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1. Figure 28 Contact ticket 1 The date is already prefilled in the contact ticket if necessary you can overwrite this field or select a date by clicking on the symbol opens the calendar 2 Select a contact type from the drop down menu you can change the contact types in the MASTER DATA 3 Select the contact person and opportunity and phone number if necessary this applies for companies 4 You have to enter a comment for the contact ticket and you are able to add further details 5 If necessary you can upload a file into the system that will be saved with the contact ticket Click on the dot button and a corresponding window will be opened 6 Furthermore you are able to set a reminder for this ticket Just fill out the needed fields eBIT F ebit e business amp IT EntwicklungsGmbH 25 77 AGILIA Dybabase J AGIA Dy Dynabase 4 Create New Person In this chapter you learn which steps are necessary to create a new person in AGILIA In the menu PROFILES select the menu item NEW PERSON Note that with the buttons zez reload you are able to save the new entries and to reload the input mask The checkbox Gre to reactivate them enables you to set certain parts of a profile inactive respectively 2 Steps to save a profile 1 First you have to enter the personal data of the profile e g title first name profile name this is a required field and if necessary further data The
2. john public ebitonline Perm email invalid Opportunity homepage address Relation Homepage unreachable Active Figure 43 Saved contact person company After saving the contact person it will appear in the left area It is possible to create more contact persons follow the steps as described above Now some more buttons will appear that apply for the contact person If you put your cursor over this button the further information will appear in an additional window InstanceID created at date created by client changed at date changed by client Workflow Ticket By clicking on this button you will automatically open a new window where you are able to post a new workflow ticket for the given profile S Print view This will open a new window with the print version of the contact person see next figure eBIT F ebit e business amp IT EntwicklungsGmbH 39 77 AGILIA Dybabase _AGILIA Dy Dynabase Startdate Enddate Sort eBIT System number 18306 name eBIT John Public Academic title Job title Academic title First name Last name Date of birth Comment John Public Refresh SEN P Printed on 1 17 2007 10 24 PM Timespan Sort Visible Type Standard contact Address affiliation Function Department Phone number Phone extension E mail address email invalid homepage address Homepage unreachable Active all Ascending
3. 3 Address affiliation 4 Function Job title S Function description Title 5 H G Department 7 Phone number First name Last name i Ph ion Date of birth 8 Phone extension Cell phone Comment 9 P 7 Fax number 8 Fax extension E mail address email invalid 44 homepage address Homepage unreachable Active Figure 42 New contact person In the object contact person you can register data from company associated persons In order to enter a new contact person for the profile click on Sontact person the button New Contact person 1 and then on Enter the personal details of the new contact person such as academic and job title title first and last name required field date of birth and comment Note For a detailed description please see the chapter Create New Person With the checkbox Standard contact you can define whether this contact person is your standard contact in this company or not there might be more than one contact person per company Select from the list Address affiliation the desired address for the contact person You can apply the address of the company If necessary select a predefined function from the list Function or enter the desired function of the contact person e g CEO It is possible to enter a description of the function It is also possible to save the department where the contact person is workin
4. E mail new Save profile Save Complete Send Figure 22 Workflow ticket Profile tab 1 In the tap Profile the data of the loaded profile will appear Here you can make changes or leave the details unaltered Note In the figure above there are no details of the profile shown Normally you would see here the details of the loaded profile Mailing Here it is possible to send e mails fax or info material postal Ticket Here it 1s possible to select the necessary ticket flow or to enter ticket data e g title name or ticket text Figure 23 Ticketing Buttons Save profile This will save the entered data as profile in the system Dynabase 2 Save This button basically has the same effect as Save profile The only difference is that the ticketing window will be closed after saving 3 Complete The ticket will be completed and closed and can no longer be edited Further inquiries The ticket is sent back by one step There it can be edited again After the editing of the ticket is finished it will be in the inbox of the one inquiring 5 Send When clicking on Send the ticket will be sent to the next step according to the established ticket flow There it is available for further use 6 Close This will close the window All data that has not been saved will be deleted Note Depending on the step of the ticket flow you are currently in some buttons will not appear only gr
5. 10 6 Phone type na Name v E PHONE TYPE S Festnetz ET PHONE TYPE Handy E PHONE TYPE S Mobiltelefon E PHONE TYPE Phone landline ISE CT PHONE TYPE Cell phone Figure 76 Phone types Overview In this overview you see which phone types might already exist in AGILIA by default Note For searching use the wildcards which are commonly used in AGILA mainly To see further details of the different types click on the H In order to create a phone type select in the menu SYSTEM menu item MASTER DATA the command PHONE TYPE NEW PHONE TYPE for further details see 10 5 Type of Address PHONE TYPE Name o Default value No Tye vch o Figure 77 New phone type 10 7 Customer Type Pe CUSTOMER TYPE Frequent Buyer CES fey CUSTOMER T nS Shopper Et Figure 78 Customer type Overview In AGILIA you can create customer types according to your wishes In the overview you see which customer types might already exist in AGILIA Note For searching use the wildcards which are commonly used in AGILA mainly To see further details click on the name of the customer type You can edit settings 1f required eBIT a ebit e business amp IT EntwicklungsGmbH 65 77 AGILIA Dybabase LAGILIA Dy Dynabase H In order to create a new customer type select the command CUSTOMER TYPE NEW CUSTOMER TYPE in the menu SYSTEM menu item MA
6. Figure 98 New period group You have to enter a name for the new period group This is a required field Select the period type e g week month or quarter The period group will be parted according to this selection e g in weeks months or quarters Select the start and end date of the period eBIT E ebit e business amp IT EntwicklungsGmbH 73 77 AGILIA Dybabase Dynabase 11 2 Expected Revenue i 2006 JA 2007 We February We January Ba Ji 02007 H Figure 99 Expected revenue Overview In AGILIA you can create expected revenues per period group In the overview you see which expected revenues might already exist in AGILIA To see further details click on the name of the opportunity manager You can edit settings if required In order to create a new expected revenues click with the right mouse button on the period group and select P Add new sales manager New planned business Holme Period group Q2007 Salesmanager Schwendtner Gernot IH Currency Dollar w 1 Quarter 2007 2 Quarter 2007 3 Quarter 2007 4 Quarter 2007 Figure 100 New expected revenue You have to select a sales manager This is a required field If necessary change the currency Then it is possible to enter or edit the expected revenue for each period of time of the period group quarter month and week If necessary repeat this process for adding new sales managers to the perio
7. AGILIA User Manual DRAFT DYNABASE Profiles Extension Assistant Reports mS 26 01 2007 AGILIA Dybabase Dynabase Welcome Thank you for purchasing AGILIA software This user manual will introduce you to the most important functions of AGILIA in a quick and efficient way This part of the manual describes the handling of the module Dynabase Please read the following manual thoroughly Should you have questions nevertheless please do not hesitate and contact our support support ebit at 43 732 602232 50 In reference to our products we provide trainings In case of interest we willingly send you a detailed description of our trainings Do you have any questions Send us an e mail at office ebitonline com or call us at 43 732 602232 Note The views of the displayed menus menu items and screenshots may possibly differ from your actual screen view depending on your individual settings your rights in AGILIA and on the modules you have purchased ebit e business amp IT EntwicklungsGmbH Kellergasse 14 4020 Linz Austria call 43 732 602232 fax 43 732 602232 5555 email office ebitonline com surf www ebitonline com All rights reserved This manual and its parts are copyrighted No part of this document may be reproduced stored in or introduced into a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise or f
8. Tie Name s _ VCF info Ticke Edit Word nes aon Retour Figure 16 Buttons and symbols 1 In the menu DYNABASE menu item PROFILES data sets are displayed in line form you will also see its details e g address phone number and so on amp shows that this profile is a person pel shows that this profile is a company The title s and name s of the profile are stated opens the History window This is a quick link to the history of the profile Here you find all tickets word documents appointments of this profile Just click on it and the corresponding history of this particular profile will be opened in a new window Note When you start an operation with clicking on the buttons you leave an entry in the history of the profile In the history you can control and edit the different tickets g Reminder With this button you are able to set a reminder for this particular profile eBIT ebit e business amp IT EntwicklungsGmbH 15 77 AGILIA Dybabase Lann Dynabase VCE the electronic vCard or better say the electronic business card With this function you are able to use the existing contact details for your e mail program i e MS Outlook Ko Workflow Ticket By clicking on this button you will automatically open a new window where you are able to generate a new workflow ticket with the given profile data opens the Word integration Select a Word template which has been uploaded b
9. enter here Today Comment Now I can change ok Sun Mon Tue Wed Thu Fri Sat the comment EE 7 B g 10 d De ot 14 15 16 17 19 20 21 28 33 34 395 36 27 2o 29 30 z E CONTACT TICKET 1 15 2007 12 00 00 AM Additional Information Figure 18 History of a profile Tickets It is also possible to sort the tickets by date or ticket type By clicking on one of the different ticket types you are able to create a new ticket When searching for any particular ticket type s use the checkboxes to limit your results Select the necessary ticket type checkboxes and click on the button To open and close an existing ticket click on the symbol s T When opening an existing ticket you are able to change the saved details Choose a new date enter a new subject or comment Either save the changes or reload the existing ticket 6 If you want to delete an existing ticket click on the button ze and confirm the deletion of the ticket eBIT a ebit e business amp IT EntwicklungsGmbH 18 77 AGILIA Dybabase AGILI Dyt Dynabase H 3 1 Information Ticket i INFO TICKET 1 1 0001 12 00 00 AM Opportunity Contact person Pate 1 15 2007 Jess PM le Subject Comment Figure 19 Information ticket You can save information for profiles with the info ticket Enter the subject date and the comment for the info ticket When selecting the date it is possible to use calendar function just click on the symbol In order
10. LR Academie EE 63 TOA OD TE 64 10 5 Type of Address 64 10 6 ill CH e 65 10 7 Customer T OC vesciccsetncteneSotenttancdschassbtendsebadedtos inde ndtesedncbacsbdeadessoteibeaiedeadSssatacheseiaatbisetadhteleles 65 10 8 Templates eee ee eee eee 66 Bee leegen 67 10 10 Ke dulde 68 10 11 Return e GE 68 10 12 Ree eee 69 10 13 Connection KT eT 69 10 14 Information Maternal sees eee eee 70 10 15 Word CIM UU TTT 71 10 16 ouam ON eea E E AE E EN 71 10 17 Document File Ke 71 10 18 Calendar Categories sesoses inaari naaie NEENA aae KNEE aaa NEEE 72 11 MASTER DATA SALES MANAGER 00 ccccesscseseceneeeeeeseeeessneeeeeeseeeeesssseeeeeseeoeenseeeeeesseooennnes 73 TEI Pornoa GOUD DEE 73 11 2 aeoe WEE 74 RE OMAGH Opt FiO EE 74 KE nT 75 EE E eier EE 76 MAO SSC e T 77 eBIT a ebit e business amp IT EntwicklungsGmbH 4 77 AGILIA Dybabase Dynabase 1 General Information The module Dynabase is the core of AGILIA Here you are able to manage all your address and contact data in an efficient and convenient way With Profiles you can compile new persons and companies The Extension assistant 19 part of the module Dynabase from AGILIA It enables you to create dynamic extensions in an easy and rapid way Those dynamic extensions complement your version of AGILIA in consequence see separate handbook Reports is part of the module Dynabase from AGILIA You can easily and quickly conduct reports with it In this part of t
