1 COLOR SCHEMES Themes & Independent Color Control R2 Themes... 1

Transcription

1 R2: Misc

2 TABLE OF CONTENTS 1 COLOR SCHEMES Themes & Independent Color Control R2 Themes R METAL MOTIF R2XP WINDOWS CUSTOM R2 Color Convention R2 Color Schemes Modifying Background Colors Modifying Foreground Colors Green Color Scheme Blue Color Scheme IN R Implementation recipients setup Using External SMTP Servers ing in R2 Using the External SMTP Server - Gmail MERGE COMPANY To Merge a Company MULTI-LANGUAGE Implementation Configuring Multi-Language in R Defining list of languages that has to be used from within R Pre-defining language definitions for Labels/Drop downs/tool Tips Steps to add language based definition for Label/Drop downs/tool Tips Saving Language properties as Global Language properties Selecting default language for an Employee Applying Multi-Language in R Illustration with language selected as French PRIVILEGE SET UP IN MAINTENANCE MODULE R2 SECURITY Introduction... 58

3 6.2 Who can set the Security Levels of Security System Level Global Level Types of Security How to Apply Security Security Access Levels Full Access Read Only No Access View Only ORDER ACTIVITIES / TASKS USER DEFINED FIELDS Adding UDF s to R Setting UDF s to R USER VIEWS Defining Default User View User Views in R Components of User View feature Saving (Defining) User Views Saving User Views in Logged-In-User Level Saving User Views for All Users (System Level) Using Saved User Views Points to Note: Applying Security for User Views Effect of Security Access Levels on User View Components Points to Note: PHYSICAL INVENTORY Viewing Discrepancy Adjusting the assets with discrepancy Reports Short List Addition List Quantity List AUTHORIZE ACTION SETUP... 92

4

5 R2: Misc. Themes & Independent Color Control 1 COLOR SCHEMES 1.1 Themes & Independent Color Control Summary: Color Schemes is a configuration of R2, which is present in the home directory Mantra. Upon starting R2, the configuration file will be processed and all the initialization parameters for color will be read. To apply colors to the various parts of the R2 window, the parameters of the R2.INI file must be modified. If the parameters in this file are commented, that is preceded by #; the colors will be defaulted from the value set for DEFAULTTHEME. The colors can be defaulted from any one of the following six themes: R2 Metal Motif R2XP Windows The option to create custom Color themes is possible by altering the settings in R2.INI. 1.2 R2 Themes Below are screenshots of a R2 window configured to display the different themes available: R2 1

6 R2: Misc. R2 Themes METAL MOTIF 2

7 R2: Misc. R2 Themes R2XP WINDOWS 3

8 R2: Misc. R2 Themes CUSTOM R2 Color Convention R2 uses the RGB color model to decide the color setting of the various windows in the application. This model combines the three primary colors, Red, Green and Blue in various ways to generate different colors. 4

9 R2: Misc. R2 Color Schemes The user can set the value for each color using any integer between 0 and 255 which represents their color intensity, and reproduce a different color of their choice. For example: If the R2.INI is modified as follows: BUTTON_BACKGROUND_COLOR=0, 0, 0 then the background of the buttons, in the application window will become black in color. 1.3 R2 Color Schemes Modifying Background Colors Below are the parameters which decide which part of the window will be affected by modifying the RGB values. The numbers given in Figure 1 and Figure 2 indicate the areas in the window where the color is altered, when changes to the corresponding parameters are made Figure 1 PARAMETER DESCRIPTION 1 MENUBAR_BACKGROUND_COLOR Sets the color of the menu bar background 2 TOOLBAR_BACKGROUND_COLOR Sets the color of the toolbar background. 5

10 R2: Misc. R2 Color Schemes 3 ACTIVE_TAB_BACKGROUND_COLO R 4 INACTIVE_TAB_BACKGROUND_COL OR 5 MENU_SELECTION_BACKGROUND_ COLOR Sets the color of an active tab Sets the color of an inactive tab Sets the color of the dropdown menu background when an action on the menu bar is 6 APPLICATION_BACKGROUND_COL Sets the color of the application background OR 7 MENU_BACKGROUND_COLOR Sets the color of the menu background Figure 2 PARAMETER DESCRIPTION 8 ENABLED_DATA_FIELD_BACKGROUND_C Sets the color of an enabled field OLOR 9 BUTTON_BACKGROUND_COLOR Sets the color of a button background 10 DISABLED_DATA_FIELD_BACKGROUND_ Sets the color of a disabled field 11 COLOR GRID_HEADER_BACKGROUND_COLOR Sets the color of a grid header background 12 GRID_SELECTION_BACKGROUND_COLO R Sets the color when a line in the grid is selected 13 GRID_DATA_BACKGROUND_COLOR Sets the color of a grid data header background 14. GRID_BACKGROUND_COLOR Sets the color of the grid background 6

11 R2: Misc. R2 Color Schemes Modifying Foreground Colors The color settings of the foreground of the application can be modified by making changes to the following parameters. PARAMETER DESCRIPTION 1 MENUBAR_FOREGROUND_COLOR Sets the color of the menu bar 2 TOOLBAR_FOREGROUND _COLOR foreground Sets the color of the toolbar foreground 3 ACTIVE_TAB_FOREGROUND_COLOR Sets the color of an active tab 4 INACTIVE_TAB_FOREGROUND_COLOR Sets the color of an inactive tab 5 MENU_SELECTION_FOREGROUND_COLOR Sets the color of the dropdown menu foreground when an action on the 6 APPLICATION_FOREGROUND_COLOR menu bar is selected Sets the color of the application foreground 7 MENU_FOREGROUND_COLOR Sets the color of the dropdown menu foreground 8 ENABLED_DATA_FIELD_BACKGROUND_COLO Sets the color of an enabled field R 9 BUTTON_FOREGROUND_COLOR Sets the color of a button foreground 10 DISABLED_DATA_FIELD_FOREGROUND_COLO Sets the color of a disabled field R 11 GRID_HEADER_FOREGROUND_COLOR Sets the color of a grid header foreground 12 GRID_SELECTION_FOREGROUND_COLOR Sets the color when a line in the grid is selected 13 GRID_DATA_FOREGROUND_COLOR Sets the color of a grid data header foreground 7

12 R2: Misc. R2 Color Schemes By modifying the parameters mentioned in the table, the appearance of the foreground and background of R2 can be altered. For instance, if the user wants to change the application background to Red, application foreground to Blue and the background of the enabled and disabled data field to Green and Grey respectively, then the following changes have to be made in the R2ColorSchemes.INI. APPLICATION_BACKGROUND_COLOR=128,0,255 APPLICATION_FOREGROUND_COLOR=255,0,0 ENABLED_DATA_FIELD_BACKGROUND_COLOR=87,200,155 DISABLED_DATA_FIELD_BACKGROUND_COLOR=192,192,192 The appearance of the resulting window will be as shown below: Application Enabled Field Disabled Field Application 8

13 R2: Misc. R2 Color Schemes If the user wants the background of the active and the inactive tabs to be Red and the background of the dropdown selected menu to be Orange, then the following modifications have to be done R2ColorSchemes.INI. ACTIVE_TAB_BACKGROUND_COLOR=255,0,0 INACTIVE_TAB_BACKGROUND_COLOR=255,0,0 MENU_SELECTION_BACKGROUND_COLOR=255,128,64 The appearance of the resulting window will be as shown below: Active Tab Background Inactive Tab Background Menu Selection Background In this manner, color modifications can be done to multiple parts of R2 and the appearance will be changed to suit the users need and requirements. 9

14 R2: Misc. R2 Color Schemes Green Color Scheme #Background Colors APPLICATION_BACKGROUND_COLOR=255,255,255 MENUBAR_BACKGROUND_COLOR=255,255,255 MENU_BACKGROUND_COLOR=255,255,255 MENU_SELECTION_BACKGROUND_COLOR=130,170,70 ACTIVE_TAB_BACKGROUND_COLOR=130,170,70 INACTIVE_TAB_BACKGROUND_COLOR=170,200,120 BUTTON_BACKGROUND_COLOR=215,230,190 GRID_HEADER_BACKGROUND_COLOR=130,170,70 GRID_DATA_BACKGROUND_COLOR=255,240,230 GRID_SELECTION_BACKGROUND_COLOR=210,255,83 GRID_BACKGROUND_COLOR=245,245,245 DISABLED_DATA_FIELD_BACKGROUND_COLOR=215,230,190 10

