Admin Training Scenario Outline - tsgrp/HPI GitHub Wiki

Demo Model

  • Customer Order: Customer Number, Customer Name, Order Number, Salesperson, Close Date, Status
  • Order Document: Customer Number, Customer Name, Order Number, Tags

ACA Admin

App Config – Logo, Header Logo, colors

  • Mention:

    • Default Path
    • Timezone (talk through how this works)
    • Date / Time Format
    • Header Links
    • Header Icons - Icon chooser
      • Show changing collections - glyphicons basic set
      • Collections - cart-in
    • Custom links

  • Choose appropriate images,

  • Color updates

    • Primary buttons - light blue
    • Navigation bar item text - Use eyedropper to pull Cox blue

  • save OTC

    • Mention - CSS changes are aggressively cached. Will likely need to hard refresh, may need to logout / clear cache as well.

  • Show updates - go to dashboard and hard refresh

Back to slides

Object Type Config and NMAC

  • Mention NMAC, point out OA IsAnnotated
  • OTC
    • Add type: SalesDemo Order, SalesDemo Order Doc
    • Label: Customer Order
      • Container: True
      • Salesperson: User Display Name Filter
    • Label: Order Document
      • NMAC - add OA Annotated
      • Change "Folder Tags" label to "Category"
  • Save

Picklists

  • Order Status (orderStatuses): Lead, Prospect, Closed Won, Closed Lost
    • leave top option empty
    • show how you can click/drag to rearrange order
    • Talk about default checkbox
  • Order Doc Categories (orderDocCategories): Agreements, Correspondence, Order Checklist, Purchase Order, Quote, Reports, Supporting
  • All Users: OpenContent picklist.
    • Note that this is typically for demo purposes only. Does not scale well for production environments unless customer has low number of users.
      • For these cases, the userQuery picklist is used instead

Back to slides

Forms and recommended structure

  • createObjectSales
    • Customer Order
      • Attrs: Name, Customer Number, Customer Name, Order Number, Order Status, Salesperson, Close date
      • Close date - could see this not existing on this form. I.e. - can you create a order that's already closed in this system? For this system, we're also going to use close date as an "expected close date".
      • Required Fields: All except salesperson and close date
      • Mention repeating column. If field isn't actually manually, only one will be saved
      • Show Rules and External Rules
      • Name as unique in repository
      • Name as computed (customerNum-orderNum), non-editable, required
      • Order status - Autocomplete - orderStatuses
      • Salesperson - Autocomplete - allUsers
      • Close Date - datebox - talk through date options, but don't set anything
    • Order Doc
      • Attrs: Name, Customer Number, Customer Name, Order Number, Category
      • Not Editable: Customer Number, Customer Name, Order Number
      • All fields required
      • Name as unique in folder
      • Tags - autoComplete - orderDocCategories
  • searchSales
    • Customer Order
      • Attrs: Order Number, Order Status, Customer Name, Customer Number, Salesperson, Close Date
      • Move Attrs to Secondary: Salesperson, Customer Number
      • Mention - "editable" and "required" checkboxes have no meaning for search forms
      • Salesperson - autocomplete - allUsers
      • Order Status - autocomplete - orderStatuses
      • Close Date - Proximity Date - explain difference between date box and prox date in search
    • Order Doc
      • Attrs: Name, Customer Name, Customer Number, OrderNumber, Category, Modified Date
      • Move attrs to secondary: Customer Number, Modified Date
      • Category - autocomplete - orderDocCategories
      • Modified Date - Date Box
  • viewProperties (edit existing)
    • Customer Order
      • Attrs: Name, Customer Number, Customer Name, Order Number, Order Status, Salesperson, Close date, Created Date, Modified Date
      • Required Fields: All except salesperson and close date
      • Name as computed (customerNum-orderNum), required
      • Name as unique in repository
      • Order status - Autocomplete - orderStatuses
      • Salesperson - Autocomplete - allUsers
      • Close Date - datebox - talk through date options, but don't set (for this system, we want to be able to set the close date to a date in the past or the future - i.e. expected close date)
      • Created Date / Modified Date - Date Time Box - Cannot make editable - these are read-only at the ACS level
    • Order Doc
      • Attrs: Name, Customer Number, Customer Name, Order Number, Category, Created Date, Modified Date
      • Not Editable: Customer Number, Customer Name, Order Number
        • Although some customers allow this - ex: autofile rules may move the document from one folder to another based on property edits
      • All fields required
      • Name - unique in folder
      • Tags - autoComplete - orderDocCategories
      • Created Date / Modified Date - Date Time Box

