Standard ERP and Conferences

Transcription

1 Standard ERP and Conferences Version 8.0, Mac OS January 2016

2 Table of Contents Introduction... 3 Setting up the Standard ERP system...4 Setting up sending Setting up receiving Installing a client for the gateway...5 Creating a gateway user and access group...5 Important settings... 7 System >> settings >> optional features...7 and conferences >> mailboxes...7 and conferences >> POP3 Server...8 and conferences >> Gateway...8 Using a parameters.txt fle...9 Connecting the gateway for the frst time...9 Backing up the gateway... 9 Creating mailboxes for users... 9 Using the Standard ERP system...11 Creating messages Sending messages Sharing messages Updating internal messages Printing messages Adding a signature & date to internal messages...14 Signatures for outgoing messages...15 Auto reply and forwarding Mail tags HTML HTML Templates Removing messages and cleaning up mailboxes...21 Removing messages Clean up mail registers Empty mailbox Ofine usage Setting up ofine usage Using Standard ERP in ofine mode for reading messages...24 Creating s from system records...25 Creating s from system records by using maintenance routines...29 Create mails from invoices Create periodic customer statement Create s from activities Electronic Conferences The use of Electronic Conferences...31 Practical examples Searching in Electronic Conferences...32 Attached Files report Conference types Creating conferences Name: Enter a unique name here, by which this conference will be identifed elsewhere within Standard ERP Comment: Enter the description of the conference...36 Class: Select the type of conference...36 User: For conferences this feld should be left empty. For mailboxes a user code is flled automatically If a conference is no longer actively used, it can be marked as closed. All messages in this conference are still available to be read and they can be updated, but posting new messages to a Standard ERP and Conferences 1/45

3 closed conference is not possible Organizing conferences into subfolders...37 Using conferences for incoming Replying from conferences Conference Access groups EXERCISES Appendix Terminology between diferent versions of English language...45 Standard ERP and Conferences 2/45

4 INTRODUCTION and Conferences enable document management with functionality that is fully integrated with other features in Standard ERP. Communication within the company, billboards, document management, sending and receiving of s are tools needed by all companies. Users can work with incoming and outgoing from their personal inboxes, or from shared conferences. Many system records, like quotations, purchase orders, order confrmations, customer letters, and invoices can be sent to customers or suppliers as s directly from Standard ERP. Setting up and using the system conferences is described in this material. Standard ERP and Conferences 3/45

5 SETTING UP THE STANDARD ERP SYSTEM in Standard ERP can be set up for both incoming and outgoing , or for outgoing only. Both ways of using the system are explained below. Standard ERP can be easily set up to send out s. Quotations, invoices, customer letters, and many other types of records can be sent out directly from the system with full integration with the CRM. Setting up sending In the and conferences setting, SMTP server, fll in the STMP server address and port of your sending account. The user code and password for this account should be specifed in the felds User and Password. The address specifed in the feld User Address is used as the default senders address if there is no address specifed on a person's record in the system module. The maximum fle size for outgoing s can be specifed in feld Max. File Size. In the and Conferences module, Mail and Conference Settings selection, the Lock and Send s automatically is used for sending messages automatically when a user selects "sent" on an and then clicks save. If this is not selected, the operations menu selection "send " should be used for sending s from the system. Standard ERP and Conferences 4/45

6 Selecting, Use External Mail Software can be used, if users wish to use their default mail client for sending out messages instead of the Standard ERP inbox. By selecting a contact in the communication centre and , a new mail with the recipient's address will open in the computer's default program. For using HTML formatting on s, the "Use HTML formatting in Mail" should be selected. In cases where Standard ERP is only used for sending out s, "use external gateway" in system module setting optional features should not be selected. Also, there is no need to set up a external gateway, as the main Standard ERP server is used for sending out the s. After flling in the settings above and restarting the server, sending is ready to be used. All messages that are sent out from the system go into the register, Queue. Once they have been sent out of the system, they get the status "Sent", and the Message ID is displayed in the Queue browse window. The sending and receiving of s can be manually re-triggered at any time by using the maintenance routine Send and Receive Mail, in the and Conferences module. Setting up receiving For receiving an external gateway is used. This is a separate Standard ERP client running as a slave with it's own gateway user. The gateway retrieves the incoming s and moves them to the Standard ERP database. Let us look at how to set up the gateway and the receiving of . Installing a client for the gateway The gateway is a separate client that connects to the Standard ERP server and it is run by using the Hansaworld-Slave. A gateway can be easily installed by installing a copy of the Standard ERP client, and by copying the HansaWorld-Slave from the Standard ERP server installation package into the same folder. All attachments are saved to the tmp folder in the gateway, so please remember to check that this folder is present in the gateway installation. As the gateway is a separate installation which handles traffc, some of the settings are saved in the gateway database. Please make sure to backup the gateway regularly. A database backup of the gateway can be created at any time by using the --backup parameter at the terminal or command prompt. Creating a gateway user and access group A person record for the gateway should be created, as this user is the one that is used by the gateway client for logging into the Standard ERP server. Any signature and name can be used, in the examples below the signature is GATE and the name is Gateway. Standard ERP and Conferences 5/45

