User Manual
Contents
1. Process Factory W User Manual Contact Management MashApp USER MANUAL CONTACT MANAGEMENT MASHAPP Cordys Process Factory M6 Copyright 2009 Cordys R amp D B V All rights reserved The information in this document is confidential constitutes the intellectual and proprietary property of Cordys R amp D B V and is protected by intellectual property laws and international intellectual property treaties Cordys and the Cordys logo are the registered trademarks of Cordys R amp D B V All other trademarks mentioned herein maybe are the trademarks or registered trademarks of their respective owners and should be noted as such No part of this document may be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without the express written permission of Cordys R amp D B V The information contained in this document is subject to change without notice Cordys R amp D B V does not warrant that the information contained in this document is error free CORDYS Page 2 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Contents DP EMELOGUCTION ee a te ee 4 2 Setting up Organization Data En 5 2 1 Creating Application USFS ccariscrveranaseamneeaansesseresansnnawaen 5 ZA Creating ROIS a esse rc 6 2 9 CTI Sr OURS ee a a 7 3 Setting up Master Data sss s 8 EMRO aT EE e OEIT P ET E AT TT icon 8 3 2 D DArM NES eege sn EEN 122. 2 2 Creating Roles Roles define the responsibilities assigned to a user You need to create three roles e Contact Management Approver e Account Creator e Account Verifier First you need to create the Contact Management Approver role Do the following 1 Click Setup gt User Management The User Management page appears 2 Click Go to for Roles The Roles page appears 3 Create the Contact Management Approver role Do the following a Click New In the Role field type Contact Management Approver b In the Description field type Contact Management Approver CORDYS Page 6 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cordys Process Factory M6 Setup gt User Management gt Roles Roles Gel This is repository of all the roles defined in an organization For example Manager Director etc Cinew Refresh C Role Description Role Contact Manageme C Contact Management Contact Management 4pprover Description Contact Management 4pprover Save and Add Another Save Reset Required c Click Save and Add Another The Contact Management Approver role is created and the values are cleared for another role 4 Similarly create the following roles e Account Creator e Account Verifier You have created the roles successfully 2 3 Creating Groups Groups enable you to group users in your organization as well as assign responsibilities to users in the form of roles Y
3. GMAC ge e OT E E E A E E 12 3 4 BUSINESS Partner VDS 5 is ae ne oi 13 3 9 BUSINESS POF IG G ado eee an nee ge 14 EE une Ces anses danse ee oasis nice use 15 3 7 EXISUNG le et ug e EE 16 3 6 Prorile TCM E LEE 16 7 NOUS EE Ee 17 3 10 Newsletter Announcement cece eee e cece cece eee eee eens 17 3 11 Application Announcement cece cccece cence ee eee seen eeeeneees 18 4 Creating a Contact Profile sees KKK 19 5 Approving a Contact Profile en 21 5 1 Privacy Level Open to Organization 21 5 2 Privacy level Open to Department 23 5 3 Privacy level Open to Group 24 5 4 Privacy level Private ss 24 6 Creating a MashApp Account een 24 7 Creating a Contact Registratton ku 26 8 Creating a Distribution List seess 27 9 Selecting a Message Template cssssssscccccccccccccennnnnnneeeens 28 10 Reporting and Monitoring 29 LOLE A 5 EE 30 EE A EAEE nas sen AEN 30 OS RD a on cute 31 11 CONCIUSION ENN 32 12 CONTACE TE 32 CORDYS Cords Process Factory M6 Page 3 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cord s Process Factory BO 1 Introduction This user manual is designed to guide you through using the Contact Management MashApp solution to record personal contact information of employees and other relations such as customers suppliers etc of your organization This MashApp was built using Composer a MashApp tool from Cordys Process Factory CPF Usually when you have a manual co
4. Account P ger 4pp Seen P ger 4pp 5elect Admin Approval Rejected Admin 4pproval For Account re Kees 5elect 3 Click Save and then click Complete Task You have approved the contact profile as a group manager Approval by Department Manager The Manager who is responsible for the department to which the employee who created the contact profile belongs receives a task to approve the contact profile which is available through My Page gt My Tasks He or she also receives an email with the task details As the Manager for the department open the task review the contact profile and select Approved from the Department Manager Approval drop down list Click Save and then click Complete Task CORDYS Page 23 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cordys Process Factory M6 You have approved the contact profile as a department manager 5 3 Privacy level Open to Group This privacy level enables the contact details to be seen by all the members of a specific group So the contact profile needs to be approved by the manager of the group to which the employee who created the contact profile belongs The Manager who is responsible for the group to which the employee who created the contact profile belongs receives a task to approve the contact profile which is available through My Page gt My Tasks He or she also receives an email with the task details Do the following to review the contact profile a