15 R2: Misc. R2 Color Schemes #Foreground Colors #ACTIVE_TAB_FOREGROUND_COLOR=153,204,0 #INACTIVE_TAB_FOREGROUND_COLOR=255,255,153 #BUTTON_FOREGROUND_COLOR=230,100,65 GRID_HEADER_FOREGROUND_COLOR=255,255,255 #GRID_DATA_FOREGROUND_COLOR=153,204,0 #GRID_SELECTION_FOREGROUND_COLOR=153,204,0 11

16 R2: Misc. R2 Color Schemes Blue Color Scheme #Background Colors APPLICATION_BACKGROUND_COLOR=255,255,255 MENUBAR_BACKGROUND_COLOR=255,255,255 MENU_BACKGROUND_COLOR=255,255,255 MENU_SELECTION_BACKGROUND_COLOR=190,190,250 ACTIVE_TAB_BACKGROUND_COLOR=70,70,230 INACTIVE_TAB_BACKGROUND_COLOR=190,190,250 BUTTON_BACKGROUND_COLOR=255,255,255 GRID_HEADER_BACKGROUND_COLOR=70,70,230 GRID_DATA_BACKGROUND_COLOR=210,210,250 GRID_SELECTION_BACKGROUND_COLOR=190,190,250 GRID_BACKGROUND_COLOR=225,225,225 DISABLED_DATA_FIELD_BACKGROUND_COLOR=225,225,225 12

17 R2: Misc. R2 Color Schemes #Foreground Colors #ACTIVE_TAB_FOREGROUND_COLOR=153,204,0 #INACTIVE_TAB_FOREGROUND_COLOR=255,255,153 #BUTTON_FOREGROUND_COLOR=230,100,65 GRID_HEADER_FOREGROUND_COLOR=255,255,255 #GRID_DATA_FOREGROUND_COLOR=153,204,0 #GRID_SELECTION_FOREGROUND_COLOR=153,204,0 13

18 R2: Misc. Implementation 2 IN R2 2.1 Implementation Introduction Currently in R2, s sent while printing orders/invoices/edr etc through Form Type Options dialog have a hardcoded subject and content as given below: Subject: R2: Order Print Attached Content: R2 has generated this mail with Attachment. You have received this mail from < id of the logged in employee> Also, this hardcoded subject and content is same for any kind of prints which has the option to be mailed. Henceforth in R2, Subject and Contents of s sent from R2, when printing Orders/invoices/Equipment Delivery Receipts etc will be made configurable. Customization of subject and contents of can be done for different types of forms that R2 supports through Maintenance > Form Setup and user can customize it as language specific if multilanguage is set as enabled in Configuration. While sending s when printing through Form Type Options dialog, the customized subject and contents for selected Language and Form can be seen and allowed to be modified. NOTE: For any type of form, options for setting customized subject and content will be available for all types of forms. But note that R2 currently supports printing of items by their description / long description in multi-language is supported only for Order (153500UI), Summary Invoice (159600UI), Event Order (153300UI), Equipment Delivery Receipt (153800UI) and Pick-lists(all formats). Refer R2 release notes for the details on printing items in multi-language Configuring Custom Templates and Mailing Prints with Custom Templates For clear and easier understanding this section is divided into three sub sections namely Creating Custom Templates, Linking Custom Templates to Forms and Mailing Prints with Custom Templates explained below are the steps for the same: 14

19 R2: Misc. Implementation Creating Custom Templates 1. Create a text file for example Order .txt and place it anywhere in the system. 2. Edit the file to have below required Subject and Contents in the text file Example SUBJECT = In receipt to your Order. MESSAGE = Your Order has been processed an Items have been filled and shipped, attached are the details with reference to your Order. 3. Save the file. Create similar text file by following steps 1 to 3 to have custom templates as different for different forms and in different languages if required Linking Custom Templates to Forms The process of linking Custom templates to Forms vary depending on whether the Multi-Language feature is enabled or disabled in R2. Below explained are the steps for the same: When Multi-Language is disabled 1. Access Maintenance module, click on the Form Setup dialog. The Form Setup dialog will be displayed. 2. Click on the Add button, the Form Setup dialog will be displayed. 3. Enter a Name and tag the required Form in the Form UI field and select the Order Type. 4. Click on the importable button in the Content field which will be provided as shown in Fig 1.1, wherein the selected form can be linked to the required custom template. Fig 1.1 when Multi-Language is disabled 15

20 R2: Misc. Implementation The Select a File to Attach dialog will be displayed. Fig Browse for the file with Custom template which needs to be used while ing the selected type of print with the selected form. As in the example select Order .txt and click on Open. The selected Template will be linked to the Form and the path of the selected file will be displayed in the Content field of Form Setup dialog. Fig

21 R2: Misc. Implementation NOTE: Instead of importing the path if path is known it can be typed in Content field. 6. Click on Ok, to complete the process of linking the template to the selected Form. 7. Continue the same process and link the custom content for all the forms if required When Multi-Language is enabled 1. Access Maintenance module, click on the Form Setup dialog. 2. The Form Setup dialog will be displayed 3. Click on the Add button, the Form Setup dialog will be displayed. 4. Enter a Name and tag the required Form in the Form UI field and select the Order Type. 5. To link different Contents Click on the Multi Language icon in the Content field which will be provided as shown in Fig 1.4, wherein the selected form can be linked to the required custom template for a specific language. Fig 1.4 when Multi-Language is enabled (that is at least one language is selected in language field of Configuration) 17

22 R2: Misc. Implementation The Multi-Language dialog will be displayed. Fig 1.5 Fig Click on the Add button in the Multi-Language dialog and select a language from the drop down. 7. Click on the importable button in the Content File column. 18

23 R2: Misc. Implementation Fig 1.7 The Select a File to Attach dialog will be displayed. Fig Browse for the file with Custom template which needs to be used while ing the selected type of print with the selected form. As in the example select Order German.txt and click on Open. Fig Continue steps 6 through 8 to link different Custom Templates to the selected Form specific to different languages as shown in fig

24 R2: Misc. Implementation 9. Click on Ok button. Note: To link an Template file to the selected Form which is common to all languages (that is a template which is not specific to any language click on the importable button field instead of clicking on the Multi-language icon in Step 5. In the Select a File to Attach dialog which is displayed, select the template file and click on Ok Mailing Prints with Custom Templates 20

25 R2: Misc. Implementation Mailing Prints When Multi-Language is disabled 1. Access the Form Type options dialog for the kind of print which you want to Print and The Form Type Options dialog displayed will be shown with the default Form if any present. Otherwise first form of the kind of print is being done will be shown. Fig 1.10 Note: The Language field is not visible as multi-language is disabled. Fig Select the option, the From Type options dialog will expand as shown in fig

26 R2: Misc. Implementation Based on the Form selected, the customized contents from the linked Template will be updated in the Subject and Contents field. If necessary change the Form on the left hand side of From Type Options dialog, Subject and Content of will be defaulted from the content file defined for the Form selected. If needed user can modify the Subject and Content defaulted from template, by editing the same in the respective fields shown. Type in the To address and add attachments if needed. 4. Click on the Print icon in the Form Type Options dialog. The selected kind of print will be printed and the will be sent with the contents seen on Form Type Options dialog to the recipient address entered in the To field Defaulting of Contents from Template to Form Type Options dialog when Multi- Language is disabled Case 1 1. In the Form Type Setup dialog, define a Form with name as Rental Orders for UI form. 2. Click on the importable icon in the Content field of and browse for the text file which has the default content say Order .txt created in any path as said earlier. 3. Access the Form Type options dialog for the kind of print which you want to Print and Select a Form Rental Order and set as True. o System refers to the Order .txt file linked to Rental Orders form and displays the same in Subject and Message fields as shown in fig 1.12 o Now if some other form is selected, the Subject and Message will be defaulted from the newly selected form if any Content file is defined for that Form. 22

27 R2: Misc. Implementation Fig 1.12 Note: Language field is not visible in this dialog. Case 2 1. In the Form Type Setup dialog, define a Form with name as Rental Orders for UI form. 2. Do not link any file in the Content field by clicking on the importable button. 3. Access the Form Type options dialog for the kind of print which you want to Print and Select a Form Rental Order and set as True. 1. As no Content file is linked, system displays the default contents in the section of Form Type options dialog. The Default Subject and Contents are: Default Subject: R2: Order Print Attached Default Content: R2 has generated this mail with Attachment. You have received this mail from < -id of the logged in employee> 2. If required this can be modified. 23

28 R2: Misc. Implementation Mailing Prints When Multi-Language is enabled 1. Access the Form Type options dialog for the kind of print which you want to Print and . a. Currently, the Form Type Options dialog displayed for while printing Orders, Event Orders, Summary Invoices and Equipment Deliver Receipts, will be display the Language filed and by default it will display the language taken from logged-in Employee and with the default form if present otherwise first form of the kind of print is being done will be set as shown in Fig Fig 1.13 b. The Form Type Options dialog displayed for other prints like regular invoices, meeting orders, Purchase Orders etc (where printing of items in Multi-language is not supported) the Language option will not be present but displays with the default form if present otherwise first form of the kind of print is being done will set. 24

