BaanERP 5.0c
A publication of: Baan Development B.V. P.O.Box 143 3770 AC Barneveld The Netherlands Printed in the Netherlands Baan Development B.V. 2001. All rights reserved. The information in this document is subject to change without notice. No part of this document may be reproduced, stored or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Baan Development B.V. Baan Development B.V. assumes no liability for any damages incurred, directly or indirectly, from any errors, omissions or discrepancies between the software and the information contained in this document. Document Information Code: U7589A US Group: User Documentation Edition: A Date: March, 2001
Table of contents 1 Introduction 1-1 2 Worktop environment configuration 2-1 To define a new Worktop environment 2-1 3 Worktop framework 3-1 User interface framework 3-1 Title bar 3-3 Standard tool bar 3-3 Status bar 3-4 Find dialog box 3-5 Pop-up menus 3-6 Shortcut keys: 3-7 Menu bar 3-8 4 Menu bar 4-1 File menu 4-1 Edit menu 4-2 View menu 4-3 Go menu 4-6 Tools menu 4-6 Window menu 4-7 Help menu 4-7 5 Worktop document 5-1 To automatically open a Worktop document 5-1 Backup of a Worktop document 5-1 To create a New Worktop Document 5-2 To modify an existing Worktop Document 5-3 Worktop Document Properties 5-5 6 Shortcut bar 6-1 To create shortcuts 6-1 To organize shortcuts 6-1 7 Navigation pane 7-1 Work tab 7-2 BaanERP 7-2 Business Process Viewer Properties dialog box 7-6 i
Table of contents Drag-and-Relate tab 7-8 The Baan Data Navigator toolbar 7-9 8 Work pane 8-1 Process tab 8-1 Business processes (Baan Process Browser) 8-1 Business-process components 8-2 The process viewer's functions 8-3 To activate graphical components 8-3 Popup menus 8-4 Petri net modeling conventions 8-5 The control structures 8-5 Information tab 8-8 Internet toolbar 8-9 History tab 8-9 9 Properties pane 9-1 Customize Properties pane 9-1 10 Worktop legend 10-1 Worktop icons 10-1 11 Glossary 11-1 ii
About this document This document describes the functionality of the Worktop. It guides you through the navigation and application features of Worktop. Worktop is an easy-to-use intuitive user interface for the entire Baan Enterprise Solutions (BES). Chapter 1, Introduction, is an introduction to Worktop. Chapter 2, Worktop environment configuration, provides a detailed account of the Worktop environment and its configuration. Chapter 3, Worktop framework, describes the Worktop framework. Chapter 4, Menu bar, describes the menu bar and its components. Chapter 5, Worktop document, deals with the Worktop document and its properties. Chapter 6, Shortcut bar, explains the working of the shortcut bar. Chapter 7, Navigation pane, deals with the Navigation pane and its components. Chapter 8, Work pane, explains the Work pane and its functionality. Chapter 9, Properties pane, describes the Properties pane and its functionality. Chapter 10, Worktop legend, describes the icons that are used and the various activities that you can carry out. Chapter 11, Glossary, consists of the glossary. iii
About this document iv
1 Introduction Worktop is the user interface for the various BaanSeries products, such as Baan Enterprise Resource Planning (BaanERP), Baan Front Office Solutions (FOS), and Baan Supply Chain Solutions (BaanSCS). Worktop provides an easy-to-use and intuitive view on the entire Baan Series integrated products that hides the complexity of the software used. Worktop is a Multiple Document Interface (MDI) application. As a result, when you work on Worktop you always work in a specific Worktop document. Before you use Worktop, you must create a document, in which you indicate environment configurations such as the account you will use, and the ERP or workflow server to which you will connect. In addition, the document stores user interface settings. For example, the panes you want to show or hide and the size of the visible panes. In Worktop you can open multiple documents at the same time and work on them simultaneously. Graphically, a document consists of the following:! Shortcut bar.! Navigation pane.! Work pane. The Navigation pane includes a top-down navigation structure that provides access to BaanERP, BaanFOS, and BaanSCS based on navigation metaphors, such as Dynamic Enterprise Modeler and Workflow. Any information requested from the Navigation pane is displayed in the Work pane. For example, the Work pane can display business processes, process instances, and Help texts. The shortcut bar can contain shortcuts to specific objects in the Navigation pane. In addition, the Shortcut bar enables you to create shortcuts to external applications or files such as Word documents or PowerPoint presentations. The Navigation pane contains the following functionality:! BaanERP.! Drag-and-Relate.! Baan Process Browser. 1-1
Introduction The Work pane hosts the following functionality:! Process tab.! Information tab.! History tab. In both the Navigation pane and the Work pane, tabs enable you to switch between the trees and panes. The Properties pane is coupled to the Worktop tree on the Work tab in the Navigation pane and displays the properties of a selected tree item. If you double-click a business process in the Business Process Browser, the activities and Help are shown in the properties pane. To start the corresponding type application, double-click one of the activities of type application. Finally, Worktop contains a workbar on which you can store shortcuts to business processes, activities, and other business process components that you often use. In other words, you can store a shortcut in the workbar for quick access to all items that are listed on the Work tab or shown in the Process Viewer. 1-2
2 Worktop environment configuration When you use Worktop for the first time, or when you want to configure a new environment you must run the Worktop configuration wizard. This wizard guides you through several steps that determine the business processes that will be displayed in your Worktop and enable you to perform the tasks that are assigned to you. To define a new Worktop environment If you want to define new settings, carry out the following steps: 1 On the File menu, click New. 2 On the Worktop Welcome dialog box, click Next (see Figure 1). Figure 1 Worktop Welcome dialog box. 2-1