5. Charts Reports Gi Master Data Setup 4 Modify Application Countries Departments Employees Projects Master Data gt Countries Create Item Quick access to create new items Select Item Type w Create Recent Items Items created or edited by you Expoooo041 EXPO0000044 EX PO0000015 EXP0000043 10 EXP0000043 20 ExP0000043 10 EXP0000043 20 EXPO0000043 5A Weblinks E More List of weblinks for easy access Application Properties On clicking Load Countries all the countries present in the grid will be deleted and standard list of countries a will be added from the URL http ws srlink com GeoServices CountryInfoService asmx WSDL Countries Copyright Country Name a LI oO 0 0 0 0 LI p LI 0O LI 0 d LI O LI oO d oO LI 2000 2009 Cordys All rights reserved Andorra United Ar ab Emirates Afghanistan Antiqua Anguilla Albania Armenia Netherlands Antilles Angola Antarctica Argentina American Samoa Austria Australia Aruba Aland Islands Azerbaijan Bosnia Barbados Bangladesh SI Done a Local intranet 4 Click New to add a country that is not in the standard list if required You need to provide the Country Code and Country Name to add a country 5 Click Save amp Close You have loaded countries successfully Uploading Countries from a Google Spreadsheet You can upload countries using a Google account Do the foll
6. Employees Others Public Relations Self Generated Student a CC CS CSC CM CN D AE IR ANNE EIU EI GI IR WIR RSR IR EERE EE EE K 0O K a EE N a Suppliers Click Save amp Close You have added a profile template successfully 3 9 Newsletters You can add a newsletter for users to subscribe to it Do the following 1 2 3 4 Click the Master Data tab Click View for Newsletters The Newsletters form appears Click New to add a newsletter In the Newsletter field provide a name for the newsletter Click Save amp Close You have added a newsletter successfully 3 10 Newsletter Announcement You can add a newsletter announcement Do the following as SMR Click the Master Data tab Click New for Newsletter Announcement Click amp for Newsletter select a newsletter and click OK In the Subject field provide a subject for the announcement In the Message field provide the text for the announcement CORDYS Page 17 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cordy s Process Factory W Save amp Close Newsletter Message ID Subject Latest Customer Win Message Our company has managed to win two new customers namely FNC Ltd and 41 Corp Itis a great achievement for our company thanks to the efforts of our Marketing team led by Mr Edward Collins Be Comments Ge Add Comment Total Count 0 D There is no comment added to this record Click Add Comment
7. Setup gt User Management gt Application Users Application Users KO Ka Setup gt User Management gt Application Users gt User Details ay gt The users subscribed to thi A Application Users CR Ges The users subscribed to this application are listed here This screen is used For user maintenance Users are assigned a privilege to use the application Add X Refresh E Add New User to the Application dd Existing User to the application per ecerecrreracerncperrerrcerr Add X br gt Back to List User Id jasongreen lucentpower com Name Jason Green Login Id jasongreen lucentpower com Contact Details Email jasongreen lucentpower com City Company Name PT Country Ir wl Address Phone O PhonefR D O OS Website Privilege Details Privilege Name Admin eee E Description Admin Done Required Cancel f Click Save An application user is created and the required privilege is assigned to the user As soon as the user is added he or she receives an email with the Login Id and Password required to log in to the Contact Management MashApp This application user is also an organization user So you can grant access to this user to other applications in the organization through the Setup tab for those applications using the Add Existing User to the Application option You have created an application user successfully
8. responsible for the group to which the employee who created the contact profile belongs receives a task to approve the contact profile which is available through My Page gt My Tasks He or she also receives an email with the task details CORDYS Page 21 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Code Process Factory BO Do the following to review the contact profile and approve the task 1 Double click the task The task opens displaying the details of the contact profile 2 Review the details and in the Select here the approval for your role section select an option from the drop down list corresponding to your role In this case go to the Group Manager Approval drop down list The following options are available e Approved If approved the contact profile is sent to the Manager who is responsible for approving the contact profile for the department the employee belongs to e Rejected If rejected a notification is sent to the employee who created the contact profile and the process ends Task X Task Details Status Incomplete Subject Approval to Access the Contact robertwalkeri lucentpower com within the Group Message Dear Group Manager Approve to access the contact robertwalker1 lucentpower com within the group ES conplte Tel Select here the approval for your role Group Manager 4pproval Select Select Department Manager Approval Department Manager Approval For Account P ger Ap
