType and ActivityScheduleStatusType components.


ActivityStatusType, AssignmentStatusType and ActivityScheduleStatusType components.

Home -> Content -> Workflow Module -> Workflow Statuses sub-module

242

Workflow Statuses sub-module components

• ActivityStatusType• AssignmentStatusType• ActivityScheduleStatusType

Home -> Content -> Workflow Module -> Workflow Statuses sub-module

243

Workflow Statuses sub-module : ActivityStatusType Component

• AcitivityStatusType component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Workflow Module -> Workflow Statuses sub-module -> ActivityStatusType

244

Here is a snap shot of different records of ActivityStatusType.


245

Here is the snapshot of the ActivityStatusType Maintain page for the ActivityStatusType - Approve record.


246

Workflow Statuses sub-module : AssignmentStatusType Component

• AssignmentStatusType component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Workflow Module -> Workflow Statuses sub-module -> AssignmentStatusType

247

Here is a snap shot of different records of AssignmentStatusType.


248

Here is the snapshot of the AssignmentStatusType Maintain page for the AssignmentStatusType - Assign record.


249

Workflow Statuses sub-module : ActivityScheduleStatusType Component

• ActivityScheduleStatusType component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Workflow Module -> Workflow Statuses sub-module -> ActivityScheduleStatusType

250

Here is a snap shot of different records of ActivityScheduleStatusType.


251

Here is the snapshot of the ActivityScheduleStatusType Maintain page for the ActivityScheduleStatusType - Route record.


252

Workflow Module: Workflow-Security Integration sub-module components

• ActivityStatusTypePrivilege• AssignmentStatusTypePrivilege• ActivityScheduleStatusTypePrivilege

Home -> Content -> Workflow Module -> Workflow -Security Integration sub-module

253

Workflow-Security Integration sub-module : ActivityStatusTypePrivilege Component

• ActivityStatusTypePrivilege is dependent on ActivityStatusType component.

• ActivityStatusTypePrivilege can be accessed ONLY through ActivityStatusType component.

• ActivityStatusTypePrivilege component can only be selected or searched by the OrgAdmin User.

• ActivityStatusTypePrivilege component cannot be created by the OrgAdmin User.

Home -> Content -> Workflow Module -> Workflow -Security Integration sub-module -> ActivityStatusTypePrivilege

254

ActivityStatusType - Sign-off shows the ActivityStatusTypePrivilege - Sign-off attached to it in the form of a link at the bottom of the screen.

Home -> Content -> Workflow Module -> Workflow -Security Integration sub-module -> ActivityStatusTypePrivilege

255

Workflow-Security Integration sub-module : AssignmentStatusTypePrivilege Component

• AssignmentStatusTypePrivilege is dependent on AssignmentStatusType component.

• AssignmentStatusTypePrivilege can be accessed ONLY through AssignmentStatusType component.

• AssignmentStatusTypePrivilege component can only be selected or searched by the OrgAdmin User.

• AssignmentStatusTypePrivilege component cannot be created by the OrgAdmin User.

Home -> Content -> Workflow Module -> Workflow -Security Integration sub-module -> AssignmentStatusTypePrivilege

256

AssignmentStatusType - Assign shows the AssignmentStatusTypePrivilege - Assign attached to it in the form of a link at the bottom of the screen.

Home -> Content -> Workflow Module -> Workflow -Security Integration sub-module -> AssignmentStatusTypePrivilege

257

Workflow-Security Integration sub-module :

ActivityScheduleStatusTypePrivilege Component• ActivityScheduleStatusTypePrivilege is dependent

on ActivityScheduleStatusType component.• ActivityScheduleStatusTypePrivilege can be

accessed ONLY through ActivityScheduleStatusType component.

• ActivityScheduleStatusTypePrivilege component can only be selected or searched by the OrgAdmin User.

• ActivityScheduleStatusTypePrivilege component cannot be created by the OrgAdmin User.

Home -> Content -> Workflow Module -> Workflow -Security Integration sub-module -> ActivityScheduleStatusTypePrivilege

258

ActivityScheduleStatusType - Route shows the ActivityScheduleStatusTypePrivilege - Route attached to it in the form of a link at

the bottom of the screen.

Home -> Content -> Workflow Module -> Workflow -Security Integration sub-module -> ActivityScheduleStatusTypePrivilege

259

Workflow Module: Custom Fields sub-module

• As explained earlier, OrgAdmin has – Only Search privilege on DataType and DataConstraint

components.

• As explained earlier, ApplAdmin has – Privilege to create organization-independent DataType

and DataConstraint components.

