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2.8 Administration |
  
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2.8 Administration |
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The administration tab provides information for system administration and system customisation.
User
Any person who has an active user account in Total Enterprise CRM can be called a user. A user is someone who can log into the system. This can be either:
| • | an employee, or |
| • | a contact. |
Contact users would be used, for example, for customers who log to a website to change their contact details or to buy from the online shopping cart.
Groups
Groups are teams of users who share and collaborate on business records across assigned roles. Organisations can define security roles which limit access to data and system functionality.
Security roles
These are defined sets of privileges. A security role specifies how different types of records can be accessed by one category of users. Roles are a way to limit what a user group can view and the functions they can perform.
The security role assigned to a user determines which tasks the user can perform and which parts of the user interface the user can view. All users must be assigned at least one security role in order to access the system.
To control data access and protect sensitive data, you have to set up security roles. For this purpose you can modify any existing role, create new security roles, or change which security roles are assigned to each user or employee.
Workflows
Business processes can be automated by creating workflows and applying them to records, or by allowing the system to apply them automatically according to predefined rules.
Workflows can help you ensure consistency both in records management and in the information stored in your organisation's database. By freeing up your users from repetitive and time-consuming tasks, workflows enable them to focus on attracting new customers and therefore growing your business.
The workflow manager is a powerful feature that enables business processes and rules to be tailored using an easily understood flow chart system.
Workflow controls such actions as:
| • | automating tasks when records or events are created or changed |
| • | integrating third-party systems (eg accounting and banking interfaces) |
| • | creating notes and scheduling activities. |
For example, workflow can automate a business process where people are invited to events via a website calendar. Webform notifies the system when a user registers for the event, triggering the following steps:
| • | Verify that the contact or lead already exists in the database and if not, create it. |
| • | Add a note to the customer or contact indicating that this form was filled in. |
| • | Email a template with a personalised verification. |
| • | Five days before the event, remind the contact by email of his or her invitation. |
The screen shot shown below represents the workflow necessary to achieve this.
Dictionaries
These could be defined as lookup values, and are often used in drop-down controls.
Data source
This will eventually be renamed 'entity'. The new data source button invokes a wizard to create a new data source, or entity. A data source can be any entity and can have many complex relationships. Built-in data sources include company, contact and opportunity.
Job
This is used for scheduling jobs (based on workflow) to run periodically. For example, you could set up a job that emails overdue invoices every day at 1.00 am.
Reporting
Used to define specific reports, this is a convenient way to include Microsoft Report Writer (.rdl) files in the system.