9. upload data The Upload Activity page appears 6 In the Upload for drop down list select Application Objects 7 Click Browse for File Path select the template with countries data and click OK 8 In the Activity Settings section do the following a In the Application Object Name drop down list select Country Welcome Brian Peterson Change Profile 08 18 2009 Log OL A Contact Management FETT HI EI Le Scene aa eee et tere eet ae an eee Bi iat annie eaten RENN RINDI mm 2 Help ei Support Search Ka Advances L Contact Management dai Charts Reports Master Data 4f Modify Application Announcements User Mai Setup gt Upload Activity gt Upload Data gt Upload Detail Setup gt Upload Activit Upload Data Activities can be de BE be used to Fill in dat B view X Deleti Dnew Delete Previous Next Back to List TT Activity No Upload Activity Activities can be defined to upload data from a given excel file to the application entities It is advised to do the upload data activity in small batches Excel templates are available to download for different applications and can be used to Fill in data Filled in files can be submitted For upload jobs Data will copied from excel file to the corresponding application entities Activity No 1 Upload for application Objects 2 File Path C Documents and Settings jrenishya Desktop countrie Browse File Activity Settings Applicatio
10. users and application privileges Note You can set up organization data only if you have either Admin or Contact Management Administrator privilege 2 1 Creating Application Users Now you need to create application users to enable users in your organization to access the Contact Management MashApp You also need to assign users the appropriate privilege to restrict their access within the MashApp Do the following to set up application users 1 Click Setup gt User Management The User Management page appears 2 Click Go to for Application Users The Application Users page appears displaying a list of existing application users if any 3 Create an application user Do the following a Click Add and select Add New User to the Application b In the User Id field type the unique id of the user in the form of a valid email address For example Imiller radiantpower com This email address is populated in the Login Id and Email fields respectively The credentials required to access the Contact Management MashApp will be sent to the user via email Note You cannot modify the Login Id Provide the required details of the application user such as Name and Contact Details Assign a privilege to the user to access the Contact Management MashApp Click EX for Privilege Name The Application Privileges dialog box appears e Select one of the following privileges to assign to the user according to their role in the organ
11. Business Proc gt Service Provider URL http ws srlink com GeoServices CountryInfoService asmx WSDL i gt Build Business Rules ae User Authentication Optional Q Build Web Services gt Generate Standard Services Build an Advanced Service N Display Services All Services oO Web Service Description Build Reports gt E GetACHielsenCitySizes Oo GetSrLinkCitySizes e Canfinure Annlicati gt oO GetCountryFlag Starting Point x Oo GetCountryInfo Getting Started iach id Oo GetSRLinkCountryList Fags CT GetContinentList Tutorials TT GetCurrencyList g GetCurrencyList TT GetLanguageList TT GetTimeZoneList go GetCountryListByCurrency IW GetCountryListByContinent 17 comp 4 Build Business Rules Build Reports is amp Done a Local intranet You have registered the GetCountryList external Web service successfully Now do the following to load the countries in the Countries form 1 Click the Master Data tab 2 Click View for Countries The Countries form appears 3 Click Load Countries to load all the standard countries from the displayed URL The countries are listed in the Countries grid CORDYS Page 9 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP A Contact Management Change Application Cords Process Factory W Welcome Brian Peterson Change Profile 07 28 2009 Log Oul MyPage Sh Business Expenses Au
12. ad Excel File Download Excel File Download Excel File Download Excel File Download Excel File Download Excel File Download Excel File Download Excel File Download Excel File Download Excel File Download Excel File Download Excel File Download Excel File Download Excel File Download Excel File Download Excel File Download Excel File Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader Cordys Online Loader vijay cordys com vijay cordys com vijay cordys com vijay cordys com vijay cordys com vijay cordys com vijay cordys com vijay cordys com vijay cordys com vijay cordys com vijay cordys com vijay cordys com vijay cordys com vijay cordys com vijay cordys com viay cordys com vijay cordys com 08 11 2009 04 07 30 2009 O7 07 30 2009 O7 b Click Download Excel File for Country Click Save and save it to the desktop 3 Copy the standard list of countries from the Google spreadsheet URL http spreadsheets google com ccc key OAgU2e OOPgCtdGZIOkRS5UGIRDXRIMDNiV1Ik3MFV4 dVE amp hl en to the downloaded template and click Save 4 Click Upload Activity gt Upload Data The Upload Data page appears 5 Click New to