11. Saved phone fax number After saving the new address will appear on the left side in the address tab With a click on it you are able to open it again make changes or delete the address 4 1 4 Internet E mail amp Hompage E mail address cy pport ebitonline cor homepage address wyww ebitonline com email invalid T Homepage unreachable Active W Active MW Figure 34 New e mail address and homepage address To enter a new e mail and homepage address open mternet and then click on the button New Entry Enter the complete e mail address in the field E mail e g support ebitonline com and the complete homepage address URL if necessary Those are required fields Note The entry of the e mail address will be verified automatically on its syntactical validity not on its basically existence With the checkbox E mail invalid you can select e mail addresses if necessary as invalid eBIT el ebit e business amp IT EntwicklungsGmbH 31 77 AGILIA Dybabase LAGILIA Dy Dynabase H You can either save the profile details immediately with a click on se or you wait until you have filled in all other details for this profile In case you want to reload the input mask click on sea Data which has not been saved will be lost Profile E mail address support ebitonlin e cor Le GA History email invalid Address Active W Phone Fax Internet ta www ebitonline com P New Entry Figu
12. 4 Status V Figure 96 New calendar category In order to create a new calendar category select in the menu SYSTEM menu item MASTER DATA the command CALENDAR CATEGORIES SYSTEM NEW CATEGORIE Enter the name of the new calendar category This is a required field N Enter the color code as follows e g OXOOFFOO green This is a required field 3 YOU have to enter a name for the outlook category This is a required field 4 If you want to be this calendar category a private appointment select the corresponding checkbox Now you are able to select the newly created calendar category for the creation of new calendar entries eBIT i ebit e business amp IT EntwicklungsGmbH 72 77 AGILIA Dybabase LAGILIA Dy Dynabase H 11 Master Data Sales Manager 11 1 Period Group i Period group Figure 97 Period group Overview In AGILIA you can establish period groups In the overview you see which period groups might already exist in AGILIA To see further details click on the name of the period group right mouse button and click on Edit period group You can edit settings if required In order to create a new period group either select the command PERIOD GROUP NEW PERIODGROUP in the menu SYSTEM menu item MASTER DATA or click on New period group in the context menu of any existing period group i New Periodegroup Name Periodetype Period startdate Period enddate
13. 77 AGILIA Dybabase J AGIA Dy Dynabase System number 18309 Alias Ebit Online name Comment Profile was saved successfully Profile compan History Title Add Company v ID Profile name EBIT Legalform AG v Phone Fax Internet Alias Ebit Online Contact person Opportunity See Comment Active Customer ID Personal ID Account Manager Lockcode Sales partner Competitor Customer Customer type Return shipments ou active Return shipments 0 Figure 41 Saved profile new company After saving the new profile it is also possible to select lock codes for this profile You can assign different lock codes for the profile Those lock codes for example affect the usage of profiles in certain campaigns projects Note The administration of the lock codes is carried out in the menu SYSTEM menu item MASTER DATA Note In the following section only such objects elements are described which appear in the process of creating a new company only For the rest of the objects please compare the descriptions in the chapter eBIT F ebit e business amp IT EntwicklungsGmbH 37 77 AGILIA Dybabase LAGILIA Dy Dynabase H Create New Person 5 1 1 Contact person System number 18309 name Profile History Address Phone Fax Internet Contact person gf New Contact person eBIT AG Alias Ebit Online Comment Contact person new Academic title 2 Standard contact
14. Yes 4020 Linz Kellergasse 0 5555555 123 john public ebitonline com No No 5 1 2 Opportunity Step 1 Internal project name Hardware Upgrade II 4 Opportunity Manager First contact at Figure 44 Print version contact person Schwendtner Gernc v 9 1 18 2007 Project name customer Details Budget Sales volume potential Sales progress Comment Sales progress Future sales volume potential probabiity 9 s Hardware Support II 2 07 Competitor Opportunity team First contact by Sales partner Internal planned 93 44 2007 completion Planned completion 02 28 2007 customer 510 Nikolaus Krug 5145 416 Currency EUR UIA Figure 45 New opportunity In the opportunity object you are able to define the settings for a sales opportunity In order to enter a new contact person for the profile click on Opportunity button New Opportunity and then on the 1 Put an internal project name in this field This field is a required field 2 Define under which name the customer will know this project This field is a required field 3 Enter some further details if required Declare the budget for this opportunity 5 Select a sales progress from the preset sales progresses This field is a required field eBIT E ebit e business amp IT EntwicklungsGmbH 40 77 AGILIA Dybabase LAGILIA Dy Dynabase H Note The administration of
15. contact report or on to rerun retry this particular report Click on to copy the results of the report to the clipboard from where it can be further used in other programs Click on to start printing the results eBIT al ebit e business amp IT EntwicklungsGmbH 58 77 AGILIA Dybabase Dynabase If you click on certain details of the report a particular list with further details of the tickets of this ticket type will open itself in the same dialog box Here you are able to see the details tickets of the particular contact type per user and other details eBIT d ebit e business amp IT EntwicklungsGmbH 59 77 AGILIA Dybabase Dynabase 10 Master Data Dynabase 10 1 Title IL TITLE Mr T p FK DN TITLE Mrs Cp TT Compan C Figure 67 Title Overview In this overview you see which forms of address title already exist in AGILIA by default Note For searching use the wildcards which are commonly used in AGILA mainly The values in brackets p or c stand for Person respectively Company To see further details of the different titles click on the title name EREE EI Title mr Input code k Sex Export code 5 Title type Person Status Iw active C Company Title text Gear Mr a highesttitle p profilename j title p profilename Salutation address field Mr j title a title p firstname p profilename Figure 68 Title Details In t
16. have to be used exactly in this certain way when creating a new title text EE Name affix person p legalform Legal form company Academic title title Job title title a highesttitle Highest academic title eBIT F ebit e business amp IT EntwicklungsGmbH 61 77 AGILIA Dybabase Dynabase 6 eBIT j highesttitle Highest job title The design of a title is working like this for example Those parts which are the same for every profile are entered in a normal way e g Dear Mr To use the above mentioned elements certain syntax is necessary You have to put them between placeholders e g Dear Mr p firstname p profilename For the elements p firstname and p profilename the corresponding first and last name of the profile are inserted You receive for example Dear Mr John Public If an element is empty because no first name is known for example then an error 19 occurring when creating the text To avoid thi error you can make use of square brackets This means that the element can be left out when no element is available Dear Mr p firstname l p profilename If no first name is known it is left out like the following blank character The result is Dear Mr Public It is also possible to combine several elements in square brackets They are separated by a hypen The first element which is not empty will be displayed A few examples If a job title is available the SCH salutation shoul
17. open opportunities e already closed opportunities You can choose if you want to apply the report to e the opportunities of all users e the opportunities of the current user Note Please note that the selection of these options could be restricted depending on your assigned role in AGILA Report status Completed Report for client Opportunity Manager Schwendtner Gernot eBIT Schwendtner Gernot eBIT Sum AGILIA Created by Schwendtner Gernot Created on 1 19 2007 2 02 PM Probability Sales First contact Sales volume of progress at potential completion Op Internal planned completion Internal Company project name Hardware Upgrade II Offer 1 18 2007 13 000 00 70 2 14 2007 Hardware Uparade III Start 9 25 2006 15 000 00 O 1 31 2007 A 28 000 00 By clicking you start the sales report Figure 63 Sales report Result This is an example of a sales report of all open opportunities of the current user In the result of your sales report you see the details and sums of the report You can sort the result by the particular column name Use the buttons When you click on the actual name of the company or the project name the corresponding company or opportunity will be opened in the Dynabase To open a new report click on the button 1 Men report In case you want to retry the report that means you want to start the same report all over again please click on the button L
18. start search Note When saving a company profile you can define those details for a particular company This can be used for a better selection when searching for company profiles eBIT a ebit e business amp IT EntwicklungsGmbH 10 77 AGILIA Dybabase J AGILIA Dy Dynabase H eBIT AG A 4020 Linz Kellergasse 14 43 732 602232 0 Si 43 732 602232 50 BS be J Nikolaus Krug G ma l a de Le EE project name Offer Q KE 2 E TEST123 Offer Ons Figure 9 Search result Company 1 When searching for companies you will receive additional information as the structure of a company profile is slightly different to a person profile Here you also see the contact person of this particular company if the contact person was created when saving the profile 2 You can also see opportunities that were saved for this profile Just click on the details and you get directly to the profile s details where you can change or add data 2 1 3 Search Tickets AGILIA is also supporting the possibility to search certain tickets This function is relevant when searching tickets of a particular period of time particular ticket types or both selections combined Note It is also possible to combine the ticket search with the profile search just enter the desired profile data in the tab Searching and click on the tab Tickets to enter the necessary dates if desired or de active the different ticket check boxes to set the search
19. up window This pop up mail is also a possibility to send a message to the e mail address Note This e mail is saved as history ticket too The sender of the message will receive an e mail for checking purposes eBIT d ebit e business amp IT EntwicklungsGmbH 16 77 AGILIA Dybabase Dynabase Le opens the preset e mail client e g Microsoft Outlook and you can send a message to the desired e mail address La Click on the Internet button and the stated homepage will be opened ma new window eBIT a ebit e business amp IT EntwicklungsGmbH 17 77 AGILIA Dybabase J AGIA Dy Dynabase 3 History Tickets History in the profile s details A new window will be opened Here you find all tickets word documents appointments of this profile Here you are able to see the already existing tickets BI HISTORY 3 all G Lil wro TICKET 2 IZ IZ REMINDER i EH OUTBOUND TICKET M C PARTICIPATION TICKET 2 INFORMATION MATERIAL M El OPPORTUNITY IZ GN COMPLAINT TICKET M gt RETURN TICKET M D I WORKFLOW TICKET M I CONTACT TICKET Z Dat C Dat Me a 8 ee t Ticket type desc Ticket type asc REMINDER 1 17 2007 7 51 00 PM ID 497 Test INFORMATION MATERIAL 1 15 2007 8 51 17 PM Status all sent INFO TICKET 1 15 2007 8 46 00 PM Created by Schwendtner 1 15 2007 6 47 07 PH Changed by Schwendtner 1 15 2007 8 47 07 PM Opportunity Contact person bate Kee Jamie a E pla an a Subject A new subject
