WITH ACTIVITIES, USER DEFINED FIELDS, & THE PANEL EDITOR ... Presentations... · MATCH FIELD TYPES...
Transcript of WITH ACTIVITIES, USER DEFINED FIELDS, & THE PANEL EDITOR ... Presentations... · MATCH FIELD TYPES...
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TRACKING CUSTOM DATAWITH ACTIVITIES, USER DEFINED FIELDS, & THE PANEL EDITORBY MELISSA MACK, INTUITIVE BUSINESS CONCEPTS
AGENDA
PLANNING
Ask Questions! How will you get the data & how will you use it?
OPTIONS
Activities vs. User Defined Fields
ACTIVITIES
Set up
USER DEFINED FIELDS
Set up
RiSE PANELS
TRACKING CUSTOM DATA
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• Formulate a plan when adding Tables & Fields– Gather the necessary staff to make decisions– Determine what is practical
• Does it make sense to add this data to iMIS?• How will you collect the data?• Can this be accomplished with
– Activities– Relationships– Other iMIS modules
• Is the new table/field needed for every record– Members only– Individuals records
THE PLAN
• Does this require additional staff training?– Staff need to know how and when to use new table and new fields
• Does this require an update to organizational style guide?– It is good practice to document change/addition in staff reference guides
THE PLAN
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• Does this data already exist somewhere else?– Is the point to combine fields in different places (multiple tables) on a
single tab?– Will this make a field elsewhere irrelevant?
• May want to remove old field or delete old data• Was old field being used in s_procs, reports, etc.?
ASK QUESTIONS
• How will the table be populated?– Manually via iMIS back office– Via web form or transaction– By stored procedure or trigger– All or many of the above
ASK QUESTIONS
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• How should the data be viewed?– Single set for the iMIS record?
• Staff will update each field
– Multiple rows for each ID• Staff may need to add new rows regularly
– Store data as coded values• Are codes necessary with a general validation look up for code description
ASK QUESTIONS
• Who needs access to the data?– Manually editable by limited staff?– Permissions required?– Access Keywords– PCI compliant?– Maybe no back office access (no tab)
ASK QUESTIONS
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How will the data be used?• For Dues Billing Calculations
– Make sure to add to the Name_All view during Customizer setup (to be reviewed later)
– Example: Trade Association whose dues are based on Company demographics
• Internal or external Reporting– Need to add to existing reports?
• Displayed on the website
ASK QUESTIONS
ACTIVITY USER DEFINED TABLE (CUSTOMIZER)
Limited data points and types (fields), field names are ‘generic’
Unlimited data points, defined and name by user
Ability to load an attachment ONLY viaAAC
Ability to load an attachment via RiSEsite (Staff or Member)
Ability to set reminders (Tasks/Ticklers)* Ability to use for dues pricing
Some Generic OOB Reports
OPTIONSACTIVITY VS. USER DEFINED FIELDS
• Both Activities & User Defined Tables set up in AAC can be added to RiSE sites using the Panel Editor Content Item (iPart)
• “Create Source” in a panel editor content item when Editing or Adding the Panel will create data points but these points are *not* accessible for AAC
*TASK Reminders being added to the Staff Site in a future release of i20!http://www.advsol.com/ASI/SupportPortal/Releases/iMIS_Releases/Features_-_Coming_Soon/SupportPortal/iMIS_Features_-_Coming_Soon.aspx (9/6/2016)
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Example Scenario: Complaints• In AAC, Settings >> Membership >> Activity Types
A LOOK AT ACTIVITY SET UP
• Entering a ‘label’ for available fields turns on the field for enter/edit/view
• Enable the tickbox for ‘Allow user Edit’
• Optional: Creat History Tab / Tab Name for AAC view
ACTIVITY SETUPCONTINUED
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• File >> System Setup…
• Enable Tickboxfor ‘Activity Attachments allowed’ and enter a maximum file size
ACTIVITY SETUP ENABLING ATTACHMENTS VIA AAC
Id Activity TypeTransaction
DateEffective Date
Product Code
Thru Date Description Note Follow Up Source Code AmountReminder
DateAction Codes User Field 1 User Field 2 User Field 3 Company Id
18056 COMPLAINT 9/7/2016 9/1/2016 CLAIM 9/15/2016 Magazine Claimmember says they did not receive thier July issue must follow up EMAIL 10.00 9/15/2016 SEND ISSUE InProgress Practice Setting 18013
ACTIVITY DATA
• Business object: CsActivity• SQL Table: Activity
• Recommend using IQAs to create reports on the data
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Data mapping (screen labels to property/field names) Note: This varies based on your custom activity set up!