Back to Slides

Search

  • Search Config Name: customerOrder
  • Config Label: Customer Order
  • Form to Display: searchSales
  • Sidebar
    • Quick Search - point out - want full text search on
    • Disable search on wildcard characters - turn on, limit *
    • Enable saved search, mention public saved search and group restriction option

Attribute Search

  • Enabled: Yes (would be off if you only want Advanced Search)
  • Customer Order: Sort by Order Number
  • Note - Search on All Versions - only applicable for controlled documents in PnP accelerator
  • Order Doc: Sort by Modified Date Desc

Search Results

  • Search Result stats: On
  • Object Icon: Yes
  • Slickgrid options: use defaults
  • Type Configurations - add both types
  • Customer Order
    • Sort Repeating Attributes - checked
    • Enable Table View Reset - checked
    • Object Title - this is the field that will be clickable. Make it Order Number. Generally this field should be first in the table by default
    • Indicator icons - usually don't make sense on folders, more later
    • Link Resolver - explain, leave stage
    • Attrs:
      • Default Visible: Order Number, Customer Name, Order Status, Salesperson, Close date
      • Default Hidden: Name, Customer Number, Created Date, Modified Date
  • Order Document
    • Thumbnail View - Checked
    • Sort Repeating Attributes - checked
    • Enable Table View Reset - checked
    • Object Title - Name
    • Indicator Icons - based on a value in the table, include an icon in a cell - need to configure more before doing this
    • Attrs:
      • Default Visible: Name, Category, Modified Date
      • Default Hidden: Customer Number, Customer Name, Order Number, Created Date, lockOwner, isAnnotated
    • Save and refresh
    • Indicator Icons
      • Add Lock/Key - adds default icons for document locked icons. Note - may look weird. Two "keys" due to Documentum differences - user display name is stored instead of id
      • Add Comments icon - if document is annotated
        • Icon - comments
        • Next To: Name
        • If value of Is Annotated Equals true
        • Hover Text: "Document is annotated"
  • Actions - Available actions on a single document in search results
    • Actions: Open in New Tab, Copy Text, View Properties
    • Explain General Action Settings
      • Label / Sub Title, Handler, Modal Size
    • Open New Tab
      • Selected Content Viewer: DocViewer
        • Stream: Simple browser stream
        • Docviewer: will use associated stage config for the trac to figure out how to view the doc (AEV, AEV Video, etc)
    • viewProperties
      • Default settings for stage (right side action)
      • Handler: Modal
      • Everything else off
      • Submit Action View - sometimes customers use view properties to do something else (but it's actually a property update).

Facets

  • Enabled: Yes
  • Add both types
  • Customer Order
    • Facet on: Order Status, Sales Person, Customer Name (order determines order of attrs in the user view)
    • Predefined Views - outside the scope - used to auto-select facet categories. Used in Claims Accelerator
  • Order Doc
    • Facet on: Category

Group Actions

  • Add Actions: Open new tab Collection, Download as zip, Export Search Results, Advanced Combine to PDF
  • Open each in new tab
    • Selected Content Viewer: DocViewer
  • Download as zip
    • Download as with Tags: Yes - will automatically create category folders within the zip
    • PDF Renditions: Yes
  • Export Search Results
    • Export visible and hidden: yes
    • Stage URL - No, but explain
  • Combine PDF
    • Tableview columns: Order Document
    • Allow user to choose pages: Yes

Back to slides

Stage

  • Stage Config name: customerOrder
  • Config Label: Customer Order

Stage Info

  • Label: Order Info

  • Properties for current Folder - Customer Order

  • Attrs: Customer Name, Order Number, Order Status, SalesPerson

  • Tab Title: Order Num - Customer Name

  • Note - save here... Check to see if attrs were saved - sometimes it doesn't "take" for some reason

Folder Actions

Possible to group actions into multiple sections - this is rare. Typically one section called "Folder Actions"