7 The User type should be named, and this user should also have a mailbox. As this user is only used by the system and should only access the gateway, an access group with access only to the modules - External Gateway and and Conferences should be created, and a person record - Start Level Access is recommended to be "No Access" for additional safety. A password for the gateway user can be set by selecting the gateway user in the persons browse window and by using the operations menu selection "change password". As the gateway user logs in automatically, it is recommended to select - Password never expires. If the system module setting password security has been set to force users to change their passwords periodically and by not selecting Password never expires, it will cause the gateway to be unable to log in, if the password for the gateway is not manually updated. Standard ERP and Conferences 6/45

8 Important settings System >> settings >> optional features If Standard ERP is used for sending and receiving ,"use external gateway" should be selected in this setting. and conferences >> mailboxes To direct incoming to the correct mailboxes or conferences, the recipient address should be specifed in mailbox properties. Choose the mailbox you wish to edit by selecting it once and then by selecting the properties from the mailboxes browse window. The recipient address can be entered in the Ext. Addr. feld. If there is a need to direct many addresses to the same mailbox or conference, an external address can also be entered by creating a new record in the setting addresses. Standard ERP and Conferences 7/45

9 and conferences >> POP3 Server All incoming account credentials should be entered as separate records in this setting. This setting should be flled in on the gateway. When the gateway connects to the specifed accounts, all the messages are frst retrieved to the gateway. Message are then moved to the correct mailboxes/conferences based on the external addresses specifed, as explained above. All of the messages where the recipient address is not specifed or found, are moved to the "Postmaster" mailbox or conference specifed in the and Conferences module setting - Mail and Conference Settings. and conferences >> Gateway Here you specify how often Standard ERP should check for new incoming messages. To activate the gateway select activate, and specify the time in seconds between POP3 calls. This setting should be flled in on the gateway. The gateway user credentials can be entered in the username and password felds for automatic login, as the gateway Standard ERP and Conferences 8/45

10 should log in automatically once the slave is started. Gateway user credentials and other startup commands for the gateway can also entered in a parameters.txt fle as explained below. Using a parameters.txt fle A fle containing the startup commands can be created in the root of the gateway installation folder. This is a convenient way of specifying and controlling different settings, as the gateway does not normally use a graphical interface. This fle can be created in any text editor and it should be called parameters.txt For example the following line in the parameters.txt fle specifes that this installation should be run as a gateway, and it specifes the gateway signature and password: --gateway auto-user GATE auto-password 1234 Connecting the gateway for the frst time After the gateway client and user have been created, the gateway should be connected to the server. This can be easily done by starting the client normally with the GUI version, entering a server IP address and port, and then logging in with the gateway user created earlier. Once the client connects, settings POP3 Server and Gateway should be flled in as mentioned above. In production use, it is recommended to run the gateway with the Hansaworld-Slave. After flling in the required settings the client can be closed, and the slave can be started in a terminal window or command prompt. If a server without a graphical interface is being used to run the gateway, the gateway database fle, HANSA.HDB, can be copied over to the server gateway installation after connecting the client and entering the needed settings on a desktop computer. Backing up the gateway The settings specifed on the gateway are also saved to the gateway database instead of the main Standard ERP server database, so the gateway should be backed up regularly. If any of these settings are changed, then it is also important to back up the gateway. In production use, this can easily be done by using the terminal/ command prompt parameter backup. Once the messages have been moved to the main database, they are included in the main database backup. Creating mailboxes for users All named users and users that wish to use the functionality should have a mailbox. In addition to messages, the links on the personal desktop and some user settings are saved to the users mailbox. To create a mailbox for a user, open the persons register in the system module and after selecting the person record, select [create mailbox] from the persons browse window create menu. Standard ERP and Conferences 9/45

