Deltek Ajera CRM in the Cloud. Administrator Guide

Transcription

1 Deltek Ajera CRM in the Cloud Administrator Guide May 3, 2018

2 While Deltek has attempted to verify that the information in this document is accurate and complete, some typographical or technical errors may exist. The recipient of this document is solely responsible for all decisions relating to or use of the information provided herein. The information contained in this publication is effective as of the publication date below and is subject to change without notice. This publication contains proprietary information that is protected by copyright. All rights are reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, or translated into another language, without the prior written consent of Deltek, Inc. This edition published May Deltek, Inc. Deltek s software is also protected by copyright law and constitutes valuable confidential and proprietary information of Deltek, Inc. and its licensors. The Deltek software, and all related documentation, is provided for use only in accordance with the terms of the license agreement. Unauthorized reproduction or distribution of the program or any portion thereof could result in severe civil or criminal penalties. All trademarks are the property of their respective owners. Administrator Guide ii

3 Contents Overview... 1 Description of Standard Cloud Services... 2 Types of Environments... 2 Production Environments... 2 Non-Production Environments... 2 Configuration Databases (Sandboxes)... 4 Disaster Recovery... 4 Identifying Administrators... 5 Proxy Administrators... 5 Staying Informed... 6 Cloud Solutions Support Site... 6 If You Need Assistance... 8 Customer Services... 8 Support Center Site... 8 Providing Single Sign-On with Microsoft Azure Active Directory... 9 Sign Up for a Microsoft Azure AD Account... 9 Complete Single Sign-On Configuration in Azure AD... 9 Complete Azure AD Configuration in Ajera CRM in the Cloud Complete User Configuration in Ajera CRM in the Cloud Log In Using Windows Authentication Role Security and User Accounts Creating and Configuring Roles and Accounts Password Policies Providing Users with Access to Ajera CRM in the Cloud Alternative Interfaces Flexibility and Accessibility Smart Client System Requirements iaccess System Requirements Touch System Requirements Distributing Ajera CRM in the Cloud URLs to Employees Set Language Set Up Ajera CRM in the Cloud Touch Apps Communicating with Deltek Service Requests Submit a Service Request Exceptions to Annual Support Case Allowance Administrator Guide iii

4 Planned Maintenance and Upgrades Printing Preview Print Reporting Scheduling Reports Report Timestamps Direct Database Access Manage ODBC Accounts Edit or Disable ODBC Accounts Install and Configure the ODBC Driver Connect to Your Ajera CRM in the Cloud Database Additional Documentation Administrator Guide iv

5 Overview Overview Welcome to Deltek Ajera CRM in the Cloud. Ajera CRM in the Cloud takes Deltek s project-focused CRM solution and delivers it via the cloud to meet the ever-changing needs of small and mid-sized organizations. The cloud delivery of the powerful Ajera CRM application allows you to leverage its availability anywhere and at any time, while reducing your total cost of ownership and maintenance. As the Ajera CRM in the Cloud Administrator for your company, you are responsible for the following: Creating and configuring role security and user accounts. Distributing access information to all company employees. Working with Deltek on service requests related to your Ajera CRM in the Cloud solution. This guide provides you with the information necessary to perform successfully in your role as an Administrator. Administrator Guide 1

6 Description of Standard Cloud Services Description of Standard Cloud Services This section describes the services that are provided with Deltek cloud products. Certain services are only available in premium offerings or with additional subscription fees. Check with your account manager or your customer success manager if you are interested in adding any services. Types of Environments A number of different types of application environments are available with Deltek s cloud products. An environment is the collection of software and infrastructure components necessary to operate a product. This includes shared security services, monitoring, web and application servers, database servers, operating systems, compute, storage, memory, and network. Each environment can have one or more customer-specific database instances associated with it, which may require an additional subscription fee. For certain offerings, additional nonproduction environments or production or non-production database replicas may be purchased for a minimum 1-year subscription. Each of these environments has a specific purpose and is available with specific offerings. Production Environments All Deltek cloud services provide a production environment that is held to the highest operational standards. These environment instances are highly secure and managed under strict control. Only authorized Deltek Cloud Operations employees are allowed access to the infrastructure and application layers of the solution. Customer access is provisioned only through the application front-end or through very specific and tightly controlled methods, such as an application-specific API layer. These environments serve as the focal point for disaster recovery replication and backup procedures. Customers generally have only one production instance, unless they have more than one company or entity, running under separate subscriptions. Non-Production Environments Any application environment that is not designated for live production use is considered a non-production environment. Service for non-production environments differs in several ways from service for production environments. For example, Deltek considers a service incident to be severity 1 if it causes processing to cease. Because this would never happen in a nonproduction environment, the highest level severity incident for a non-productiion environment is severity 2. Other aspects of service are also different or do not apply to certain non-production environments. including practices for backups and retention, disaster recovery, access management, access levels, performance, uptime, and service levels. Common non-production environments are described here. Implementation Non-Production Environments This type of non-production environment is used during implementation. In Essentials and Flex offerings, this environment is only available during implementation. Administrator Guide 2