29 R2: Misc. Implementation Fig 1.13a Fig Select the option, the From Type options dialog will expand a. In case of 1a, the language which is present in the Language on the left hand side of the Form Type Options dialog will also be defaulted to the Language field in the section of Form Type Options dialog as shown in fig Also, the Subject and Content linked to the selected form, for the selected Language will be displayed in the Subject and Message fields of Section. 25

30 R2: Misc. Implementation o o o Items in the print will be printed in the language selected on the Language field of left hand section. Subject and content will be defaulted based on the Language field on the section. The Language field in the section of form type options dialog will be available in all Form Type options dialog irrespective of whether the printing of items in Multi-Language is supported or not. But Language field on the left hand side will be available if printing of items in Multilanguage is supported. In Form Type options dialog, where Language is present in the left hand section, on changing the Language on Left hand section changes the Language in the section as well and the contents of the will be refreshed and will display the contents as in the content file which is linked to the newly selected language and the form. However, on changing the language in the section of Form type options dialog will not change the language in the left hand side of form type options dialog. In this case the contents and subject in the section will be based on the language selected in the section. b. In case of 1b, the language in the section of Form Type dialog will default from the Employee as shown in the image below: 26

31 R2: Misc. Implementation 3. Continue to set the required values in the Form Type options dialog as described below: Select the Form which need to used for printing and select the Language on the left had side (if present) which indicates in which language the items need to be printed and if necessary change the Language in the section which will default the Subject and Content from the template file linked to the form and this language. Modify the Subject and Content, by editing the same in the respective fields shown. Type in the To address and add attachments if needed. 4. Click on the Print icon in the Form Type Options dialog. The selected order, invoice, EDR etc will be printed and the will sent the contents seen on Form Type Options dialog to the recipient address entered in the To field Defaulting of Contents from Template to Form Type Options dialog when Multi- Language is enabled When Multi-Language is enabled, that is at least one language is selected in the Language field of Configuration and Default Language for Employee is also selected. Case 1 1. In Configuration Language select Languages as German, French, Spanish and English. 2. Set the Default Language for Employee as German. 3. In the Form Type Setup dialog, define a Form with name as Rental Order for UI form. 4. Click on the multi-language icon in the Content field of and add 2 records one for German, French and one without any language selected as shown in fig below: 27

32 R2: Misc. Implementation Fig Print the Order, the Form Type options dialog will be displayed with Language as German. 6. Select a Form Rental Order and set as True. o System will refer to the Template linked to language German for the Form Rental order and display the contents of template linked to German in section of Form Type options dialog as shown in below: 28

33 R2: Misc. Implementation Fig 1.16 Case 2 1. In Case 1, change the Language in the Form Type options dialog to French, let the Form selected be Rental Order. 2. Set option as True. o System will refer to the Template linked to language French for the Form Rental order and display the contents of template linked to French in section of Form Type options dialog as shown in fig 1.17 Fig

34 R2: Misc. Implementation Case 3 1. In Case 1, change the Language in the Form Type options dialog to Spanish, let the Form selected be Rental Order. 2. Set option as True. o If no Template records is defined for the selected language and form Rental order i. System will refer to the Form Setup in Maintenance Form Setup which is done for form Rental Orders and verify if there is any path found in the content field of Form setup dialog (as explained in the Note of Linking Custom Templates to Forms when Multi-Language is enabled), if this found then the contents of the template linked here will be displayed in the Form Setup dialog. 30

35 R2: Misc. Implementation ii. If an template path is not found in the Content field of Form Setup dialog, then the Default R2 contents in the section of Form Type options dialog. The Default Subject and Contents are: Default Subject: R2: Order Print Attached Default Content: R2 has generated this mail with Attachment. You have received this mail from 31

36 R2: Misc. Implementation Form Type Recipient Code Recipient Order Invoice Deposit {PROJECT_MANAGER} {SALES_PERSON} {MAIN_CONTACT} {BILLING_CONTACT} {SHIPPING_CONTACT} {RETURN_CONTACT} {CREATED_BY} {PROJECT_MANAGER} {SALES_PERSON} {MAIN_CONTACT} {BILLING_CONTACT} {SHIPPING_CONTACT} {RETURN_CONTACT} {CREATED_BY} {PROJECT_MANAGER} {SALES_PERSON} {MAIN_CONTACT} {BILLING_CONTACT} {SHIPPING_CONTACT} Project Manager(s) tagged to the Order Sales Person(s) present for the Order Order Main Contact Order Billing Contact Order Shipping Contact Order Return Contact Created by employee of Order Project Manager(s) tagged to the Invoiced Order Sales Person(s) present for the Invoiced Order Main Contact present for the Invoiced Order Billing Contact present for the Invoiced Order Shipping Contact present for the Invoiced Order Return Contact present for the Invoiced Order Created by employee of the Invoice Project Manager(s) tagged to the Order for which deposit is made. Sales Person(s) tagged to the Order for which deposit is made. Main Contact present in the Order, for which deposit is made. Billing Contact present in the Order, for which deposit is made. Shipping Contact present in the Order, for which deposit is made. 32

37 R2: Misc. Implementation Delivery Receipt PO Meeting Order {RETURN_CONTACT} {CREATED_BY} {PROJECT_MANAGER} {SALES_PERSON} {MAIN_CONTACT} {BILLING_CONTACT} {SHIPPING_CONTACT} {RETURN_CONTACT} {CREATED_BY} {VENDOR_CONTACT} {PO_SHIPPING_CONTACT} {PO_RETURN_CONTACT} {CREATED_BY} {PROJECT_MANAGER} {SALES_PERSON} {MAIN_CONTACT} {BILLING_CONTACT} Return Contact present in the Order, for which deposit is made Created by employee of the deposit. Project Manager(s) tagged to the Order for which Delivery Receipt being printed. Sales Person(s) tagged to the Order for which Delivery Receipt being printed. Main Contact present in the Order for which Delivery Receipt being printed. Billing Contact present in the Order for which Delivery Receipt being printed. Shipping Contact present in the Order for which Delivery Receipt being printed. Return Contact present in the Order for which Delivery Receipt being printed. Created by employee of the order for which Delivery Receipt is being printed. Vendor Contact present in the Purchase Order. Shipping Contact present in the Purchase Order. Return Contact present in the Purchase Order. Created by employee of Purchase Order. Project Manager(s) tagged to the Meeting Order Sales Person(s)present for the Meeting Order Main Contact present in the Meeting Order Billing Contact present in the Meeting Order 33

38 R2: Misc. Implementation {SHIPPING_CONTACT} {RETURN_CONTACT} {CREATED_BY} {EVENT_SALES_MANAGER} {EVENT_CLIENT_MANAGER} Shipping Contact present in the Meeting Order Return Contact present in the Meeting Order Created by employee of Meeting Order Event Sales Manager Event Client Manager Event { EVENT_PROJECT_MANAGER} Event Project Manager { EVENT_MAIN_CONTACT} Main Contact of the Event { EVENT_BILLING_CONTACT} Billing Contact of the Event Card Payment [Applicable for All Types of Forms] {CREATED_BY} {PROJECT_MANAGER} {SALES_PERSON} {MAIN_CONTACT} {BILLING_CONTACT} {SHIPPING_CONTACT} {RETURN_CONTACT} {CREATED_BY} {SELF} Created by employee of the Event Project Manager(s) tagged to the Order on which payment is done Sales Person(s)present for the Order on which payment is done Main Contact on the order on which payment is done Billing Contact present in the Order on which payment is done Shipping Contact present in the Order on which payment is done Return Contact present in the Order on which payment is done Created by employee of Card Payment Logged-in Employee 34