Home -> Content -> Workflow Module -> Custom Fields sub-module

260

Custom Fields sub-module components

• DataType• DataConstraint

Home -> Content -> Workflow Module -> Custom Fields sub-module

261

Custom Fields sub-module: DataType Component

• DataType component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

• DataTypes are data types like String, Timestamp, Integer, etc.

Home -> Content -> Workflow Module -> Custom Fields sub-module -> DataType

262

Here is a snap shot of different records of DataType.


263

Here is the snapshot of the DataType Maintain page for the DataType - String record.


264

Custom Fields sub-module: DataConstraint Component

• DataConstraint component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Workflow Module -> Custom Fields sub-module -> DataConstraint

265

Here is a snap shot of different records of DataConstraint.


266

Here is the snapshot of the DataConstraint Maintain page for the DataConstraint - NULL record.


267

Workflow Module: Workflow Definition sub-module

• As explained earlier, OrgAdmin has – Only Search privilege on JunctionType, InputType and

InputFactoryType components.

– Search, Update, Insert and Delete privilege on ActivityType, InputFactory, ActivityTypeHierarchy and Junction components.


JunctionType, InputType and InputFactoryType components.

Home -> Content -> Workflow Module -> Workflow Definition sub-module

268

Workflow Definition sub-module components

• JunctionType• ActivityType• Junction• InputType• InputFactoryType• InputFactory• ActivityTypeHierarchy• ActivityTypeHierarchyMechanism• ActivityTypeHierarchyInputFactory

Home -> Content -> Workflow Module -> Workflow Definition sub-module

269

Workflow Definition sub-module: JunctionType Component

• JunctionType component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Workflow Module -> Workflow Definition sub-module -> JunctionType

270

Here is a snap shot of different records of JunctionType.


271

Here is the snapshot of the JunctionType Maintain page for the JunctionType - AND record.


272

Workflow Definition sub-module: ActivityType Component

• Create organizational chart and workflow diagrams.

• Once we have our models designed, we are ready to implement them in Ohioedge CRM.

• We will be using the models based on models setup for the Demo organization.

Home -> Content -> Workflow Module -> Workflow Definition sub-module -> ActivityType

273

Here is the vertical Organizational Chart/Hierarchy Model.

DemoCorp: VP of Sales

gkessler (guest1/guest1)

USSales: National Sales Manager

jbrook(guest2/guest2)

CANSales: National Sales Manager

skradich (guest3/guest3)

MXSales: National Sales Manager

jdoe (guest4/guest4)

Western Sales: Regional Managerchouston(guest5/guest5)Sales Repsus-wssr(guest8/guest8)

Southern Sales:Regional Managerdhuckle(guest6/guest6)Sales Repsus-stsr(guest9/guest9)

Midwest Sales:Regional Managersdowney(guest7/guest7)Sales Repsus-mwsr(guest10/guest10)

Sales Repscan-sr(guest11/guest11)

Sales Repsmx-sr(guest12/guest12)


274

Here is the horizontal Organizational Process Model.

ColdCall

LtrReq

LtrPrt LtrEml

Followup Call

Sales Call

RcvOrd

Not Interested

A

A

B


275

Organizational Process Model (contd..)

EngrRvw

Acct

Shp

OrdComp

Prod

To RcvOrd

B


276

Here is the snapshot of ActivityType Maintain page.


277

ActivityType Component: isUOB field properties

• isUOB field on the ActivityType Maintain page has two values 1. True or 2. False.

• When creating ActivityTypes from the vertical hierarchical model the value of isUOB = False.– This is because no transaction occurs at this level.

• When creating ActivityTypes from the horizontal sales model the value of isUOB = True.– This is because actual transaction occurs at this level.


278

List of ActivityTypes

• Let us create basic ActivityTypes. In our organizational chart model we have: -– 1. DemoCorp: Demonstration Corporation– 2. USSales: US Sales– 3. CANSales: Canada Sales– 4. MXSales: Mexico Sales– 5. WSSls: US-Western Sales– 6. STSls: US-Southern Sales– 7. MWSls: US-Midwest Sales– 8. CC: Cold Call– 9. LtrReq: Literature Requested


279

List of ActivityTypes

– 10. LtrPrt: Print Literature

– 11. LtrEml: Email Literature

– 12. FC: Followup Call

– 13. SC: Sales Call

– 14. RcvOrd: Receive Order

– 15. Acct: Accounting department procedures

– 16. EngrRvw: Engineering dept. review porcedures

– 17. Prod: Production department procedures

– 18. Shp: Shipping procedures

– 19. OrdComp: Order Complete

– 20. NI: Not Interested


280

How to create ActivityTypes?