ACTIVITY DATACONTINUED
Screen label Property/Fieldname
Type* Activity_Type
Date* Transaction_Date
Start Effective_Date
Type Product_Code
Thru Thru_Date
Description Description
Notes Note
Follow-up follow up (Note2)
Source Source Code
Screen label
Property/Fieldname
Fine Amount
Task Reminder Date (Task_Date)
Action Action_Codes
Status User Field 1 (UF_1)
Practice User Field 2 (UF_2)
Setting User Field 3 (UF_3)
Not displayed ID
Not displayed CO_ID
• Can use General Look up /Validation tables to standardize data• Can use the Source & Task Date fields to have iMIS create task
reminders*Both require exact naming conventions
ACTIVITY SET UP TIPS
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• Settings >> Membership >> Set up tables >> Lookup/validation tables
• MUST name table :ActivityTypeCode/FieldPrompt
• Example:COMPLAINT/STATUS
ACTIVITY SET UP TIPSGENERAL LOOK UP TABLES
• Must enter prompts exactly as shown:Source = “Assigned to”Task Date = “Follow Up Date”
ACTIVITY SET UP TIPSENABLING TASK REMINDER SYSTEM
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• Determine– Tables and fields naming
• Use a structure nomenclature to easily identify UD tables and fields from ASI tables and fields
– Field lengths– Data type– Multi or single select– Drop down value list
MORE FLEXIBILITY WITH USER DEFINED TABLES
• Existing reports may need to be updated• Staff need to be aware of any new reports created• If applicable, use the validation table to display the descriptions • May need special formatting
– UPPER, etc.
• Liststring for multi-select fields• How do you want it displayed on the web?
REPORTING
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• 1 to many UD table
• Areas of Interest (All Checkboxes)
EXAMPLES
• Decide on a standard way to name you user defined tables– Might want to start them with an acronym for your organization– Might want to start them with a few specific characters that you always
use
• You are limited to a maximum of 30 characters• Use the _ character to separate things. Do not use spaces.• It is very difficult to rename a table later.
NAMING THE TABLES
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• Decide on a standard way to name the fields in your tables– You might want to use a character or two at the beginning to signify the
type of field– Avoid SQL reserved words - Examples of reserved words for SQL Server
include CLOSE, MANUAL, and VISIBLE. Using iMIS or SQL reserved names may overwrite crucial existing tables and fields. Refer to the Microsoft SQL Server documentation for the SQL reserved keywords.
– https://msdn.microsoft.com/en-us/library/ms189822.aspx
• You are limited to a maximum of 30 characters• Use the _ character to separate things. Do not use spaces.• It is possible to rename a field or change the type, but not
recommended.
NAMING THE FIELDS
• Simple types– Char
• Need to specify how many characters
– Int (no decimals)– Number
• Need to specify how many digits after the decimal
– Money– Checkbox– Date– Time– DateTime
TYPES OF FIELDSMORE COMPLEX TYPES
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• In IMIS Customizer
• Char*• Int• Number• Money• CheckBox• Date• Time• DateTime
*Less than 255 characters text field in sql, 255 and over becomes a memo type in SQL
MATCH FIELD TYPES TO SQLIMIS FIELD TYPE
• In SQL (field type)
• Varchar or Memo• int• float• currency• bit• datetime• datetime• datetime
• Recommended to have staff out of iMIS desktop or AAC when creating or modifying a User Defined Table
• In the Desktop, user defined tables are created and modified from the Customers area
• In the AAC, go to Settings >>Membership >>Configuremembershipoptions
CREATING THE TABLE
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Click [Additional Windows], then [Define Tables]
CREATING THE TABLE – SET UP OPTION
CREATING A NEW TABLE
• Click [New]• Type in a Table
Name in the drop down (that does not currently exist) and press TAB
• Message pops-up asking you to confirm table creation
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• Do not change System or Access Method
TABLE SET UP OPTIONS
• Allows data like this
• Important: Cannot use for dues pricing
MULTIPLE INSTANCES ALLOWED
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• Makes a record in the new table for each ID• Only does it going forward as IDs are created or data in this table
edited• Is required if you want to use this field for dues pricing
ALWAYS CREATE
• Allows you to put in member types• Records in the table are only created for those member types
ONLY APPLIES TO THESE TYPES
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• Allows the fields in the table to be used in the Billing area for pricing• Cannot use this option with multiple instances allowed• Name_All view will include the fields if both this option and Always
Create are on
USE FOR DUES PRICING
• Table name– ICLE_Demographics
• Option– Always Create
• What to store– Number of people in company (number)– Admitted to practice (date)– Communication preference (e-mail, mail)– Practice areas
SAMPLE TABLE CREATION
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USER DEFINED TABLE FIELD CREATION
These options will only be necessary for certain field types. They do not apply for type=INT
This will appear on the custom window or you can override it in the custom window maintenance screen.