39 R2: Misc. recipients setup 2.2 recipients setup Order Type Recipient Code Recipient Order {PROJECT_MANAGER} Project Manager(s) tagged to the Order {SALES_PERSON} Sales Person(s) present for the Order {MAIN_CONTACT} Order Main Contact {BILLING_CONTACT} Order Billing Contact {SHIPPING_CONTACT} Order Shipping Contact {RETURN_CONTACT} Order Return Contact {CREATED_BY} Created by employee of Order Invoice {PROJECT_MANAGER} Project Manager(s) tagged to the Invoiced Order {SALES_PERSON} Sales Person(s) present for the Invoiced Order {MAIN_CONTACT} Main Contact present for the Invoiced Order {BILLING_CONTACT} Billing Contact present for the Invoiced Order {SHIPPING_CONTACT} Shipping Contact present for the Invoiced Order {RETURN_CONTACT} Return Contact present for the Invoiced Order {CREATED_BY} Created by employee of the Invoice Deposit Delivery Receipt {PROJECT_MANAGER} {SALES_PERSON} {MAIN_CONTACT} {BILLING_CONTACT} {SHIPPING_CONTACT} {RETURN_CONTACT} {CREATED_BY} {PROJECT_MANAGER} Project Manager(s) tagged to the Order for which deposit is made. Sales Person(s) tagged to the Order for which deposit is made. Main Contact present in the Order, for which deposit is made. Billing Contact present in the Order, for which deposit is made. Shipping Contact present in the Order, for which deposit is made. Return Contact present in the Order, for which deposit is made. Created by employee of the deposit. Project Manager(s) tagged to the Order for which Delivery Receipt being printed. 35

40 R2: Misc. recipients setup PO {SALES_PERSON} {MAIN_CONTACT} {BILLING_CONTACT} {SHIPPING_CONTACT} {RETURN_CONTACT} {CREATED_BY} {VENDOR_CONTACT} {PO_SHIPPING_CONTACT} {PO_RETURN_CONTACT} {CREATED_BY} Sales Person(s) tagged to the Order for which Delivery Receipt being printed. Main Contact present in the Order for which Delivery Receipt being printed. Billing Contact present in the Order for which Delivery Receipt being printed. Shipping Contact present in the Order for which Delivery Receipt being printed. Return Contact present in the Order for which Delivery Receipt being printed. Created by employee of the order for which Delivery Receipt is being printed. Vendor Contact present in the Purchase Order. Shipping Contact present in the Purchase Order. Return Contact present in the Purchase Order. Created by employee of Purchase Order. Meeting Order {PROJECT_MANAGER} {SALES_PERSON} {MAIN_CONTACT} {BILLING_CONTACT} {SHIPPING_CONTACT} {RETURN_CONTACT} {CREATED_BY} Project Manager(s) tagged to the Meeting Order Sales Person(s)present for the Meeting Order Main Contact present in the Meeting Order Billing Contact present in the Meeting Order Shipping Contact present in the Meeting Order Return Contact present in the Meeting Order Created by employee of Meeting Order 36

41 R2: Misc. recipients setup {EVENT_SALES_MANAGER} {EVENT_CLIENT_MANAGER} Event Sales Manager Event Client Manager Event Card Payment [Applicable for All type of Orders] { EVENT_PROJECT_MANAGER} Event Project Manager { EVENT_MAIN_CONTACT} Main Contact of the Event { EVENT_BILLING_CONTACT} Billing Contact of the Event {CREATED_BY} Created by employee Event {PROJECT_MANAGER} Project Manager(s) tagged to the Order on which payment is done {SALES_PERSON} Sales Person(s)present for the Order on which payment is done {MAIN_CONTACT} Main Contact on the order on which payment is done {BILLING_CONTACT} Billing Contact present in the Order on which payment is done {SHIPPING_CONTACT} Shipping Contact present in the Order on which payment is done {RETURN_CONTACT} Return Contact present in the Order on which payment is done {CREATED_BY} Created by employee of Card Payment {SELF} Logged-in Employee 37

42 R2: Misc. Using External SMTP Servers 2.3 Using External SMTP Servers Details In R2, you can configure external SMTP servers like Gmail, Yahoo and so on in the Configuration module. The details to configure the external server has to be provided in the Outgoing Mail Server section (Configuration module > General tab). The different fields in the Outgoing Mail Server section are as stated below. SMTP Server - The appropriate SMTP server details. Username - The external user ID. Password - The same password of the external user ID. SMTP Port - The value entered in the SMTP Port field varies based on the SMTP server used. By default SMTP Port will be set as 25 as this is the commonly used port number. The value has to be set according to the suggested port number of the server. Connection Encryption - Select the appropriate encryption from the drop-down list. The connection encryption will be normally suggested by the SMTP servers. By default the Connection Encryption will be set as None. Figure 1.0 Outgoing Mail Server Section in Configuration Module Configuring R2 for an External SMTP Server for Gmail The steps for configuring the external SMTP Server for Gmail are: 1. Access the Configuration module > General tab. 38

43 R2: Misc. Using External SMTP Servers 2. Enter the below stated details in the Outgoing Mail Server section. SMTP Server = smtp.gmail.com Username = Enter a valid Gmail account ID. For example, mantra@gmail.com Password = Enter the password of the Gmail account set. For example, mantra SMTP Port = 465 Connection Encryption = SSL or TLS Figure 2.0 Sample Entry of the Details in the Outgoing Mail Server Section 3. Click Save and Exit. You have configured the external SMTP Server for Gmail. Similarly, you can configure it for any external servers. 39

44 R2: Misc. Using External SMTP Servers ing in R2 Using the External SMTP Server - Gmail The steps for ing in R2 using the external SMTP Server of Gmail are: 1. Select the Maintenance module > Employee edit window. 2. Enter Gmail ID in the ID field. For example, mantra@gmail.com. Refer Figure 3.0 for details. Figure 3.0 Sample Entry in the ID Field of the Employee Edit Window 3. Click OK to save the details. 4. Send the from the R2 application. For example, My Activity module > New Mail icon. The same mail ID entered in the Employee edit window is reflected in the From field of the New Mail window of the My Activity module. Refer Figure 3.1 for details. 40

45 R2: Misc. Using External SMTP Servers Figure 3.1 Sample ID in the Sent from R2 You have successfully ed from R2 using the external SMTP server of Gmail. The sent from R2 will reflect the senders ID in the receivers mailbox as per the configured SMTP server setting. However, the display name will be displayed as defined in the Display as field of the Employee edit window. This is also applicable for the s sent from the below stated modules of R2. My Activity module > New Mail icon. Account module > Mail icon. Account module > Quote > Actions > Mail Order. While printing an Order or the Invoice. 41

46 R2: Misc. To Merge a Company 3 MERGE COMPANY The Merge Company function allows one company to absorb another. Sales, rental and all other orders and activity will be reported under the acquisition company s record once the function is complete. 3.1 To Merge a Company 1. Begin at the Maintenance area (any module). 2. Click on the Merge Company icon. The following screen will appear: Merge Company Screen 3. Search for the Source Company on the left side of the panel. This is the company that will be absorbed. 4. Search for the Target Company on the right side of the panel. This is the acquisition company. 5. Once both records are selected, click on the Merge button. The following screen will be surfaced: 42

47 R2: Misc. To Merge a Company Merge Contact Screen 6. Click on the Contact record under the Target Contact. This will allow you to choose the main contact record for the merged company. The record defaults to the main contact of the Target Company (acquisition company) and allows for the option of ADD. Click on ADD to add the contacts from the Source Company to the contact list of the Target Company. 7. Click on the Confirm button to merge the companies. 43

48 R2: Misc. Implementation 4 MULTI-LANGUAGE 4.1 Implementation Currently in R2, only printing of item description and item long description in Multilanguage is supported. Henceforth in R2, the Multi-Language support for displaying the Labels, Default Drop down options and Tool Tips present in different windows/dialog boxes will be implemented as explained in the following sections. NOTE: Multi-language support for data in R2 will be addressed in future releases. 4.2 Configuring Multi-Language in R2 To implement the Multi-Language feature in R2, the below listed setup is mandatorily required. In R2.Ini, the configuration parameter SUPPORTMULTILANGUAGE=TRUE should be present. Oracle Thin Driver should be used for communication of R2 to its database. Required Languages for Multi-Language support should be selected in the Configuration and Employee edit Defining list of languages that has to be used from within R2 The user will be able to define the list of languages that has to be used for Multi-Language in the Configuration Module. This can be done by selecting the required languages from the predefined list that R2 supports as shown in the Multi-Language window that opens through the Language field present in the General Tab (as shown below). 44

49 R2: Misc. Configuring Multi-Language in R2 Once the languages are selected in configuration, the application has to be restarted to make the selected languages available in the application Pre-defining language definitions for Labels/Drop downs/tool Tips Once the languages are selected in configuration, the user will be able to create language based definitions for labels, default drop down options and Tool Tips in R2. This can be achieved by invoking the properties of a window /dialog box (default drop down options will be automatically included, if present in a selected window/dialog box) by using the Function key (F8). On invoking the properties window, system will display all the labels, default drop down options and Tool Tips present for the selected window in the properties page (as shown below). 45