20. A where you are able to manage all your address and contact data in an easy and convenient way Reports is part of the module Dynabase of AGILIA You can easily and quickly conduct reports with it In this part of the user manual you will find the description of those parts that deal with the creation of reports in the module Dynabase 9 1 1 Where Do I Find the Menu Item Reports In the menu DYNABASE you find the menu item REPORTS Here you have the choice between following menu items SALES REPORT CONSOLIDATION REPORT and CONTACT REPORT Figure 61 Menu Reports Note The views of the displayed menus menu items and screenshots may possibly differ from your actual screen view depending on your individual settings your rights in AGILIA and on the modules you have purchased Only the following report will be described in this chapter possibly you have no access to some of the following reports e Sales report e Consolidation report e Contact report eBIT d ebit e business amp IT EntwicklungsGmbH 53 77 AGILIA Dybabase J AGIA Dy Dynabase 9 2 Sales Report In this part of the user manual you learn the necessary steps and settings for arranging a sales report in AGILIA Report Open opportunities Opportunities of all users Report Closed opportunities t Opportunities of current user ReportName Figure 62 Sales report Step 1 You can choose if you want to limit the report on e still
21. AGIA Dy Dynabase H 2 1 2 Search Result Company Searchi ng Tickets Sorting x Ta rgetgroup Name d Contactpersons wv including System number Customer number Sales manager V is competitor js sales partner T is customer Account manager Opportunity Phone Fax Street Zip code Location Country Start search Figure 8 Search profiles Company If you search for companies further search criteria may apply 1 If you search for profiles that are companies you are able to search for particular company profiles of a certain account manager Therefore just click on the button L l and a new window will be opened where you can select the desired account manager Note When saving a company profile you can define an account manager for this particular company 2 If you set the checkbox mine only those profiles will be searched and found where the current user you 1s saved as account manager You are able to search for certain opportunities of a company You can decide whether the contact persons of the company should be found or not just activate or deactivate the checkbox 5 A further selection for your search is the sales manager Depending on how the profiles were generated you are able to search for competitors sales partners or customers You can combine the checkboxes When you want to find all your saved competitors set the checkbox leave the name field empty and click on
22. ANAGER menu Item REFERENCE TABLES Select in the field Qualifier which column of the reference table should be the so called qualifier This field is a required field By clicking on the dot button of the field Columns you choose the columns of the reference table which will be displayed in your list This field is a required field eBIT el ebit e business amp IT EntwicklungsGmbH 51 77 AGILIA Dybabase J AGIA Dy Dynabase 8 Edit Dynamic Extensions After creating dynamic extensions you can edit and change or even delete them Select in the menu DYNABASE the menu item EXTENSION ASSISTANT and you get an overview over all existing dynamic extensions of the different classes You can search and display those classes by using the in AGILIA common wildcard ca Class c Class ze ca Class M CLASS CONTACT PERSON CIE DYNAMIC EXTENSION 1 1 Newsletter a ls CLASS COMPANY SEE CLASS PERSON SEE DYNAMIC EXTENSION 1 1 Household members SE Figure 60 Extension assistant Click on the particular dynamic extension that you want to edit The extension will be displayed in detail Now you can make changes save them or delete the dynamic extension Note In case there is a delay while deleting a dynamic extension please refresh your screen view eBIT F ebit e business amp IT EntwicklungsGmbH 52 77 AGILIA Dybabase Dynabase 9 Reports 9 1 General Information The module Dynabase constitutes the core of AGILI
23. IT EntwicklungsGmbH 35 77 AGILIA Dybabase Dynabase Create New Person 5 1 Company Company M1 Profile name eBIT Legalform AG Alias Ebit Online Comment Active Customer ID Personal ID Account Manager Sales partner Competitor Customer Customer type Return shipments p active Return shipments O Figure 40 New company The title is a required field Select the fitting title from the list 2 In the field Profile name enter the name of the company This field is a required field 3 In the field Legal form you can select a legal form from the list Note The administration of the legal form is carried out in the menu SYSTEM menu item MASTER DATA 4 In the field Alias you can enter synonyms which can be used for searching this profile as well e g EU for European Union 5 The checkboxes Competitor Sales partner Customer are default checkboxes that serve for a more detailed specification of the profile Activate 1f necessary You can either save the profile immediately with a click on se or you wait until you have filled in all other details for this profile In case you want to reload the input mask click on seg Data which has not been saved will be lost After saving the general data of the profile you see further buttons on the left side and the profile name system number and so on in the header eBIT F ebit e business amp IT EntwicklungsGmbH 36
24. LA mainly To see further details click on to open the product You can edit settings if required In order to create a new contact project role select the command PRODUCTS NEW PRODUCT in the menu SYSTEM menu item MASTER DATA Name Quantity unit select Parent User for new entries MV Status WV Figure 105 New product You have to enter a product name for the new product This is a required field Select the quantity unit e g Pieces from the menu and also select to which parent section the product belongs to click on the dot button kl of the field Parent to open the selection window eBIT E ebit e business amp IT EntwicklungsGmbH 76 77 AGILIA Dybabase J AGILIA Dy Dynabase H 11 6 Sections In AGILIA you can create sections to which certain products belong to In the overview you see which sections might already exist in AGILIA Note For searching use the wildcards which are commonly used in AGILA mainly To see further details click on I to open the section You can edit settings if required In order to create a new section select the command SECTIONS NEW SECTION in the menu SYSTEM menu item MASTER DATA use for new WV Status V Figure 106 New section You have to enter a name for the new section This is a required field eBIT a ebit e business amp IT EntwicklungsGmbH 77 77
25. LFORM 7 6 T Status Je active Figure 71 New legal form In order to create a new legal form select in the menu SYSTEM menu item MASTER DATA the command LEGAL FORM NEW LEGAL FORM You have to enter a name for the legal form This is a required field 10 3 Academic Title ACADEMIC TITLE E ACADEMIC TITLE E ACADEMIC TITLE DI Dr El ACADEMIC TITLE E ACADEMIC TITLE Dr med E ACADEMIC TITLE Dr med univ EI ACADEMIC TITLE Dr med vert E ACADEMIC TITLE Dr phil ka al s 9 S ay a ee ENEE E lt E Dr H Figure 72 Academic title Overview In this overview you see which forms of academic titles might already exist in AGILIA by default Note For searching use the wildcards which are commonly used in AGILA mainly To see further details of the different titles click on the name of the academic title ERIT i ebit e business amp IT EntwicklungsGmbH 63 77 AGILIA Dybabase _AGILIA Dy Dynabase In order to create a new academic title select in the menu SYSTEM menu item MASTER DATA the command ACADEMIC TITLE NEW ACADEMIC TITLE E ACADEMIC TITLE 24 23 CIE Status W active Hohes Figure 73 New academic title Enter the code for the new academic title this code is able to substitute the title at the input Note Codes are helpful for creating new profiles You enter the code instead of the content of the particular field The correct code will be aut
26. REASON Not accepted SEE Figure 87 Return reasons Overview In this overview you see which return reasons might already exist in AGILIA Note For searching use the wildcards which are commonly used in AGILA mainly To see further details of the different reasons click on the name of the return reason and then on You can edit settings if required In order to create a new return reason select in the menu SYSTEM menu item MASTER DATA the command RETURN REASON NEW RETURN REASON ERIT E ebit e business amp IT EntwicklungsGmbH 68 77 AGILIA Dybabase J AGIA Dy Dynabase RETURN REASON 5 4 Code Change profile automatically to inactive Return reason T Status IV active Save Reload Cancel Figure 88 New return reason Enter a code for the new return reason Note Codes are helpful for creating new profiles You enter the code instead of the content of the particular field The correct code will be automatically transformed into the corresponding content You have to enter a name for the new return reason This is a required field With the checkbox Change profiles automatically to inactive you can define that if a return reason applies to a profile this profile should be automatically set inactivel 10 12 Lock Codes In order to create a new lock code in the system select in the menu SYSTEM menu item MASTER DATA the command LOCK CODES H
27. Relationship type from Relationship type to Code use for new Figure 90 New connection type Enter the from and to relationship in the field These are required fields Enter a code for the new connection type Note Codes are helpful for creating new profiles You enter the code instead of the content of the particular field The correct code will be automatically transformed into the corresponding content 10 14 Information Material K n Name v Go n Name v Go n Name INFORMATION MATERIAL Name Information Material New INFORMATION MATERIAL Name Infomaterial Folder Figure 91 Information material Overview In the overview you see which information material might already exist in AGILIA Note For searching use the wildcards which are commonly used in AGILA mainly To see further details of the different information materials click on the name of the material You can edit settings if required In order to create a new information material select in the menu SYSTEM menu item MASTER DATA the command INFORMATION MATERIAL NEW INFORMATION MATERIAL INFORMATION MATERIAL Name Name Export code Available E Text per ticket T Use for new tickets IV Status V Figure 92 New information material You have to enter a name for the new information material This is a required field You have to define an export code for the informat
28. STER DATA fel CUSTOMER TYPE 3 2 customers EE E Customer type T number Figure 79 New customer type You have to enter a name for the new customer type This is a required field You have to enter a customer type number This is a required field Copy customer type Client isd Figure 80 Copy customer type You are able to copy a customer type into another client of the system So the customer types are available in other clients too Therefore select the command CUSTOMER TYPE COPY TYPE Select the dot button l l of the field Client A new selection window is opened There you choose those clients where the customer type should be copied to 10 8 Templates In certain dialogs you are able to select templates in AGILIA if required e g tickets e mail sending In order to enter a new template into the system select in the menu SYSTEM menu item MASTER DATA the command TEMPLATES NEW TEMPLATE APPOINTMENT TYPE Name Name D 2 Subject Category E mail v LSE Send as GFI fax 4 Text 5 Comment 6 4 You have to enter a name 2 Enter a subject 7 File upload Figure 81 New template for the new template This is a required field eBIT gl ebit e business amp IT EntwicklungsGmbH 66 77 AGILIA Dybabase LAGILIA Dy Dynabase H Select the category of the new template e mail or fax This is a required field You ca
29. __Retry__ eBIT E ebit e business amp IT EntwicklungsGmbH 54 77 AGILIA Dybabase _AGILIA Dy Dynabase With the button it is possible to copy the results of the report in the clipboard of your system From there it is available for further processing in other programs e g MS Excel work with copy and paste In order to print the finished report please click on the button and for closing the report window use the button L__Clsse___ eBIT Hi ebit e business amp IT EntwicklungsGmbH 55 77 AGILIA Dybabase _AGILIA Dyt Dynabase 9 3 Consolidation Report In this part of the user manual you learn the necessary steps and settings for conducting a consolidation report in AGILIA default report parameter 4 Salesteps without Completion positive Completion Salesteps negative Completion Salesteps 4 Characteristics of all Opportunities Figure 64 Consolidation report 1 Select the sale steps you want your report based on without completion positive completion negative completion Note You find the administration of the sales steps in the menu SYSTEM menu item MASTER DATA 2 Select one or more opportunity manager s the data is being consolidated in the report according to the selection of those managers Note In case you do not select a manager the report will consist of every manager in the system 3 You have to select a period group for which the report should be con