11 When the mailbox properties window is opened, all the relevant felds should be flled in already. Continue by selecting [save] and the mailbox will be correctly created for a program user. Now this user can use the inbox, send messages, conferences and create links to the personal desktop. Standard ERP and Conferences 10/45

12 USING THE STANDARD ERP SYSTEM Creating messages To create new messages, open the inbox and select [New Mail] from the create menu. A new message is opened. The matrix is used for adding recipients and senders. These can be other system users inboxes or conferences in the system. Once Sent is selected and the message is saved, it is sent to all system users. Users that have not yet read the message, will see it as unread. If sent has not yet been selected but the message has been saved, it is only available for users marked as the sender. It is possible to have several senders on a message, this is a convenient way of collaborative editing and previewing of important internal messages before they are published to the entire recipient list. It is also possible to send a message from a conference by selecting a conference in the From matrix line. Sending messages messages to internal recipients are available to the recipients as soon as Sent has been selected on the record and the record has been saved. If "Lock and send s automatically" has been selected in mail and conference settings, also outgoing s are automatically sent once "sent" has been selected. This setting affects only sending to external addresses. Messages are also automatically locked once they have been sent, therefore editing messages sent to external recipients is not possible. If this setting is not in use, s are sent by using the mail operations routine [send ]. Standard ERP and Conferences 11/45

13 Users can check the mail history report to see, when the message has been sent by the Standard ERP server. To run the mail history report, select [History] from the operations menu. The mail history also shows when users have created, updated, or read the message. Sharing messages Sharing messages with other Standard ERP users can be done by adding the user or conference as a recipient or by linking the message to another message. The list of mail recipients can be edited at any time. To share a message, simply add the user or conference to the matrix rows of the and save. Linking messages to other messages is another way of sharing and linking information. Linking messages can be done by dragging the paperclip icon of a message that is to be linked to the link manager of the other message. This could be used for the collection of many messages behind a main posting, for example project notes. Messages can be linked to other records in the system, and other records and reports can also be linked to messages. Updating internal messages One of the biggest benefts of the Standard ERP system compared to traditional systems, is the messages can be updated and edited without a need to send them again to all recipients. Every time a message is updated, it will move to the top of the inbox or conference and be marked as unread to all users who have not yet read the message. Standard ERP and Conferences 12/45

14 Printing messages s can be printed from the record by selecting the printer icon. It is also possible to print all of the messages in a inbox by using the forms function. Select forms in the and Conferences module, and select Mail to open the specifcation window. After choosing the inbox and Media for printing, select Run. Standard ERP and Conferences 13/45

15 Like other documents, the forms used for printing s are freely editable. Different forms for printing s can also be set up per language or access group. Please refer to the Form Documents training material for details on editing and defning forms. Adding a signature & date to internal messages After editing a message, users can automatically add their username and a timestamp to the end of the body by selecting [Add Signature & Date] found from the record operations menu. This will also automatically save the message. Standard ERP and Conferences 14/45

16 Signatures for outgoing messages Each user can create their own signature, that will be automatically added to the body of an outgoing message. To create a signature, select open signature from the mailbox operations menu. If a signature has been already created, the existing signature record will be opened for editing. Signatures can be created in HTML or plain text. A signature will not be shown when writing or sending an message, but it will be automatically added to the end of all outgoing messages. All signatures in the system can be listed by running the and Conferences module report Signatures. Standard ERP and Conferences 15/45

17 If the specifcation felds are left empty, this report will list all of the user mailboxes and their signatures, if they have been created. Auto reply and forwarding Each user can set their own auto reply and forward incoming messages to other Standard ERP users or to external address. To set up an auto reply, open the Standard ERP inbox and select [Open auto reply]. If the auto reply has been created already, the existing auto reply record is opened, otherwise a new record is created. Standard ERP and Conferences 16/45