7 Description of Standard Cloud Services All non-production environments offer different availablility and service levels than production environments. See Non-Production Environments. Standard Non-Production Environments Deltek Enterprise cloud offerings include an always-on test and development non-production environment. Once you have gone live in your production environment, you can use this environment to perform ongoing development or implementation/configuration work. If you have a Foundations, Essentials, or Essentials Flex offering, you must upgrade your service to Enterprise to have an always-on test and development non-production environment. Deltek will refresh a test and development database with data from the production server up to 12 times per year, by request only. All non-production environments offer different availablility and service levels than production environments. See Non-Production Environments. Additional Non-Production Environments With Enterprise offerings, you can add other non-production environments for a minimum of 1 year, at an additional cost. You can use these environments for development, training, testing, configuration, system integration, or other purposes. Deltek will refresh an environment with data from the production server up to 12 times per year, by request only. All non-production environments offer different availablility and service levels than production environments. See Non-Production Environments. Preview Environments With Enterprise offerings, you can request a preview environment prior to the release of a new version of the software. Use a preview environment to test your extensions or configurations with the new software without disrupting your test and development nonproduction environment. If you have a Deltek Flex offering, Deltek will provide a preview environment if your testing scenarios require one. If you have a Deltek Foundations or Essentials offering, Deltek will not provide a preview environment. All non-production environments offer different availablility and service levels than production environments. See Non-Production Environments. Additional Databases Many of Deltek s cloud solutions can support one or more database instances of the application, to be used for non-production actiivites, such as reporting, configuration, testing, or development. These additional databases are free of charge with some offerings, and available at an additional charge with others. Administrator Guide 3

8 Description of Standard Cloud Services Configuration Databases (Sandboxes) Production Database Replica With the Foundations, Essentials, Flex, and Enterprise offerings, you receive one additional production configuration database replica, which is housed in the production environment and treated as a production database only for backup and retention purpose. Use the production database replica for reporting and configuration testing. Production database replicas offer different availablility and service levels than production environments. See the availability and service information for Non-Production Environments. Additional Production Database Replica With Foundations, Essentials, Flex, and Enterprise offerings, you can purchase an additional production database replica, with the same characteristics as the first production database replica. Additional Non-Production Database Replica With Enterprise offerings only, you can purchase additional databases for your always-on test and development non-production environments or any additional non-production environments that you have purchased. Disaster Recovery Deltek provides a disaster recovery environment with all offerings. Unless otherwise specified, the disaster recovery site is more than 250 miles away (DR250) from the production hosting facility. On an annual basis, Deltek coordinates and executes a disaster recovery test of each cloud offering, usually on a weekend between May and September. You will receive advance notice of the testing and may be asked to validate the disaster recovery site once it has been brought online. After a successful test, the service is rolled back to the production environment. Administrator Guide 4

9 Identifying Administrators Identifying Administrators All Ajera CRM in the Cloud customer accounts are required to have at least one active/valid Administrator at all times. Two additional Administrators can also be identified, allowing for a maximum of three Administrators per company. When your Ajera CRM in the Cloud order was processed, at least one Administrator was identified. If you want to change the Administrators for your account, create a support case on the Deltek Customer Care site and request the change. When more than one Administrator is identified for an account, they are treated equally. Each Administrator has the same authority to administer your company s Ajera CRM in the Cloud solution and each receives the same communications from Deltek. Deltek recommends that each company have at least two Administrators to ensure that communications are always received and someone is always available to carry out service requests. Proxy Administrators Because you can have up to three Administrators for your account, you have the room to set up a temporary proxy Administrator. For example, if you are working with a Deltek partner during your implementation, getting help with data conversion, configuration, training, and so on, you can make the partner an Administrator. Then the partner can act on your behalf when working with Deltek Customer Care and Cloud Operations. This approach can help expedite many implementation steps. To use a proxy Administrator, add that person to your contacts via the Support Center site, then designate him or her to be a SaaS Administrator, as described above. Administrator Guide 5

10 Staying Informed Staying Informed Cloud Solutions Support Site On the Support Center site, Deltek provides an area devoted solely to its cloud-based products. This area includes guides, videos, and other resources to help you learn about Ajera CRM in the Cloud. To go to the Cloud Solutions page: 1. Go to 2. Log in to the Support Center site using the credentials provided to you when your initial Ajera CRM in the Cloud order process was completed. If you do not have a username and password for the Support Center site, contact your firm s Ajera CRM in the Cloud Administrator. If you forget your username or password, you can click the Need Help? button on the Support Center login screen. Administrator Guide 6

11 Staying Informed 3. Click the Cloud Solutions link. 4. Select Ajera CRM from the product drop-down list, and click Go. Administrator Guide 7

12 If You Need Assistance If You Need Assistance If you need help using Ajera CRM in the Cloud, Deltek makes a wealth of information and expertise available to you through our Customer Care organization. While many of the processes outlined in this document are available only to your company s Administrator, designated individuals in your organization can initiate support cases according to the standard support model. These individuals can also use the Deltek Customer Care offerings described in the following sections. Customer Services For decades, Deltek has maintained close relationships with client firms, helping with their problems, listening to their needs, and getting to know their individual business environments. A full range of customer services has grown out of this close contact, including the following: Extensive self-support options through the Support Center site. Phone and support from Customer Care analysts Technical services Consulting services Custom programming Classroom, on-site, and Web-based training Find out more about these and other services on the Support Center site. Support Center Site The Support Center site is a support Web portal for Deltek customers. The following are some of the many options you have at the Support Center site: Search Deltek s knowledge base Ask questions, exchange ideas, and share knowledge with other Deltek customers through the Support Center Community Display or download product information, such as release notes, user guides, technical information, and white papers Submit a support case and check on its progress Transfer requested files to a Customer Care analyst Subscribe to Deltek communications about your Deltek products and services Receive alerts of new Deltek releases and hot fixes Read blogs for expert advice about Deltek products If you need help using the Support Center site, refer to the online help available on the site. Administrator Guide 8