30. a completion positive or negative the opportunity is shifted from Dynabase into the History In case you want to reactivate a completed opportunity not completed sales step do so in the History of a profile It will again appear in the Dynabase After saving the opportunity it will appear in the left area It is possible to create more opportunities please follow the steps as described above Now some more buttons will appear that apply for the opportunity E If you put your cursor over this button the further information will appear in an additional window InstanceID created at date created by client changed at date changed by client Print view This will open a new window with the print version of the contact person see next figure eBIT F ebit e business amp IT EntwicklungsGmbH 41 77 AGILIA Dybabase Dynabase 5 1 3 Opportunity Step 2 4 Hardware product 2 Price per piece tm trade Qty 3000 EUR 3 00 Piece s 2000 EUR 2 00 Piece s Software Product Price per piece tm trade Qty Sum Create Sum 0 00 EU AGILIA Product Price per piece tm trade Qty Sum lad Select bi Create File upload new 5 Figure 46 Opportunity details After saving the opportunity for the first time you are able to define further details 1 It is possible to select certain products from preset sections e g Hardware Note The administration of the sections is carried out in the me
31. ally for all profiles This selection is a required field 2 Select the type of dynamic extension from the list Type Depending on the type the setting fields in the succeeding steps will differ This field is a required field Note You find a detailed description of the different extension types in subsequence 3 With the field Field name database you define the name of this field in the database This field is a required field Note Be aware that for the input of the field name in the database you must not use special characters or blanks 4 With the Field name display you specify the name of the field which will later appear in AGILIA This field is a required field 5 The column position X defines in which column the new field will be positioned This field is a required field 6 The line position Y defines in which line the new field will be positioned This field is a required field 7 With Display editable you can establish whether the content of the field may be edited later in the Dynabase or not Click on to see the next step of the dialog Depending on the selected type the dialogs differ a little bit eBIT E ebit e business amp IT EntwicklungsGmbH 47 77 AGILIA Dybabase Dynabase 7 3 Different Types Select the relevant type as described further on and define your settings in detail Then click on to confirm the settings and make them effective You have created a new field with yo
32. are able to extend To search and display the classes use the wild cards that are commonly used in AGILIA mainly er V C D T css S CONTACT PERSON A DYNAMIC EXTENSION 1 1 Newsletter ADDRESS COMPANY PERSON Figure 50 Classes in the extension assistant Note It might be possible that certain default dynamic extensions have already been installed on your system e g Newsletter 7 1 Select classes CLASS 4 4 PERSON IES Al DYNAMIC EXTENSION new Figure 51 Create new dynamic extension Select a class for which you want to create a new dynamic extension Note The views of the displayed menus menu items and screenshots may possibly differ from your actual screen view depending on your individual settings your rights in AGILIA and on the modules you have purchased Click on the button and new dialog will open for the dynamic extension eBIT E ebit e business amp IT EntwicklungsGmbH 46 77 AGILIA Dybabase Dynabase 7 2 Settings At first you have to define certain settings for the dynamic extension name position Al DYNAMIC EXTENSION 1 1 class T select E 4 rye set 8 2 Field name database rr O 3 Field name display 4 Position column T 5 Position ding G Display jw editable 7 Figure 52 New dynamic extension settings 1 Define if you have the choice at this point whether the dynamic extension should be valid for persons or companies or gener
33. ave the profile immediately with a click on se or you wait until you have filled in all other details for this profile In case you want to reload the input mask click on sea Data which has not been saved will be lost After saving the general data of the profile you see further buttons on the left side and the profile name system number and so on in the header eBIT F ebit e business amp IT EntwicklungsGmbH 27 77 AGILIA Dybabase J AGIA Dy Dynabase System number 18299 Alias name John Q Public MBA Comment Person Profile Title History Academic title Job title Address Gi First name John Middle name Q Internet y Profile name Public Phone Fax Relation Additional name Placed behind title Alias Comment Active Customer ID Personal ID Account Manager Lockcode Customer Customer type Birthday 11 6 1981 Figure 30 Saved profile new person After saving the new profile it is also possible to select lock codes for this profile You can assign different lock codes for the profile Those lock codes for example affect the usage of profiles in certain campaigns projects Note The administration of the lock codes is carried out in the menu SYSTEM menu item MASTER DATA 4 1 1 History History in the profile s details A new window will be opened Here you find all tickets word documents appointments of this profile Here you are able to see the already existing t
34. criteria Searching Tickets Targetgroup history date from L K to es M all IZ Li INFO TICKET M 2 REMINDER IZ EH OUTBOUND TICKET NB TICIPATION T EEI IR TN JM i F S F x an oon VW E OPPORTUNITY M E COMPLAINT TICKET RETURN TICKET T i kW LH WORKFLOW TICKET W Z CONTACT TICKET Start search Figure 10 Serach tickets Click on the tab Ticket to open the ticket search 2 You are able to search for tickets in a certain period of time If you want to narrow the period of time enter a beginning and or end date Note You have to enter at least one search term to use this function eBIT ebit e business amp IT EntwicklungsGmbH 11 77 AGILIA Dybabase LAGILIA Dy Dynabase H 2 1 4 Sort Searchi ng 3 You are able to select the tickets that should be in the result Just click on the desired check boxes to de activate them You are able to define how the search result will be sorted Tickets Sorting 4 Ta rgetgroup Name sort direction fe asc Customer number a s desc T date of creation date of change L Street L Zip code t Location Figure 11 Sorting Click on the tab Sorting to open the ticket sorting 2 Define the key for the sorting of the search result If you choose to sort the results profiles by its customer number select Customer number from the list Note By default the results are sorted by name 3 Select the sort direction whether th
35. d eBIT ebit e business amp IT EntwicklungsGmbH 33 77 AGILIA Dybabase J AGIA Dy Dynabase H Z I code c Country code B c City r Area code 5 Street p Phone number T e ee E T L Figure 38 Search profile s for relationship 3 Enter the search term for the profile s you want to find In this search you have to use parameters to define what you are searching for For example n means last name or f first name You are able to combine those parameters to limit your results 6 Click on to start the search and select the desired profile from the results Relationship New Connection types Employee Ww H Relationship with ei eBIT Figure 39 Established relationship Now the current profile will have a relationship with the selected second profile Note If you click on the second profile in this case eBIT you will automatically switch to this particular profile eBIT F ebit e business amp IT EntwicklungsGmbH 34 77 AGILIA Dybabase Dynabase 5 Create New Company In this part of the user manual you learn which steps are necessary to create a new company in AGILIA In the menu PROFILES select the menu item NEW COMPANY Note In the following section only such objects elements are described which appear in the process of creating a new company only For the rest of the objects please compare the descriptions in the chapter eBIT E ebit e business amp
36. d and to create new expected revenues per sales manager 11 3 Contact Project Role In AGILIA you can create contact project roles according to your wishes In the overview you see which contact project roles might already exist in AGILIA Note For searching use the wildcards which are commonly used in AGILA mainly To see further details click on the name of the contact project role You can edit settings if required eBIT E ebit e business amp IT EntwicklungsGmbH 74 77 AGILIA Dybabase LAGILIA Dy Dynabase H In order to create a new contact project role select the command CONTACT PROJECT ROLE NEW PROJECT ROLE in the menu SYSTEM menu item MASTER DATA 2 Contact project role 2 1 T Contact projectrole T id Figure 101 New contact project role You have to enter a name for the new contact project role This is a required field 11 4 Sales Steps Sales progress S Edit salesstep Z Offer Name Step 1 a gt Start Sold S Not sold Min completion probability in Completion positiv Max Completion probability in Date of completion required Opportunity Manager required use for new Status Reload Figure 102 Sales progress Overview and details In AGILIA you can establish sales progresses steps according to your wishes In the overview you see which sales progress might already exist in AGILIA To see further details click on
37. d be Dear Mr j title If that does not apply but an DE E E E Dear Mr a highesttitle p profilename Or like this Dear Mr p profilename Dear Mr j title a highesttitle The combination p profilename p profilename You can create comparisons and logical connections It is checked whether a certain condition is applying or not sex m Sir Sir if the sex is male eee Sir if the sex is male ek ELO Madam if the sex if female Characters for comparison are called operators In the field Salutation address field you can enter a text which will be displayed with the salutation in the address field The text of a salutation field is consisting of different elements There are elements available in the data base that are labeled in a ebit e business amp IT EntwicklungsGmbH 62 77 AGILIA Dybabase LUED Dynabase certain way You have to use this exact way when creating a salutation see above e g Mr j title a title lL p firstname p profilename 10 2 Legal Form F LEGAL FORM E LEGAL FORM E LEGAL FORM E LEGAL FORM E LEGAL FORM E LEGAL FORM Figure 70 Legal forms Overview You need legal forms for profiles of companies In this overview you see which forms of legal forms might already exist in AGILIA by default Note For searching use the wildcards which are commonly used in AGILA mainly F LEGA
38. d then click on the button Fa New Phone Fax 1 Select the desired phone type cell phone landline Note You can administer and create phone types in the menu SYSTEM menu item MASTER DATA 2 Enter a country code this is optional Note The country code can be already filled out with the preset country code You can change this setting in the menu SYSTEM menu item CLIENT If required this date can be overwritten eBIT E ebit e business amp IT EntwicklungsGmbH 30 77 AGILIA Dybabase Dynabase The entry of phone number can be separated into area code and number Enter the phone number in this field Note You can enter the number including the area code in this field If necessary you can add a phone number extension to the phone number You can assign the phone number to a certain address e g primary residence and other residences Select the relevant address from the drop down menu only already saved addresses for this profile will appear In the same input mask you are able to enter the fax number if necessary Fill out the fields as described above phone number You can either save the profile immediately with a click on se or you wait until you have filled in all other details for this profile In case you want to reload the input mask click on sea Data which has not been saved will be lost Phone Fax EP 0043 555 555555 55 ch 0043 555 555555 99 Fa New Phone Fax Figure 33
39. ducted Note You find the administration of the period groups the menu SYSTEM menu item MASTER DATA It is possible to change select different currencies 5 In order to conduct the desired report click on s tereeet and the new report will appear in the second tab of the window eBIT ebit e business amp IT EntwicklungsGmbH 56 77 AGILIA Dybabase _AGILIA Dy Dynabase H The result of the consolidation report possibly could look like the following _ default report parameter Repat Report for client AGILIA Feriod group Q2007 Schwendtner Gernot Total sum Schwendtner Gernot Total sum Created by Created on 2007 1 13 000 00 13 000 00 15 000 00 15 000 00 Schwendtner Gernot 1 24 2007 8 37 PM Sum 13 000 00 13 000 00 15 000 00 15 000 00 update Report Figure 65 Consolidation report Result In the result of the consolidation report you see if selected the planned revenue sums and further details of the report Click on copy report processing It is possible to switch between the report parameters and the actual report Click on datereport to update the existing report to copy the results of the report to the clipboard for further eBIT a ebit e business amp IT EntwicklungsGmbH 57 77 AGILIA Dybabase J AGIA Dy Dynabase 9 4 Contact Report In this part of the user manual you learn the necessary steps and settings a contact repor