18 The auto reply text can be typed into the record body, or a standard text can be selected. Once "Auto reply" is selected, the auto reply is activated. To forward messages, select a user mailbox or conference from the forward to paste special list of internal recipients, or type in an external address in the "forward to" feld. Once "forward is selected on the auto reply record, all messages will be automatically forwarded to the specifed address. All auto replies can be deactivated at once by running the and conferences maintenance routine Deactivate Auto Replies. This will remove the Auto reply selection from all auto reply records. Auto replies can also be used with conferences, for example in cases where a conference with shared access is used for incoming . To set up an auto reply for a conference, select the conference by clicking it once, and then select properties. From the conference properties window, select Open auto reply from the operations menu. Standard ERP and Conferences 17/45

19 Mail tags Mail tags are a tool to mark and organize messages. Users can select one or several tags for messages,. The messages can then be sorted in the system to only show with a selected tag. Mail tags can also be used while searching for messages. Mail tags can be set up in the mail tags setting in the module, and conferences. To create a new mail tag, select [new tags] from the mail tags setting create menu. A code and a label explaining the tags should be specifed. The label will be shown in the mail tags menu. Selecting a mail tag from the mail tags menu in the inbox or conference browse windows will only display the messages with the selected tag. To view all messages, select All from the menu. Users can add several tags to messages at the same time by opening the mail tags menu on a message record. Adding or removing tags will not update the message so that other users will see the message as unread. Standard ERP and Conferences 18/45

20 HTML messages and customer letters have full html support. Messages can be written in HTML or plain text depending on the user preference. Also pre-selectable HTML templates can be set up for s and customer letters. To write HTML s, select HTML on the record. Before enabling or disabling html on a message, the message should be saved. To enable HTML in the CRM module Customer letters, select Use HTML Formatting in Customer Letters in the CRM module setting Global CRM settings. HTML Templates HTML templates are templates for messages, they are an easy way to have ready made templates available for all users on s and auto-reply records. To create new templates, open the HTML templates register in the and conferences module and select [new]. Specify a Code and a Comment explaining what this template should be used for. After creating the template, select [save]. Standard ERP and Conferences 19/45

21 Users can select existing HTML Templates to be used in messages from the HTML Template paste special list on records. Standard ERP and Conferences 20/45

22 REMOVING MESSAGES AND CLEANING UP MAILBOXES Removing messages Users can remove messages from their own inbox or conferences. If a user removes a message and the message has other recipients, this will not remove the message from the other recipients inbox. The message will show a red line over the user address for all mail recipients that have removed the message. Messages are removed in the inbox browse window by frst selecting the message(s) to be removed and then delete from the record menu. Messages from mailboxes and conferences can also be removed by running maintenance routines. All messages can be removed at once, or messages can be removed based on how old they are. Clean up mail registers This maintenance routine can be used to remove messages based on their lifespan. Default settings for the lifespan of messages can be entered in the setting, Mail and Conference Settings. Inboxes and different conference types can have separate lifespans for messages. Standard ERP and Conferences 21/45

23 To use this maintenance routine, select a mailbox in the Mailbox feld in the specifcation window. If no mailbox is selected, messages in all mailboxes will be removed. To override the default settings for lifespan in Mail and Conference Settings, enter the max number and age of mails to the maintenance routine specifcation window. If these felds are empty when the maintenance routine is started, default values will be used. Empty mailbox This maintenance routine is used for removing all messages from a mailbox or a conference. To remove all of the messages from a mailbox, choose the mailbox and select run. All of the messages will be removed. Leaving the mailbox feld empty will bring up the following message: Standard ERP and Conferences 22/45

24 If it is needed to remove all messages in the system, enter * to the Mailbox feld and select [run]. An empty mailbox/conference can be removed from the system by opening the mailbox/conference properties and selecting delete from the record menu. Mailboxes with messages cannot be removed. Standard ERP and Conferences 23/45

25 OFFLINE USAGE With Standard ERP, users can read their s even when connection to the server is not available. Setting up ofine usage Synchronization should be set up, in order for a user to be able to read their s when connection to the server is unavailable. The following settings should be flled in for setting up offine usage: Technics >> settings >> Synchronization Settings Synchronization is enabled by selecting [Activate]. A time, in seconds, can be entered into the feld "Sync every". System >> settings >> Optional features For synchronization to work, "Export Sequence numbers (synchronization)" should also be selected. If these settings are not flled in, administrators can see the error messages in the hansa.log. Using Standard ERP in ofine mode for reading messages When the connection to the Standard ERP server is not available, users can log in to the system in offine mode by selecting "offine" in the select company window, before proceeding with the login. After starting the client, the select company window is available after closing the login window. Standard ERP and Conferences 24/45