13. anager Approval by Department Manager The Manager who is responsible for the department to which the employee who created the contact profile belongs receives a task to approve the MashApp account which is available through My Page gt My Tasks He or she also receives an email with the task details As the Manager for the department open the task review the details and select Approved from the Department Manager Approval for Account drop down list Click Save and then click Complete Task You have approved the MashApp account creation as a department manager Approval by Admin The Admin receives a task to approve the MashApp account creation which is available through My Page gt My Tasks He or she also receives an email with the task details As the Admin open the task review the details and select Approved from the Admin Approval for Account drop down list Click Save and then click Complete Task You have approved the MashApp account creation as an Admin Once the approval for the MashApp account is obtained from the concerned persons the Admin assigns a task to the Account Creator to create a MashApp account The Account Creator receives a task to create the MashApp account which is available through My Page gt My Tasks He or she also receives an email with the task details As the Account Creator open the task and in the Account ID field provide a value Click Save and then click Complete Task You have cr
14. ate a distribution list CORDYS Page 27 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cord s Process Factory BO Click the Contact Management tab Click View for Distribution List The Distribution List form appears In the Lists section click New In the List Name field provide a name for the list In the Distribution List section click New to add email addresses to the list a se YS Click EX for Email ID select an email address for a contact and click OK Repeat this step to add more email addresses Distribution List Groups el Jee TC List Name Lx Distribution List CE g Email ID Customers karendavis lucentpower com Partners markdavis lucentpower com Suppliers edwardcollins lucentpower com Distributors paulclark lucentpower com OOOOO Employees ruthturner lucentpower com beetyhill lucentpower com robertwalker lucentpower com OOOOOOOO SRRERREEE markrobinson lucentpower com 7 Click Save amp Close You have created a distribution list successfully 9 Selecting a Message Template A Message Template is used to send a notification or task to an individual or a group of individuals Do the following to select a message template 1 Click the Contact Management tab 2 Click New for Message Template The Message Template form appears 3 Select one of the following options for Send Message to e Individual The message is sent
15. ck EX for Application Name select the application for which you want to subscribe the contact and click OK 11 Click the Newsletter tab to subscribe the contact for newsletters Do the following a Click New to add a newsletter b Click EX for Newsletter select the newsletter for which you want to subscribe the contact and click OK CORDYS Page 20 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cords Process Factory BO KL Welcome Brian Peterson Change Profile 07 30 ar arx A Contact Management FETT 2 Help K Support Search Kai Advanced 2 My Page 2 Contact Management sla Charts Reports Cl Master Data Contact Profile My Contacts Contacts Contacts of My Direct Reports My Department Contacts All Contact Profiles Contact Registration gt Contact Management gt Contact Profile FI Create Item A Quick access to create new items Select Item Type v Create Contact Management Contact Category Employees Created By lb peterson lucentpowe Check to subscribe For Mashapp Personal Details c Recent Items Items created or edited by you bpeterson lucentpower com Contact ID bpeterson lucentpower com Salutation Mr 7 bpeterson lucentpower com First Name Brian Middle Name markrobinson lucentpower com Last Name Date of Birth 30 robertwalker lucentpower com Peterson 07 31 1986 09 30 59 Email ID bpeterson lucentpower com Ban
16. e 26 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cords Process Factory BO y e Welcome Brian Peterson Change Profile 07 30 2009 Log Out A Contact Management Change Application ee ee Zi 2 Help i Support Search A Advanced MyPage Contact Management ia Charts Reports Master Data 3 Setup 4f Modify Application Contact Profile My Contacts Contacts Contacts of My Direct Reports My Department Contacts All Contact Profiles Contact Registration gt Contact Management gt Contact Registration K Create Item LE Quick access to create new items Select Item Type e Create Contact Profile Contact Management i AZ Recent Items le Items created or edited by you Contact Category Business Partner Karen Contact ID Karen Company Name Lucent Power robertwalker1 lucentpower com First Name Karen Phone 09232423 bpeterson lucentpower com bpeterson lucentpower com Last Name Davis State Amsterdam markrobinson lucentpower com Email ID karendavis lucentpower com Country Netherlands robertwalker lucentpower com Newsletters Employee Onboarding robertwalker luc Self Generated New lel Refresh go Newsletter Student gt Weblinks El More D List of weblinks for easy access Comments Check to subscribe for Mashapp Copyright 2000 2009 Cordys All rights reserved JE Done a Local intra