• Date field
USER DEFINED TABLECREATING FIELDS
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USER DEFINED TABLECREATING FIELDS
Because this is a character field, we put in how many characters are allowed.
Usually do a few more than needed.
We will come back to how to restrict this to just E-MAIL or MAIL shortly.
USER DEFINED TABLECREATING FIELDS
If we want to allow picking of multiple practice areas from the validation table, we must mark this option.
For the last two fields, we want to set up validation. That way only the options we want can be entered.
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• Settings >> Membership >> Set up tables >>Lookup/validation tables
SET UP TABLES FOR VALIDATION
CREATING A NEW VALIDATION TABLE
1. Click on the drop down list to get it to open.
2. Scroll down and click on (New Table) at the bottom to create a new table
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• Enter the name of the general validation table and click [Save]• It is part of the Gen_Tables table• It isn’t a separate table
VALIDATION TABLE NAME
Must click [New] and enter 1 code and Save before leaving the window or the table does not yet exist!
• Code = Stored in the data field• Expansion = No longer used heavily, previously used to ‘expand’ the
CODE entered into the ‘expansion’ field data and this was stored in the data field instead of the code
• Description = Displays during input on RiSE site/AAC/Desktop
LOOKUP VALUE ENTRY
Click [Save] and [New] and continue until all values are entered.Note: Can use [Import] button at bottom left to import from a Tab delimited list
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IMPORTING LOOKUP TABLE VALUES
CONNECTING VALIDATION TABLE
Enter the name of the validation table here for the field
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SAVE AND UPDATE/CREATE SQL TABLES
• Once all set up is completed, click [Save]
• You will be promptedif you want to Create/Update the server table, click [yes]
• After saving & auto-create/update server table, you can click to “Auto-Create Window” and/or Set it up yourself to modify the style
WINDOW SET UP
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• After closing the “User Defined Tables” window, you will be returned to the “Customer Setup –Additional Windows” window
• Click [Define Windows] to create or modify a user defined tab from one user defined table
OR• Click [Custom Tabs] to
create or modify a user defined tab from multiple tables including system tables
CREATE WINDOWS
• What makes sense for your users who will be using the data?– Do they work with specific data together?– How much space do they have for the tab to appear?
• What will get your users to use the data?• Organizing things to the way users work can have better results• Is it just for reference here and you can build workflow on the staff
site in panels?
THINGS TO THINK ABOUT FIRST
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REGULAR WINDOW DESIGNER
1. Click on the New button to start a window
2. In the “Current windows” drop down, type the name of the window. The prefix of “Name-” will be added by iMIS when you press TAB
3. A pop-up will appear asking you to confirm… when you click YES another pop-up will appear asking you to enter the Table Name – you must type this in, there is no lookup and if you have a typo, you may receive a message that the tables does not exist.
NUMBER OF COLUMNS
• Used to be restricted to 1 or 2.
• In newer versions of iMIS, you can have more. Decide based on how much scrolling left & right you want your users to do.
• Auto-created windows default to ‘1’ column
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FIELDS TO INCLUDE
Add the fields from the available list to the current list.
Use the buttons between the two boxes to move them around.
NEW ROW
Means the field will start a new row
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READ ONLY
Means you can see but not edit the field
SHOW WINDOW FIELDS ON CUSTOMER PROFILE
The standard profile report will include these fields
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COMPLETED WINDOW EXAMPLE
• There is a Utility that could be modified to be used to complete this data maintenance
• Found in desktop or AAC, under Utilities >> Report Specs
• CLONE & Modify
INSERT RECORDS FOR A NEW TABLE*SHOULD BE DONE FOR “ALWAYS CREATE” TABLES
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• After clicking [Clone], provide a new Title
• Edit the Description (recommended)
• Click [Save]• Then insure
your new Report Specification is highlighted and click [Parameters]
INSERT RECORDS FOR A NEW TABLE CONTINUED
• Click [Edit]• Click in the
Parameters field and press CTRL+Z on your keyboard to zoom the field
INSERT RECORDS FOR A NEW TABLE CONTINUED
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• The Name_Finsql code appears
• Edit the code and replace Name_Fin with YOUR custom TABLE name
• Click [OK]• And [save]
INSERT RECORDS FOR A NEW TABLE CONTINUED
• The maintenance script is now available on the Utilities >> Reports and Queries menu
• BACKUP your database before running (or ask your DB admin to do so)
• Click [Yes] to proceed
INSERT RECORDS FOR A NEW TABLE CONTINUED
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• In Desktop or AAC, return to Settings >> Membership >> Configure membership options and click the [Additional Windows] button
• When the Customer Setup – Additional Windows window appears, click [Custom Tabs]
CUSTOM TAB DESIGNERFOR MULTIPLE DATA SOURCES!