40. e or date of birth also last name In AGILIA a company is an object that contains data which only as well belong to a company e g only legal form as well last name Certain data apply both for persons and companies e g address phone fax other data for example only apply for companies e g contact persons Put in an image the design of profiles appears as follows Address PROFILES Company Contact person Opportunity Figure 4 Design of profiles Note Please note that profiles only exist within clients In other clients those particular profiles may not or do not exist You recognize this design by the different symbols e Persons amp e Companies eBIT ebit e business amp IT EntwicklungsGmbH 6 77 AGILIA Dybabase Dynabase 2 Quick Search In order to get to the profile search and to be able to edit profiles select in the menu DYNABASE the menu item PROFILES and then QUICK SEARCH 2 1 Search Profiles Quick Search The quick search consists of four different tabs Searching Tickets Sorting and Target group You are able to use the fields of the different tabs in combination to specify your search result and in order to define the sorting or to save the result as a target group for further processing Searching Tickets Targetgroup Figure 5 Quick Search AGILIA provides the possibility to search for already existing data profiles You can use different att
41. e resulting profiles should appear in an ascending or descending order 2 1 5 Target Group A target group is a certain number of profiles which might be used for exporting importing or any other further processing of a certain amount of profiles in AGILIA You are able to save your search result as a target group The saved target group can be loaded and used at any time Note This might be handy if you often use the same group of profiles if you have to repeat a certain search or if you want to process export import the selected found profiles eBIT E ebit e business amp IT EntwicklungsGmbH 12 77 AGILIA Dybabase Dynabase Save search result as TOS lann Target Group L Figure 12 Save as target group 41 Click on the tab Targetgroup to open the target group 2 Enter a name for saving the results of this search as a target group Targetaroup result as TGS 2006 4 26 16 PM Sf Figure 13 Load target group 3 To load a particular target group click on the button and select the desired target group for the appearing new window Note You are able to select more than one target group Note Target groups can be imported by means of the Import Manager 4 If the selected target group is loaded successfully its name will appear in the list Now you are able to search in the profiles of the selected target group Note Click on the name of the target group and al
42. efore in the menu System menu item Master data Info Ticket Click on this button and you will make a new info ticket for this profile C Information Material Here you can order or send new information material for this profile Click on the button and the information material ticket will be opened in a new window C Retour This will open the Return Ticket window opens a new contact ticket Here you can document the contact Edit By clicking on edit you are able to make changes or add new details to your profile ae Sr Rapid Input Click on this button and the mask Rapid Input will be opened The profile data will appear in the input mask LC If you put your cursor over this button the further information will appear in an additional window System number and CustomerID a 4020 Linz Kellergasse 14 4020 Linz Billing Street 55 0043 555 5555555 55 2 0043 555 1234567 55 Egl support ebit at Gei www ebitonline com ere Figure 17 Buttons and symbols 2 ii I t Retour This will open the Return Ticket window opens a new contact ticket Here you can document the contact opens the fax program of AGILIA Here you can select predefined templates and send a fax to an existing fax number or enter a new fax number opens the preset fax client e g MS Outlook and you can send a fax to the desired fax number eo i opens the email program of AGILIA in a new pop
43. ere you see the lock codes which already exist in the system Either select an existing lock code and change it or you select a lock code which is not taken yet and edit it according to your wishes You are able to edit or create new lock codes by clicking on the right mouse button and selecting the desired action Click on Edit lockcode and it will be opened to show its details New lockcode Name use for new Edit E mail Fax SMS Letter Outbound Figure 89 New lock code Enter a name this is a required field or overwrite if necessary the existing value in this field Activate the checkboxes if necessary to define for which channels you want to be able to use this lock code 10 13 Connection Types In the overview you see which connection types might already exist in AGILIA Either select an existing connection type and change it or you select a connection type which is not taken yet and edit it according to your wishes You can edit settings if eBIT E ebit e business amp IT EntwicklungsGmbH 69 77 AGILIA Dybabase LAGILIA Dy Dynabase H required or create new connection types by clicking on the right mouse button and selecting the desired action In order to create a new connection type select in the menu SYSTEM menu item MASTER DATA the command CONNECTION TYPES NEW CONNECTION TYPE or click on New connection type in the context menu of the connection type New relationship type
44. ey eBIT E ebit e business amp IT EntwicklungsGmbH 21 77 AGILIA Dybabase J AGIA Dy Dynabase H 3 4 1 Ticket Ticket Ticket PAn 4 d Ticket ID 57 Processing time 00 00 17 Ticket information Ticket name Ticket type Support Ticket flow Demo Flow Communication Channel Email Priority high New message 11 21 2006 7 26 PM Int l Ext l Gchwendtner E SE SE The text in this field can only be seen by The text in this field can by seen by colleagues Internal comments may be added customers clients here Next contact on Date 11 21 2006 Time 7 26 PM LC Attachments of this ticket 4dd attachment eal Figure 24 Entering a new ticket 1 Ticket head This shows the ticket ID consecutive number and the selected profile If the selected profile is a company the contact person will be shown Note You might also see more details depending on the selected ticket flow Note Normally you would see the further profile data such as the profile name This is only an example 2 Ticket information Here you enter or select the name of the ticket ticket type and ticket flow Other fields may exist like you see in the figure above e g Communication Channel and Priority Note The actual number of fields depends on the selected ticket flow 3 New message You see date time of the ticket and who has created the ticket You can also document internal and external communicatio
45. flow CK EE 20 EL eege 22 SR SC ET Vu Te TT 23 35 sirs te FICKO eebe 25 4 CREATE NEW PERSON bevisccccscsedccicesscaiscacecacdeccencisensadenudancsatdencadccdecsencivewsedesusaveaacduecuscsddcswecdueanesa 26 al PESO ee a EA 26 d 1 1 INGO sese eee 28 De EE Te eT 29 AM PHONO E E 30 4 1 4 Internet E mail amp Hompage sse eee eee eee 31 4 1 5 Helatonshbum eee eee eee 33 5 CREATE NEW COMPANY sss s sse e enen enen nenen ennenen eenn 35 s Mme 676 e e ee ne ee ee eee eee ee 36 oit Contact e ME 38 5 1 2 Opportunity Step NN ME 40 5 1 3 Opportunity Step DEE 42 6 RAPID NEE eebe geegent 44 7 CREATE DYNAMIC EXTENSIONS e anean eaae aaeeea eaae eaae aae 46 r Eege EE 46 e EECH 47 Lo Diforent Eeer 48 Tol Boolean Eye 48 Fe NUMOS reseni e E EE E R eee mney eee ee cee 48 ToS pann EU 49 P E H EE 49 Fo RE 50 oo COMO DO EE 50 e Se 9 ee esse ee cece tence sees ae coe au oes oman tce ares sae at eras nd oeenese nated sa ueeae te ete 51 8 EDIT DYNAMIC EXTENSIONS css sss s eee 52 7 WC 2 Ciel KEE 53 9 1 General Information eee 53 9 1 1 Where Do I Find the Menu Item Reports sese eee eee 53 2 I GICS AG o TTT 54 9 3 CONSONCATON EDOM TTT 56 DA COMMA CUS E 58 eBIT 7 ebit e business amp IT EntwicklungsGmbH 3 77 AGILIA Dybabase Dynabase 10 MASTER DATA DYNABASE sss sss 60 be S TET 60 10 1 1 Create New Tie eee eee 61 10 1 2 Title Text and Salutation Address Eed 61 TOs COA d E 63
46. g in the company Please enter here Select from the lists Phone and Fax if more than one number is existing the matching number s of this contact person You can apply the numbers of the company In the fields Phone extension and Fax extension enter the extensions In the field Cell phone enter the cell phone number including the dialing code of the contact person eBIT a ebit e business amp IT EntwicklungsGmbH 38 77 AGILIA Dybabase LAGILIA Dy Dynabase H 10 E mail see section Internet E mail amp Hompage 11 Homepage see section Internet E mail amp Hompage You can either save the profile immediately with a click on se or you wait until you have filled in all other details for this profile In case you want to reload the input mask click on seat Data which has not been Profile History Address Phone Fax Internet Contact person amp John Public Fd New Contact person saved will be lost Contact person Public saved successfully person John Public Academic title Job title m Title Nr First name John Last name Public Date of birth Comment Standard contact Address affiliation Function Function description Department Phone number Phone extension Cell phone Fax number Fax extension E mail address Brox lv 4020 Linz Kellergasse select 5555555 123 select
47. he search Note You can decide whether the result should include contact person or not and whether certain criteria concerning the sales manger should apply or not Just set the right priorities in the checkboxes on the right see figure above The result will be displayed as following and you will see all the details amp John Q Public MBA gt 25 4020 Linz Kellerstreet 2 EMI L43 555 5555555 Eg john public ebit at Gei http www ebit at Figure 7 Search result Here you see whether the resulting profile is a person cy or a company EI 2 Titles and names of the profile are displayed You can click on the name and you will be directed to the editing mask of this profile this means you open the profile 3 Here you see further details depending on how many data have been entered Address phone number e mail address and URL and so on Click on the details and you will be able to alter or delete the existing data 4 History This is a quick link to the history of the profile Just click on it and the corresponding history of this particular profile will be opened in a new window In the history you are able to see and sort the tickets of a profile 5 Reminder With this button you are able to set a reminder for this particular profile eBIT a ebit e business amp IT EntwicklungsGmbH 8 77 AGILIA Dybabase LAGILIA Dy Dynabase H 6 VCE the electronic vCard or better say the electronic business card With t
48. he default value is only considered when creating a new profile It is not being considered for already existing data or when importing data The lower bound specifies the smallest number which may be entered The upper bound specifies the largest number which may be entered The number of figures after the decimal defines how many figures may be entered after the decimal 7 3 4 Text View details Text Required field T Field length database Default value Width characters T Height ines Figure 56 Text By selecting the checkbox Required field you define whether this field should be a required field You can enter a value in the field Default value which will be already filled out later on Note The default value is only considered when creating a new profile It is not being considered for already existing data or when importing data With the Field length database you define how long characters the text field may be in the database This field is a required field The width in characters and height in lines determine the dimensions of the text field Those fields are required fields eBIT E ebit e business amp IT EntwicklungsGmbH 49 77 AGILIA Dybabase Dynabase 7 3 5 Date View details Date Required field T Fram date Default value To dte Figure 57 Date By selecting the checkbox Required field you define whether this field should be a required f