13 Providing Single Sign-On with Microsoft Azure Active Directory Providing Single Sign-On with Microsoft Azure Active Directory This section applies only if you decide to use Microsoft Azure Active Directory (Azure AD) to enable single sign-on for Ajera CRM in the Cloud. Microsoft Azure AD s single sign-on allows Ajera CRM in the Cloud users to log onto Ajera CRM using their Windows user name and password instead of a separate Ajera CRM user name and password. Azure AD allows you to securely synchronize your users network credential information to the cloud. Before users can log onto Ajera CRM with their Windows credentials, a Ajera CRM in the Cloud administrator must complete the following configuration steps, which are described in the sections below: 1. Sign up for a Microsoft Azure AD account. 2. In Azure AD, complete the single sign-on configuration. 3. In Ajera CRM in the Cloud, complete the fields on the Azure Active Directory tab in Configuration» General» System Settings. 4. In Ajera CRM in the Cloud, complete the settings on the General tab in Configuration» Security» Users that are related to single-sign on. Sign Up for a Microsoft Azure AD Account If your firm does not already have a Microsoft Azure AD account, you can sign up for a free account at Microsoft also offers an Azure AD Premium account for a cost at The Premium edition is not required for using the single sign-on solution for Ajera CRM in the Cloud. Complete Single Sign-On Configuration in Azure AD Overview of Steps Complete the following steps to configure single sign-on in Azure AD: 1. Configure Azure AD Connect. 2. Add and configure Ajera CRM in the Cloud applications in your Windows Azure Active Directory. Use the directions below to complete these steps. Administrator Guide 9

14 Providing Single Sign-On with Microsoft Azure Active Directory Configure Azure AD Connect Overview For more background information about Azure AD Connect, see Microsoft s Integrating your on-premises identities with Azure Active Directory. This describes what Azure AD Connect is and how it works. Prerequisites Review and complete the prerequisites for Azure AD Connect as outlined by Microsoft s Prerequisites for Azure Active Directory Connect (Azure AD Connect). This article also lists hardware requirements. Deltek recommends that you do not install Azure AD Connect on your domain controllers. Configuration Steps for Azure AD Connect Complete these steps once you have the prerequisites in place. To configure Azure AD Connect: 1. Download and install the Microsoft Online Services Sign-In Assistant for IT Professionals RTW (msoidcli_64.msi) from the following Microsoft web page: Microsoft Online Services Sign-In Assistant for IT Professionals RTW Follow the installation instructions on the web page. 2. Download and install the Azure Active Directory Module for Windows PowerShell for the 64-bit version (AdministrationConfig-en.msi) from the following link: Azure Active Directory Module for Windows PowerShell (64-bit version) Download the latest version that is in general availability. Refer to Microsoft documentation for help. 3. Download and install Microsoft Azure Active Directory Connect (AdministrationConfig-en.msi) using the following Microsoft link: Azure Active Directory Connect. Review the account and permissions information at the following Microsoft web page: Azure AD Connect: Accounts and Permissions. You must set up the following required accounts with a username and password: Windows Azure Active Directory (Global Administrator) On-Premise Active Directory (Enterprise Administrator) For more information, see Managing Azure AD Connect. Depending on the size of your on-premise Active Directory, the installation of Azure AD Connect can take some time, especially if you select the option to synchronize users at the end of the installation. 4. Log into your Windows Azure portal and verify that users are synchronized with Windows Azure AD. Administrator Guide 10

15 Providing Single Sign-On with Microsoft Azure Active Directory 5. Test a user on the Microsoft Apps portal at: You will not see any applications, but you can test authentication. Use an existing user name and password for the test. For troubleshooting information, see: Add and Configure Ajera CRM in the Cloud Applications in Your Windows Azure Active Directory Browse to the Azure home page ( and click Portal to log in. Add and configure two applications for Ajera CRM in the Cloud in Azure AD: Deltek Ajera CRM (Client) and Deltek Ajera CRM. These steps apply to the new Azure AD portal, which has replaced the classic portal. The new portal uses some new terminology: The portal has a left bar that you use to navigate and access resources and tools. When you click an item in the left bar to perform a task, the bar expands into a series of windows called blades on the right. The blades list the steps/options that you follow on your journey to complete a task. In this case, the journey is adding and configuring Ajera CRM in the Cloud applications. Add and Configure the Deltek Ajera CRM (Client) Application To add and configure Deltek Ajera CRM (Client) in Azure AD: 1. In the left bar of your Microsoft Azure AD portal, navigate to Azure Active Directory» <DirectoryName>. Administrator Guide 11

16 Providing Single Sign-On with Microsoft Azure Active Directory 2. In the MANAGE section, click App registrations. If you created applications using the classic Azure AD portal, your applications will already be listed and you do not need to re-add them. 3. Click New application registration. 4. On the Create dialog box: In the Name field, enter Deltek Ajera CRM (Client). For Application type, select Native. When you select Native, the field below displays Redirect URI. On the Redirect URI box, enter then click the Tab key to exit the field and enable the Create button. This must be a valid URI, but not a reachable URL. Administrator Guide 12