Start by giving the window a name
Then you put how many columns
You can pick different tables to add fields from.
As you change the table name, the field list below will change.
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EXAMPLE - DEFINITION
• Shows things a business and customer relations staff member needs to know at a glance from different data sources (tables)
EXAMPLE CUSTOM TAB DISPLAYED FOR USERSIN DESKTOP / AAC
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• These can be used on both the staff site and the customer facing sites! Oh Yeah!
• One web page can present data from multiple custom tables, as well as a variety of other iParts and even data sources created via RiSE’sPanel Editor iPart (Dynamic Content Item)
USING CUSTOM TABLES IN RISE SITES
• Your fundraising staff work with foundations and have a custom table to track those details
EXAMPLE IN IMIS CLASSICBUSINESS SCENARIO
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• A look at the table in the User Defined Tables window!
EXAMPLE SETUP IN IMIS CLASSIC
• There should be a Business Object to match your table.• Note – Business Objects created from ‘legacy’ iMIS tables have a
naming convention starting with ‘Cs…’• But if there is not a Business Object, you will need to build one.
CUSTOM TABLES AS BUSINESS OBJECTS
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• To create a Business Object from a UDT go to Settings Utilities User Defined Tables
• Click Build All • (Caution 1: I would
only do this when everyone is logged out of iMIS)
• (Caution 2: This will cause any custom changes to UDT Business Objects be overwritten and lost. )
CREATING BUSINESS OBJECTS FOR NEW TABLES
• Go to RiSE Page Builder Manage Content• Navigate to where you want to build your page (Under Current
folders), Highlight the folder you want the content to be saved into/under
FIND/CREATE THE WEBPAGE TO DISPLAY DATA
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• At the top, Click on New Website Content
CREATING A NEW WEB PAGE
• Provide a Title & Publish file name, • Layout is optional (None) is ok• click “Add Content”
ADDING AN IPART
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• In the Content Gallery, select Content Panel Editor
SELECTING THE PANEL EDITOR IPART
• In the Panel Editor, select “(new panel)” as the panel
• Note: If you design a panel that you want to use in multiple places, you can select that panel from the list.
CREATE (OR REUSE) A PANEL
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• When you New Panel and/or to edit an existing one, the “Panel Designer” window opens
• On the left side you will see a list of data sources. – You might need to scroll down
to find the one you need– Legacy iMiS data are in sources
that begin with ‘Cs’– You can choose data from
multiple sources and even Create a source here perhaps for an uploadable file type of data field* to combine with other data points
• Note: You can also use your multi-instance custom tables for a multiple entry panel
FINDING THE TABLE TO USE IN THE IPART
• When you find your table, clicking on the triangle will show the list of fields.
CHOOSING THE FIELDS TO DISPLAY
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• In theory you could drag and drop the fields wherever you want them. But if you had to scroll to get to your table, you may be past the area to drag and drop area. Instead double click the fields.
CHOOSING THE FIELDS TO DISPLAY
• After adding the fields you want, scroll back up to the top and you will see a ‘+’ and ‘–’ off to the right. Use this to control the number of columns.
ADDING COLUMNS
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• You can add a source (clicking “Create source”) or Add property (to add a field to an existing data source
• Select Property type of “File Upload” to create a field that allows a member to upload a file
ADDING A FILE UPLOAD FIELD
EXAMPLE OF FILE UPLOAD PROPERTY (FIELD)
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• Once you’ve completed the layout of your panel, click [Save & Close]
• You are returned to the Configure iPart-Panel Editor window, click [OK]
• When returned to the Manage Content page, click [Save & Publish]
SAVE & PUBLISH
• Want to take things to the next level?• Example: What if you had a multi-instance table that you use to
collect annual statistics, but only wanted to display the most recent year?
• This is not a standard process, but it can be done!
ADVANCED USE OF CUSTOM TABLES AND IPARTS
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• In SQL create a view that only pulls the data you are interested in.• Turn your view into a Business Object.• Create a record of your Business Object in the ObjectMetaData table
(see http://docs.imis.com/15.2/#!addingexistingbusine.htm)
• Once you have added your view to the MetaData table it will be visible just like any regular User Defined Table!
SQL & METADATA
• Chantal Almonord - National Business Aviation Association• Denise Garthwaite - Institute of Continuing Legal Education• Andrew Weaver - Land Trust Alliance
• Slide presentation content was modified but based on their 2015 US Discovery Conference session:
“iMIS Demographics & User Defined Tables”
SPECIAL THANKS!
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WITH THANKS TO OUR SPONSORSNIUG DISCOVERY CONFERENCE