Worktop environment configuration 3 Select the Baan Windows Configuration file, (. bwc file) that provides the environment for the company and project model and click Next (see Figure 2). Figure 2 Baan Windows configuration 4 In the Baan company list, click the company that contains the project model that you want to use as shown in Figure 3. 2-2
Worktop environment configuration 5 In the DEM model list, click the project model that contains business processes that you want to carry out and click Next (see Figure 3). Figure 3 Dynamic Enterprise Modeling Configuration 2-3
Worktop environment configuration 6 Enter the settings for the Baan Data Navigator server as shown in Figure 4. Figure 4 Drag-and-Relate configuration Select the Enable Drag-and-Relate check box if you want to use the Baan Data Navigator. Specify the server on which the Baan Data Navigator is installed in the Host field. Specify the channel through which the data is transferred between the client and the Baan Data Navigator server in the Port field. Specify your logon code for the Baan Data Navigator server in the User field. Click Start as Web Page if you want the data that you retrieve with the use of the Data navigator to be shown by the Internet Explorer. Click Start as Baan Session if you want the data that you retrieve with the use of the Baan Data Navigator to be displayed by the actual corresponding Baan session. Click Finish. 2-4
3 Worktop framework The Worktop framework can be broadly divided into the following components:! User interface framework.! Title bar.! Standard tool bar.! Status bar.! Find dialog box.! Popup menus.! Shortcut keys.! Menu bar. User interface framework Figure 5 User Interface framework 3-1
Worktop framework The Worktop framework consists of toolbars and panes. Whether panes and bars are available depends on the authorization you have. For example, if you do not have authorization to use the BaanERP component, the Run Program toolbar will not be available. The Worktop framework can contain the following panes and bars:! Title bar: Displays the name of the current active Worktop document.! Menu bar: Provides access to all commands.! Toolbars: Provide shortcut access to commands. The available toolbars depend on the components the user has access to. The system administrator defines the authorization. The following are types of toolbars: Standard toolbar: Always available. Run Program toolbar: Only available when the BaanERP component is accessible in the currently active document.! Status bar: Shows the current status of Worktop. Additional information is shown when needed, for example, company number, session code or business process ID.! Shortcut bar: Enables you to create, and organize shortcuts. NOTE! Navigation pane: Provides tree-based access to all available components and contains two tabs: Work tab: Provides access to the BaanERP, Baan Process Browser and Baan Worklist Browser components. Drag-and-Relate tab: Provides access to the Drag-and-Relate component. The Drag-and-Relate tab is only available if Drag-and-Relate is enabled in the current active document.! Work pane: Displays all kinds of information such as a business process, Help text or, Web page. It contains three tabs: Process tab: Displays business processes and process instances. Information tab: Displays Helptexts and URLs. History tab: Shows a history of recent actions in Worktop.! Properties pane: Shows details on the selected item in the tree. 3-2
Worktop framework Title bar Figure 6 Title bar The title bar is located on top of the Worktop window. The title bar contains the name of the application, followed by the Worktop document name. To move the window, drag the title bar. To move dialog boxes, drag the dialog box title bars. This icon is the Application control menu button. The Minimize button reduces an application or window to an icon or button on the taskbar. To restore the window to the previous size and location, click Restore, or click the taskbar. The Maximize button enlarges the application or window to fill the screen. To restore the window to its previous size and location, click Restore, or doubleclick the title bar. The Close button closes Worktop. Standard tool bar The standard toolbar contains shortcut to the following commands: New: Creates a new Worktop document that contains information about your current working environment. Open: Opens or finds an existing Worktop document. Save: Saves the Worktop document you are currently using with the current file name and location. Print Business Process: Prints the business process or process instance that is currently displayed on the Process tab in the Work pane. If no business process or process instance is currently displayed in this pane, this command will be disabled. 3-3
Worktop framework What's This: Requests context sensitive Help. Carry out the following steps to use this option: 1 Click the Question mark button on the toolbar. 2 Move the question mark cursor over the Worktop component on which you want to consult Help, and release the mouse button. Help displays a text that describes the Worktop component. 3 Repeat the previous steps, to display What's This? Help for another Worktop component. Find: Performs a search on the tree items in the Work tab of the Navigation pane. Status bar The Status bar contains five panes, each pane provides specific information. When the Navigation pane has the input focus, the status bar contains information about the selected item in the Navigation pane. If the Properties pane has the input focus, the status bar contains information about the selected item in the Properties pane. Each pane is briefly described in the following paragraphs: Figure 7 Status bar NOTE NOTE 1 Indicates the current Worktop status. For example, if Worktop tries to connect to the server the status area reads Connecting to server... When the Status bar indicates Done or Ready, Worktop is idle and the user can perform actions. Worktop can be idle in other cases, but generally this is not true. 2 If the selected item is an object in the BaanERP component, this pane is not used and remains empty. If the selected item is an object in the Baan Process Browser or Baan Worklist Browser, this pane displays the project model id and description with the use of the following syntax: <project model id>: <project model description>. Displays the ID of the selected tree item For BaanERP sessions, this ID is the session code. 3 Displays the company number and description with the use of the following syntax: <company number> : <company description>. 4 Indicates whether the current active Worktop document is connected to the BaanERP server, in which case the status is Online. If it is not connected, the status is Offline. When a document is not opened Offline is displayed. 3-4