26 When users log in in offine mode, the available modules are limited to CRM, and Conferences, and the Task Manager. Synchronized messages are available in read only mode. Returning to normal online usage is done by closing the Standard ERP client and logging in normally again. Creating s from system records System records, like quotations, purchase orders, invoices, and order confrmations can be sent out directly from Standard ERP. To send a record as an , open the record and select from the create menu: A new is created, with the record printed as a pdf fle. The recipient is picked up from the contact selected and it is to the attention of the reference felds on the record, in this case, the address found on Joseph Conrads contact record. Standard ERP and Conferences 25/45

27 Additional mail recipients can be entered into the CRM module setting Additional Recipients. This way additional recipients can be entered for each customer or supplier, based on the record type being sent. To set up additional mail recipients, create a new Additional Recipients record and select the customer/supplier. After selecting the customer/supplier, all contact persons for this customer/supplier are available in the recipient matrix. In the example below, all of the quotations for customer 001 are additionally sent to contact Ho Chi, and all sales orders are additionally sent to Neil Whistler and are Cced to Mrs Harriet Green. Standard ERP and Conferences 26/45

28 The automatically created text body can have preselected start and end texts, and users can select whether the record details will be brought forward as text to the mail body. and conferences module setting Mail texts is used for this, standard texts can be selected for the beginning and the end of the message. Texts can be set up per language. To set up mail texts, open the and Conferences module setting, mail texts and select [new] from the create menu. Standard ERP and Conferences 27/45

29 Form type, for example Quotations, is selected in the Form feld. If no language is specifed on the record, the subject and text specifed in the header is used. To set up mail texts for different languages, use the same felds in the matrix. Do not put record details in mail body will only bring the specifed texts to the body, if this is not selected the record details will be written in between the frst and last texts of the message. Standard ERP and Conferences 28/45

30 CREATING S FROM SYSTEM RECORDS BY USING MAINTENANCE ROUTINES Create mails from invoices Invoices can be automatically sent out as s with the invoice as a pdf attachment, by using the sales ledger Create mails from invoices maintenance routine. Running this maintenance routine will create messages from invoices, where the invoice image is attached as a pdf fle. s are created to the persons inbox who runs the maintenance routine. It is also possible to send the messages automatically when the maintenance routine is started, or to frst generate the messages to be checked before they are sent out from the system. If the same customer has several invoices to be sent as an , each invoice can be sent as a separate , or all the invoices for the same customer can be attached to a single mail. Select Create Mails from Invoices from the sales ledger maintenance routine to send out invoices as s. A range of customers or invoice numbers can be used in the specifcation window. If only certain customers wish to receive invoices as s, these customers could easily be marked with a customer classifcation that is used when the maintenance routine is run. After specifying how the maintenance should be run, select [run] to start generating the messages. Selecting Send s automatically will send the messages immediately after [run] is selected. Messages will be created in the inbox of the user running the maintenance routine. Standard ERP and Conferences 29/45

31 Create periodic customer statement This maintenance will create messages from periodic customer statements, in a similar manner as the create mails from invoices routine that is explained above. Create s from activities This maintenance routine creates s from activities. For example job costing project details from activities can be quickly sent to customers as s. When the maintenance is run, an will be created with a pdf copy of each activity attached. If 1 per activity is ticked then multiple s are created with the pdf attached. Standard ERP and Conferences 30/45

32 ELECTRONIC CONFERENCES Electronic conferences are an easy way to store company documents and to share information between different departments and employees of the company. They can also be used to receive incoming s with shared access to the messages, and for easily creating and editing content displayed in the Standard ERP web shop, as company news or FAQ or Forum postings. You can create conferences and sub-conferences and set up access rights for each of them separately. Electronic Conferences use the exact same technology as ing in Standard ERP by HansaWorld. However, whereas your mailbox is for personal use, the electronic conferences are a mailbox shared by your colleagues for the distribution and storing of information and documents. The use of Electronic Conferences As mentioned, the postings in electronic conferences are s. However unlike in a conventional ing system, the s in Standard ERP by HansaWorld are collaborative s. This means that rather than replying to an by creating a new , you can simply edit the existing one, therefore making the mail a discussion platform. You can of course attach documents, records or activities to any to make them available to your colleagues. Practical examples As a company, you can create a company wide conference called Company News where all your colleagues have access. Here you can share any important information regarding your company, making it quickly visible for all to see. You could for example make a posting about the company summer party. As the is collaborative, your colleagues can mark their attendance in the same . Standard ERP and Conferences 31/45