50 R2: Misc. Configuring Multi-Language in R2 In the Properties window, the first column Caption will display the labels, Default Drop down options and Tool Tips which are present in the selected window/dialog box. The user will be able to define language based definition for labels, default drop down options and Tool Tips under the respective language columns. In the properties window, system will display the language column based on the languages selected in configuration module. At an instance system will display only four language columns in the properties window. The user can view more language columns (if selected in configuration) by using the scroll bar present in the window. On adding a new language in Configuration, a new column will be added to the properties window for the newly added language. On un-tagging (de-selecting) a language from within configuration module, system will not display the column for de-selected language in properties window, even if any language based definitions are present for the selected language. On using the scroll bar window to view additional language columns, system will always display the first column (Caption) in the properties window and will scroll only the language columns to change the display. 46

51 R2: Misc. Configuring Multi-Language in R Steps to add language based definition for Label/Drop downs/tool Tips 1) Access the window or dialog for which it is required to define language based definitions. For example, open Employee Edit window and open properties window for the Employee Edit Window using Function Key (F8) 2) System will display the properties window with existing language based definitions (if any) as shown below. 3) Click inside a corresponding field in the language column, to define a language based definition for a property. 4) Update the definition by pressing enter key or Tabbing Out from the field. Note: On pressing enter key while updating a language definition, system will set the focus on to the next row in the same language column. 5) The properties window will be displayed as below: 47

52 R2: Misc. Configuring Multi-Language in R2 6) Select the check box present in the next column of the field, if the created definition has to be applied for the field in all occurrences across the application. ( See also : Saving Language properties as Global Language Properties) 7) Repeat the steps (3-4) to update definition for all the captions, labels and Tool Tips. 8) Once the language based definitions are over, the properties window will be displayed as shown below : 48

53 R2: Misc. Configuring Multi-Language in R2 9) Click on Save Icon On clicking on the Save Icon, system will save the language based definition as below based on the check box selection(in the right-side column of the field) status present for each definition. If the check box is not selected, then the language based definition will be considered as Local Property(i.e., the created definition will be considered only for the window/dialog box of which the properties is being edited) and will be displayed on opening the window/dialog box based on the language selected in configuration. If the check box is selected, the language based definition present for the Label/Drop Down option/tool Tip will be saved as Global Property i.e., the created definition will be considered for all the occurrences of the Label/Drop Down option/tool Tip in the window/dialog boxes present across the application. Note: For the property/properties for which Global and Local language based definitions are not present, then system will display the R2 default definitions while opening the respective window/dialog box Saving Language properties as Global Language properties While defining language based properties for a window/dialog box, the user will be allowed to define the defined property as Global, by which the property defined will be considered for all occurrences of the label/drop down option/tool tip present across application. See Also: Applying Multi-Language System will consider a language based property definition as global property, if while saving the properties, the check box present in a language property field (Refer screen shot below) is selected. The user can also select the check box for a property either individually or by selecting the check box present in the language column header. On selecting the language header checkbox, system will select the check boxes present for all the language based property definitions as shown below: 49

54 R2: Misc. Configuring Multi-Language in R Selecting default language for an Employee The user will be able to define a default language for an employee from within Employee edit window (as displayed below). 50

55 R2: Misc. Configuring Multi-Language in R2 On logging-in into R2, the default language selected for the logged-in employee will be displayed as the default language in the R2 Launch pad. System will allow the user only to re-arrange the display order for the language columns Applying Multi-Language in R2 The user will be allowed to use R2 based on multi-language as per a language selected in Launch Pad. In the R2 Launch pad, a new field Language will be provided (as shown below) which will list the languages selected in the Configuration. By default, system will display the default language selected for the logged-in employee in the Launchpad. The user will be able to select any other language available by clicking on the drop down icon present in the language field. 51

56 R2: Misc. Configuring Multi-Language in R2 On selecting a language in the launchpad, system will display the window(s)/dialog boxes based on the selected language based definitions for Labels/Drop Down options and Tool Tips present based on the below priority order. 1. Local Language Property (language based definitions which are saved for without selecting the check box for a property) On opening a window /dialog box, system will first consider the local language property definitions present for the label/drop down options/tool tips in the opened window/dialog box. If found, the window/dialog box will be displayed based on the respective local language property definitions. 2. Global Language Property (language based definitions which are saved with the check box selected for a property) If the Local Language property is not found for a label/drop down options/tool tips present in an opened window/dialog box, system will consider the global property definitions present for the properties. If found, the window/dialog box will be displayed based on the respective global language property definitions. 3. Default Property If the local language property and global language property is not found for a label/caption/tool tip, then system will display the window/dialog box based on the default property definitions present. Points to Note If no language based definition is found for the language set in launch pad, then system will display Labels, Captions and Tool Tips as defined in the default definitions present. By default the Language field in Launch Pad will display the default language selected for the logged-in employee. 52

57 R2: Misc. Configuring Multi-Language in R2 The user will not be allowed to change the language from within the Launch Pad, if any module is kept open. While displaying language based definition for a label/default drop down option/ tool tip in a window or dialog box, system will display the language based definition in accordance to the default width available (Refer below image) Illustration with language selected as French R2 Launch Pad 53

58 R2: Misc. Configuring Multi-Language in R2 5 PRIVILEGE SET UP IN MAINTENANCE MODULE 1. Start in Maintenance Module and select the Customer Tab & Privileges Tab, and click new button: 54

59 R2: Misc. Configuring Multi-Language in R2 2. Click the drop down Menu for Type, and select Order for Company or Purchase Order for Vendor: 3. Click drop down menu for Status and select Customer/Vendor Status: 55

60 R2: Misc. Configuring Multi-Language in R2 4. Click drop down menu for Privilege and set desired level: 5. Click Enable button (top left) inside customer record accounts tab and set status: 56

61 R2: Misc. Configuring Multi-Language in R2 Status and Privilege level will determine allowable order process privilege for a Customer / Vendor in R2. 57

62 R2: Misc. Introduction 6 R2 SECURITY 6.1 Introduction F6/F7 Security in R2 Support has been now given for the user to apply security for any window and/or the components present in R2. In addition to the current Global Level Security, you can also set newly introduced Access Path Level Security This can be done in any active window by switching to security mode using the Function Key F6 and back to Normal Mode using the Function key F Who can set the Security The Employees only for whom Security Level is set as Administration (in Employee Edit Window)can apply the security. 6.3 Levels of Security System Level The System Level Security which can be set through configuration for limited number of screens will have the highest priority of security over the other types of security set Global Level The Global Level Security, which is currently available in Security Module allows to set the security for the limited number of screens which has been provided. With effect to version , the support for applying Global Level security has been extended without any limitations on the number of screens on which security can be set. The new support allows you to switch to security mode from any window that is active and can apply the security for the same. On applying Global Level Security for a window, the applied security will be active when the security applied window is accessed via any location from within R Types of Security You can set the security in two category of types namely Screen Level Security and Component Level Security. The Security can be applied on a window as a whole i.e. Screen Level Security, and as well as on individual components i.e. Component Level security. The Screen Level and Component Level can be of either Access Path Level or Global Level. 6.5 How to Apply Security Step 1: Access the window for which security has to be applied. 58

63 R2: Misc. How to Apply Security Step 2: Switch to Security mode. This can be done by pressing the Function Key F6. The current window will be switched to Security mode (This can be identified by the title bar information, where the text "Security Mode" will be added to the title bar information (Illustrated below)) and system will also display the message prompt " Do you want to view the security at screen Level?" Step 3: Select Security Apply Type. You can select the security apply type based on the selection of the options present in the Message Prompt " Do you Want to view security at Screen Level" On selecting "Yes", the Security Apply Type will be set to Screen level, wherein you can apply the security for the window as a whole. On selecting "No" the Security Apply Type will be set as Component Level, where security can be applied individually to each components present inside the window. Step 4: Select Security Apply Level. This Security Apply Level will determine whether the security set should be either in Access Path Level or Global Level Security. You can select the Security Apply Level based on selection of options in Message Prompt "Do You want to apply Global Security", which will be displayed on selecting Yes/No to the prompt "Do you want to view security at Screen Level" as in Step 2. Select "Yes", if you want to apply a Global Security or "No" if you want to apply Access Path Level Security. If the option "Yes" is selected in the message prompt displayed in Step 2, and the option "Yes" is selected in Step 4, then the security will be applied to screen as a whole as Global Level security. 59

64 R2: Misc. How to Apply Security If the option "Yes" is selected in the message prompt displayed in Step 2, and the option "No" is selected in Step 4, then the security will be applied to screen as a whole as Access Path Level Security. If the option "No" is selected in the message prompt displayed in Step 2, and the option "Yes" is selected in Step 4, then the security will be applied for components as Global Level Security. If the option "No" is selected in the message prompt displayed in Step 2, and the option "No" is selected in Step 4, then the security will be applied for components as Access Path Level Security. Step 5: Set Access Level for Security Group. This can be done from the Security Group window, which will be displayed on selecting either "Yes" or "No" for the Prompt options, system will display the Security Group window as shown below : In the Security Group window, you can set the access for each security group by which the access to window/component will be controlled for a employee, based on the Security Group the employee belongs. Select OK to apply the security. 60