17. e Master Data tab Click View for Existing Applications The Existing Applications form appears Click New to add a new application Provide an Application Name and Description Save amp Close Existing Applications Deel Liege TT Application Name Description C Employee Gnboarding Manages Employee Onboarding C Leave Request Manages Leave Request Click Save amp Close You have added an application successfully 3 8 Profile Templates You can select a standard template for the contact profile depending on the contact category Do the following 1 Click the Master Data tab 2 Click View for Profile Templates The Profile Templates form appears 3 Click New to add a profile template You need to provide the Category A Clear the check boxes for the fields that you do not want to include in the template for each category For example if you added the Student category and you only want Personal Address Home Address Contact Control and Application Subscription then leave these check boxes selected and clear the check boxes for the remaining fields for the Student category CORDYS Page 16 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cordys 5 Process Factory W Save ae Profile Templates all Profile Te E Delete E Refresh C Category Personal Address Home Address Business Address Yisiting Address Contact Control Business Info Business Partner Contractors Customers
18. e contact details Also there is no approval required to create the contact profile e Open to Group All the members of the concerned group can view the contact details Approval is required from the person authorized to approve contact profiles for the particular group e Open to Department All the employees in the concerned department can view the contact details Approval is required from the persons authorized to approve contact profiles for the concerned group and department respectively e Open to Organization All the employees in the organization can view the contact details Approval is required from the persons authorized to approve contact profiles for the concerned group and department Also approval is required from the Admin c In the Additional Info 1 and Additional Info 2 fields provide additional information if any 8 On the Business Details tab do the following a Provide the Company Name of the contact b Click amp for Business Partner to select a business partner if required c Click amp for Country to select a country d Similarly provide other required information such as contact numbers Department Job Title etc 9 Click Save 10 Click the Application Subscription tab to subscribe the contact for applications Do the following Note The Application Subscription tab appears only if you selected the check box for Check to subscribe for MashApp a Click New to add an application b Cli
19. eate a contact profile to manage information on organization relations Do the following 1 2 3 4 7 Click the Contact Management tab Click New for Contact Profile The Contact Profile form appears Click amp for Contact Category select a contact category and click OK If you want to subscribe the contact for any existing application select the check box for Check to subscribe for MashApp Now on the Personal Details tab do the following a In the Contact ID field provide a new contact ID You can also click amp amp for Contact ID select an organization user and click OK The email address of the contact appears in the Email ID field b Provide other details such as Salutation First Name Last name Bank Account etc On the Address tab do the following a On the Home Address tab provide the details related to your home address b Similarly on the Business Address and Visiting Address tabs provide the details related to your business and visiting addresses respectively Welcome Brian Peterson Change Profile 07 30 2009 Log Out A Contact Management change Application EI R Help f Support Search Advanced E My Page Contact Management ktu Charts Reports amp Master Data Setup Modify Application Contact Profile My Contacts Contacts Contacts of My Direct Reports My Department Contacts All Contact Profiles Contact Registration gt Contact Management gt Contac
20. eated the MashApp account as an Account Creator CORDYS Page 25 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cordys Process Factory Se The employee who created the contact profile gets a confirmation via email that the MashApp account is created for the contact Creating a Contact Registration The Contact Registration form is an anonymous form Any external user can access this form there are no security concerns You can place this form on your organization s website to self register for information on Cordys Process Factory Once you self register through the Contact Registration form your contact details will be stored in our Contact Management MashApp Do the following to create a Contact Registration 1 Click the Contact Management tab Click New for Contact Registration The Contact Registration form appears Click EX for Contact Category select a contact category and click OK In the Contact ID field provide an ID for the contact In the Email Id field provide an email address Provide other required information such as First Name Last Name etc Click Save In the Newsletter Subscription Details section click New to add a newsletter O O N A Ww KR U N Click for Newsletter select the newsletter for which you want to subscribe the contact and click OK 10 If you want a MashApp account to be created for the contact select the check box for Check to subscribe for MashApp CORDYS Pag
21. egistered Contacts per Business Partner e Registered Contacts per Country e Contacts per Business Partner e Contacts per Country 11 Conclusion In this user manual you learnt how to set up organization and Master Data for the successful functioning of the Contact Management MashApp You learnt how to create a contact profile and approve it You also learnt how to approve a MashApp account You even got a glimpse on how to monitor data through various forms charts and reports that are readily available to you 12 Contact Us To report issues or send feedback contact us at customercare theprocessfactory com CORDYS Page 32 of 32