- #1,2,3,4,5,6,7 are the non-transactional ActivityTypes and #8,9,10,11,12,13,14,15,16,17,18,19,20 are transactional ActivityTypes. So #1-7 would be created as Scenario activity types, whereas, #7-20 would be created as UOB activity types. See Ohioedge CRM Administrator’s Reference Guide for the explanation of UOB and Scenario activity types.

- Follow the loop below to create the #1 through #20 ActivityTypes :


281

How to create ActivityTypes?

• Begin loop:– Enter/select activity type isUOB, sequenceID, name, and

description values

– Create an ActivityType.

– You should see a transaction successful message.

– Go back to the maintain page, using your browser back button.

• End loop;


282

Referring to the vertical Organizational Chart/Hierarchy Model, here is the snapshot of the ActivityType Maintain page for the ActivityType

record-DemoCorp.


283

Now here is the snapshot of the ActivityType Maintain page for the ActivityType record-Mexico Sales.


284

And here is the snapshot of the ActivityType Maintain page for the ActivityType record-US-Southern Region Sales.


285

ActivityType for the vertical Hierarchical model

• As shown in the last few screens the entire vertical hierarchical model is defined with isUOB = False.

• sequenceID should be used to indicate level and sequence. For example the top level – Demo Corp could be 1001, USSales -> 2001, CANSales -> 2002, etc.


286

Referring to the horizontal sales model, here is the snapshot of the ActivityType Maintain page for the ActivityType record- Cold Call.


287

ActivityType for the horizontal sales model

• Referring to the ActivityType Maintain page for the ActivityType record - Cold Call, note the different links on the maintain page– Add Destinations link

• Will let you define the destination of an ActivityType. For example Cold Call will have one of the following destinations:

– Not Interested

– Cold Call

– Literature Requested


288


– Add Instruction link• Will let you attach instruction to an ActivityType. Refer to

Publisher - Workflow presentation on how to create an Instruction. An instruction could be

– to print an envelope or

– email a standard introductory email, etc.


289


– Add Attribute DataInfo link• Will let you define Custom fields. For example in Cold Call

the user will have to select one of the 3 destinations. We will have to define 2 custom fields as follows:

– NextProc field with Attribute DataType Integer to capture the next scheduled ActivityType or destination and

– SchDate field with Attribute DataType Timestamp to capture the next scheduled date.


290


– Create Junction link• Will let you define a Junction. For example Cold Call will

have one of the following destinations i.e. Cold Call or Literature requested or Not Interested. The junction here will be of the XOR type. Please refer to the Junction configuration presentation.


291

To add destinations, click on the Add Destinations link on the ActivityType Maintain page.


292

You will go to the Relation Maintain page. From the drop down list, which will have a list of all the ActivityTypes created, select the ActivityType and click on

the Create button.


293

To add the next destination for Cold Call, click on the Go Back feature of your browser


294

Select the other destination for Cold Call from the drop down list and click on Create. Repeat this till all the destinations are created. Then Go

Back to the ActivityType Maintain Page and click on Refresh.


295

Here is the snapshot of the Cold Call ActivityType Maintain page after refresh.


296

To add attribute DataInfo, click on the Add Attribute DataInfo link on the ActivityType Maintain page.


297

You will go to the ActivityTypeDataInfo Maintain page.


298

The data in the drop down lists for DataType and DataConstraint please refer to the Custom Field configuration presentation. Click on the Create button.


299

If there are any other custom fields that need to be defined just go Back and create new Custom fields.


300

Go Back to the ActivityType Maintain Page and click on Refresh.


301

Here is the snapshot of the Cold Call ActivityType Maintain page after refresh.


302

If you want to update/delete the Attribute DataInfo records that you just created, click on the link that you want to manage.


303

You will go to the ActivityTypeDataInfo Maintain page for the SchDate record. Make the necessary changes and click on the Update button.


304

Go Back to the ActivityType Maintain page for Cold Call and click on the Refresh


305

You will see the updated Attribute DataInfo - SchDate record.


306

Workflow Definition sub-module: Junction Component

• Junction component is dependent on ActivityType component.

• Junction component can be accessed ONLY through ActivityType component.

• Junction component can be created/updated/deleted by following the steps mentioned in the Working with a component.

Home -> Content -> Workflow Module -> Workflow Definition sub-module -> Junction

307

Say, you have an ActivityType - Cold Call. Here is a snap shot of the ActivityType Maintain page for the ActivityType - Cold Call. Scroll to the bottom

of the screen and click on the Create Junction link.


308

Select the appropriate Source and JunctionType from the drop-down lists and click on the Create button.


309

After you successfully create the Junction, use the Go Back feature of your browser to go back to the ActivityType Maintain page where you started.


310

Refresh the page.


311

The Junction you created appears as a link at the bottom of the Content Management portal.