Worktop framework Find dialog box The Worktop framework offers a generic find tool, which can be used to search through all Worktop components except the Drag-and-Relate component. So you can search through the BaanERP, Baan Process Browser and Baan Worklist Browser component. You can open the Find dialog box in the following ways:! Use the pop-up menu on a tree item in the Work tab of the Navigation pane.! Use the Worktop Menu (Tools\Find).! Click Find on the Standard toolbar.! Enter F3. The Find dialog box contains the following two fields that can be edited: Search for Look in To search, you must enter either the description or the session code of the tree item in this field. If you select Description in the Find by group box, enter the description you want to search. If you select Session code, enter the session code. The field keeps a history of recently used search strings. In this field you must select the tree item from where to start the search. Worktop searches through all tree items that appear in the tree. When you open the Find dialog box, by default this field is filled with the current selected tree item in the Navigation pane. Again, this field keeps a history of recently selected tree items. If you want to change the Look in option in the tree item, you can either click Browse or select a different tree item from the history of the field. If you click Browse, a separate window appears with the complete tree as displayed in the Navigation pane's Work tab. Select the tree item you want to select in the Look in field and click OK. Additional advanced search options are available in the Find by and Options group boxes: Find by Options Description: Search is carried out on the description of the tree items. Session code: Search is carried out on the codes (IDs) of the tree items. Note: The ID of a tree item is displayed in the Status bar. Find whole words only: Search engine searches only for occurrences that are whole words and are not part of a larger word. Match case: Finds only those occurrences in which the capitalization matches the text that you have specified in the Search for box. 3-5
Worktop framework The following six buttons are available on the right of the dialog box: Find/ Find Next Find All Stop Finds only one result at a time. The first time you initiate search the button is called Find. When you click the Find button, the search engine searches but stops as soon as the first search result is found. While Worktop searches, the Status bar of the Find dialog box displays Searching... When a search result is found, Worktop stops searching and the Find button is renamed Find Next. If you click this button, Worktop stops the search when it finds the next result. When all results have been found, the Status bar indicates that the search is completed, and the Find Next button is disabled. Finds all results at once. Worktop continues to search until the search is completed and shows all the search results at the same time. When Worktop completes the search, the Status bar indicates that the search is completed and the Find All button is disabled. Stops a search at any time. Note: After you stop a search, you can resume the search without having to start all over again. New Search Use this button to start a new search. Close Closes the Find dialog box. Note: The next time you open the Find dialog box, the dialog box appears in the original state. Help Opens this Help text. The search result of a search task are displayed in the list box at the bottom of the dialog box and contains the following columns: Type Description In Tree Indicates the object type of the search entered. Indicates the description of the found object as it appears in the Navigation pane, Properties pane, and so on. Indicates the complete path to the found object as it can be found in the Navigation pane's Work tab. To activate the search result, double-click or press ENTER. Pop-up menus In Worktop, pop-up menus are available for many objects and in various views. Select the object that you want to request the pop-up menu and right-click the object requested or click the Pop-up menu key. The content of a pop-up menu varies because of the diversity of object types. In general, all functionality accessible from the pop-up menus can also be accessed from the Main menu or toolbar. So, if you need Help on a pop-up command, consult the corresponding Help on the Main command or toolbar item. All pop-up commands that are not accessible in the previous way is explained in the corresponding bar or pane. 3-6
Worktop framework Shortcut keys: F1 Contents Opens this Online Help file and sets the focus to the Contents tab. F3 Find Opens the Find dialog box. Use this dialog box to perform a search on the tree items in the Navigation pane's Work tab. F5 Refresh All Synchronizes all components with corresponding data from the server. CTRL+N New Creates a new Worktop document, which contains information about your current working environment. CTRL+O Open Opens an existing Worktop document. CTRL+S Save Saves the Worktop document you are currently using with its current file name and location. CTRL+P CTRL+C Print Business Process Copy Business Process Prints the business process or process instance that is currently displayed on the Process tab in the Work pane. Copies the business process or process instance that is displayed on the Process tab in the Work pane to the clipboard so that you can paste it onto another application, for example, MS Word. Copying data to the clipboard replaces the contents previously stored. ALT+1 Work tab Activates the Navigation pane s Work tab. ALT+2 Drag-and-Relate tab Activates the Navigation pane s Dragand-Relate tab. ALT+3 Process tab Activates the Work pane s Process tab. ALT+4 Information tab Activates the Work pane s Information tab. ALT+5 History tab Activates the Work pane s History tab. CTRL+TAB Next Activates the next Worktop document in the list of opened Worktop documents CTRL+SHIFT+ TAB Previous Activates the previous Worktop document in the list of opened Worktop documents. 3-7