22. ers of the group and department to which the employee who created the contact profile belongs Approval by Group Manager The Manager who is responsible for the group to which the employee who created the contact profile belongs receives a task to approve the contact profile which is available through My Page gt My Tasks He or she also receives an email with the task details Do the following to review the contact profile and approve the task 1 Double click the task The task opens displaying the details of the contact profile 2 Review the details and in the Select here the approval for your role section select an option from the drop down list that corresponds to your role In this case go to the Group Manager Approval drop down list The following options are available e Approved If approved the contact profile is sent to the Manager who is responsible for approving the contact profile for the department the employee belongs to e Rejected If rejected a notification is sent to the employee who created the contact profile and the process ends Task Z x Task Details Status Incomplete Subject Approval to Access the Contact robertwalker1 lucentpower com within the Group Message Dear Group Manager Approve to access the contact robertwalker1 lucentpower com within the group seve Ee complete Tek Group Manager 4pproval select Select Department Manager Approval Department Manager 4pproval For
23. ery important for our company Thanks to the efforts of our Marketing team led by Mr Mark Turner Comments Add Comment Total Count 0 D There is no comment added to this record Click Add Comment to add a Comment Send Message 4 8 Click Save 9 If you selected either Simple Notification or Detailed Notification click Save amp Close or else click Send Task You have selected a message template successfully 10 Reporting and Monitoring The Contact Management MashApp enables you to monitor contact data through various forms charts and reports CORDYS Page 29 of 32 USER MANUAL 10 1 Forms On the Contact Management tab you can view forms to display data on the contact profiles that were submitted CONTACT MANAGEMENT MASHAPP Cords Process Factory BO For example you can view the All Contact Profiles form to view all the contacts created within the organization Do the following 1 Click the Contact Management tab 2 Click View for All Contact Profiles The Contact Profiles form appears displaying the details of all the contacts created within the organization Ai Contact Management amp amp My Page L Contact Management Sei Change Application lu Charts Welcome Brian Peterson Change Profile 07 30 2009 Log Out Reports Master Data Setup 4 Modify Application Contact Profile My Contacts Contacts Contacts of My Direct Re
24. h the task details Do the following to review the contact profile and approve the task 1 Double click the task The task opens displaying the details of the contact profile 2 Review the details and in the Select here the approval for your role section select an option from the drop down list that corresponds your role In this case go to the Group Manager Approval for Account drop down list The following options are available e Approved If approved the approval task for MashApp account creation is sent to the Manager who is responsible for approving the MashApp account for the department the employee belongs to CORDYS Page 24 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cordys Process Factory W e Rejected If rejected a notification is sent to the employee who created the contact profile and the process ends Link AU CA Task Details Sete Incomplete Subit Account Request Approval for the Contact roberbwalker lucent power com Message Denar Manager The contact robertwalker 1 lucentpower com has requested for an account En Fore ots EE tion Infos Select here the approval for your role Group Manager Approval elect Group Manager Acel for Account plc A Department Manager Approval cout Department Manager Approval for Account Gei drr n Bn tGoegd Seet Achen Accro For Account Feiechet 3 Click Save and then click Complete Task You have approved the MashApp account creation as a group m
25. ization e Admin This privilege enables users to create application users as well as maintain the Master Data that needs to be set up for the functioning of the MashApp For example Departments Employees Business Partners etc e Contact Management Administrator This privilege enables users to perform all the functions of an Admin In addition to this the user can also customize the application through the Modify Application tab e Manager This privilege enables users to create contact profiles and view contact details of those under him or her The user can also view charts and reports to monitor the data e Contact Management User This privilege enables the users to create contact profiles for themselves and others e Registered User This privilege enables the external users to create contact profiles Click OK The privilege is assigned The description of the privilege appears in the Description field CORDYS Page 5 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cord s Process Factory BO Ki Welcome Brian Peterson Change Profile 07 29 2009 Log Out A Contact Management change Application SE Eegen 2 Help IG Support Search Advanced E My Page B Contact Management ilu Charts Reports Master Data amp Setup 4 Modify Application Announcements User Management Personalization Weblinks General Settings Upload Activity Auto Number Fields Process Status URL Generator gt
