Version 8.2 SolveXia Pty Ltd AUTOMATE ACTIVATE ACCELERATE
CONTENTS INTRODUCTION... 3 CASE STUDY... 4 SOLUTION... 4 ILLUSTRATION OF STEPS IN PROCESS... 5 A LOGIN TO THE SYSTEM... 6 A.1 SCREEN LAYOUT... 7 B CREATE A NEW PROCESS... 8 C STEP GROUPS... 9 C.1 - SWITCHING TO DESIGN MODE... 9 C.2 - CREATING/EDITING STEP GROUPS... 9 D STEPS... 10 D.1 - ADDING DATA STEPS... 10 D.1.1 - ADDING PROPERTIES... 11 D.2 - ADDING ACTION STEPS... 14 D 2.1 - ADDING INSTRUCTIONS... 15 E RUNNING THE PROCESS... 25 SUPPORT... 27 Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 2
INTRODUCTION Module Description Pre-requisites SolveXia - Tutorial 1: Creating a simple process This tutorial is intended to be an introduction to process design within the SolveXia system. Prior to starting this tutorial, please ensure that: Your PC has the following installed: Internet browser. Either: Internet Explorer (version 7 or greater); or Firefox; or Google Chrome; or Safari Microsoft Excel Microsoft Silverlight (you will be prompted to install this on your first use). You have a user name and password to the SolveXia system: Please contact your SolveXia representative or email support@solvexia.com if you do not have your login information. You have saved the tutorial files to your local PC: Please contact your SolveXia representative or email support@solvexia.com if you do not have the tutorial files. Duration Core Competencies Target audience Upon completing this tutorial, users will be able to: Create a new process Create a new step group Add a data step Add properties for a data step Add a action step for the following functions: Manipulate data in a single file or in multiple files Send an automated email Add instructions for each action step Maintain dependencies for each step in the process Change the order of steps Run a step Run a process SolveXia users responsible for creating and maintaining processes within the system. Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 3
CASE STUDY Training Co Ltd currently has three different accounting systems due to previous acquisitions. Each accounting system records accounts due from clients in 3 regions, Europe, Asia & North America. Training Co would like to create a process that allows the user to upload the accounting system data, select a region and send a "regional report" via email containing accounts that are overdue (i.e. active for greater than 45 days). SOLUTION Create the following process in the SolveXia system: Steps 1. Load an extract of debtors from each accounting system (in comma delimited format) 2. Copy each extract of debtors from comma delimited format into an Excel template 3. Selectively copy the name, region, amount and days overdue to a new file for the desired region if the days overdue > 45. 4. Send an email with the file for each region to the relevant regional manager Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 4
ILLUSTRATION OF STEPS IN PROCESS Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 5
A LOGIN TO THE SYSTEM Launch your internet browser and go to https://go.solvexia.com Enter your username and password and click sign in. If you do not have your login information, please contact your SolveXia representative or email support@solvexia.com Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 6
A.1 SCREEN LAYOUT 1. RIBBON BAR 2. PROCESS LIST 3. STEP GROUPS NB: In some cases where the Step Group Panel is hidden on first login, click on Show to unhide the panel. 4. WORK SPACE Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 7
B CREATE A NEW PROCESS A "process" in SolveXia is created to perform a repetitive task that would otherwise be completed manually using Excel spreadsheets, Text files and Access databases. Examples of a "process" includes the creation of weekly or monthly reports such as management, regulatory or sales reports. To create a new process, go to the ribbon bar at the top of the screen, and (under the "home" tab) click on New : Enter the process name: Overdue accounts, and click Create as new process. The process will be created, and opened. You can view any process you have created in the process list on the left hand side by double clicking on its name: Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 8
C STEP GROUPS C.1 - SWITCHING TO DESIGN MODE When creating or editing a process, it is necessary to be in Design mode. Design mode unlocks processes for editing and to enable changes to be made to the selected process. You can still run a process whilst NOT in design mode. Access Rights can be set for each user of a process to prevent or allow that user to perform certain functions such as turning "design mode" on or off. To turn design mode on, select the (key) icon located in tools section within the ribbon bar: C.2 - CREATING/EDITING STEP GROUPS Step groups organise the steps in your process into logical sections so that the process is easy to read and interpret: The process will begin with a new step group (initially named New Operation ). To rename the group, right click on the group name and select Rename group. Rename the group to Upload data files. Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 9
D STEPS Your process is made up of individual steps that are performed in a particular order necessary to achieve a given outcome such as the creation of a report. In SolveXia, steps are added to a process for the purpose of allowing a user to input data (such as files, dates, text etc) and to run "instructions" that perform automated tasks such as the manipulation of data or the sending of an email. When building your process, it is important to use the correct type of step for each task: DATA STEPS ACTION STEPS Used to input data into the process Used to manipulate files, copy data and send communications D.1 - ADDING DATA STEPS Quite often, a process will use various types of data including files (such as Excel, Text or Access) and dynamic information provided by the user such as a date, some text or a number. For the purpose of the tutorial, we would like to upload the following data files: Three csv files containing source data from each of the three accounting systems. An Excel file to store the consolidated accounting system data. A "regional report" Excel file for the purpose of extracting data for a selected region To add a new data step, right click within the empty space (below any steps that already exist) in a step group and click Add data step : Next to Step Name enter Upload Accounting System Data. Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 10