312

Workflow Definition sub-module: InputType Component

• InputType component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Workflow Module -> Workflow Definition sub-module -> InputType

313

Here is a snap shot of different records of InputType.


314

Here is the snapshot of the InputType Maintain page for the InputType - Customer record.


315

Workflow Definition sub-module: InputFactoryType Component

• InputFactoryType component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Workflow Module -> Workflow Definition sub-module -> InputFactoryType

316

Here is a snap shot of different records of InputFactoryType.


317

Here is the snapshot of the InputFactoryType Maintain page for the InputFactoryType - pdfReport record.


318

Workflow Definition sub-module: InputFactory Component

• InputFactory component can be created/updated/deleted by following the steps mentioned in the Working with a component.

Home -> Content -> Workflow Module -> Workflow Definition sub-module -> InputFactory

319

Here is a snapshot of InputFactory Maintain page. Note the URL field. This field will hold the URL of the file that has the SQL query needed to run a report.


320

Here is the snapshot of the file that holds the SQL query. This is one of the pre-defined queries available.


321

How to upload your SQL file?

• Select the file mySQL.sql from your local drive• ASP Service subscribers use the following URL in

the uploadFolder field to upload the SQL file.– /usr/local/customers/ohioedge/templates/



322

Browse to the appropriate path where the SQL query file is placed, type in the other fields and select the InputType, InputFactoryType from the drop-down lists

and click on the Create button.


323

Go to the InputFactory Home page and click on the ListAll link in the upper left corner portal. Here is the snap shot of the InputFactory record displayed as a link

in the Content Management portal.


324

Workflow Definition sub-module: ActivityTypeHierarchy Component

• ActivityTypeHierarchy component can be created/updated/deleted by following the steps mentioned in the Working with a component.

Home -> Content -> Workflow Module -> Workflow Definition sub-module -> ActivityTypeHierarchy

325

Here is the snapshot of ActivityTypeHierarchy Maintain page.


326

Important Note for creating ActivityTypeHierarchy

• A root level ActivityTypeHierarchy has a null ParentActivityType. Ohioedge CRM allows only one root-level ActivityTypeHierarchy per organization. You can however update the name and description of the existing root-level ActivityTypeHierarchy.


327

Referring to the vertical hierarchical model, Demo Corp is at the top most level. So in the drop down list of Parent field DO NOT select anything. Select the Demo

Corp ActivityType and click on the Create button.


328

Use the go Back feature of your browser to go back to the ActivityTypeHierarchy Maintain page.


329

Click on Refresh on the ActivityTypeHierarchy Maintain page. Here is the snapshot of the ActivityTypeHierarchy Maintain page after refresh.


330

ActivityTypeHierarchy Component Maintain Page

• Referring to the ActivityTypeHierarchy Maintain page for the ActivityTypeHierarchy record - Demo Corp, note the different links on the maintain page– Add Mechanism link

• Will let you attach a Mechanism to an ActivityTypeHierarchy– Here you will have to decide which users will be having access to

what level in the vertical hierarchical model. For example:

» VP of Sales - Mr. Gary Kessler needs to have the view of the whole organizational model or

» Sales Rep for the US Sales Southern region needs to have the view of the horizontal sales model for that region only.

• Refer to ActivityTypeHierarchyMechanism on how to attach a Mechanism to an ActivityTypeHierarchy.


331

ActivityTypeHierarchy Component Maintain Page

– Add InputFactory link• Will let you attach an InputFactory to a ActivityTypeHierarchy

– Here you will need to decide the kind of reports that you will want to run at a level in the vertical hierarchical model. For example:

» Report that compares the percentage of activities in the Order Complete stage for all the regions that the organization operates in, in the form of a pie chart. Obviously this report will be attached to the Demo Corp level for the VP of Sales to look at.

» pdfReport that lists all the customers in the US Sales - Western region. This report will be attached to the US Sales Western region only.

• Refer to ActivityTypeHierarchyInputFactory on how to attach a InputFactory to an ActivityTypeHierarchy.


332

ActivityTypeHierarchy Component

• After creating a root level ActivityTypeHierarchy Demo Corp, referring to the vertical hierarchy model, we will create the next level ActivityTypeHierarchy US-Sales and attach it to the Demo Corp ActivityTypeHierarchy parent level.


333

Select Demo Corp as the Parent ActivityTypeHierarchy for the ActivityType US Sales and click on the Create button.


334

You can attach Mechanism and InputFactory to the ActivityTypeHierarchy US Sales using the Add Mechanism and Add InputFactory links.


335

Here is a snapshot of the ActivityTypeHierarchy Maintain page for US Sales with the Mechanism and InputFactory attached.


336

How to reset ActivityTypeHierarchy model?