Worktop framework SHIFT+F1 What's This? Requests context-sensitive Help. To request help, carry out the following steps: 1. Press SHIFT+F1. The cursor changes into a question mark. 2. Move the question mark over the Worktop component on which you want to consult Help, and release the mouse button. Help is displays a text that describes the Worktop component. 3. If you want to display What's this? Help for another Worktop component, you must repeat the previous steps. ALT+F4 Close Closes Worktop. CTRL+F4 Close Closes the current Worktop document. CTRL+F6 Next Activates the next Worktop document in the list of opened Worktop documents. Menu bar For more information on menu bar, refer to Chapter 4, Menu bar. 3-8
4 Menu bar The menu bar is a part of the user interface and consists of the following constituents:! File menu.! Edit menu.! View menu.! Go menu.! Tools menu.! Window menu.! Help menu. File menu NOTE The following commands are available on the File menu: New: Creates a new Worktop document, which contains information about your current working environment. A working environment is a combination of a company and a project model. The Worktop document contains the settings of the Process Viewer and the Dynamic Menu Browser is saved when a new Worktop document is created. The next time you start Worktop, these settings are retrieved. Open: Opens or finds an existing Worktop document. Close: Closes the Worktop document you are currently using. Save: Saves the Worktop document you are currently using with its current file name and location. Save As: Saves the Worktop document you are currently using with a new name, or to a new location. The file extension must be.wtd. Print Preview: Opens a window that displays the business process the way it will look when printed. Print: Prints the business-process figure that is displayed on the Process tab in the Work pane. 4-1
Menu bar Recently Used File List: Lists the Worktop documents that you have recently opened in the Worktop. Click one of the listed files to reopen it. Exit: Closes the Worktop. To close the Worktop, click the Close icon on the title bar. Edit menu The following commands are available on the Edit menu: Copy Business Process Copies the business process that is displayed on the Process Tab in the Work pane to the clipboard so that you can paste it into another application, for example, MS Word. When you copy data to the clipboard, clipboard replaces the contents previously stored. 4-2
Menu bar View menu The following commands are available on the View menu: Shortcut Bar Navigation Pane Work pane Properties pane Tabs Refresh Toolbars and Status Bar Shows or hides the Shortcut bar. If the Shortcut bar is displayed, a check mark appears next to this command. Shows or hides the Navigation pane. If the Navigation pane is displayed, a check mark appears next to this command. Shows or hides the Work pane. If the Work pane is displayed, a check mark appears next to this command. Shows or hides the Properties pane. If the Properties pane is displayed, a check mark appears next to this command. Activates one of the following tabs: Work Tab: Activates the Navigation Pane s Work tab. Drag-and-Relate Tab: Activates the Pane s Drag-and-Relate tab. Process Tab: Activates the Work pane s Process tab. Information Tab: Activates the Work pane s Information tab. History Tab: Activates the Work pane s History tab. Enables you to synchronize all or specific components in the Navigation pane with corresponding data from the server. The available options are: All: Synchronizes all components with corresponding data from the server. BaanERP: Synchronizes the BaanERP component with corresponding data from the server. Baan Process Browser: Synchronizes the Baan Process Browser component with corresponding data from the server. Enables you to show or hide one or more of the following toolbars: Standard: Shows or hides the Standard Toolbar. If the Standard toolbar is displayed, a check mark appears next to this command. Run program: Shows or hides the Run Program Toolbar. If the Run Program toolbar is displayed, a check mark appears next to this command. Status Bar: Shows or hides the Status bar. If the Status bar is displayed, a check mark appears next to this command. 4-3
Menu bar Tree Selected tree item Enables you to show or hide one or more objects in the Navigation pane. Note: The object types apply to the Baan Process Browser and the Baan Worklist Browser only. The following are objects on the Navigation pane: Help: Shows or hides all Help texts. URL: Shows or hides all URLs. Support Applications: Shows or hides all Support Applications. Applications: Shows or hides all Applications. Manual Activities: Shows or hides all Manual Activities. File Based Activities: Shows or hides all File Based Activities. Repeating Applications: Displays applications that are repeated in a business process only once. Only Main Processes: Displays all subprocesses when this option is enabled and even when the user is not authorized. For example: BP3 is a subprocess of BP2; BP2 is a subprocess of BP1. The user is authorized for BP3, but not for BP1 and BP2. With this option is enabled, the user can see all three business processes in the tree. When the option is not enabled, the subprocess will be displayed directly under the role whereas BP1 and BP2 are not present in the tree at all. Performs specific actions on the currently selected tree item in the Navigation pane. Expand All: Expands the current selected tree item and consequently all its sub-tree-items. Collapse All: Collapses the current selected tree item and consequently all the sub-tree items. Role(s): Displays the role(s) that are linked to the current selected tree item. Note: This command is only enabled if a tree items is selected for which role(s) are defined, which can only apply to tree items of the Baan Process Browser. Properties: Displays all available properties on the selected tree item. 4-4