D.1.1 -ADDING PROPERTIES A property represents an input or output for your process, such as a file, text or a date. When editing a data step, you should see the "property toolbox": The toolbox contains all of the various types of inputs/outputs that you can add to your data step. To add a property, left click and drag it from the Property Toolbox to the grid in the workspace: The property will be added and appear wherever you have placed it. A red border will appear around the property when it is selected. You can now edit its details (such as its name, default value etc.) via the Property details box. You can also re-position the property by left-clicking and dragging it around the workspace: To show the property toolbox and add new properties, click anywhere on the grid, or select the "property toolbox" tab: Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 11
D.1.1.1 - UPLOADING DATA FILES Add the "File upload/download" property by performing a drag and drop from the property toolbox to the workspace. Enter "Accounting system 1" next to "Name" in the property details box: Add two more "File upload/download" properties within the Accounting system data step, so that we have a placeholder for each accounting system file. Then click the Save button located at the top right-hand side of the workspace: You can now upload a file for each of the accounting system source files. To test, click on the Upload button below each property, and browse to the directory where the tutorial files are saved. Select the files for each property as follows: Accounting system 1 -> Accounting 1.csv Accounting system 2 -> Accounting 2.csv Accounting system 3 -> Accounting 3.csv IMPORTANT: Once all three of the files have been selected, click Save to upload the files into the SolveXia system. Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 12
Using the same procedure outlined above, add 2 more data steps (and their properties) to the "Upload data files" group as follows: Data Step Property Step Names Type Name Upload... Consolidated data File upload/download Consolidated data file Consolidated.xls Regional Report File upload/download Regional report file Regional report.xls The Data files group should now include 4 steps (including the default notes step): Each step is automatically assigned a number indicating its position in the overall process, for example, 1.4 Regional Report indicates that it is the fourth step in the first step group. Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 13
D.2 -ADDING ACTION STEPS Actions steps automate a task that is carried out in order to complete your process. This can include: Manipulating data Communications Third party tools Editors and viewers Decision controls Manipulate data contained in the data files uploaded to the process Send emails and SMS messages Run a third party application/executable file (.exe) Display text/notes Establish whether a certain set of criteria have been met In this tutorial, we will be using action steps to manipulate data and to send a report via email at the end of the process. Add a new step group called Generate accounts by region. Then right click within the group, and select Add action step : When adding a new action step, you must first select the type of action that the step will perform. Click on each option in the list on the left hand side to see information regarding the action type: Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 14
The first action step that we want to add will be used to copy the accounting system data to the "consolidated.xls" file, i.e. we are going to be "manipulating data". Select the "multiple file manipulations" from the list. On the right hand side of the window enter the name of the step - "Import accounting systems to Excel". Also, to help others interpret and understand the step, add the following note: "Imports the accounting system data from CSV to an Excel spreadsheet": Once complete, click Add the selected step to my process. D 2.1 - ADDING INSTRUCTIONS In any action step that manipulate files, users must select instructions that correspond to the tasks that the step will automate, for example, copying, sorting or deleting data, updating formulas etc. These instructions will be executed each time the action step is run. D 2.1.1 - IMPORTING FROM TEXT/CSV FILE TO EXCEL For our first action step ("Import accounting systems to Excel") the instructions will need to copy the accounting system data from the csv files into the consolidated Excel file we uploaded earlier. Click on the blue text labelled "No instruction has been selected yet, click here to select an instruction" Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 15
You should now see a new window listing all of the different types of instructions that can be added to the process. Instructions encapsulate the tasks that users are most likely to perform in Excel, Access and Text files, such as copying rows and columns between workbooks, clearing ranges and inserting data. Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 16
For the purpose of copying the accounting system data, select the Import Text/CSV file instruction under the Excel group. The workspace should now contain an instruction called "Import Text/CSV file". We can now configure the instruction to work with the files that we have uploaded earlier. Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 17
We can see that the instruction requires a source and target file. We know that the source is the accounting system data file (CSV) whilst the target is the "Consolidated.xls" file. Under the source file option click "Link": A new window will appear containing all csv files that have been uploaded to the process: Select the "Accounting 1.csv" file and click "Choose selected item". Repeat this process for the target file, selecting "Consolidated.xls". Because the target file is a spreadsheet, we must also identify the worksheet and cell range that we want to work with: Worksheet Can be either the index (sheet number, starting from the left) or the specific sheet name. Use Cell Can be a (single) cell address, a named range contained in the spreadsheet, or an advanced cell range which can be defined in the instruction. Please set the Worksheet to index and 1 (i.e. the first worksheet from the left), and Use Cell to Address, and enter cell A2 : The settings shown above will ensure that the data copied from Accounting 1.csv will be inserted into the 1 st sheet, starting from cell A2 in Consolidated.xls. Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 18