49. he more detailed view you see all settings for the particular title Not only the sex was defined also the input and export code as well as the title type were set In the fields Title text and Salutation address field the corresponding title text and salutation are already entered eBIT g ebit e business amp IT EntwicklungsGmbH 60 77 AGILIA Dybabase _AGILIA Dy Dynabase H 10 1 1 Create New Title BH ER rae 1 ed code sex no sex 2 a Title type Z Person 4 Status jw active C Company Title text We Salutation address eld Figure 69 New title In the menu SYSTEM menu item MASTER DATA select the command TITLE NEW TITLE 1 You have to define a title name in the field Title e g Mr This is a required field 2 Select the sex of the title e g male female no sex This is a required field 3 Define both input and export code With those codes are useful for a fast data input respectively export Note Codes are helpful for creating new profiles You enter the code instead of the content of the particular field The correct code will be automatically transformed into the corresponding content 4 Select in the field Title type whether the profile with this title should be processed as a person or as a company 10 1 2 Title Text and Salutation Address Field 5 The text for a title can be put together of different elements The available elements are labeled in a certain way in the data base and
50. he user manual you will find the description of those parts that deal with the new creation and administration of contact data including the corresponding reports and will show how to extend AGILIA with your personally created fields Where Dol Find the Menu Item Profiles In the menu DYNABASE you find the menu item PROFILES Here you have the choice between following menu items QUICK SEARCH LIST NEW PERSON NEW COMPANY MENU DYNABASE PROFILES Figure 1 Menu Profiles Where Do I Find the Menu Item Extension Assistant In the menu DYNABASE you find the menu item EXTENSION ASSISTENT MENU Campaign Contact _DYNABASE Profiles Import manager Reports Figure 2 Menu Extension assistant Where Do Find the Menu Item Reports In the menu DYNABASE you find the menu item REPORTS MENU Campaign Contact System DYNABASE Profiles Import manager Reports Extension assistant Rapid Input REPORTS Sales report Consolidation report Contact report Figure 3 Menu Reports eBIT E ebit e business amp IT EntwicklungsGmbH 5 77 AGILIA Dybabase Dynabase The Design of Profiles When creating a new profile in AGILIA you have to distinguish between persons and companies A profile is therefore an umbrella term for person and company including the corresponding data address phone fax e mail homepage In AGILIA a person is an object that contains data that only also belong to a person e g only first nam
51. his function you are able to use the existing contact details for your e mail program e MS Outlook 7 Workflow Ticket By clicking on this button you will automatically open a new window where you are able to generate a new workflow ticket with the given profile data 8 Word integration If you click on this button the word integration will be opened where you are able to write an extensive text which will be saved with the profile 9 Info Ticket Click on this button and you will make a new info ticket for this profile 10 Information Material Here you can order or send new information material for this profile Click on the button and the information material ticket will be opened in a new window 11 Contact Ticket This will open the contact ticket in a new window 12 Edit By clicking on edit you are able to make changes or add new details to your profile 13 Rapid Input Click on this button and the mask Rapid Input will be opened 14 If you put your cursor over this button the further information will appear in an additional window System number and CustomerID 15 See 11 16 Here you see two e mail buttons The first will open the e mail program of AGILIA and the second will lead to your personal e mail program e g MS Outlook 17 Click on the Internet button and the stated homepage will be opened in a new window eBIT a ebit e business amp IT EntwicklungsGmbH 9 77 AGILIA Dybabase J
52. ickets see chapter eBIT ebit e business amp IT EntwicklungsGmbH 28 77 AGILIA Dybabase Lann Dynabase History Tickets 4 1 2 Address Mailing adc 4 District Street Kellerstreet Number 14 Additional number Staircase Floor Door ZIP 4020 City Linz Region Country Austria CountryCode 6 Post Counter O 7 Comment Active Free addressiline 1 Free addressline 2 Figure 31 New address To enter a new address for the profile click on Address and then on the button P New Address 1 You can select between different types of addresses e g mailing address billing address home address company address Note You can administer and create address types in the menu SYSTEM menu item MASTER DATA You can enter district and street name of the address You can enter additional number staircase floor door of the address Enter a zip code of the city Note You can open the search window and search for the city zip code If you select the desired result the fields zip code city region country and country code will be automatically filled with the saved details Enter the name of the city if necessary a region and the country You can use a country code if needed eBIT E ebit e business amp IT EntwicklungsGmbH 29 77 AGILIA Dybabase Dynabase Note The country code can be filled out with the already for the client preset country code You can change thi
53. ield You can enter a value in the field Default value which will be already filled out later on Note The default value is only considered when creating a new profile It is not being considered for already existing data or when importing data In the field From date you select the earliest date which is allowed to be entered In the field To date you select the latest date which is allowed to be entered 7 3 6 Combo box View details Combo box Elements Required field T Default vale L Figure 58 Combo box By selecting the checkbox Required field you define whether this field should be a required field You can enter a value in the field Default value which will be already filled out later on Note The default value is only considered when creating a new profile It is not being considered for already existing data or when importing data In the field Elements you can enter all the elements which should be included in the combo box later on eBIT a ebit e business amp IT EntwicklungsGmbH 50 77 AGILIA Dybabase J AGIA Dy Dynabase H 7 3 List View details Reference tables Required field Figure 59 List By selecting the checkbox Required field you define whether this field should be a required field Select an already existing reference table from the list Table This is a required field Note You can create reference tables in the menu DYNABASE IMPORT M
54. into another client of the system So the contact functions are available in other clients too Therefore select the command CONTACT FUNCTION COPY FUNCTION Select the dot button of the field Client A new selection window is opened There you choose those clients where the functions should be copied to eBIT E ebit e business amp IT EntwicklungsGmbH 67 77 AGILIA Dybabase J AGIA Dyt Dynabase 10 10 New Contact Type leste ne N leste type leste type Contact type E mail Contact type Lunch E Contact type Meeting ei Contact type Presentation Contact type Visit Figure 85 Contact types Overview In this overview you see which contact types might already exist in AGILIA Note For searching use the wildcards which are commonly used in AGILA mainly To see further details of the different types click on the name of the contact type You can edit settings if required In order to create a new contact function select in the menu SYSTEM menu item MASTER DATA the command CONTACT TYPE NEW CONTACT TYPE Contact type Contacttype LU Status 7 Figure 86 Neue Kontaktart You have to enter a name in the field Contact type This is a required field 10 11 Return Reasons raiReturn reason 60 P raiReturn reason S G0 raiReturn reason 60 gt RETURN REASON Not received RETURN REASON Unknown RETURN REASON Moved D RETURN
55. ion material This is a required field eBIT F ebit e business amp IT EntwicklungsGmbH 70 77 AGILIA Dybabase LAGILIA Dy Dynabase H Note This export code can also be exported with the export of data information material You can select an availability date for the information material and select whether there is a text per information material ticket or not With the checkbox use for new tickets you define whether the information material should be available for selection when creating an information ticket 10 15 Word Template In the overview you see which word templates might already exist in AGILIA Note For searching use the wildcards which are commonly used in AGILA mainly To see further details of the different information materials click on the name of the material You can edit settings if required In order to create a new word template select in the menu SYSTEM menu item MASTER DATA the command WORD TEMPLATE NEW WORD TEMPLATE E WORD TEMPLATE 2 1 Bezeichnung lee aa Status active Upload template E Figure 93 Neue Word Vorlage You have to enter a name for the new word template This is a required field You have to upload a template Click on the dot button of the field Upload template and select the template in the new window 10 16 Quantity Unit In the overview you see which quantity units might already exist in AGILIA Note For searching use the wildcards which are common
56. l its profile will be loaded into Dynabase List This is a convenient way to import or load profiles to Dynabase 5 If you want to delete an already loaded target group click on the button As mentioned above you are able to combine the different tabs to specify your search result in detail Bon E ebit e business amp IT EntwicklungsGmbH 13 77 AGILIA Dybabase Dynabase Example In case you want to search for an Info Ticket of a certain profile for a certain period of time type the required name in the Searching tab and enter the period of time in the Tickets tab Then set the required checkbox of the tickets you want to search When you have finished your selections click on Stsearch to start the quick search The resulting profile s will be sorted as predefined in the Sorting tab 2 2 Edit Profiles For editing profile data click on the profile name in the according result line It is also possible to click on the according lines of the profile s details e g click on the address when you want to access directly the address details B John Q Public MBA Le 4020 Linz W L 714020 Linz Billing Street 55 amp p 0043 555 5555555 55 5 0043 555 1234567 55 Pa su pport ebit at a lIwww ebitonline com Figure 14 Edit profiles Direct access The editing window contains the same functions and fields like the window for creating a profile person company Those fields are alread
57. lds used when creating a new person or company It is possible to enter Industries and also four different phone data if required Note When you want to create a new company profile and you enter details in the person fields the person will become automatically the contact person of the company In case you want to create just a new person leave the company fields empty and the new profile will be saved as person After entering the necessary data click on zess to save the new profile In case you want to create more profiles click on en to open a new rapid input mask When clicking on 884 the input mask will be reloaded zj Rapid Input Click on this button in Dynabase profile and the mask Rapid Input will be opened The profile data will appear in the input mask Copy to new It is possible to load an existing profile into the rapid input mask see above and make changes After the changes click on e to save the changed profile as a new profile Note If you do not make any changes and use the button Cepisnen an identical profile will be saved eBIT E ebit e business amp IT EntwicklungsGmbH 45 77 AGILIA Dybabase Dynabase 7 Create Dynamic Extensions In this part of the user manual you learn all steps which are necessary to create new dynamic extensions in AGILIA In the menu DYNABASE menu item EXTENSION ASSISTANT different so called classes are provided e g person company which you
58. le to change the message and subject the attachment may not be changed eBIT ebit e business amp IT EntwicklungsGmbH 23 77 AGILIA Dybabase J AGIA Dy Dynabase 3 4 2 2 Fax Le Fax B Letter E Templates Details Existing fax numbers Fax number Figure 26 Sending faxes In contrary to sending e mails you have to use templates for sending faxes Select a template and then enter or choose a fax number for the profile 3 4 2 3 Information material Letter Information material letter for example means mailings or folders that could be printed by an external company and sent to the customer usually on the postal way Here you can select profiles that will receive information material see above Information Material INFORMATION MATERIAL Status not created Status not created Contact person S Information material send yes no requested at sent at send again Folder L Prospekt S L Save profile Complete Further Figure 27 Sending information material letter eBIT F ebit e business amp IT EntwicklungsGmbH 24 77 AGILIA Dybabase Dynabase 3 5 Contact Ticket CONTACT TICKET l K TPR Date i is 2007_ DIS Contact person Contact type E mail 2 Opportunity select Phone number d Comment Details 5 File upload Reminder sr dte di Location Td end date L sar i Reminder ST BCE 0 minutes Comment Category Normal