17 Providing Single Sign-On with Microsoft Azure Active Directory 5. Click the Create button to create and save the application. 6. Click the Deltek Ajera CRM (Client) application in the list of applications. 7. Click the Settings icon to display the Settings blade of the Deltek Ajera CRM (Client) application. 8. In the General section, click Properties. 9. Note the value in the Application ID field of the Properties blade. In the classic Azure AD portal, this value was labeled Client ID. Right-click the value in the Application ID field and choose Copy. Open Notepad or a Word document and save the ID there. You will need this Application ID value when you enter settings on the Azure Active Directory tab in Ajera CRM in the Cloud Configuration» General» System Settings. This is one of the last steps for configuring single sign-on for Ajera CRM in the Cloud. You will enter this Application ID value into the Client ID field on the Azure Active Directory tab. Add and Configure the Deltek Ajera CRM Application To add and configure Deltek Ajera CRM in Azure AD: 1. From your Microsoft Azure AD portal, navigate to Azure Active Directory» <DirectoryName>. 2. In the MANAGE section, click App registrations. If you created applications using the classic Azure AD portal, your applications will already be listed and you do not need to re-add them. 3. Click New application registration. Administrator Guide 13

18 Providing Single Sign-On with Microsoft Azure Active Directory 4. On the Create dialog box: In the Name field, enter Deltek Ajera CRM. For Application type, select Web App / API. In the Sign-On URL field and the App ID URI fields, enter the fully qualified, internet-accessible URL/URI that your organization uses to access Ajera CRM in the Cloud. Example: For ABC Engineers, enter The URLs will be verified and should have a green check mark beside them. 5. Click the Create button to create and save the application. 6. Click the Deltek Ajera CRM application in the list of applications. 7. Click the Settings icon to display the Settings blade of the Deltek Ajera CRM application. 8. In the General Section of the Settings blade, click Properties to open the Properties blade. Administrator Guide 14

19 Providing Single Sign-On with Microsoft Azure Active Directory 9. Note the value of the Application ID field in the Properties blade. In the classic Azure AD portal, this value was labeled Client ID. Right-click the value in the Application ID field and choose Copy. Open Notepad or a Word document and save the ID there. You will need this Application ID value when you enter settings on the Azure Active Directory tab in Ajera CRM in the Cloud Configuration» General» System Settings. This is one of the last steps for configuring single sign-on for Ajera CRM in the Cloud. You will enter this Application ID value into the Server Client ID field on the Azure Active Directory tab. 10. In the API ACCESS section of the Settings blade, click Keys to open the Keys blade to create a key. Administrator Guide 15

20 Providing Single Sign-On with Microsoft Azure Active Directory 11. Enter a description in the Description field and click the drop-down icon to select the duration of the key that you are about to generate. Deltek recommends that you create a two year key. 12. Click Save to create and generate the key. Before you leave this screen, you must complete the next step. 13. Before you leave the screen that displays the key value, take note of the key value. You must do this now because, after you leave this screen, you cannot return to the screen to see the value. You can right-click the key value to copy it to the clipboard and save it. You will need to enter this value when you enter settings on the Azure Active Directory tab in Ajera CRM in the Cloud Configuration» General» System Settings. This is the last step of configuring single sign-on for Ajera CRM in the Cloud. You will enter the key value in the Server Key (Secret) field on the Azure Active Directory tab. Once you copy the value, close the Keys blade. If you do not have the key value when you need to enter it in Ajera CRM in the Cloud Configuration» General» System Settings, you must delete the key in Azure AD and recreate it. 14. Navigate to App registrations and select the Deltek Ajera CRM application. The Settings blade opens. Administrator Guide 16

21 Providing Single Sign-On with Microsoft Azure Active Directory 15. In the General section of the Settings blade, click Reply URLs. The Reply URLs blade opens. Tab after entering each URL. A green check mark will appear to confirm that the format of the URL is valid. The first URL must be the URL that your users launch to open Ajera CRM in the Cloud. 16. Add the following reply URLs: <The beginning of your customer URL> ( Example: For ABC Engineers, enter deltekvisionclient Click Save. Set Up Trust Between the Deltek Ajera CRM (Client) Application and Deltek Ajera CRM Application To set up trust between the applications: 1. From your Microsoft Azure AD portal, navigate to Azure Active Directory» <DirectoryName>. 2. In the MANAGE section, click App registrations. 3. Click the Deltek Ajera CRM (Client) application. Administrator Guide 17

22 Providing Single Sign-On with Microsoft Azure Active Directory 4. Click the Settings icon to display the Settings blade of the Deltek Ajera CRM (Client) application. 5. In the API Access section of the Settings blade, click Required permissions. 6. On the Required permissions blade, click Add to display the Add API access blade. 7. Click Select an API. 8. On the Select an API screen, enter Deltek in the Search for other applications with Service Principal name field. 9. Click on Deltek Ajera CRM (in the results) and click Select. 10. On the Enable Access blade, click Access Deltek Ajera CRM. 11. Click Select to Save the settings. Administrator Guide 18

23 Providing Single Sign-On with Microsoft Azure Active Directory 12. On the Add API access blade, click Done to complete the permissions assignment. The Deltek Ajera CRM application will now appear in the Required permissions blade of the Deltek Ajera CRM (Client) registered application. Complete Azure AD Configuration in Ajera CRM in the Cloud After you have completed single sign-on configuration in Azure AD, complete the following steps in Ajera CRM in the Cloud: 1. From the Ajera CRM in the Cloud Navigation menu, click Configuration» General» System Settings. 2. On the General System Settings form, click the Azure Active Directory tab, and complete the fields on the tab: Administrator Guide 19