For the purpose of the tutorial, leave the other configuration options (such as the separator, number of lines to be skipped etc) as their defaults. Add a new instruction, by clicking "Add instruction" at the top of the workspace. Once again click on the blue text and select the "Import Text/CSV file" instruction. This time our source file is going to be "Accounting 2.csv" and our target is going to be "Consolidated.xls". Configure the instruction as done previously, however, when setting the cell range for the target file, select "Advanced range" and configure it as follows: Setting the "From Cell" to "Last cell + 1 in Col" will ensure the data from "Accounting 2.csv" will be appended below the "Accounting 1.csv" data when it is copied to the consolidated spreadsheet. Setting the "To Cell" to "To fit source data" will ensure that all data will be copied when the step is run. Repeat the process for Accounting 3 as per Accounting 2. Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 19
D 2.1.2 COPY DATA TO REGIONAL REPORT Once all the data has been copied to the Consolidated file, we would like to produce a region specific report showing customers for a selected region with an outstanding account balance overdue by more than 45 days. For example, if we were to generate the report for "North America": Before adding a new action step to do this, add an input so that the user can choose which region that the report should be created for. Right click on step 1.2 - "Upload accounting system data" and select edit data step. Then drag and drop the "List" property from the property toolbox. Update the Name of the new property to "Region". Next to the "Available values", click down on the Drop-down list and enter North America, Asia and Europe (separate line for each) as shown below: Click save. The newly added list property should now be available for use. Select "North America", and click save again: Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 20
We now have an input so that can be changed as desired each time the process is run. We will use this input as our criteria for copying the accounts to the regional report. D 2.1. 2.1 SPLITING THE DATA BY REGION To create the regional report, we want to selectively copy data from the consolidated file where the "Days Over" is greater than 45 and the "Region" is the same as what has been selected by the user in step 1.2 (i.e. the value in the list that we just created). Add a new action step to group 2 with the following details: Type - Multiple file manipulations Name - "Split data by region" In the newly created step, select the "copy rows selectively" instruction and configure the source and target file as per below: Next, we want to add some conditions under which rows of data will be copied to the regional report. The first condition will be that Column B (the "Days Over" amount) must be greater than 45. This is entered into the instruction as follows: To add another condition, click the "Add" button beside the first condition. The second condition will be that column D is equal to the "region" selected in step 1.2. as follows: Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 21
Save the step. Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 22
D 2.1.3 EMAIL THE REGIONAL FILE TO THE MANAGER With the regional files now populated with the correct data, the system can be configured to automatically email the relevant person, with the regional data files attached. Create a new step group called Send the report. Within the new group, add an action step, and select Send an email (under communications). Name the action step Email the report : Much like a standard email, enter the email address of the person who will receive the regional re, as well as a subject, and a body. For the purpose of the tutorial, enter your email address in place of info@solvexia.com in the screenshot below. Attach the Regional Report.xls data file by clicking Add an attachment. The system will automatically attach and send the file each time the process is successfully run:. Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 23
D 2.1.4 CLEARING A RANGE OF DATA To allow the process to be run repeatedly, it is necessary to clear any existing data contained in the consolidated workbook and the regional report Create a new action step in the Generate accounts by region step group, and select Multiple file manipulations. Name the step Clear existing data. Once the step has been created, add a new Clear cell range instruction and link the Consolidated.xls as the target: Complete the fields as per the screenshot above, indicating that we want to delete everything in the range starting in cell A2 to one cell below the last in column A and as far as column D. Add another "Clear cell range" instruction to clear any existing data from the regional report as per below and save the step: Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 24
Once complete, move the "Clear existing data" step in front of the data manipulation steps (i.e. Import accounting systems to Excel ). To do this, right click on the step within the group, and select Move up : E RUNNING THE PROCESS The process can now be tested to ensure that it will run correctly. Each step can be tested individually by either: Right clicking on the step name in the group, and selecting Run this step ; or Opening the step, and clicking the Run icon located in the top right hand corner of the workspace: After clicking on Run, the system will provide the current status of the run, just below the workspace: Once complete, the successful run is indicated by a green tick beside the step in the group: Proceed by testing each step along the process to ensure that they all complete successfully. The entire process can then be run, by selecting the Run tab at the top of the menu bar, and selecting Run this process : Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 25
If you entered your email address into the communications step, you should receive an email with the regional report attached. Alternatively, go to the data step for the regional report and click view under the file to confirm that it has been populated: TIP: Try running the process a few times with a different region selected in step 1.2 (e.g. from North America to Asia) to see the effect on the regional report. Tutorial 1 Version 8.2 SolveXia Pty Ltd Page 26
SUPPORT For support, please contact the SolveXia team: Phone: + 61 2 9386 0202 Email: support@solvexia.com WE ARE CATALYSTS FOR CHANGE Suite 1506, Westfield Tower 2, 101 Grafton St Bondi Junction NSW 2022 Australia www.solvexia.com