33 Every time an is updated, it will move to the top of all internal recipients, and users will see the updated message as unread. Searching in Electronic Conferences Electronic Conferences also support powerful search tools. If you know what you are looking for, you can easily browse to the relevant conference that contains the mail you need and run the search. If you are uncertain where the material you need is located exactly, you can also run a general search that will scan all the sub-conferences for you. Standard ERP by HansaWorld offers a wide range of flters to refne your search, including the period the mail was updated or created, text search, attachment search, and many more options to make your search as accurate as possible. To search for a message in a conference, open conferences and select search. In the example below, we are searching for messages containing the word lunch. Standard ERP and Conferences 32/45

34 The result will be a report listing on all the messages with the search criteria. Users can open the message by selecting the message title in the report. Standard ERP and Conferences 33/45

35 Attached Files report The and Conferences module report will list all externally attached fles in the system with a link to the message where the fle is attached. Also, all of the fles that have been imported to the Standard ERP server, but are missing an attachment record are listed on the report with their unique identifer. Conference types Different types of conferences can be created in Standard ERP: Conference News Billboard Library Folder Mailbox Archive Standard ERP and Conferences 34/45

36 Conferences can be thought of as either mailboxes or folders. Any type of external fle can be saved in a conference, making conferences a powerful integrated documents management tool. All attachments are saved on the Standard ERP server, so they are centrally available to all users in the system. Billboard, Conference, Library, and News are types of mailbox conferences and they can contain internal or external messages. Archives are similar to the attachments functionality found on system records. For example; invoice, quotation and purchase orders. Folders are used for organizing conferences, folders can contain other conferences, including sub-folders. By creating a logical folder structure that is easy for users to understand fnding important information is fast and easy. Creating conferences You can create new conferences by clicking "new" in the conferences browse window. Standard ERP and Conferences 35/45

37 The conference properties window is opened with the following selections: Name: Enter a unique name here, by which this conference will be identifed elsewhere within Standard ERP. Comment: Enter the description of the conference. Class: Select the type of conference User: For conferences this feld should be left empty. For mailboxes a user code is flled automatically. If a conference is no longer actively used, it can be marked as closed. All messages in this conference are still available to be read and they can be updated, but posting new messages to a closed conference is not possible. Standard ERP and Conferences 36/45

38 Organizing conferences into subfolders Conferences can be organized into logical folders with inherited access groups. As an example a Marketing folder could contain conferences called brochures, data sheets, adverts, and newsletters. The easiest way to create subfolders is to open the top level folder and select New. All new conferences are created inside the opened folder. Each conferences has a serial number and a mother. A serial number is created automatically when the conference is created. If the conference was created inside a folder, it will also get a mother automatically, this is the serial number of the upper level folder. Moving a conference under another folder in the system can be done by changing the Mother value on the Identifers tile of the Conference/Mailbox properties window. Standard ERP and Conferences 37/45

39 Using conferences for incoming Conferences can be used for incoming s, just like user mailboxes. Directing to a shared conference is a convenient way of letting selected or all users in the company read incoming for some accounts, for example a generic sales or information account. As the functionality is fully integrated with CRM, users can create new contacts directly from messages, and creating activities or quotations from incoming is done in a few simple selections. Directing to a conference is done in the same way as directing incoming to a mailbox. After pop3 credentials for the account are set on the gateway, the external address should be set in the conference properties. All users that have access to this conference can work with the received messages based on their access rights. Replying from conferences In cases where incoming is received in a conference, users can also reply to messages directly from the conference. To enable replying directly from the conference, select reply from conference on the identifers tile of the conference properties. Replying to an in a conference is carried out in the same way as replying to messages in a users inbox, by using the option in the message operations menu. Selecting Reply will include the original text in the body of the reply message. Reply without Quote will create a reply message where the body will be empty. Standard ERP and Conferences 38/45