• After creating all the ActivityTypeHierarchies and attaching appropriate Mechanisms and InputFactories to a ActivityTypeHierarchy you have to reset the ActivityTypeHierarchy model by following the steps given here.


337

Click on the Setup link in the Quick Links portlet. Click on the Reset ActivityTypeHierarchy Model link in the Content Management portlet.


338

You will get the “ActivityTypeHierarchy model build was successful” message.


339

Login again after resetting the ActivityTypeHierarchy model

• You will have to logoff by clicking on the Logoff link at the upper right corner of the screen

• Close the browser• Open another browser session and login as the

OrgAdmin user


340

• How to view the ActivityTypeHierarchy model?


341

Click on the Home link in the Quick Links portlet and you will see the ActivityTypeHierarchy model built based on the vertical hierarchy model and

horizontal sales model.


342

Click on the Drill-Down link in the Content Management portlet.


343

Click on the Drill-Down link in the Content Management portlet for US Sales view.


344

Click on the Drill-Down link in the Content Management portlet for US-Western Sales US-WSSls view


345

Click on the Drill-Down link in the Content Management portlet for the Western Sales Cold Call WSCC view


346

This message indicates that there is no further breakdown.


347

Go Back to the previous page and click on the Roll-up link in the Content Management portlet. You can keep on clicking on Roll-up till you want to

view the activities under a particular region.


348

To view a report click on the Report link in the Content Management portlet.


349

These are some of the pre-defined reports shipped with OhioedgeCRM. Click on the View link in the Content Management portlet for the report you

want to run. Here we choose the Activity By Customer Report.


350

You will go to the ActivityTypeHierarchyInputFactory Maintain page for the Activity By Customer InputFactory. Click on the Activity By Customer link.


351

Here is the Activity By Customer pdf Report.


352

Workflow Definition sub-module: ActivityTypeHierarchyMechanism Component

• ActivityTypeHierarchyMechanism component is dependent on the ActivityTypeHierarchy component.

• ActivityTypeHierarchyMechanism component can be accessed ONLY through ActivityTypeHierarchy component.

• ActivityTypeHierarchyMechanism component can be created/updated/deleted by following the steps mentioned in the Working with a component.

Home -> Content -> Workflow Module -> Workflow Definition sub-module -> ActivityTypeHierarchyMechanism

353

Click on the Add Mechanism link on the ActivityTypeHierarchy Maintain page.


354

You will go to the ActivityTypeHierarchyMechanism Maintain page. Click on the List link in front of the Mechanism field to select the Mechanism.


355

Here we will select Mr. Gary Kessler as the Mechanism. Also select from the drop down list the appropriate Type or Role of the Mechanism selected. Click on

the Create button.


356

If you want to attach any more Mechanisms to a ActivityTypeHierarchy at this point, just use the go Back feature of your browser to go to

ActivityTypeHierarchyMechanism Maintain page and Create new ActivityTypeHierarchyMechanism record.


357

Go Back to the ActivityTypeHierarchy Maintain page and Refresh. Here is a snapshot of ActivityTypeHierarchy Maintain after refresh.


358

Here is a snapshot of ActivityTypeHierarchy Maintain page for US Sales Midwest Region ActivityTypeHierarchy. Note the different Mechanisms with different

Roles attached to this ActivityTypeHierarchy.


359

Workflow Definition sub-module: ActivityTypeHierarchyInputFactory Component

• ActivityTypeHierarchyInputFactory component is dependent on the ActivityTypeHierarchy component.

• ActivityTypeHierarchyInputFactory component can be accessed ONLY through ActivityTypeHierarchy component.

• ActivityTypeHierarchyInputFactory component can be created/updated/deleted by following the steps mentioned in the Working with a component.

Home -> Content -> Workflow Module -> Workflow Definition sub-module -> ActivityTypeHierarchyInputFactory

360

Back to Demo Corp ActivityTypeHierarchy. Click on theAdd InputFactory link.


361

You will go to the ActivityTypeHierarchyInputFactory Maintain page. On this page select the right InputFactory and click on the Create button.


362

Click on the go Back feature of your browser to go to ActivityTypeHierarchyInputFactory Maintain page. In the similar manner attach

any other InputFactories you may want to the ActivityTypeHierarchy.


363

Go Back to the ActivityTypeHierarchy Maintain page for Demo Corp and click on Refresh.


364

Here is a snapshot of the ActivityTypeHierarchy Maintain page after refresh. Note how the InputFactory record appears as a link at the bottom of the Content

Management portlet.


365

Say if you want to update or delete a Mechanism attached to an ActivityTypeHierarchy, click on the record you want to update or delete.

Referring to the snapshot below, we will be deleting Mechanism - Administrator.