59. ly used in AGILA mainly In order to create a new quantity unit select in the menu SYSTEM menu item MASTER DATA the command QUANTITY UNIT NEW QUANTITY UNIT D Quantity unit User for new entries WV Status V Figure 94 New quantity unit You have to enter a name for the new quantity unit This 1s a required field It is possible to select whether it can be used only for new entries or not 10 17 Document File Types In the overview you see which document file types might already exist in AGILIA eBIT E 71 77 ebit e business amp IT EntwicklungsGmbH AGILIA Dybabase LAGILIA Dy Dynabase H Note For searching use the wildcards which are commonly used in AGILA mainly In order to create a new file type select in the menu SYSTEM menu item MASTER DATA the command DOCUMENT FILE TYPES NEW FILETYPE Document Filetype Name Filetype extension Icon select Icon upload L Status JW active Figure 95 New document file type You have to enter a name for the new quantity unit This 1s a required field You have to enter a filetype extension e g doc for MS Word files this is a required field If already uploaded you are able to select a specific icon for the document file type if not please upload a new icon 10 18 Calendar Categories CALENDER CATEGORY Name Outlook category Color HEX Private appointment
60. mpletion positive or negative the opportunity is shifted from Dynabase into the History In case you want to reactivate a completed opportunity not completed sales step do so in the History of a profile It will again appear in the Dynabase eBIT a ebit e business amp IT EntwicklungsGmbH 43 77 AGILIA Dybabase Dynabase 6 Rapid Input Profile EN Person Personal 10 fT rite Wr Academic title as Job title l Alina Firstname O Middle name oO TEA Profile name L EE EE Additional name L Placed behind title Mitarbeiteranzahl Birthday Branche e potentieller Kunde ee BR L select v Industry 1 PE Kar ti ESCH EE Number Industry 4 Additional number Industry 5 Staircase Floor 2 Door zp ity L po ps E Zei ei Figure 49 Rapid input ebit e business amp IT EntwicklungsGmbH 44 77 AGILIA Dybabase Dynabase With the function Rapid input it is possible to enter new profiles and date in an efficient and convenient way In case you do not want to import data this is a way to create new profiles because all the necessary objects and fields are displayed at once Note In case you use dynamic extensions they will be displayed in the rapid input mask Enter the required data in the according fields as it is described in the chapters Create New Person and Create New Company The fields basically correspond with or are identical with the fie
61. n If you mark a follow up it will be saved in your personal calendar and AGILIJA will alarm you with a blinking icon reminder Note It is also possible to add attachments to the ticket if necessary 4 Predefined flows Here you can enter predefined ticket flows see administration Only ticket name and the message and also the follow up time have to be entered eBIT i ebit e business amp IT EntwicklungsGmbH 22 77 AGILIA Dybabase Dynabase 3 4 2 Mailing In AGILIA it is possible to use e mails fax or information material postal to answer queries The possibilities will be described in the following section By clicking Close or Send the selected way of answering a query is confirmed Note You will find a corresponding entry for all three answering options in the history of the profile 3 4 2 1 E mail Profile Malling Ticket Emal 1 Fax Letter Templates iu Becc L Subjects L Message Figure 25 Sending e mails E mails consist like in MS Outlook of receiver subject message text and sometimes attachments In case you often want to send the same or similar e mails same subject or similar message or attachments AGILIA supports the possibility of saving templates Click on Lsltbutton and in the now opened pop up window you will see the already established templates If you select a template and the subject message and attachments can be used in the e mail Note You are ab
62. n click on zs to save the profile 2 Now you are able to save further details history address phone fax internet relation 4 1 Person Person Comment Title Academic title Job title First name Middle name Profile name Additional name Placed behind title Alias Mr John 4 Q 5 Public G MBA 9 Active Customer ID Personal ID Account Manager Customer Customer type Birthday Return shipments 0 active Return shipments 0 Figure 29 New person 1 The title is a required field Select the fitting title from the list 2 In order to select the academic title open the dot button of the particular field and select the desired title Note The administration of the titles is carried out in the menu SYSTEM menu item MASTER DATA 3 In order to select the academic title open the dot button l of the particular field and select the desired title eBIT E ebit e business amp IT EntwicklungsGmbH 26 77 AGILIA Dybabase Dynabase 4 In the field First name you can enter the first name You are able to enter more than one first name if necessary The input of a first name is optional You can enter a middle name the input is optional The last name profile name is a required field Enter it in the field Profile name You can enter an additional name the input is optional on OO You are able to selec
63. n select that the fax should be sent as gfi fax You can enter a text for the template which will be saved with it When using this particular template it is displayed as preset You can add a comment to the template which can be helpful when using it If necessary you can upload a file which will be saved as attachment 10 9 Contact Function With the contact functions you can for example define the contact functions of contact persons in AGILIA For this you have to have already configured contact functions s_sontactfunction Taz REESEN REES S CONTACT FUNCTION CEO EFK S CONTACT FUNCTION Head of Marketing SEDE S CONTACT FUNCTION Head of Sales IE S CONTACT FUNCTION Head of T t Figure 82 Contact functions Overview In this overview you see which contact functions might already exist in AGILIA Note For searching use the wildcards which are commonly used in AGILA mainly To see further details of the different types click on the name of the function You can edit settings if required In order to create a new contact function select in the menu SYSTEM menu item MASTER DATA the command CONTACT FUNCTION NEW CONTACT FUNCTION S CONTACT FUNCTION 5 4 Contact funcion Figure 83 New contact function You have to enter a name in the field Contact function This 19 a required field Copy contact function Client fl Figure 84 Copy contact function You are able to copy a contact function
64. nu SYSTEM menu item MASTER DATA There you are able to create new sections 2 Here you can select products enter price quantity and so on Note The administration of the products is carried out in the menu SYSTEM menu item MASTER DATA This is one way to create new products 3 By clicking on the dot button of the field Select you can select the desired products per section 4 If you want to create new products click on the dot button of the field Create and a new window will appear Quantity unit Figure 47 New products 5 It is also possible to upload and save files with the opportunity e g sales offer ERIT i ebit e business amp IT EntwicklungsGmbH 421 77 AGILIA Dybabase _AGILIA Dy Dynabase H Sales volume potential 13 000 00 EUR ke Sales progress Offer SI Comment Sales progress First contact by Sales partner ss Future sales volume p potential Snes E Internal planned jess ong8 l Planned completion E customer Currency EUR sel Hardware Price per piece tm trade Qty Server large 3000 00 EUR 2 00 3 00 Piece s Server small 2000 00 EUR o 2 00 Piece s 13 000 00 E Figure 48 Calculation After saving the opportunity for the second time you will see that the products are calculated and those figures correspond with the sales volume potential Note When an opportunity object reaches the next sales progress step that will lead to a co
65. omatically transformed into the corresponding content In the field Title you have to enter the name of the title e g Dr This is a required field The field Highest title is used in letter salutations for example then only the highest title is being used At profiles with only one title you have to enter the title both in the field Title and Highest title 10 4 Job Title See 10 3 Academic Title 10 5 Type of Address Gt Address type Billing address SEE EE Address type Mailing address SEE EE Address type Private address SEO Address type Company address SEE Figure 74 Types of address Overview In this overview you see which types of address might already exist in AGILIA by default Note For searching use the wildcards which are commonly used in AGILA mainly To see further details of the different types click on the name of the address type In order to create a new address type select in the menu SYSTEM menu item MASTER DATA the command TYPE OF ADDRESS NEW ADDRESS TYPE eBIT gl ebit e business amp IT EntwicklungsGmbH 64 77 AGILIA Dybabase Dynabase Address bel as standard Ne Y Type pen Figure 75 New address type You have to enter the name of the address type This is a required field And you have to enter the type for the VCF the electronic vCard or better say the electronic business card You can select whether the address type should be defined as standard or not
66. or any purpose without the prior written permission of the ebit e business amp IT EntwicklungsGmbH ebit e business amp IT EntwicklungsGmbH provides no warranty for the correctness of this user manual Modification of the text is reserved ebit e business amp IT EntwicklungsGmbH disclaims any liability for the content or use of this manual The terms agilia ebit and the ebit logo are trademarks of ebit e business amp IT EntwicklungsGmbH eBIT a ebit e business amp IT EntwicklungsGmbH 2 77 AGILIA Dybabase Dynabase Table of Contents 1 GENERAL INFORMATION sss s lt cs s css neeaaea annee anean aeaaeae aaaeeeaa eee 5 Where Do I Find the Menu Item Profiles 5 Where Do Find the Menu Item Extension Assistant eee 5 Where Do I Find the Menu Item Reports see eee eee 5 The WS SIG ON ie EE 6 DGC SE Gin EEN 7 2 1 Search Profiles QUICK Search 7 2 1 1 Search Result Person isiceadeecesosscaecasisiusanbaand nocwvesucvebsxeinccreseesesdvesdpecnsntasbednesisenaddbareekaxes 7 2 1 2 Search Result COMPANY eee eee e eee eee 10 CR E ei T e EE 11 E SO T 12 23 e NOUD TTT 12 2 1 6 Combined RT ei E 13 PAPA eg Gre TEE 14 29 Delete E eut 14 24 Buttons and Renee geseet eege EE SE EE E gege 15 A 5614 R Heo a Cu KEE 18 3 1 information TICK EE 19 932 unt E 19 3 3 Information Material ananannnnannnnnnnnanannnnnnnnnnnnnnnnnnnnrnrnnnnnnnnrnrnrnnnornrnrnrnnnrnnrnrnrnrnrnrrnrnrnrrnnrnnn 20 3 4 Work
67. re 35 Saved e mail address After saving the new e mail address and homepage address they will appear on the left side in the internet tab With a click on it you are able to open it again make changes or delete the addresses By clicking on the button e you open the set e mail client e g Microsoft Outlook and you are able to send an immediate message to the selected address By clicking on the button 7 you open a new pop up window This pop up mail is also a possibility to send a message to this e mail address Note This sent e mail will be saved as history ticket too The sender will also receive the e mail for checking purposes eBIT i ebit e business amp IT EntwicklungsGmbH 32 77 AGILIA Dybabase Dynabase To support ebitonline com Attachments gt gt 0 Attachments Figure 36 Send pop up e mail La Click on the Internet button and the stated homepage will be opened ma new window 4 1 5 Relationship Relationship New Connection types Relationship with Figure 37 New relationship To enter a new relationship open relation and then click on the button P New Relation 1 Select a connection type This field is a required field Note You find the administration of the connection types in the menu SYSTEM menu item MASTER DATA 2 Tn the field Relationship with you are able to search such profiles with which this profile has a connection Use the button and a new window will be opene