65 R2: Misc. Security Access Levels Points to Note On applying security for a window, the newly set security will be effective only when the security applied window is closed and opened again. System Level Security, which can be set through configuration for limited number of screens will have the highest priority of security over the other levels of security set. For a screen or a component which has global level security set, it will be overridden by the security set in access path level for the same. However, the security applied in access path level will be applicable only for the applied path. If security is set for individual components in access path level, then the global level security set will be overridden by the access path level security for the applied components. If security is applied for a screen as well as components, the highest priority will considered of the security set for the screen. If security has to be given for a component, then the screen in which the component should be in Full Access Level security. If the screen does have any other Access Level other than "Full Access" then the security level present for the screen will have the highest precedence than the security level set for individual components. User cannot exit out of the window when in Security Mode. Once the security is applied you can switch back to Normal Mode using F7 function key by highlighting any of the component present in the window. 6.6 Security Access Levels Full Access Selecting this access level provides the user the ability to completely access the various options of the window Read Only Selecting this access level opens the windows or the components in read-only mode. In Readonly mode of security level, the user will not be able to open any subsequent window which can be accessed from the security applied window. 6.7 No Access Selecting this access level will restrict the user access the window or the component. 6.8 View Only Selecting this access level opens the window or component in view-only mode, wherein the user will not be allowed to Add, Delete or Modify any contents displayed in the window. The user will be able to open any subsequent window which can be accessed from within the security applied window however, the same also will be displayed in View only mode. 61

66 R2: Misc. View Only 7 ORDER ACTIVITIES / TASKS Tasks can be set up to remind sales persons or account managers of important quote activities such as following up with the customer on a specific date, following up with the multimedia department on quote requests, etc. Appointments can also be scheduled and s sent from the activities screen. To set up a task, click on the Activity button in the tool bar. New Mail Use this button to compose and send an to a customer New Task Use this button to set up a task New Appointment Use this button to set up an appointment Delete Use this button to delete a task, an appointment or an Done Use this button to mark a task or appointment as done Click the New Task button in the Activity tool bar. Enter the task details and assign corresponding dates. In the open space, enter more details about the task if necessary. Tasks can be assigned to other users if desired by selecting one from the list in the Assigned To field. 62

67 R2: Misc. View Only The tasks will be displayed in the users My Activity screen. When the tasks are due, the Activity screen will display upon login to R2. Click on the Edit button which the activity is attached to. to open the order for 63

68 R2: Misc. View Only Generating Activity Tasks for Conflicts Based on Configuration Settings Reference No: R2 RELEASE NOTES In versions prior to , if the items having availability are sub assigned, purchase assigned or transfer assigned, system will generate an activity task for the sales person when the conflicts are generated. Now, you can configure the options in R2 to opt whether, while generating conflicts, the activity task need to be created for Project Manager, Sales Person Sales Person and Project Manager, or to any additional employee(s). This can be achieved by defining appropriate rules using the feature Activity Rules present under the configuration module. Steps for defining activity rules in Configuration module: 1. Access Configuration Module. 2. Click Activity Rules icon. Refer Figure 1.0 for illustration. Figure 1.0 Activity Rules Icon in Configuration Module 3. System displays Activity Rules window, as shown in Figure 1.1. Figure 1.1 Activity Rules Window 4. Click Add icon to add a new definition. 64

69 R2: Misc. View Only 5. A new row will be displayed in the Activity Rules window with values as shown in Figure 1.2. Figure 1.2 New Row in Activity Rules Window with Default Values 6. Select the Activity Rule type as 'Conflict'. To select, click inside the Type field and select the option 'Conflict'. Refer Figure 1.3 for illustration. Figure 1.3 Selecting Activity Rule Type o 7. Define a description for the task by editing the Description field. 8. Select the type in Task Field. You may select 'Sub-Rent', 'Transfer' and 'Purchase Order'. To select a assign type, click inside the field and scroll down to the end of the options and click on an option as per requirement. Refer Figure 1.4 for illustration. 65

70 R2: Misc. View Only Figure 1.4 Selecting Item Assign Type 9. Select for whom the activity task for assign conflict need to be created. You can select either Sales Person, Project Manager, Sales Person and Project Manager, or None. Refer Figure 1.5 for illustration. Figure 1.5 Selecting Employee for Activity Task o On selecting the option in Create Task field, system will create the activity task for employees associated with the order as explain in the Table 1.0. Table 1.0 Option Description 66

71 R2: Misc. View Only Sales Person Project Manager SM/PM none Activity task will be created for sales person associated with the order. Activity task will be created for project manager associated with the order. Activity task will be created for sales person and project manager associated with the order. Activity task will not be created. o o 10. Click in the Others field to select additional person to whom the task has to be assigned. 11. Click Save. System will generate activity tasks for conflicts, when conflicts are generated using 'Generate Conflicts' feature in Warehouse module and also when the procedure 'Genconflicts' is executed based on scheduled program. While generating conflicts, if any activity rule definition for conflicts is present, then system will generate the activity tasks, assigned to the employee as per the options tagged in Created By field and Other field, and with Created By user name as 'Mantra'. Refer Figure 1.6 for illustration. Figure 1.6 Activity Tasks created for Conflicts based on Activity Rules o If no activity rule definition are found for conflicts, then system will create the activity task with Assigned TO and Created by displayed as Order - Sales Person. Refer Figure 1.7 for illustration. 67

72 R2: Misc. View Only Figure 1.7 Activity Tasks created for Conflicts without Activity Rules o o o o o On creating the Activity Task for conflicts, in addition to the option selected in value field and the description field, system will include the ID of the Product having conflict in the activity task. When the procedure 'generateautomatedactivity' is executed based on a schedule program, to create activity tasks, system will ignore the activity rules of type 'Conflict'. When conflicts are generated using 'Generate Conflicts' feature in Warehouse module or using the procedure 'Genconflicts' based on scheduled program, system will consider only the activity rule of type 'Conflict' and will ignore all other activity rule types. On setting an activity rule as inactive in configuration module, system will not generate either the system generated or user defined tasks for the rule. When tasks are generated based on Activity Rules for the Sub-assigned/Purchaseassigned/Transfer-assigned items which are having Availability, system will consider the sites which are tagged for the activity rules. If any site / sites are tagged for an activity rule, then system create the task for the site / sites which are tagged in the activity rule. If no site is tagged for an activity rule, then system will create the task for all sites when the task is created based on the activity rule. o If no activity rule is defined for generating conflict tasks, then system will create the task for sites as per the selection status of the option 'Generate Conflicts On All Sites' present in Configuration module. When the option is selected, then system will create the activity tasks for all the sites, and if the option is de-selected, system will create the activity task only for the current site (logged-in site). 68

73 R2: Misc. Adding UDF s to R2 8 USER DEFINED FIELDS 8.1 Adding UDF s to R2 Begin by logging into R2, then open the Maintenance module. 1. Click on the User Fields setup icon. 2. Select from the User Fields for menu where you will be creating new UDFs. 3. Areas in R2 in which you can create UDFs: 69

74 R2: Misc. Adding UDF s to R2 4. Click on the Add icon. 5. Enter the following data: a. Position this will be the display position in which the new UDF field will appear (e.g. 1 st, 2 nd, 3 rd, etc.) b. Caption this is the title of the new UDF field. c. Type select the data type for the new field: i. Text ii. Number iii. Date iv. Boolean This is a true/false or yes/no type of option. Boolean means one or the other, but does not allow for more than two choices. 70

75 R2: Misc. Adding UDF s to R2 v. Choice You define your own drop-down list of options the user may select from If you select Choice, then you must provide your own choice selections. Click on the Add icon to start building the list. Click in the D checkbox to indicate that a given selection is the default choice. vi. R2 Entity Allows you to select from an R2 list of data. Example: Employee 71

76 R2: Misc. Adding UDF s to R2 6. When finished, click on the OK icon to save and exit. Exit the Maintenance module. The list of R2 UDFs has been built. The next section addresses their use. 72

77 R2: Misc. Setting UDF s to R2 8.2 Setting UDF s to R2 There are many areas that UDFs can be setup and used in R2. The following is an example using the ORDER UDF. Begin by logging into R2, then open the Account module. 1. Search for any order and open it. 2. Click on the UDF tab. 3. Begin entering data for each UDF you ve created. 73