  • Section name: Folder Actions
  • Show Label: No
  • Folder Actions: View Properties, View All Documents, Bulk Upload, Folder Notes, Send Email, Export Folder
  • View Props
    • Modal
    • Set form and turn everything else off
  • VAD
    • Right Side, Full Pane, AutoLaunch
    • Search Config: customerOrder
    • Query Type Configuration
      • Folder Query - default selected, this is what you typically use. Runs a query to get documents in the target folder
      • Ad Hoc Query - configure a query. Useful if documents are grouped together, but actually aren't in the same folder in ACS
      • Get Children - execute a getChildren call. This is legacy. Slower than folder query.
    • Indicator icons - can be useful, but these DO NOT SCALE
  • Bulk Upload / Add Documents
    • Form to display: createObjectSales
    • Common Config
      • All off except:
      • Copy Attributes from Folder: On
      • MSG files: Repository
      • Upload type: Asynch. Asynch is faster. Synch uploads can be helpful if there are behaviours or other items that could run into issues if documents are asynchronously uploaded.
      • Enforce Unique Names: On
      • Email Attachment: Alfresco
      • Zip Attachment: Alfresco
    • Bulk Properties form - talk about but don't add
    • Cloud Configuration - talk about but don't add
    • Scanning - all off
    • Required Document - Off
    • Folder Notes - off
    • Indexing mode - yes
      • Location /IndexerTemp
      • AEV Mode - Indexer (allows the user to select contents in the doc to pull over to properties)
      • Record Position Data - if a user clicks to select metadata, record where the user clicked (requires additional properties, which we don't have)
    • Print to repo: off - requires additional client software install
    • Whitelist document types: discuss
  • Folder Notes
    • Label: Order Notes
    • Modal vs. right side / full pane - up to you
    • Note Relationship: Alfresco one
    • Everything else defaulted
  • Send Email
    • Modal vs. right side / full pane - up to you
    • Email Storage Location: clear this out and use folder tag - we don't actually want to create a subfolder
    • Email Relationship: Alfresco
    • Collection Attachments: No
    • Integrate Folder Notes - no for now, but possible to have the user send email and create a note at the same time
    • Document Type: Order Document
      • Attrs: Name, Modified Date
    • Email Templates - Show, but don't add one
      • Ex: Order Status - email asking for the status of this order
      • Features around attribute token replacement - 3.5
    • Subject Prefix: Order Number (not editable) - Order $salesDemo_orderNumber$: (with a trailing space)
    • Cloud Send: No - this is the integration with Citrix Sharefile
  • Export Folder
    • Download with Tags: Yes
    • Integrate with Folder Notes: No

Related Objects

  • Folder Contents
    • Type: Folder Tags
    • Expected Results: Order Document
    • Results Display and Sort: 25, display Name, sort by Name
    • Link Resolver: defaults ok
    • Info Block: On, Version Label
    • Additional Options
      • Auto Expand: Yes - determines if the related object should open when the stage opens. Set this to "No" if there could be a lot of objects returned. I.e. - don't want the hit of running the query each time - make the user choose to execute it.
      • Hide Empty: No - Set to Yes if you want the section to disappear when no results are present
  • Related Orders
    • Type: Query Based
    • Expected Results: Customer Order
    • Query Configuration:
      • Customer Number equal to salesDemo_customerNumber
    • Results Display and Sort: 25, display Name, sort by Name
    • Info Block: No
    • Additional Options
      • Expand Results with Tags: Yes
  • Talk to other potential relationship sections including:
    • Email Attachments (repo relationship)
    • Attached to Emails (repo relationship)
    • Not going to configure for this demo, but if needed, look at Claims stage config for examples