366

You will go to the ActivityTypeHierarchyMechanism Maintain page. Click on the Delete button.


367

Use the go Back feature of your browser to go back to the ActivityTypeHierarchy Maintain page for Demo Corp. Click on Refresh.


368

Here is the snapshot of the ActivityTypeHierarchy Maintain page after refresh. In the similar manner an InputFactory can be updated/deleted.


369

• End of Configuring Workflow Module Chapter

370

Publisher-Workflow Integration Module

• As explained earlier, OrgAdmin has – Only Search privilege on DocumentType, MimeType

and InstructionType components.

– Search, Update, Insert and Delete privilege on Document, Instruction and ActivityTypeInstruction components.


DocumentType, MimeType and InstructionType components.

Home -> Content -> Publisher Workflow Integration

371

Publisher-Workflow Integration Module components

• DocumentType• MimeType• InstructionType• Document• Instruction• ActivityTypeInstruction

Home -> Content -> Publisher Workflow Integration

372

Publisher-Workflow Integration: DocumentType Component

• DocumentType component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Publisher Workflow Integration -> DocumentType

373

Here is a snap shot of different records of DocumentType.


374

Here is the snapshot of the DocumentType Maintain page for the DocumentType - EmailTmpt record.


375

Publisher-Workflow Integration: MimeType Component

• MimeType component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Publisher Workflow Integration -> MimeType

376

Here is a snap shot of different records of MimeType.


377

Here is the snapshot of the MimeType Maintain page for the MimeType - jsp record.


378

Publisher-Workflow Integration: InstructionType Component

• InstuctionType component can only be selected/searched by following the steps mentioned in the Working with a component: Search function.

Home -> Content -> Publisher Workflow Integration -> InstructionType

379

Here is a snap shot of different records of InstructionType.


380

Here is the snapshot of the InstructionType Maintain page for the InstructionType - Print record.


381

Publisher-Workflow Integration: Document Component

• Document component can be created/updated/deleted by following the steps mentioned in the Working with a component.

Home -> Content -> Publisher Workflow Integration -> Document

382

Here is a snap shot of different records of Document.


383

Here is the snapshot of the Document Maintain page for the Document - DCEnv record. URL field holds the id of either the email or letter template that this

document is based upon.


384

Publisher-Workflow Integration: Instruction Component

• Instruction component can be created/updated/deleted by following the steps mentioned in the Working with a component.

Home -> Content -> Publisher Workflow Integration -> Instruction

385

Here is a snap shot of different records of Instruction.


386

Here is the snapshot of the Instruction Maintain page for the Instruction - PrintInstr record.


387

Publisher-Workflow Integration: ActivityTypeInstruction Component

• ActivityTypeInstruction is dependent on ActivityType component.

• ActivityTypeInstruction can be accessed ONLY through ActivityType component.

• ActivityTypeInstruction component can be created/updated/deleted by following the steps mentioned in the Working with a component.

Home -> Content -> Publisher Workflow Integration -> ActivityTypeHierarchyInstruction

388

Say, you have an ActivityType - LtrPrnt. Here is a snap shot of the ActivityType Maintain page for the ActivityType - LtrPrnt. Scroll to the bottom of the screen

and click on the Add Instruction link.


389

ActivityType will be automatically selected. Select the appropriate Instruction from the List link and click on the Create button.


390

After you successfully create the Instruction, use the Go Back feature of your browser to go back to the ActivityType Maintain page where you started.


391

Refresh the page.


392

The Instruction you created appears as a link above the Add Instruction link in the Content Management portal.


393

• End of Publisher-Workflow Integration Module Chapter

394

Customer-Workflow Integration Module

• Campaign– How to create a Campaign

– How to start a Campaign covered in Robot: Campaign Services Chapter

• Campaign loads Customers, Invoices, Work Orders, etc into your workflow depending on the unit you want to track in your workflow. In the presentation Customer, Customer Person, Customer Requirement or Buyer are the units we will be tracking in the workflow for the Demonstration Organization.

Home -> Content -> Customer-Workflow Integration

395

Customer-Workflow Integration : Campaign Component

• Campaign component can be created/updated/deleted by following the steps mentioned in the Working with a component.

• Also refer to the InputFactory and ActivityTypeHierarchy.

Home -> Content -> Customer-Workflow Integration -> Campaign

396

Here is a snapshot of the Campaign Maintain page.


397

From the drop down list for InputFactory, say we want to select the Load A Contact with Title Controller.


398

Load A Contact with Title Controller InputFactory - is a query that selects all the Customers whose Contacts or CustomerPersons have the NameTitle -

Controller.


399

How to create a Campaign?

• You are creating a campaign to email all the controllers in the US-Western Sales region with a new promotion.