78 R2: Misc. Defining Default User View 9 USER VIEWS 9.1 Defining Default User View Details In R2, while creating User View profiles, you can set a User View profile as default, which will be displayed as the active User View with the saved settings on opening the respective window. While creating User View profiles, you can set a profile as default by selecting the option Default (as shown in Fig 1.0). Refer the below steps for creating Default User View Profiles. Fig 1.0 Steps to define Default User View Profiles (Logged-In User Level) 1. Access the R2 feature window in which User view profiles has to be created. 2. Set the status and values for the filters/search criteria, which has to be saved. 3. In the User View field, type in a Name in which the filters/search criteria need to be saved. 4. Select the option Default, if the created user view has to be set as default for the logged in User. Note : The User View set as Default for user level will be displayed as the active user view, when same user (who has created the user default user view) accesses the respective window. 5. Click on the For Me button next to the User View field to save. Saving User Views for All Users (System Level) Note : The option "System" will be visible and available for use only if the logged in user has Administrative rights. 1. Access the R2 feature window in which User view profiles has to be created. 2. Set the status and values for the filters/search criteria, which has to be saved. 3. In the User View field, type in a Name in which the filters/search criteria need to be saved. 4. Select the option Default, if the created user view has to be set as default as System Level. 74

79 R2: Misc. User Views in R2 Note: The User View which is set as Default for system will be displayed as active User View field for the all the Users who does not have a default User View saved at User level. Points To Note 5. Click on the drop down arrow next to the For Me button and select the option For System to save. On accessing a window, system will display the default profile created for the logged-in user as the active profile. If no default User View profiles are found for the logged-in user, then the system level default profile present for the window will be displayed as the active user view profile. If default User view profile is not found for Logged-in user as well as the System Level, then blank user view profile will be set as active profile by displaying the settings present when the window was last exited. You can also set the Blank User View profile as default (User View profile with no name), by which when the respective window is opened system will display the Blank User View profile displaying the Filter Settings, Search Criteria and values (as applicable) present when the window was last exited. 9.2 User Views in R2 In R2, you can use the User View feature to save the custom Filter Settings, Search Criteria, Search Value and Sort By options which are used while performing Search Operations, generating reports and while using the Copy- Paste feature. The saved settings can be later accessed from the respective window using the User View list Components of User View feature 1 User View List field 2 User View Save Level The User View list field is an editable drop down field, using which you can define the name for new User View profile or to select an existing User View profile. Blank User View Profiles In addition to the user view profiles which are created (by defining name and following selecting save level), system automatically updates user view profile with no name (blank user view profile), which was present in window when it was last exited. In R2, you can create a User View profile as either Logged-in User level or as System level (available only for administrator users). This can be done by defining the User View name and followed by selecting the respective save level. A User View profile can be saved as logged-in user level by selecting the For Me option or can be saved as System level by selecting the option For System. (Refer Illustration below). 75

80 R2: Misc. User Views in R2 3 Default The default check box can be used to select a User View profile as the default profile. When you set a User View profile as default, then on opening the respective window, the default profile will be set as the current User View. Points to Note Saving (Defining) User Views If user view profiles created with logged-in user level and system level are both present in a window, then the priority will be given for the logged-in user level user view profile and the same will be displayed in the User View field. If default user view profile for logged-in user level is not present, then system will display system level default user view profile (if present) as the active profile when the respective window is opened. If no default profiles (Logged In User Level / System Level ) are present for the active window, then the User View field will be displayed as blank by applying the settings present when the window was last exited. The User Views can be saved in two levels as either Logged-In-User level or in System Level. When an user view is saved in Logged-In User level, the saved user views will be available only for the user who created the user view. If the User View is saved in System Level, the saved user view will be available for all the users. However, only employees who has Administrative rights can save the user views in System Level Saving User Views in Logged-In-User Level 1. Access the R2 feature window in which User view profiles has to be created. 2. Set the status and values for the filters/search criteria, which has to be saved. 3. In the User View field, type in a Name in which the filters/search criteria need to be saved. 4. Select the option Default, if the created user view has to be set as default for the logged in User. Note: The User View set as Default for user level will be displayed as the active user view, when same user (who has created the user default user view) access the respective window. 5. Click on the For Me button next to the User View field. The User View will be saved with the given name and can be later used by the logged in employee Saving User Views for All Users (System Level) Note: The option "System" will be visible and available for use only if the logged in user has Administrative rights. 1. Access the R2 feature window in which User view profiles has to be created. 2. Set the status and values for the filters/search criteria, which has to be saved. 3. In the User View field, type in a Name in which the filters/search criteria need to be saved. 4. Select the option Default, if the created user view has to be set as default for all the users. Note: The User View which is set as Default for system will be displayed as active User View field for the all the Users who does not have a default User View saved at User level. 5. Click on the drop down arrow next to the For Me button (as shown below) to display the option For System. 76

81 R2: Misc. Applying Security for User Views The User View will be saved with the given name and can be later used by all employees Using Saved User Views Once a User View profile has been created, you can access the created profile (or any other profile)from the User View list which can be accessed by clicking the drop down button present in the field. (Refer illustration below) Points to Note: When a user logs-in to the application, the User Views saved by the logged in user using For Me option as well as the User Views saved by the Admin using the For System options will be available for selection. On selecting a saved User View and making changes to the filter and clicking on the For Me button or For System button with same user view selected, R2 will update the saved view with the new filter options. To Delete the a saved User View, select the view to be deleted and press the Delete key on the keyboard. On pressing delete key, system will prompt the message Do you want to delete this user view. On clicking Yes, the user view will be deleted. On creating a system level user view, the created user view can be edited/deleted by only the employees who have Administrative rights. 9.3 Applying Security for User Views In R2, you can apply the security for the User View feature, to restrict or limit access to this feature. You can apply the security either using the security feature in Configuration Module/using the F6 function key feature to apply security from within a active window/from within Security Module. You can secure the User View feature either by applying security for individual components or applying security for all the components present in the User view feature as a whole. o To apply security for User View feature as whole, open the window in security mode and click on empty spaces between the fields present (Refer highlighted area in below illustration). 77

82 R2: Misc. Applying Security for User Views o To apply security individually for each component present in User View feature, open the window in security mode and click on the component to which security has to be applied Effect of Security Access Levels on User View Components Full Access Selecting this access level for all the individual components of User View provides the user the ability to completely access the various options of the User View feature Read Only Applying this access level will set the components in read-only mode. With Read-only mode of security level, the user will not be able to make any changes to the existing profiles / to save any new profiles / to switch between User View profiles. Applying Read Only security on the list component (marked as 1 in Figure 1.0), will make this component as non-editable and user will not be able to select any saved user views from the list. Applying Read Only security on the components 2, 3,and 4 in Figure 1.0 will make them disabled View Only Applying this access level will set component in view-only mode, wherein the user will not be allowed to modify User view profiles. However, by applying the View Only security on the list component (marked as 1 in Figure 1.0), the user will be able to switch the selection of User View profiles from the drop down field. Applying View Only security on the components2, 3,and 4 in Figure 1.0 will make them disabled No Access Points to Note: Selecting this access level will restrict the user from accessing the components. System displays a message as Insufficient Privileges. Currently in R2, the User View feature is supported in the below listed locations Availability Window. Search Company Window (Accounts Module). Search Contact Window (Accounts Module). Search Orders (Accounts Module). Advance Search Window. Search Multi-Orders. Search Inventory. Transportation Logistics Module Main Window 78

83 R2: Misc. Applying Security for User Views Copy Options - Dialog Report Module - Prospective Inventory Report and Quantity Incoming and Outgoing Report Search Assets window Search Items window Warehouse Main Window Invoice Batch History window (accessed from Invoicing Module main window and from within Invoice Batch window). Invoice list window (Accessed as Invoicing Batch Edit > Add Invoices Icon) Maintenance Module Tabs. (All tabs excluding Customer > Privileges tab and Employee > Discounts tab). Search Master Bill Window Even though the basic functionality of User View will remain same in all the windows where the feature is provided, there will be differences in the options that would be allowed to save and can be used with User View feature. For more information, refer the below table for more information. 79

84 R2: Misc. Applying Security for User Views R2 Window Supported Settings Availability Window Incorporate options o Not Available, Quote Availability View options o Day, Week, Month Calendar View options o Hourly, AM/PM, Daily Search Company Window (Accounts Module) o o o o o Search Criteria Search field selection, Search method (Any Part of the field, Start of the field, Whole field) Sort By Options Ascending, Descending, None Search Value (value entered for performing search, displays as highlighted by default) Options Refresh on Company Edit Search Contact Window (Accounts Module) o o o o o Search Criteria Search field selection, Search method (Any Part of the field, Start of the field, Whole field) Sort By Options Ascending, Descending, None Search Value (value entered for performing search, displays as highlighted by default) Options Refresh on Company Edit 80