Doc Viewer

  • Viewers have a hierarchy, interface doesn't quite show it but basics are:
    • AEV > PDF.js for PDFs
    • AEV > Image Viewer for Images
    • AEV Video > Video.js
  • Primary Viewers
    • Turn off PDF.js, Video.js
    • Turn On AEV Video
  • Secondary viewers - what will happen if a format is encountered that a primary viewer can't handle
  • Document Info - provide additional properties / relationships above the document
    • Not going to set up here, but if using, keep it small (1-3 properties)
  • Additional Properties
    • Enable external launch toggle, Docviewer. Show browser view -> most helpful if you want it to auto-print
  • Document Actions: View Properties, View Versions, Checkout, Checkin, Cancel Checkout, Delete Document
  • View Properties
    • Set form, turn everything else off. This is the scenario where we do want it right side.
  • View Versions
    • Compare Versions - Off - Only can be used with Workshare Compare Integration
    • Revert versions - Off - up to you.
  • Checkout - nothing to configure
  • Checkin - unfortunate that these booleans are worded as "disable..." But saying "yes" here means that the feature won't appear.
    • Disable: Checkin as Same, Checkin as Major
    • Enable: Checkin as Minor, Comments
    • Form - nothing to select here, but it's possible to create a form specifically for checkin. I.e. - during checkin, also change certain properties. Note that this is usually a separate form from the View Properties form. When this has been used in the past, customers want a small subset of properties to be changeable during checkin.
  • Cancel Checkout
    • Cloud Service: No - this is only used when checking out to Office Online / Google
  • Delete Document
    • Folder Notes: Off
    • Audit: Off - this adds an audit to the folder when a document is deleted, not a doc audit.
  • Audit View
    • Can turn this on, but we always recommend turning this off

Back to slides

Trac

  • Trac: orders (note that the trac name is used in URLS - hence no spaces, special chars, etc)
  • Label: Orders
  • Types: Customer Order, Order Doc
  • Sort - move order above claims
    • This is the order that the search trac selector will use as the order

Create Sales Folder

  • Go into share to show root folder (should have done this before hand)
    • Ensure permissions. EVERYONE - Collaborator is usually what we do for demos, but more complex setups are of course possible
    • Mention - real system would have auto-filing rules, but for demo purposes this is fine
  • Hard refresh ACA - otherwise trac won't show up in the Create Folder action
  • Application Config -> Header Actions -> Create Folder
    • Choose trac - orders
      • Note - if this option isn't visible, hard refresh
    • Choose createObjectSales form
      • Note - green unique attribute. This view will warn you if a unique attr is not configured on the form
    • Limit folder types - not needed in this scenario because we only have one folder type in the trac
    • Path Config
      • Type: Customer Order
      • Path: /Orders

Test What We've Done So Far

  • Before testing - may need to hard refresh / clear cache / re-login
    • Some configs are eagerly cached in order to prevent excessive repository GET requests
  • Go back to dashboard
  • Create a Customer Order
    • Be sure to set your user as the "salesperson" If you didn't set up the allUsers picklist, set to the logged in user's id (not display name)
    • Set the Close Date to sometime in the near future (for ad-hoc reporting)

Demo Customer to Create:

  • Customer Name: Acme
  • Customer Number: 777777

Test Stage

  • View in Stage

    • View / Edit Order Properties
    • Add a few documents
      • Sales Quote docx, MSA, Parts Purchase Order
    • View Doc / View and Edit Properties

  • Show VAD

  • Other folder actions

    • Add a folder note - mention form/picklist could be changed to change note types
    • Send Email - note defaulted title text

  • Add another order for the same customer

    • Show related folder functionality
    • Add the Vehicle purchase order to the new folder, show side by side

  • Show example of adding a folder that already exists

Test Search

  • Search for order
  • Search for order docs

Back to slides

Dashboard

Set up "my deals" - Customer Orders where the logged in user is the salesperson:

  • Create New My Deals Dashlet (Saved Search)
    • Dashlet Id: myDeals - not should not contain spaces, can't change this after creating the dashlet
    • Dashlet Name: My Deals
    • Dashlet Type: Saved Search
  • Edit Dashlet
    • User control visibility - Yes, for demo purposes. Value is up to you. Should a salesperson be able to hide this?
    • Object Type: Customer Order
    • Selected Attrs: Order Number, Order Status, Customer Name, Close Date (example being this attr could mean expected close date if in the future...)
    • Clickable attr: Order Number
    • Trac Resolve to - nothing, which means "figure it out" with trac respolver. If a type is in two tracs, then leaving this blank will force the user to choose. To prevent that, set a trac name here to force objects to go to a certain trac
    • Link to Indexer: None - out of scope for current Accelerators
    • Default sort attr/order. Set to close date, ascending. Can be anything, in the but should be something in the table
    • Column sorting - Enable, up to you
    • Search Criteria - where we narrow down what we want to show (everything that's open)
      • Salesperson = $user.loginName
      • Order Status != Closed Lost
      • Order Status != Closed Won
      • This is flexible, because if future statuses are added, they'll automatically show up here
    • Actions - can be added here - usually used for documents, but we'll add one:
      • View Properties - Modal, add form. Everything else off.
    • Dashlet Visibility - real system would likely limit this dashlet to a group. Feel free to set one, but for this demo I'm going to leave open to all (no allowed groups)
    • Save
  • Above just creates the dashlet. Have to add it to a tab
    • Add dashlet to the "Home Tab"
    • For tabs, be sure to click the Save Tabs button. Save button at the bottom only saves dashlets, not tab settings
  • Save and Nav to Dashboard
    • Issue with admin blank dashboard - hard refresh
      • Known item
      • Only affects the admin's browser
      • Login / logout or hard refresh fixes the issue
    • For a demo, this dashlet may take the place of "Recent Folders". Could hide the recent folders dashlet for demo "Salesperson" user.
  • Navigate to one of My Deals and change Salesperson to another user
    • Drops off of My Deals dashlet

Ad-Hoc Reporting

  • Show how the proximity date search and export search results can be used to do ad-hoc reporting
    • Search for orders with a close date in the next XYZ - export to excel

Reporting Dashlet - If time

  • Create New Open Orders Dashlet (Reporting) - Would like to display a bar or pie chart showing the total open orders by order status

    • Dashlet Id: openOrders
    • Dashlet Name: Open Orders
    • Dashlet Type: Reporting

  • Edit Dashlet

    • Add Term
      • Object Type: Customer Order
      • Term Name: Orders by Status
      • Criteria:
        • salesDemo_orderStatus Not Equal To Closed Won / Closed Lost
        • salesDemo_orderStatus Is Distinct
      • Graph Title: Customer Orders by Status
      • Graph Type - bar or pie (choose bar)
      • Date Range - Disable (but show - useful for line charts)
        • See Claims Reporting Dashlets for examples
      • Configuration Mode: Field. Json provides more granular control
      • Get All Documents: Disable
      • If bar Chart:
        • Disable Legend
        • Enable trend line: disable
        • Stacked: disable
        • X-Axis: Status Values
        • Y-Axis: Number of Orders
      • Visibility: up to you, but for this demo open to all

  • Above just creates the dashlet. Have to add it to a tab

    • Add dashlet to the "Reports Tab"
    • For tabs, be sure to click the Save Tabs button. Save button at the bottom only saves dashlets, not tab settings

  • Show Dashlet

    • Switch from Bar to Pie
      • Enable Legend

Back to slides

Config Archiver

  • Navigate to Tools -> Config Archiver
  • Export Configs
    • Explain Include User Preferences - hardly ever need to enable this.
    • Export Configs
    • Explain - your zip will be called default.zip. Don't change it!
  • Explain - going backwards is a bit harder because the config archiver doesn't clean up orphaned configs.
    • Easiest approach - clear all configs and upload from archive
    • This likely isn't what you'll want to be doing anyway.
  • Switch to Share
    • Delete all folders under /hpi/default/configs/ (but I'm going to do it under /hpi/salesdemo/**)
    • Delete all objects under /hpi/deafult/Assets/ (but I'm going to do it under /hpi/salesdemo/**)
  • Switch to my desktop
    • Rename salesdemo.zip to salesdemo.zip.final
    • Rename salesdemo.zip.base to salesdemo.zip
  • Back in ACA Config Archiver
    • Drag and drop salesdemo.zip (base configs)
    • Navigate to Dashboard and hard refresh - back to base claims
    • Show Search - only Claims now
  • Now, let's restore the Customer Order trac
    • This is the more likely scenario - start with Claims and add a demo scenario from the base instance (and it's much easier)
  • Switch to my desktop
    • Rename salesdemo.zip to salesdemo.zip.base
    • Rename salesdemo.zip.final to salesdemo.zip
  • Back in ACA Config Archiver
    • Drag and drop salesdemo.zip (final configs)
    • Navigate to Dashboard and hard refresh - back to customer order included
    • Show search, logos, etc.

Back to slides