24 Providing Single Sign-On with Microsoft Azure Active Directory Domain Name (Tenant): Enter your on-premise active directory domain name (for example abcengineering.com). If you do not have.com in your domain name, contact your system administrator or a Deltek consultant. Client ID: Enter the client ID that was generated when you added and configured the Deltek Ajera CRM (Client) application in Azure AD. This is described in step 8 of Add and Configure the Deltek Ajera CRM (Client) Application. Server Client ID: Enter the client ID that was generated when you added and configured the Deltek Ajera CRM application in Azure AD. This is described in step 8 of Add and Configure the Deltek Ajera CRM Application. Server Key (Secret): Enter the key value that was generated for the key added for the Deltek Ajera CRM application in Azure AD. This is described starting in step 11 of Add and Configure the Deltek Ajera CRM Application. Authentication type: From the drop-down list, select the Windows Azure prompts user for login credentials (default). 3. Click Save on the toolbar. Complete User Configuration in Ajera CRM in the Cloud When you set up users and passwords in Ajera CRM in the Cloud in Configuration» Security» Users, you must enter the following for each user on the General tab: Select the Windows Authentication check box. In the Domain field, enter your domain name (example: abcengineers.com). Log In Using Windows Authentication After the Ajera CRM in the Cloud administrator sets up single sign-on, each user must follow a set of login steps to enable Windows Authentication. Before users can log in, you must give them their Azure active directory domain account usernames and passwords. To log in, each user must follow these steps: 1. Launch your company's Ajera CRM in the Cloud URL (for example, 2. On the login screen, select the Windows Authentication option. The Username and Password fields become disabled. 3. Click the Log In button. A Microsoft dialog box displays, prompting you to enter your Azure credentials. 4. Enter your Azure address and click Next. A Microsoft dialog box displays, prompting you to enter your password. 5. Enter your Azure password. A Microsoft dialog box displays, asking for permission to access the DPS application. Administrator Guide 20

25 Providing Single Sign-On with Microsoft Azure Active Directory 6. Click Accept. Once your credentials are validated, Ajera CRM in the Cloud opens. Administrator Guide 21

26 Role Security and User Accounts Role Security and User Accounts Creating and Configuring Roles and Accounts When you are given access to the Ajera CRM in the Cloud environment, the Administrator account is already set up for you. The initial username and password for this account are included in two separate s sent to you. You will be asked to change your password after your initial log in. The Administrator account includes full administrative permissions that give you full access to all areas of the Ajera CRM in the Cloud software that have been licensed to your organization. As the Administrator, you are responsible for creating user accounts and assigning passwords to your organization s employees. If your organization is migrating from an on-premise instance of Ajera CRM to Ajera CRM in the Cloud, all existing user accounts and passwords remain unchanged and fully enabled after the migration is complete. Only the password for the ADMIN account is reset, as specified in your welcome letter. User accounts that were set up to use Windows Authentication (Integrated Security) will need to be changed to use native Ajera CRM security. Ajera CRM in the Cloud does not support Windows Authentication. Therefore, at the time of migration, all user accounts that were set up to use Windows Authentication have their passwords removed and accounts disabled. The Administrator needs to enable these user accounts, assign temporary passwords, communicate this information to users, and force the users to reset their passwords at the next login. To establish role security parameters and set up user accounts, click Configuration» Roles and Configuration» Users and Passwords from the Navigation menu. Set up security roles based on your organization s requirements and then create a user account for each employee who needs to access the application. For more detailed information on setting up security roles and user accounts, see the Ajera CRM in the Cloud online help or check out the many offerings from Deltek University. You can grant full administrative permissions to any user account that you create. However, only the account set up for the Administrator will have this level of permission at the time of your initial activation. If you lose or forget your Administrator password, you must submit a service request through Deltek Customer Care to restore access to the Administrator account. The process of resetting the Administrator s account is described in more detail in the Service Requests section of this document. Administrator Guide 22

27 Role Security and User Accounts Configuring Security Roles Setting Up User Accounts In Configuration» Security» Users, set up user accounts and passwords, and associate accounts with employees. Administrator Guide 23

28 Role Security and User Accounts If you set up Microsoft Azure Active Directory for single sign-on for Ajera CRM in the Cloud, in the grid on the Users tab, you must complete the following for each user: Select the Windows Authentication check box. In the Domain field, enter your domain name (example: abcengineers.com). Password Policies Deltek works continuously to protect the security, privacy, and integrity of the data stored in each customer s instance of Ajera CRM in the Cloud. When a new customer environment is activated, Ajera CRM in the Cloud is configured with the following default password policies: Minimum Password Length: 8 Require at least one digit in all passwords: Yes Require at least one special character: Yes Passwords expire after 90 days. Do not allow password to be reused for 360 days. Disable users after 5 invalid logon attempts If your organization is migrating from an on-premise instance of Ajera CRM to Ajera CRM in the Cloud, these password policies are enabled in the Ajera CRM in the Cloud environment regardless of what password policies were in effect in your on-premise configuration. As a result, some users in your organization may be required to reset their password during their first log in so that their passwords comply with the default Ajera CRM in the Cloud password policies. You can change the default password policies at any time. However, Deltek strongly recommends that you retain the default password policies to maintain an adequate level of security. To configure password policies in Ajera CRM in the Cloud, go to Configuration» Security» Password Policies from the Navigation menu. Administrator Guide 24