Menu bar Active business process Customize Properties pane Performs specific actions on the currently selected business process or process instance on the Work pane's Process. If no process is currently displayed, all options will be disabled. Help: Displays the Help that is linked to the process displayed in the Process tab. URL: Opens the URL that is linked to the process displayed in the Process tab. Support Application(s): Opens the support application that is linked to the process displayed in the Process tab. Actual Size: Sets the zoom factor of the Process tab to 0. Fit in Window: Zooms in or out the Process tab so that the complete process is accommodated into the visible part of the window. Zoom In: Increases the zoom factor of the Process tab. When the maximum zoom factor has been reached, this option is disabled. Zoom Out: Decreases the zoom factor of the Process tab. When the smallest zoom factor has been reached, this option is disabled. Show Parent Process: Displays the parent process of the process displayed in the Process tab. This option is only enabled if the process is a subprocess. Show Process Header: Displays the process header on the Process tab. Details process information such as the version, project model, process name, and creation date. Show External Codes: Displays the external codes of the model items in the process displayed in the Process tab. Role(s): Opens the Role dialog box which displays the roles that are linked to the process displayed in the Process tab together with the authorization. Properties: Opens the Properties dialog box that displays details, last change, and general information of the process displayed in the Process tab. Changes columns and the order in which the properties are displayed in the Properties pane. 4-5
Menu bar Go menu The following commands are available on the Go menu: Back This command applies to the History tab. This command is enabled only if there is a less recent history item, in which case previous command is activated. Forward This command applies to the History tab. This command is enabled only if there is a more recent history item, in which case the next command is activated. Open Tree Item Opens the selected tree item in the Navigation pane's Work tab. Tools menu Find Change Company Run Program Options Performs a search on the nodes on the Work tab. You can indicate whether the search must be performed on description of nodes, or on Baan session codes. Starts the Change Company (ttdsk2003m000) session that you can use to change the current company number for the period in which you are working with the bshell. Enter the number of the company that you want to use in the Company field. The following conditions must be met: You must have authorization for the company that you select. The package combination must support that company. You can change these parameters in your user data with the User Data (ttaad2500m000) session. Starts the Run Program dialog box, which you can use to start a Baan session. Specify the Baan session that you want to start and click OK. Opens a window that enables you to customize your Worktop by setting predefined preferences. 4-6
Menu bar Window menu The following commands are available on the Window menu: Next Activates the next Worktop document in the list of opened Worktop documents. Previous Starts the previous Worktop document in the list of opened Worktop documents. 1, 2,.. Command Lists the currently opened Worktop documents. A check mark appears in front of the Worktop document that is currently active. Click a document from the list to activate it. The Multiple Document Interface (MDI) of Worktop enables you to use multiple documents simultaneously. Help menu The following commands are available on the Help menu: Contents Index What's This About Worktop... Opens this Online Help file and sets the focus to the Contents tab. Opens this Online Help file and sets the focus to the Index tab. Displays context-sensitive Help. To display context-sensitive help, carry out the following steps: 1 On the Help menu, click the Question Mark. The cursor changes into a question mark. 2 Move the question mark cursor to the Worktop component on which you want Help and click. 3 Help is displayed, the help shows text that describes the specific Worktop component. If you want to display What's this? Help for another Worktop component, you must repeat the previous steps. Displays the copyright text and version numbers of the Worktop and the following related components: - Internet Explorer. - TopTier. - HTML Help. 4-7
Menu bar 4-8
5 Worktop document A Worktop document contains two types of information, Environment settings and User Interface settings. Examples of environment settings are, the Baan user account to be used, the location of the Workflow server and the version/project model combination that you want to use for the Baan Process Browser. Examples of User Interface settings are, to hide or display panes, to display tabs on these panes on top or at the bottom, and to display or hide the Status bar. A Worktop document is the basis of your work. To start work with Worktop, you must always create or open a Worktop document. You can compare it with MS Word. Word is an application framework in which you open one or more Word documents. You cannot carry out any changes without opening the document. The same applies to Worktop. Worktop is an application framework in which you can open one or more Worktop documents. Worktop is a Multiple Document Interface application (MDI). As a result, you can use a number of Worktop documents, and also work on two completely different environments simultaneously. For example, a BAAN IV and a BaanERP 5.0 environment. To automatically open a Worktop document Worktop remembers the last document you opened. When you close Worktop while a Worktop document is still open, this document is saved. The next time Worktop is started, this document is opened automatically. If no document was opened when you closed Worktop, Worktop is empty. Backup of a Worktop document Worktop provides an automatic backup system. When you work with a Worktop document, a backup of the document is created every five minutes. While a Worktop document has the extension.wtd, a backup document created by Worktop has extension.wtb. When you switch off the computer without closing Worktop, the next time Worktop is started a message will appear and inform you that an error occurred when you last ran Worktop. You must indicate to recover the backup. The available options in this dialog box are:! Yes: Overwrites the original version, last saved manually with the backup created by Worktop.! No: Opens the original version, last saved manually, and deletes the backup. 5-1