40 Conference Access groups You can also create restricted access conferences. For example, you may create a conference called Marketing, under which you have a conference called Marketing Brochures. Under Marketing Brochures you can attach all your brochures as attachments, where they will be quickly and easily accessible. You may only want marketing staff to have access to this conference and you can limit the access to this conference as required. Access to read or edit messages in different conferences can be set per conference and per user. This is controlled by conference access groups. Access to conferences is defned in the and Conferences module, by creating conference access groups and defning these access groups on user mailboxes and conferences. To create conference access groups, open the and Conferences module setting, Conference access and select [New] from the create menu. Each record should have a Code, a Comment explaining what this access group is used for and the access level selected. Standard ERP and Conferences 39/45

41 Users with full access can freely create, read, and edit messages. Users with read access can open and read messages, but editing messages is not possible. Users with browse access can open the browse window, but can not open the messages. If the level is set to none, users with this access group will not be able to open the conference at all. Read/New and Browse/New will, in addition to the given read or browse access, give the users the possibility to create new messages to the conference. Browse/New could be used in a case where employees can send messages to a conference and read the titles of the messages, but not the contents of the messages, for example a conference where employees send personal information that is only available to be read by management. To limit the access to a conference by using conference access groups, choose the conference by selecting it once and select properties. Use paste special to choose the conference access groups to be be added to the matrix. All users that have the same conference access group specifed on their mailbox conference access groups matrix, will have access to this conference based on the level of the access group. Standard ERP and Conferences 40/45

42 If conferences have sub-folders, the conference access level is inherited. In cases where the same access level can be applied to all sub-folders, it is only necessary to defne the conference access group on the top level conference. This same access level applies to all sub-folders, even though their conference access level is left empty. The and conferences module report Conference Access can be used to get a report of user access to different conferences in the system. To view the conference access of a single conference, select the Conference in the conference feld of the report specifcation window. If this feld is left empty, access to all conferences will be listed on the report: Standard ERP and Conferences 41/45

43 Selecting a user mailbox or a conference from a report, printed to screen, will open that mailbox/conference properties, so running this report is a fast and easy way of viewing and changing the conference access rights. The report, User Conference Access, can also be used to view access rights. This report will list all of the users and listed below their username will be the access groups and conferences that they have been assigned to. Standard ERP and Conferences 42/45

44 Standard ERP and Conferences 43/45

45 EXERCISES 1. Import sample data and set up sending . Send a test from the system. 2. Create a conference for marketing with subfolders/conferences for brochures and data sheets. 3. Send a new internal message to the conference Brochures and add any existing messages to this conference. 4. Create and use a Conference Access Group to restrict the access to the conference Data sheets to only some system users. 5. Test access groups created in exercise 4 by logging into the system with a different users details. 6. Use a maintenance routine to remove all messages in the conference Company News. Standard ERP and Conferences 44/45

46 APPENDIX Terminology between diferent versions of English language The language used in this material is American English. There can be slight differences between other versions of the English language, which can lead to confusions. This table should help to clear these up. Sorted alphabetically British USA Canada Australia + New Zealand Singapore Cheque Check Cheque Cheque Cheque Colour/coloured Color/colored Colour/coloured Colour/coloured Colour/coloured Credit Note(CN) Credit Memo (CN) Credit Memo (CM) Credit Note (CN) Credit Note Dialogue Instalment Dialog Installment Jewellery Jewelry Jewellery Jewellery Jewellery Licence (noun) License Licence Licence Licence Mileage Claim Miles Way Lists Mileage Claim Mileage Claim Miles Miles KM KM KM Mobile Cell Mobile Mobile Mobile Nominal Ledger (NL) General Ledger (GL) General Ledger (GL) General Ledger (GL) General Ledger (GL) Post Code ZIP Code Post Code Post Code Post Code Profit and Loss Statement Income Statement Income Statement Statement of Profit or Loss Statement of Profit or Loss Purchase Ledger Payable (PL = AP) Payable (PL = AP) Purchase Ledger Purchase Ledger Sales Ledger Receivable (SL=AR) Receivable (SL=AR) Sales Ledger Sales Ledger Salesman Salesperson Salesperson Salesman Salesperson Stock Inventory Inventory Stock Inventory Stocktake Inventory Count Inventory Count Stocktake Inventory Count Stock Depreciation Inventory Adjustment Inventory Adjustment Stock Depreciation Inventory Adjustment Supplier Vendor Vendor Supplier Vendor Turnover Revenue Revenue Revenue Revenue VAT Sales Tax or Tax Tax (or GST/PST) GST GST/SST/HST Standard ERP and Conferences page 45/45