• If you refer to the horizontal sales model, there is an ActivityTypeHierarchy LtrEml attached to the US-Western Sales region. We will be loading all the customers selected by the campaign query into the WSLtrEml ActivityTypeHierarchy.


400

Going back to the Campaign Maintain page select the ActivityTypeHierarchy and click on the Create button.


401

Here is the snapshot of the Campaign Maintain page for the Campaign - Email2002 record


402

• End of Customer-Workflow Integration Module Chapter

403

Robot: Campaign Services

• Campaign Services when started will load a unit into your workflow model. A unit is something that you would like to track within your workflow, such as, Customer, Contact, Invoices, Work Order, etc,

• You will need to follow the given steps to start a campaign

Home -> Content -> Robot-Campaign Services

404

Click on the Setup link in the Quick Links portlet. Go to the bottom of the Content Management portlet of the Setup Maintain page. Click on the Services

link.


405

You will go to the Robot Home page. From the drop down list of Campaign services select the Campaign you want to run. We will select Email all Controllers

Campaign.


406

Click on the StartCampaign button.


407

This screen indicates that the Campaign - Email all Controllers has started. Go Back to the Robot Home page and click on Refresh.


408

Note how Email2002 Campaign appears under the List of currently running services: heading


409

• How to view the results of starting a campaign?


410

To view if the Customers were loaded into the US-Western region Literature Email ActivityTypeHierarchy, click on the Home link in the Quick Links portlet.

Drill-down to the US-Western Sales and click on the Report link.


411

Click on the View link in the Content Management portlet. Attached to the US-Western Sales region is the InputFactory which is an html report.


412

Check out the Activities listed under the US-Western Literature Email heading. Those are the Contacts with the title - Controller, loaded by the Robot.


413

• End of Robot: Campaign Services Chapter

414

Robot: Workflow Services

• Robot component provides four workflow services– Assign

– Schedule

– Route

– Perform

• Workflow services can be set to run at a desired frequency.

• The OrgAdmin User will be able to run the Robot.• Refer to the Administrator’s guide for definitions.

Home -> Content -> Robot-Workflow Services

415

• How to start the workflow services?


416

To run the Robot- Workflow Services click on the Setup link in the Quick Links portlet. Go to the bottom of the Content Management portlet and click on the

Services link


417

Note the Run Frequency field is set to 120 seconds, meaning, that the workflow services will be run every 120 seconds. Click on the

StartWorkflow button.


418

This screen indicates that the Robot: Workflow Services have started. Now the Robot will Assign any open activities, Route any signed-off

activities or Perform any performable activities.


419

• End of Robot: Workflow Services Chapter

420

Activity Component

• As explained earlier, OrgAdmin has – Search, Update, Insert and Delete privilege on the

Activity component

• As explained earlier, ApplAdmin has – no privileges on the Activity component, as it is a

organization-dependent component.

• As explained earlier, OrgUser has – Search, Update, Insert and Delete privilege on the

Activity component

Home -> Content -> Activity

421

Activity Component

• Activity component can be created/updated by following the steps mentioned in the Working with a component.

• Activity Maintain page is the transaction capturing or recording page.


422

Note the different areas on the Activity Maintain page

Selected Activity related data such as the ActivityTypeHierarchy, Date, Campaign Transaction capturing fields

such asNotes, Comments

Activity Scheduling, meaning, if there is a destination for the ActivityType selectedyou will be given a choice from the drop down list.

Shows which Mechanism has assigned this Activity towhich Mechanism. In this example, Mechanism 1-Administrator has assigned this Activity to Mechansim1200 - Sales Rep in the US-Western Sales region.


423

Creating an Activity

• Activity can be created by – a Mechanism with Originator Privilege or

– the Robot


424

Accessing an Activity

• Activity can be accessed by– running an html report

• Login as the Mechanism who is going to manage an Activity. For example, Sales Rep at the US-Western Sales region.

– drilling down on the history of a customer


425

• Activity accessed via html report


426

Click on the Home link in the Quick Links portlet. Click on the Report link in the Content Management portlet. You will see all the ActivityTypeHierarchies

that the Mechanism logged-in has access to.


427

Click on the View link in the Content Management portlet for the html report To-date US-Western Cold Call Report.


428

After the report is run, click on any Activity you would like to manage.


429

Here is the snapshot of the Activity Maintain page.


430

Say, Sales Rep makes the Cold Call to the Customer Ace American and the party is not interested. From the drop down list of the Next Proc are available all the

destinations of the Cold Call ActivityType. Select the Not Interested and click on Update.


431

Use the go Back feature of your browser to go back to the Activity Maintain page and click on Refresh.