29 Role Security and User Accounts Administrator Guide 25

30 Providing Users with Access to Ajera CRM in the Cloud Providing Users with Access to Ajera CRM in the Cloud Alternative Interfaces Flexibility and Accessibility Users can access Ajera CRM in the Cloud in three different ways, so that they can access what they need, when they need it, from anywhere. The interface a user chooses is based on the person s role, the functionality he or she needs to access, and the device he or she is using to access Ajera CRM in the Cloud. The three interfaces are: Ajera CRM smart client The smart client (sometimes referred to as Ajera CRM core ) is a lightweight client that loads onto the user s workstation the first time the user launches Ajera CRM in the Cloud. The smart client provides full access to all Ajera functionality and can only be used on a Windows PC. Ajera CRM iaccess iaccess is an additional interface through which users can access commonly used Ajera functionality. iaccess is targeted primarily at front office workers in an organization (project managers, general employees, business developers, executives). iaccess can be accessed from a browser (Internet Explorer, Chrome, Firefox, or Safari), is platform agnostic, and can also be accessed from a browser on tablet devices (ios or Android). Ajera CRM Touch Touch is the name for all of the Ajera CRM mobile applications, which are available for ios, Android, and Windows Phone devices. Smart Client System Requirements The smart client is a lightweight client that loads onto the user s workstation, automatically, the first time the user launches Ajera CRM in the Cloud using the company-specific URL provided in your welcome . When enhancements and updates are applied to the Ajera CRM in the Cloud software, updates to the smart client are sometimes required. In some instances, when a user logs in, a download and installation of updated smart client software will start automatically. Recommended Minimum Software Requirements for Accessing Ajera CRM via Smart Client Internet Connection A broadband connection with at least 1,024 Kbps (1 MB) symmetrical throughput speeds is the minimum recommendation. Many factors contribute to the performance of any cloud-based software solution. When determining the bandwidth necessary for your organization, it is important to consider that a company s Internet connection typically supports a broad range of functionality ( , Internet access, other cloud software, and so on). The recommendations provided here are the minimum required for Ajera CRM in the Cloud, without excessive resources competing for Internet bandwidth. Additional bandwidth may be required, based on company size and Internet needs beyond those required to run Ajera CRM in the Cloud optimally. Operating System Windows 8 / bit or 64-bit Windows 7 SP1 32-bit or 64-bit Administrator Guide 26

31 Providing Users with Access to Ajera CRM in the Cloud Windows Vista SP2 32-bit or 64-bit Web Browsers Internet Explorer 9 or later Business Applications Other Microsoft Office 2010 (32-bit only for MODI) Microsoft Office 2013 (32-bit only for MODI) The following components can be downloaded from their company s websites: Microsoft.NET Framework Adobe Acrobat Reader 9.x iaccess System Requirements iaccess is a browser-based tool that is both browser and platform agnostic. No downloads, installations, or plug-ins are required to run it, just the URL provided at the time of activation. Recommended Minimum Software Requirements for Accessing iaccess Internet Connection A broadband connection with at least 1,024 Kbps (1 MB) symmetrical throughput speeds is recommended. Many factors contribute to the performance of any cloud-based software solution. When determining the bandwidth necessary for your organization, it is important to consider that a company s Internet connection typically supports a broad range of functionality ( , Internet access, other cloud software, and so on). The recommendations provided here are the minimum required for Ajera CRM in the Cloud, without excessive resources competing for Internet bandwidth. Additional bandwidth may be required, based on company size and Internet needs beyond those required to run Ajera CRM in the Cloud optimally. Operating Systems Windows 8 / bit or 64-bit Windows 7 SP1 32-bit or 64-bit Windows Vista SP2 32-bit or 64-bit Web Browser Device Internet Explorer 10 or later Chrome 18 or later Safari 5 or later Firefox 11 or later Android Tablets Administrator Guide 27

32 Providing Users with Access to Ajera CRM in the Cloud ipad Touch System Requirements Touch is the name for Ajera CRM mobile applications, all of which are available for ios, Android, and Windows phone devices. Recommended Minimum Requirements for Accessing Ajera CRM Touch Applications Mobile Operating System Apple ios 5.0 or higher Android and higher (excluding 3.x) Windows Phone 8.1 or higher Devices All devices that support the mobile operating systems listed above Tablet devices are supported, but application screens are designed for smaller phone screens Distributing Ajera CRM in the Cloud URLs to Employees Once you complete the Ajera CRM in the Cloud on-boarding process, you, the Administrator, will receive an Activation that includes the URLs that all employees will use to access Ajera CRM in the Cloud. The will include three URLs, formatted like these: Smart client iaccess Touch CRM You can distribute these URLs (along with each user s credentials) to all employees in your organization who need to access Ajera CRM in the Cloud. However, you should ensure that all user accounts are set up in Ajera CRM in the Cloud prior to distributing the URLs. Users can bookmark the smart client URL and/or create a shortcut to this URL. Ajera CRM in the Cloud smart client must be launched using Internet Explorer 9 or later. The smart client will not launch using Chrome, Firefox, or Safari. Users who have a browser other than Internet Explorer as their default browser can still create a shortcut for launching Ajera CRM in the Cloud, using standard Windows shortcut functionality. In the Target field, enter the path as shown in the example below (with the paths and URL replaced with those specific to the company and workstation). C:\Program Files\Internet Explorer\iexplore.exe Administrator Guide 28

33 Providing Users with Access to Ajera CRM in the Cloud Set Language If your organization uses multiple languages with Ajera CRM in the Cloud, a user can select a user interface language from the smart client login screen. This language setting applies only to the user who sets it and can be re-set at each login. The last language selected is remembered for the next login. Users can select only those languages that your organization is licensed to use. Set Up Ajera CRM in the Cloud Touch Apps Your Ajera CRM in the Cloud solution includes access to all mobile applications associated with the Ajera CRM modules for which you are licensed. URLs for the Touch application are included with your Activation . You need to install the applications from the appropriate application stores. Search for Deltek in the application store to see the applications available to be installed on your device. Administrator Guide 29