85 R2: Misc. Applying Security for User Views Search Master Bill Window o o o o o Search Criteria Search field selection, Search method (Any Part of the field, Start of the field, Whole field) Sort By Options Ascending, Descending, None Search Value (value entered for performing search, displays as highlighted by default) Option Show details on invoice selection Maintenance Module Tabs. (All tabs excluding Customer > Privileges tab and Employee > Discounts tab) o o o o o Search Criteria Search field selection, Search method (Any Part of the field, Start of the field, Whole field) Sort By Options Ascending, Descending, None Search Value (value entered for performing search, displays as highlighted by default) Filter options (applicable only for Assets Tab > Serial Items sub tab) Retire, Sold, Lost Invoice List Window (Accessed as Invoicing Batch Edit > Add Invoices Icon) o o o o o Search Criteria Search field selection, Search method (Any Part of the field, Start of the field, Whole field) Sort By Options Ascending, Descending, None Search Value (value entered for performing search, displays as highlighted by default) Filter options Invoice, Credit Memo, Debit Memo, Master Bill Main, Billing (Customer type selection) Customer ID 81

86 R2: Misc. Applying Security for User Views Search Criteria Invoice Batch History window (Accessed from Invoicing Module main window and from within Invoice Batch window). Search field selection, Search method (Any Part of the field, Start of the field, Whole field) Sort By Options Ascending, Descending, None Search Value (value entered for performing search, displays as highlighted by default) Filter By options Department, Assigned To, Transit Mode, Event Schedules Filter options o Today, Tomorrow, Done Order Type Filter Options Warehouse Main Window o Order, Sub Rental, Transfer, PO, Pickup Action Filter options o Prep, Ship, Pickup, Return, Receive, Service Search Criteria Sort By Options Search Value (value entered for performing search, displays as highlighted by default) Filter Settings Quote Reservation Hold Search Orders (In Accounts Module) Contract Signoff Invoiced Search Criteria Sort By Options Search Value (value entered for performing search, displays as highlighted by default) 82

87 R2: Misc. Applying Security for User Views Advance Search Window Match Condition (Match all of the following, Match any of the following) Column names selected (Search Criteria selected). Search condition selected for each column. Sort Order (None, Ascending, Descending) selected for each column. Search Value (value entered for performing search, displays as highlighted by default) Order Type Filters Order, Transfer, PO Sub Filter Options Order Quote, Reservation, Hold, Contract, Signoff, Invoiced Transfer T-In, T-Out, Cancelled, Closed, Normal, Jell-O-Shot, Inventory Search Multi-Orders PO Inventory, Subrent, Misc, Open, New, Void, Closed, Received Department Search Criteria Search Value (value entered for performing search, displays as highlighted by default) Search field (field selected for searching), Search method (Any Part of the field, Start of the field, Whole field) Sort By Sort Field, Sort Method (Ascending/Descending) Category and Sub Category sections Search Criteria Sort By Options Inventory section Search Inventory Search Criteria Sort By Options Filters: Items, Kits, Misc. Charges, In Stock, Sell Only, Show Availability and Owned Site. In addition to the options mentioned above, Split pane Position present in the Search Inventory window will also be saved. Search Value (value entered for performing search, displays as highlighted by default) 83

88 R2: Misc. Applying Security for User Views Filter Settings ( In both Transportation Logistics Schedule and Warehouse Task section) Today Tomorrow Status Filters ( In Transportation Logistics Schedule section) Open, Ready, In-Transit, Complete Transportation Logistics Main Window Search Criteria ( In both Transportation Logistics Schedule and Warehouse Task section) Search field (field selected for searching), Search method (Any Part of the field, Start of the field, Whole field) Search Value (value entered for performing search, displays as highlighted by default) Sort By ( In both Transportation Logistics Schedule and Warehouse Task section) Sort Field, Sort Method (Ascending/Descending) In addition to the options mentioned above, Split pane Position present in the Transportation Logistics Main window will also be saved. Note: System will not save the Site (header section of Transportation Logistics), Date Range (in Warehouse Task Section Right hand side) used for performing search in User Views. Copy options dialog All options present. Report Module (Prospective Inventory Report) Report Module (Quantity Incoming and Outgoing) Department Category Sub-Category Product Department Category Sub-Category Order Dates Match All / Match Any Search Assets Window Search Criteria Sort By Options Filter options (Retire, Sold, Lost) Search Value (value entered for performing search, displays as highlighted by default) 84

89 R2: Misc. Applying Security for User Views Search Items Window Search Criteria Sort By Options Search Value (value entered for performing search, displays as highlighted by default) 85

90 R2: Misc. Applying Security for User Views 10 PHYSICAL INVENTORY. Purpose: to be able to compare R2 inventory with the actual inventory in the warehouse by means of scanning equipment. Physical inventory sessions can be: Open: this status reflects that the session is ready In Process: this status reflects that the session is in process and users are currently working with it Closed: once a session is closed, it will update item statuses according to the physical inventory update. That is, if an item is marked as lost within the physical inventory session, it will updated as such in R2 as soon as the session is marked as closed. Physical inventory can be done for a specific order, for the entire warehouse, for a department(s) or for an item(s) From the Physical Inventory tool bar, select the New icon in the Physical Inventory window. The Physical Inventory dialog appears as shown below 86

91 R2: Misc. Applying Security for User Views Required fields are: physical inventory id, physical inventory description and the user who is handling the work. These fields can be used to search for a batch later or for reporting purposes. Click on Order, Warehouse, Department or Item Options to run physical inventory Order: the search order screen will be displayed. User should select the order Warehouse: the entire inventory for the site will be added to the physical inventory session Department: a list of all departments is displayed. Double click to tag the desired department(s) Item: the search item screen will show. Tag the desire item(s) Click OK to continue Click Yes to continue If more items need to be added, click on the Add Items button, tag and select 87

92 R2: Misc. Applying Security for User Views Once the session contains the desired equipment, the user begins to scan the equipment. Click on Start icon to begin the batch. The batch will show a status of In Process Click on Scan Items and begin scanning Begin scanning on the Asset ID field all serial equipment If inventorying quantity items, the following sections are available: Override or Increment. Override will accept the last entry only. For example, a quantity item has a stock of 10. The user scans the item and enters a quantity of 3. Then the user scans the item again and scans 4. R2 will only register a quantity of 4 and show a discrepancy of 6. Increment will allow the user to scan as many times as needed and each entry will be recognized. This would be the best approach if the user intends to scan each item without concern for quantity since each scan will represent a quantity of 1. To lock other users from working on the same session, click on the Lock Users icon 88

93 R2: Misc. Viewing Discrepancy 10.1 Viewing Discrepancy To view discrepancies, click on the discrepancy button On clicking the Discrepancy icon on the Physical Inventory window, Discrepancy window appears. Here the assets that were having the discrepancy will be listed. Physical Inventory Batch shows assets with the following status or condition: In sum, all items except for Retired, Lost, Missing and Sold are shown in the batch Adjusting the assets with discrepancy Highlight the item or asset line to be adjusted and click the Adjust icon (provided that the user has the necessary privileges), the following dialog appears. 89

94 R2: Misc. Reports The status of the item or asset can be changed to any one of the statuses in the dialog. On selecting the required status and clicking OK, the status of the item or asset will be changed accordingly and line will no longer be listed in the window. If Repair assets are marked as IN, R2 will complete the service ticket, and change the asset to IN status. If item is Out and user marks the items as IN, missing or Lost then R2 will automatically return the item from the order and update the respective scanned status. If item is lost or Missing on order and user marks them as IN R2 will change the status to Return from the order and mark them in the Warehouse. Adjusting non serial items with discrepancy Enter the discrepancies and click on the OK button 10.2 Reports Reports can be generated in discrepancy window. On clicking Print icon Discrepancy Print dialog appears with options as shown below. 90

95 R2: Misc. Reports Short List This report contains the list of items that were listed in Physical Inventory window, but were not scanned Addition List This report contains the list of additional items that were not listed but scanned while conducting Physical Inventory Quantity List This report contains the list of quantity items listed in Physical Inventory. 91

96 R2: Misc. Reports 11 AUTHORIZE ACTION SETUP Open the Configuration module for R2. From the General tab, click on the Authorize Action Setup. The features granted to a user via the Security Level of Administrator are listed in the window that opens. To grant a given feature to every user in R2, click on the All checkbox next to the action. To grant a given feature to employees with a Security Level of Administrator, click on the Admin checkbox next to the action. To grant a feature to a given employee or employees, de-select both checkboxes and click in the Employee(s) field. This will open the employee list and you can tag as many employees as should have access to this action. 92