Worktop document! Cancel: Does not open any document. NOTE To create a New Worktop Document Before you can start Worktop, you must always open or create a Worktop document. A wizard guides you through the process of creating a new Worktop document. This wizard requests you for information that applies to that specific situation. So, for example, when a Baan user is not authorized to use the Baan Process Browser, the user does not have to fill in any DEM configuration settings. The following describes the steps involved to create a new Worktop document, assuming that the user has authorization to all components. In your specific case, depending on the component authorization you have, some steps will automatically be skipped. Perform the following steps to create a new Worktop document: 1 On the File main menu, click New. A creation wizard appears. 2 Welcome to Worktop. 3 Click Next. BaanERP Configuration Select the Baan Windows Configuration file (.bwc file) that you want to use as the basis of the new Worktop document. Click Next, Worktop connects to the ERP server. To the right of the Status bar, the Offline text changes to Online as soon as Worktop has successfully connected. Dynamic Enterprise Modelling Configuration NOTE NOTE In this dialog box, all available DEM companies are shown on the left of the list. The DEM companies shown are those for which the user is authorized. When a company is selected, all corresponding version/project model combinations are shown on the right. By default, only the authorized combinations are shown. However, on the DEM server you can indicate that all combinations must be displayed without evaluating authorization. Select a valid company and version/project model combination and click Next. These settings cannot be changed. 5-2
Worktop document NOTE NOTE NOTE Drag-and-Relate Configuration In this dialog box, you can specify the Drag-and-Relate settings. You can change each option after you create a new Worktop document. The following fields and options are available in this dialog box:! Enable Drag-and-Relate: Enables or disables Drag-and-Relate functionality.! Host: Enter the host name of the Baan Data Navigator (BDN) server that you want to use.! Port: Enter the port number of the Baan Data Navigator (BDN) server that you want to use.! User: Enter the logon you want to use to connect to the selected Baan Data Navigator (BDN) server.! Start as Web Page: Displays the HyperRelational data in HTML format, in the embedded Internet Browser of Worktop. When you use this mode the data cannot be modified.! Start as Baan Session: Displays HyperRelational data in the usual Baan sessions. When you use this mode the data can be modified, new records can be created, and existing records can be modified or deleted. After you enter the settings you want to use, click Finish to complete the creation of the new Worktop document. To modify an existing Worktop Document You can customize Worktop document settings in the Options dialog box. To open this dialog box, on the Tools menu, click Options. The dialog box contains a number of tabs that enable you to change specific settings. In the dialog box, a view tab is present. In addition, a tab for each enabled component is available, with the exception of BaanERP. BaanERP settings must be changed in the.bwc file. 5-3
Worktop document The following tabs and options can be available: View Drag-and- Relate Process Browser On this tab, the following groups are available: Panes Defines whether you want to show or hide the corresponding pane. Toolbars and Status bar Defines whether you want to show or hide the corresponding toolbar or status bar. Navigation pane Provides an option to view the tabs on top or at the bottom of the Navigation pane. Work pane Provides an option to view the tabs on top or at the bottom of the Work pane. Modifies the Drag-and-Relate settings in Drag-and-Relate tab. The following fields and options are available in this dialog box: Enable Drag-and-Relate Enables or disables Drag-and Relate functionality. Host Enables you to type the host name of the Baan Data Navigator (BDN) server that you want to use. Port Enter the port number of the Baan Data Navigator (BDN) server that you want to use. User Enter the logon that you want to use to connect to the selected Baan Data Navigator or (BDN) server. Start as Web Page Displays HyperRelational data in HTML format in Worktop's embedded Internet Browser. Note: If you use this mode, the data cannot be modified. Start as Baan Session Displays HyperRelational data in the usual Baan sessions. If you use this mode, you can modify data, create new records, and modify or delete existing records. Note: Whenever you turn off the Drag-and-Relate tab, the host name and port number are synchronized with the corresponding data as defined on the ERP server. On this tab, there is only one field available: Number of days changed business process will be displayed in bold. Specify the number of days during which a changed business process must be displayed in bold in the Navigation pane and Properties pane. The number of days that you specify in this field is added to the last change date of the business process to determine the date until which the business process must be displayed in bold. 5-4
Worktop document Worktop Document Properties Use this dialog box to view detailed properties about your Worktop document. The Worktop Document Properties contains a General tab and a tab for each enabled component in the Worktop document. 5-5
Worktop document 5-6