68. ributes fields for searching profiles and combinations also work AND In order to search a certain profile please type in the name system number customer number or any other known detail of the profile s you want to find When searching please bear in mind following rules Input Result Public Every profile that begins with Public will be in the results Public The result will be only profiles with the name Public lt blank gt Public Every profile that contains the word Public in the name will be in the results lt blank gt Public All profiles that end with Public will be found Note Upper and lower case can be neglected 2 1 1 Search Result Person Example see figure below How to search for an existing profile Enter the search terms e g Public for the field Name and the zip code eBIT a ebit e business amp IT EntwicklungsGmbH 7 77 AGILIA Dybabase J AGILIA Dy Dynabase H Searching Sorting Targetgroup Name Contactpersons W including System number j Customer number Sales manager js competitor T is sales partner T is customer Account manager Opportunity Phone Fax g Street Zip code 4021 Location Country if Figure 6 Search profiles The search function consists of text fields and shortlists Select the search criteria in the list and type the terms in the search field click the button statssarn 0 start t
69. s it is in this case Should there be a contact person company you can select the person that should receive the sent information material 2 Activate the necessary checkbox to define the information material s which should be sent Note You are able to change existing or create new information materials in the MASTER DATA Menu SYSTEM A Set the date when the information material should be sent You can use the calendar function just click on the symbol In order to save the ticket and send it click on the button se 3 4 Workflow Ticket You are able to directly create a new ticket for the open profile just click on the workflow ticket and a new window will be opened There the existing data of this particular profile will already be shown You are able to change the data or use the existing details for posting this ticket To be able to work with workflow tickets it is necessary that a workflow is already existing in AGILIA see user manual Ticketing eBIT F ebit e business amp IT EntwicklungsGmbH 20 77 AGILIA Dybabase Dynabase Profile 4 Mailing 2 Ticket 3 Profile data 4 address zl Search P System number Customer number Title Company Academic title te Job title ba Title select SS i v Company E H First name Lastname LU Legal form onal Date of birth Phone new Cell phone new Fax new
70. s settings in the menu SYSTEM menu item CLIENT The preset data can be overwritten if required 7 Post Counter the number of return tickets on this address 8 Enter further details comments if necessary 9 Itis possible to deactivate the address of a profile Note With the checkbox active you can set parts objects of the profile active resp inactive 10 In the field Free address line 1 and 2 you can enter an additional address line When you click on the button New address a new address object will be opened underneath the first address object for this profile This might be necessary for the entry of more than one address per profile e g mailing and billing address You can either save the address immediately with a click on se or you wait until you have filled in all other details for this profile After saving the new address will appear on the left side in the address tab With a click on it you are able to open it again make changes or delete the address In case you have not filled out all required fields you will get an error message or the address will be saved as Incomplete address 4 1 3 Phone Fax Phone type Cell Phone d Country code Country code 2 Area code Area code d Fax number Phone number d Extension Extension 5 Address affiliation Address affiliation select R Active Active W Figure 32 New phone number To enter a new phone or fax number open Phone Fax an
71. t in AGILIA REPORT CONTACT REPORT Date from Daag E200 AN to 1972007 Een Created bya 2 Show null values P 3 Ticket type Contact ticket 4 Ticket subtype r all E mail Contact ticket Fax Contact ticket Lunch Contact ticket Meeting Contact ticket Meeting Contact ticket Personal Contact ticket Phone Contact ticket Presentation Contact ticket e lt Figure 66 Contact report 1 Enter the time period for which you want to create the contact report you are able to select a date by clicking on the symbol Those fields are required fields 2 Select the user s which have created the contact ticket for which you want to do the report This field is a required field By clicking the dot button of the field Created by you open a new window where you select the user s Note If you do not select any user the contact report will consider all relevant users of the system 3 If you activate the checkbox Show null values the report will also consider users with non existing contact tickets and will show them in the result Select the according ticket type s This 1s a required selection Determine which ticket subtypes you want to consider in your contact report This 19 a required selection Click on to start the contact report In the result of the contact report you see the contact types sums and further details of the report Click on to start a new
72. t an academic title that is placed behind the name e g MBA or MAS 9 In the field Alias you can enter synonyms which can be used for searching this profile as well e g EU for European Union 10 In the field Comment you can enter any text you want Note To ease the input of text AGILIA provides an edit pop up just click on to open the edit window 11 With the checkbox Active you can set the profile active or inactive 12 You can enter a Customer ID The customer number can be assigned arbitrary and 19 indefinite 13 You can enter a Personal ID The personal ID can be assigned arbitrary and is indefinite 14 You can select an account manager from the list of account member which have been predefined in the system for this profile if necessary 15 The checkbox Customer is a default checkbox that serves for a more detailed specification of the profile 16 In case you want to select a customer type for this profile click on the dot button and select the type from the new window Note The administration of the customer types is carried out in the menu SYSTEM menu item MASTER DATA 17 In the field Date of birth you can either enter the full date of birth DD MM YYYY or only the year of birth YYYY 18 Return shipments active you can enter the number of mail returns of all active addresses of this profile This field is mainly used for editing automatically generated data You can either s
73. the name of the sales progress You can edit settings if required delete the sales step or reload it In order to create a new sales progress select the command SALES PROGRESS NEW SALES PROGRESS in the menu SYSTEM menu item MASTER DATA Another way of doing so is to click with the right mouse button on the sales steps and select New sales step from the context menu Cl up TN New sales step KI Edit salesstep down eBIT Hi ebit e business amp IT EntwicklungsGmbH 75 77 AGILIA Dybabase _AGILIA Dy Dynabase H H New sales step Name Completion Min completion probability in a Max Completion probability in B Date of completion required Opportunity Manager required use for new Status Figure 103 New sales step You have to enter a name for the new sales progress 2 Inthe menu Completion select whether the sales step requires positive negative or no completion 3 YOU can select a minimum and maximum completion probability from the lists With the checkbox Date of completion required and Opportunity Manager required you define 1f with this particular sales step requires the stated details 11 5 Products GUL Products Server large ES Products Server small SES Figure 104 Products Overview In AGILIA you can create product In the overview you see which products might already exist in AGILIA Note For searching use the wildcards which are commonly used in AGI
74. the sales progress is carried out in the menu SYSTEM menu item MASTER DATA You can add a comment to the sales progress You can enter an estimated further sales potential volume if necessary Select the probability of handling this project opportunity successfully This field is a required field 9 Select an opportunity manager salesman from the list if required 10 Enter the date of the first initial contact the point in time when you have first learned about this sales opportunity 11 Select possible competitors for this opportunity from the new window Competitor 12 Select members for the project team if required 13 Select the name of the initial contact person of the customer s company from the list of contact persons 14 Select possible sales partners from the new window that will appear 15 State the planned completion date internal This field is a required field 16 State the planned completion date customer 17 You have to select the currency in which the opportunity should be calculated You can either save the profile immediately with a click on zs or you wait until you have filled in all other details for this profile In case you want to reload the input mask click on sea Data which has not been saved will be lost Note After the first change of the opportunity has been saved you find the corresponding Note When an opportunity object reaches the next sales progress step that will lead to
75. to save the ticket click on the button se Note Under certain circumstances info tickets are automatically generated by the system 3 2 Reminder REMINDER 1 1 0001 12 00 00 AM Start date o1 18 2007_ j11 30 ands eee Reminder jo 20 30 Minutes wi 2 Category gt here you can enter more details Figure 20 Reminder Here you can save a new appointment or reminder 1 Enter a start and if necessary an end date You can use the calendar function just click on the symbol eBIT F ebit e business amp IT EntwicklungsGmbH 19 77 AGILIA Dybabase LAGILIA Dy Dynabase H 2 If you want to be reminded by AGILIA of an upcoming appointment select the checkbox Reminder and set the time you want to be notified in advance 3 It is possible to assign the reminder to a certain category e g birthday vacations meeting and so on A certain color code applies to the category Note You are able to change or create new calendar categories in the MASTER DATA Menu SYSTEM 4 Enter the location subject and further comments for this reminder In order to save the ticket click on the button se 3 3 Information Material INFORMATION MATERIAL 1 1 0001 12 00 00 AM Status not created Status not created Contact person sent at send again 01 17 2007 S 3 Figure 21 Information material 1 Here you see the status of the information material whether it is already sent still in progress or not created a
76. ur dynamic extension 7 3 1 Boolean Term View details Boolean term Default value C True e False Figure 53 Boolean term Select Boolean term and you can decide between the two values True and False The chosen value will be later displayed as a checkbox Note With those values you define whether the checkbox will already be displayed as selected True or not selected False 7 3 2 Number View details Number Required field T Lower bound Default value Fc Upper bound Figure 54 Number By selecting the checkbox Required field you define whether this field should be a required field You can enter a value in the field Default value which will be already filled out later on Note The default value is only considered when creating a new profile It is not being considered for already existing data or when importing data The lower bound specifies the smallest number which may be entered The upper bound specifies the largest number which may be entered eBIT E ebit e business amp IT EntwicklungsGmbH 48 77 AGILIA Dybabase Dynabase 7 3 3 Decimal View details Decimal Required field T Lower bound Default vals Upper bound Decimal places Figure 55 Decimal By selecting the checkbox Required field you define whether this field should be a required field You can enter a value in the field Default value which will be already filled out later on Note T
77. y filled with data of the profile If you click on the symbol 2 you are also able to access the profile and edit data In general you are able to change data or add new data to the selected profile and save the modifications 2 3 Delete Profiles You can delete single objects from a profile e g one of more phone numbers as well as whole profiles Click on the profile name in the result of the search and you will access the profile s details After clicking on the symbol the system will ask due to data safety reasons whether you want to delete the object profile or not Confirm and the selected object profile will be deleted eBIT d ebit e business amp IT EntwicklungsGmbH 14 77 AGILIA Dybabase J AGIA Dy Dynabase System number 18299 Alias name John Q Public MBA Comment Person Profile Title Windows Internet Explorer E History Academic title Job title A4 Do you really want to delete ke First name Phone Fax y e Middle name i Abbrechen Internet y Public Profile name Relation Additional name Placed behind title Alias Comment Active L Figure 15 Delete profile Confirmation Note When you delete objects of a profile the system is not able to reactivate the deleted objects 2 4 Buttons and Symbols Material Ticket B John Q Public MBA ee MOB v2 4 S CH Workflow Input Ticket Informatioy Contact System Person

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