432

Go to the bottom of the Content Management portlet of the Activity Maintain page and click on the link that shows the Assigned->To status


433

You will go to the Assignment Maintain page. In the Content Management portlet is a drop down list of all the defined AssignmentStatuses. Select the Sign-

off AssignmentStatus which will mark the end of the Activity.


434

Use the go Back feature of your browser to go to the html report page.


435

On this page click Refresh .


436

Note how the Customer Ace American Equipment has gone from the report indicating that the Robot: Workflow Services running routed the completed

activity to the Not-Interested list.


437

To view the US-Western Not Interested html report click on the Home link in the Quick Links portlet. Click on the Report link in the Content Management

portlet for US-Western Not Interested.


438

Click on the View link in the Content Management Portlet.


439

Note how the Ace American Copy Equipment Customer now appears in the Not Interested Report.


440

• Activity accessed by drilling down on the history of a customer


441

Say, you want to check on the history of a Customer. Click on the Customer link in the Quick Links portlet. Click on the ListAll link in the Active Component

portlet. Select the Customer you want.


442

Click on either Activity link in the Quick Links portlet or List all Activities link in the Bookmarks portlet.


443

You will go to the Activity Home page. Select the Activity, whose details you want to view by clicking on the appropriate link in the Content Management

portlet.


444

• What happens when a Mechanism tries to access an Activity that is not assigned to that Mechanism?


445

If a Mechanism tries to view the details of an Activity that is not assigned to him/her, here is the snapshot of the ActivityMaintain page. Click on the link that

shows the Assigned->To status


446

You will go to the Assignment Maintain page. Note at the bottom of the Content Management portlet is the message that “Current Mechanism is not the assignee

of the assignment being serviced”. This Mechanism cannot do the Sign-off.


447

• End of Activity Chapter

448

Comparison Chart

Workflow Security Component Security

Is applied to a transaction or an Activity within the workflow model.

Is a record-level security.

Will check to see if a user or a Mechanism has the privilege to access and perform any given activity.

Example: Ms. Beth Gordan has the privilege to access the cold call activity assigned to her in the US-Southern region.

Is applied to a table or a Component within the application.

Is a table-level security.

Will check to see if a user or a Mechanism has the privilege to create / update / delete / set / reset / maintain a component.

Example: Mr Fred Norman has the privilege to create / delete an Employee

Home -> Content -> Comparison Chart

449

Steps for configuring a functional organization

– Login as the OrgAdmin user (could be provided to you or created by you)

– Create Mechanisms (Mechanism)

– Attach Mechanism to a Group (GroupMechanism)

– Create ActivityTypes (ActivityType)• Create Destinations if any (Add Destinations)

• Create Junctions if any (Create Junction)

• Create Custom fields if any (Add AttributeData Info)

• Create Instructions if any (Create Instruction)

Home -> Content -> Steps for configuring a functional organization

450

Steps for configuring a functional organization (contd.)

– Create InputFactory (InputFactory)– Create ActivityTypeHierarchy

• Create the parent or root ActivityType Hierarchy first (Create root level ActivityTypeHierarchy)

– Attach Mechanism (Add Mechanism)– Attach InputFactory (Add InputFactory)

• Define the rest of the hierarchy model (Create ActivityTypeHierarchy)

– Attach Mechanism and InputFactory if any

– Reset ActivityTypeHierarchy model(Reset ActivityTypeHierarchy)

– Login as OrgAdmin user again– Create Campaign (Campaign)


451

Steps for configuring a functional organization (contd.)

– Run Campaign (Campaign Services)• Campaign services can be started by OrgAdmin user only or

any Mechanism who is a part of the Organization Administration group.

– Start Workflow (Workflow Services)• Workflow services can be started by OrgAdmin user only or

any Mechanism who is a part of the Organization Administration group.

– Login as a Mechanism assigned to the workflow

– Perform a transaction (Activity)


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• End of Steps for configuring a functional organization Chapter

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What’s Next?

– Take a test drive of Ohioedge CRM at http://www.ohioedge.net (guest11/guest11). Familiarize yourself with the features and functionality of the application.

– Once you are ready to work on your own models, you can either install it on your machine or sign-up for a free Ohioedge CRM ASP Shared service at http://www.ohioedge.com/product_crm.html

– Participate in the free user forums at http://www.sourceforge.net/projects/ohioedge. Search forums for your questions. If you know the answer to a question, post it on the forum for others benefit.

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References

• Ohioedge CRM Administrator’s Reference Guide• Ohioedge J2eeBuilder Advanced Developer’s

Guide

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• End of Tutorial

Tutorial on How to Setup Ohioedge CRM

Documents

Transcript of Tutorial on How to Setup Ohioedge CRM