6 Shortcut bar To create shortcuts NOTE The Shortcut bar enables you to create and organize shortcuts to two types of objects: Internal objects You can create shortcuts to visible tree items in the Navigation pane in the BaanERP and Baan Process Browser component. You cannot create shortcuts to tree items of the Baan Worklist Browser, because items in this component generally exist only for a short period of time. To create shortcuts, use the Context menu of the item or drag the object onto the Shortcut bar. You can create shortcuts from the Navigation pane and also from the Properties pane and the History tab. External URLs You can create shortcuts to any resource, such as a file, application or network drive. To create shortcuts to any resource, you must drag the resource onto Worktop's Shortcut bar. Click the specific shortcut icon or click Open from the shortcut's pop-up menu to activate the shortcut. To organize shortcuts As in MS Outlook, you can organise your shortcuts into groups. To organise your shortcuts into groups, use drag-and-drop or the pop-up menus. If you want to organise your shortcuts in your group, drag the shortcut to the location you want the shortcut to appear in the group. The Shortcut Bar contains are two types of pop-up menus, one on the specific shortcut bar and one on the Shortcut bar area. 6-1
Shortcut bar Shortcut pop-up menu! Open: Activates the shortcut.! Cut: Moves shortcuts. When activated, the shortcut is moved from the activated group onto the clipboard. To move the shortcut, open the pop-up menu and select Paste, the shortcut will be copied from the clipboard to that group.! Copy: Copies shortcuts. When activated, the shortcut is copied to the clipboard. Activate the group to which you want to copy the shortcut and click Paste. The shortcut will be copied from the clipboard to that group.! Remove Shortcut: Removes the shortcut from the group.! Rename Shortcut: Renames the shortcut. Shortcut Bar area pop-up menu! Large Icons: Displays large shortcut icons.! Small Icons: Displays small shortcut icons.! Paste: Copies the shortcut copied previously from the clipboard onto the currently activated group.! Add Group: Creates a new group.! Remove Group: Removes the selected group.! Rename Group: Renames the selected group.! Hide Shortcut Bar: Hides the Shortcut bar. 6-2
7 Navigation pane The Navigation pane contains two tabs, the Work tab and the Drag-and-Relate tab. The Work tab provides access to the BaanERP component, and the Baan Process Browser component. The Drag-and-Relate tab provides access only to the Drag-and-Relate component. The following figure shows the Worktop with the different panes that you can use to navigate and to carry out activities and business processes. Work pane Work bar Navigation pane Properties pane Figure 8 The Worktop user interface The Navigation pane hosts the Static Menu Browser, the Business Process Browser, and the Worklist Browser on the Work tab. On the Drag-and-Relate tab the Baan Data Navigator is located. The Navigation pane provides you with functionality such as, to browse through roles and accompany business processes and activities. When you want to view a business process, double-click to display the business process inside the Work pane. So, when an object in the Navigation pane contains information, the information is presented in the Work pane. 7-1
Navigation pane Work tab The Worktop provides access to the following two components:! BaanERP.! Baan Process Browser. Authorization defines to which of the three components you have access. This authorization is defined in the User Data (ttaad2500m000) session. You will not be authorized to change the components that you have access. If you want make changes, please contact your system administrator. The top node of the tree in the Work tab is the user's name. Following the user node, a node for each of the accessible components is displayed. BaanERP The BaanERP component provides Application Based Navigation through BaanERP. The logical organization of the BaanERP applications (Baan sessions) into folders, modules, and packages from an application point of view is provided in Application Based Navigation. You can also navigate through BaanERP with the use of the Process Based Navigation, as DEM does not centralize the application but rather the task the user must perform. The BaanERP component in Worktop replaces the Menu Browser and the Desktop Manager of Baan Windows. When the BaanERP component in the Work tab integrates the Menu Browser, the Shortcut bar can be used to create shortcuts to any Baan session or folder. Use the BaanERP component in the Work tab to browse through the packages, modules, and sessions. To open a folder or session, double-click the item or on the Pop-up menu, select the Open command. You can also use the Run Program toolbar or dialog box to open a session or folder. 7-2
Navigation pane Change company You can change the current company used in the BaanERP component. To change companies, on Pop-up menu on an ERP object, click the Change Company command or from the Tools menu, that is a part of the main menu. The Change Company (ttdsk2003m000) session is started. To display the current company in the Company field, enter the number of the company. Use the Browse arrow to select the company from the Companies table. To change to a specific company, the following must be performed:! You must have the authorization for the company that you select.! The package combination must support that company.! You can change these parameters in the User Data (ttaad2500m000) session. NOTE The Change Company option applies to the BaanERP component and does not affect the Baan Process Browser and Baan Worklist Browser component. If you use the Drag-and-Relate component in Start as Baan session mode, the Change Company will also effect this component. HyperRelational data is retrieved from the same company as used in the BaanERP component. A company consists of a company number and a description. Worktop s Status bar indicates the current company number and description of that company. You must convert these changes to run-time DD before you can access the data that you require from the new company. You can only select a company that is valid for your current package combination. You can change your package combination in the User Data (ttaad2500m000) session. Run program NOTE The Run Program command enables you to directly start a session or create a shortcut to a Baan session by only specifying the session code. A separate Run Program toolbar is available that gives access to this functionality. To display a dialog box, on Tools menu, select the Run Program. The Run Program dialog box and toolbar contain one edit field and two buttons.! Baan session: Enter the session code of the Baan session that you want to open or to which you want to create a shortcut. The field keeps a history of the last 10 opened sessions. This history is stored in the document and is still available when you close and reopen the Worktop document. 7-3