34 Providing Users with Access to Ajera CRM in the Cloud When you install and launch an application, the application prompts you for the URL provided in the Activation . Enter the URL, click Connect, and enter your user ID and password. Administrator Guide 30

35 Communicating with Deltek Communicating with Deltek Service Requests As the Ajera CRM in the Cloud Administrator for your company, you can request additional services from Deltek as part of your annual subscription fee. Only a designated Administrator can submit service requests. If Deltek receives a service request from someone other than a designated Administrator, the request will be rejected. Many of these service requests can be submitted via the Deltek First Cloud Solutions selfservice page, available on the Support Center site. For those service requests not available through the self-service page, open a support case through the Support Center site. You can submit requests for the following services. Service Request Production Database Replica (Sandbox) Creation/Refresh Database Upload Production Database Backup Download Production Database Restore Purpose A production database replica is a copy of your production data that you use to test new configuration settings. When you use the Support Center site to request a new production database replica, Deltek makes a copy of your existing database and adds it to your instance of Ajera CRM in the Cloud as a separate item in the Database drop-down field on the Ajera CRM in the Cloud login screen. You can maintain only one production database replica. You can request a production database replica refresh, which replaces your existing replica data with your latest production data. You are allowed to refresh your production database replica 6 times annually. Creations/refreshes are typically completed within 3 business days. If you are moving to Ajera CRM in the Cloud from on-premises Ajera or a different product, you must upload your migrated or converted database as part of the implementation process. Submit a service request to initiate this process. You will be directed to the Deltek File Transfer Tool and related instructions. You can request a backup copy of your Ajera CRM in the Cloud database, which will be sent to you via secure FTP. When you request a backup, be sure to specify the point in time that the backup should reflect. You are allowed 4 backup copies of your database annually. Database backup requests are typically completed within 3 business days. If you need to restore your database to a previous point in time, submit a backup restore request. Ajera CRM in the Cloud customer databases are backed up every 24 hours. You are allowed 4 backup restores annually. Backup restores are typically completed as soon as possible. Administrator Guide 31

36 Communicating with Deltek Service Request Admin Password Reset Analysis Cube Refresh Changing an Absent Administrator Purpose If you lose or forget the password for your Ajera CRM in the Cloud Administrator account, you (the Administrator) can use the Support Center site to submit a request for a password reset. When you submit a password reset request, you must include the user ID of the account that needs the password reset. These requests are typically completed within 2 business hours. If you own the Performance Management module, your analysis cubes are refreshed automatically every night. You can submit a service request to have your cubes refreshed at another time, typically within 4 hours after you submit the request. Once you submit the request, stop all transactional activity to prevent data integrity issues in the cubes. If all of your Administrators are no longer with your company and a new Administrator needs to be designated, you must submit a request to Deltek Customer Care. This request must include a formal letter on company letterhead and have the signature of an officer at your organization. The request should also include the new Administrator s name, address, title, and phone number. You can submit your request using the Support Center site, or you can fax your request to Deltek at Absent administrator change requests are typically completed within 2 business days. Submit a Service Request To submit a service request: 1. Go to 2. Log in to the Support Center site using the credentials provided to you when your initial Ajera CRM in the Cloud order process was completed. If you do not have a username and password for the Support Center site, contact your firm s Ajera CRM in the Cloud Administrator. If you forget your username or password, you can click the Need Help? button on the Support Center login screen.. 3. Click the Cloud Solutions icon. 4. Select Ajera CRM from the product drop-down, and click Go 5. Select an option from the Service Requests list. Administrator Guide 32

37 Communicating with Deltek Exceptions to Annual Support Case Allowance The following cases do not count against your annual support case allowance: Cases that identify a defect in Ajera CRM in the Cloud Cases that result in a request for an enhancement to Ajera CRM in the Cloud Cases initiated by a Deltek consultant Cases related to early adoption of a version of Ajera CRM in the Cloud that is not yet generally available Requests for access to the Support Center site Cases related to Ajera CRM in the Cloud hosting or infrastructure Requests for system administration procedures that you cannot perform without Deltek assistance, such as backups and restores Planned Maintenance and Upgrades Periodically, Deltek will perform maintenance on the Ajera CRM in the Cloud environment, including applying software upgrades, hotfixes, and service packs. You will receive messages in the Ajera application and via to alert you to these maintenance windows. Administrator Guide 33

38 Printing Printing When you run a report in Ajera CRM in the Cloud, you have two printing options, Preview and Print. Preview When you choose the Preview option, the report opens in a report preview window. From the preview window, click the Printer icon to open a standard Windows Print dialog box from which you can select any printer (local or network) configured in your Windows environment. Administrator Guide 34

39 Printing Print When you choose the Print option, the report does not open in the report preview window. Instead, the Ajera CRM in the Cloud Print dialog box opens. From this dialog, select <local printer> in the Printer Name field. Ajera CRM in the Cloud creates and opens a PDF version of the report. You can print the PDF from your PDF viewing software or you can save it and manipulate it as needed. When you use the direct print option from anywhere in Ajera CRM in the Cloud, the <local printer> option is the only choice for printing. You an only access your Windows printers when you print from the report preview window. In several areas of Ajera CRM in the Cloud (for example, generating posting logs when transactions are posted), there is not an option to preview a report, which means that the direct print method is the only method for printing. You must use the <local printer> PDF method. Administrator Guide 35