Navigation pane NOTE! Open: Opens the Baan session of which the session code was filled in the Baan session field. If the Baan session could not be started, Worktop will display an error. If Worktop displays this error, check if the session code was typed correctly.! Create Shortcut: Creates a shortcut to the Baan session of which the session code was filled in the Baan session field. A check is not available to find out whether the session can actually be started. As a result, the shortcut can be invalid. Make sure that you test a shortcut. The Run Program command in Worktop only supports running Baan sessions and compared to the corresponding command in the Menu Browser or Desktop Manager is limited. Baan Process Browser NOTE The Baan Process Browser provides Process Based Navigation (DEM) through BaanERP, BaanSCS and BaanFOS. While the BaanERP component, based on Application Based Navigation, logically organizes applications into folders, modules, and packages, Process Based Navigation organizes these applications into Business Processes that are modeled to perform a specific task. So, instead of centralizing the application itself, the task a user must perform is centralized. A Business Process models activities in a specific order, a separate Business Process is modeled for each task. In the Baan Process Browser, activities need not only be BaanERP sessions, but also, for example, BaanFOS sessions, BaanSCS sessions or MS Word. For an overview of the available object types in the Baan Process Browser, refer to Chapter 10, Worktop Legend. Authorization In the Baan Process Browser you always work in a specific role, which represents a specific job type in the company. A role is linked to specific Business Processes or activities in these Business Processes and the access authorization for that role is defined. Roles are the basis of authorization in the Baan Process Browser. Roles are also linked to users and so define what the authorization is for each user. Since only these objects in the Baan Process Browser are displayed for which the user has authorization, each user is provided a Menu Browser specifically designed for your work. 7-4
Navigation pane Navigation NOTE The Baan Process Browser in the Work tab provides you a tree access to the Baan Process Browser. Use the plus (+) and minus (-) signs in front or the arrow keys on the keyboard to expand or collapse objects. As a result, you can navigate through the tree without the activation of any object. To activate objects, on a Pop-up menu, double-click the object or click Open. The following object types can be activated:! Business Process: To open a graphical representation, activate a Business Process in the Work pane s Process tab. The current displayed Business Process on that tab is indicated by a red marker displayed as follows:! Activities: To run the activity outside Worktop, activate Activities. For example, when the activity is a Baan session, the Baan session appears outside Worktop. If the activity is a Word document, Word is started outside Worktop and the Word document is opened in that application.! URLs: URLs are launched inside Worktop with the use of the embedded Internet Browser of Worktop in the Information tab in the Work pane. For example, if the URL points to a Word document, the Word document is opened on the Information tab. If the URL points to a Web site, the Web site is opened in the Information tab.! Help texts: Help texts are displayed on the Information tab contained by the Work pane.! Sub Applications: When a subapplications object is activated, a dialog box appears and displays all the sub sessions involved in the Baan session to which it is linked. 7-5
Navigation pane Business Process Viewer Properties dialog box In the Baan Process Browser contains several options that enable you to indicate which objects to display and which to hide. On the View menu, click Tree, to view the options. The available options are:! Help: Shows or hides all Help texts.! URL: Shows or hides all URLs.! Support Applications: Shows or hides all Support Applications! Applications: Shows or hides all Applications! Manual Activities: Shows or hides all Manual Activities.! File Based Activities: Shows or hides all File Based Activities.! Repeating Applications: Displays repeated applications in a business process only once.! Only Main Processes: Displays all subprocesses as they are modelled, if this option is enabled and even if you are not authorized for their business processes. For example, BP3 is a subprocess of BP2, and BP2 is a subprocess of BP1. The user is authorized for BP3 but not for BP1 and BP2. With this option enabled, the user will see all three business processes in the tree. If the option is not enabled, the subprocess will be displayed directly under the authorized role, whereas BP1 and BP2 are not present in the tree at all. Roles In the Baan Process Browser, Roles are used to define authorisation for each user. Roles are linked to business processes or activities in these processes. When doing so, the authorisation type is defined. Examples of authorisation types are Full Authorization, and Insert/Modify/Display. Roles are also linked to users of the Baan Process Browser. All the roles linked to the user are displayed as a sub-item of the Baan Process Browser component tree item. Each role provides access based on authorisation defined for that role to the business processes and their activities. In the Baan Process Browser, you will only see those objects in the Navigation pane or Properties pane for which you have authorization or display. Other objects are hidden. However, when a business process is displayed on the Process tab, it can also display objects for which the user is not authorized for that specific role. In that case, a red stop sign indicates that the activity is not accessible. 7-6