40 Reporting Reporting Scheduling Reports To schedule a report to run at a later time, you must use the function from the report to configure the schedule. In the Ajera CRM in the Cloud environment, you cannot use the Schedule function from the report. When you select the report function, Ajera CRM in the Cloud opens the dialog box. Configure the and report format options, then click the Schedule button to schedule the report. Report Timestamps The report servers for the Ajera CRM in the Cloud environment are hosted in various locations and time zones. As a result, the timestamp that appears on your reports may not represent the time for the time zone in which you are running the report. Instead, the timestamp reflects the time zone of the report server on which the report ran. Administrator Guide 36

41 Direct Database Access Direct Database Access If your organization subscribes to the Deltek Ajera CRM Flex Cloud offering, you can use ODBC to establish a secure, read-only connection to your Ajera CRM in the Cloud transaction database. You can connect tools such as Microsoft Excel, Microsoft Access, or the Business Intelligence Development Studio directly to your database. Manage ODBC Accounts Before you can use the ODBC connection, you need to set up the accounts you will need for ODBC access. Use Ajera CRM in the Cloud security configuration (Configuration» Security» Users) to enable, edit, and disable ODBC accounts. You can have up to five active ODBC accounts. To enable a user to have ODBC access: 1. Go to Configuration > Security > Users and find the user who needs ODBC access. 2. On the General tab, select the Enable Cloud ODBC Connectivity option, enter the user s address, and enter a password. ( addresses are used to ensure that usernames are unique across all organizations that use Ajera CRM in the Cloud.) Click Save. Administrator Guide 37

42 Direct Database Access You will receive two notifications: One now, saying that the account was created and that the Deltek Cloud Operations team will need to complete the process. Another later, from Deltek Customer Care, when the configuration is completed. Edit or Disable ODBC Accounts To edit or disable an account, go to Configuration > Security > Users and find the user. You can change the password or deselect the Enable Cloud ODBC Connectivity option to disable the account. Install and Configure the ODBC Driver You must install and configure a driver on every workstation that will be used to connect to the Ajera CRM in the Cloud database. The user who installs the ODBC drivers must, at a minimum, have local administrator privileges. To install and configure the driver: 1. Download the ODBC driver installer from the link below: 2. Extract all the files in the downloaded ZIP file to a folder on your computer. 3. Execute either the 32-bit or 64-bit.EXE installer file. Execute the file that corresponds to the application from which you will be connecting via ODBC. 4. Launch the appropriate ODBC Administrator (32-bit or 64-bit). 5. From the ODBC Data Source Administrator dialog box, you can create either a User DSN or System DSN. User DSNs are for a single user; System DSNs are available to all users of the workstation. Select the User DSN or System DSN tab, based on your needs. Administrator Guide 38

43 Direct Database Access 6. Click Add. In the Create New Data Source dialog box, select DataDirect HDP 4.2 and click Finish. 7. In the ODBC Cloud Driver Setup dialog box, enter a name in the Data Source field. This can be any name that helps you identify the data source. You do not need to add a value in the Description field. 8. In the Hybrid Data Pipeline Source field, enter the database name and service URL that you received from Deltek Customer Care when you requested the ODBC accounts. The Port Number field should be left as is. Administrator Guide 39

44 Direct Database Access 9. On the Security tab, ensure that the Enable SSL checkbox is checked. Administrator Guide 40

45 Direct Database Access 10. Click Test Connect and enter the credentials that you received from Deltek Customer Care when you requested the ODBC accounts. Click OK. A Connection established! message displays. Click OK. 11. Click OK in the ODBC Cloud Driver Setup dialog box and click OK in the ODBC Data Source Administrator dialog box. Connect to Your Ajera CRM in the Cloud Database Once the ODBC driver is installed and configured, you can make a connection between the workstation and the Ajera CRM in the Cloud database, using any application that supports ODBC connectivity. The instructions below use Microsoft Excel as an example. The process for other applications may not be exactly the same, but will be very similar. To connect to the Ajera CRM in the Cloud database: 1. Go to the application from which you want to connect to the Ajera CRM in the Cloud database and initiate an ODBC connection. 2. Select the data source that you entered in the Data Source field in Step 7 above. 3. Enter your credentials for the database connection. Administrator Guide 41

46 Direct Database Access 4. Build a query. 5. Execute the query. Administrator Guide 42

47 Additional Documentation Additional Documentation The following table lists additional related Deltek documentation that can help you get started with Ajera CRM in the Cloud. All of the documents listed in this table are available from the Knowledge Center tab of the Support Center site. Document Name Getting Started Guide Concepts Guide Implementation Guide Quick Reference Cards Description This guide provides all the basic information necessary to get started using Ajera CRM in the Cloud. You ll find information on navigation tools, lookup lists, online help, reporting, and other system-wide features. This guide describes the concepts underlying the basic features and function of the Ajera CRM application. This guide provides system administrators with information about how to configure Ajera CRM in the Cloud applications and features. Quick Reference Cards are single page documents that provide basic information on commonly used areas of Ajera CRM in the Cloud. The following titles are available: Create Customer from Subcontractor Dashboard Navigation Tree Designer Template-Based s User Options Administrator Guide 43

48 Deltek is the leading global provider of enterprise software and information solutions for government contractors, professional services firms and other project- and people-based businesses. For decades, we have delivered actionable insight that empowers our customers to unlock their business potential. 20,000 organizations and millions of users in over 80 countries around the world rely on Deltek to research and identify opportunities, win new business, recruit and develop talent, optimize resources, streamline operations and deliver more profitable projects. Deltek Know more. Do more.