26. k Account PNROO1874 Employee Onboarding robertwalker luc Self Generated Contact Controls Business Details Selected Applications new cl Refresh g Application Name Feplication Subscription Student Suppliers 5A Weblinks El More List of weblinks for easy access C Leave Request Submit Contact Profile v 4 gt Copyright 2000 2009 Cordys All rights reserved Done a Local intranet 12 Click Submit Contact Profile 13 Click Close You have submitted a contact profile successfully 5 Approving a Contact Profile Once the contact profile is submitted the approval process starts The approval process differs depending on the level of privacy you have selected while submitting the contact profile There are four different privacy levels namely Open to Organization Open to Department Open to Group and Private Once the approval process ends a contact is created 5 1 Privacy Level Open to Organization Note If you do not select any privacy level then Open to Organization is the default selected privacy level This privacy level enables the contact details to be seen by all the employees in the organization So the contact profile needs to be approved by the managers of the group and department to which the employee who created the contact profile belongs The contact profile also needs to be approved by the Admin Approval by Group Manager The Manager who is
27. lication user You need to ensure that you already added the new employee as an application user in Section 2 1 Do the following to add employees 1 a a Va 8 Click the Master Data tab Click View for Employees The Employees form appears Then click New to add a new employee The Employee form appears Click EX for User ID select the organization user you want to add as an employee and click OK The user s details appear in the User ID First Name and Email fields Provide the Last Name and Department You can click amp for the Department field to select a department from the departments you set up earlier Provide other employee details as needed Employee Details User ID helenparker lucentpower com E4 Last Mame Parker First Marne Helen Parker Email ID jrenishya cordys Com Employee Number 174 Group Implementation Department Human Resources Phone 04995954 Mobile 0939090000 City Amsterdam Address Sth Street State Amsterdam Avenue Road Amsterdam Country Netherlands Click Save amp Close to save the changes and close the Employee form The new employee appears in the list of employees in the Employees form Click Close You have added an employee successfully CORDYS Page 15 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Code Process Factory BO 3 7 Existing Applications You need to add an application to which a user can subscribe Do the following 1 2 E A 5 Click th
28. n Object Name Start Activity Immediately v C Send Mail Notification Uploaded On Completed On Status Uploaded By bpeterson lucentpower com iio b In the Start Activity drop down list select Immediately 9 Click Save CORDYS Page 11 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP You have uploaded countries successfully 3 2 Departments Cords Process Factory BO You need to add the departments in your organization and identify a responsible person for each department Do the following 1 Click the Master Data tab Click View for Departments The Departments form appears 2 3 Click New to add a new department 4 Provide the details of the department Do the following a In the Department field provide a name for the department For example Finance You can also click 4 for Department select an existing group that you want to add as a department and click OK b for the department and click OK Departments Liew pelete ISiRefresh TT Department Manager Name C Administration Mark Turner C Human Resources Karen Davis C Finance Edward Collins 4 5 Click Save amp Close You have added a department successfully 3 3 Groups Click EX for Manager Name select the organization user you want to add as the manager lalDepartme Mier if EEE You need to add the groups in your organization and identify a responsible pe
29. nd approve the task 1 Double click the task The task opens displaying the details of the contact profile 2 Review the details and in the Select here the approval for your role section select an option from the drop down list that corresponds to your role In this case go to the Group Manager Approval drop down list The following options are available e Approved If approved the contact profile is created e Rejected If rejected a notification is sent to the employee who created the contact profile and the process ends 3 Click Save and then click Complete Task You have approved the contact profile as a group manager 5 4 Privacy level Private This privacy level enables the contact details to be seen only by the employee who created the contact profile If you have selected Private as the privacy level there is no approval required The contact profile is created automatically 6 Creating a MashApp Account Once the approval process is complete the contact profile is created If the employee who created the contact profile selects the check box for Check to subscribe for MashApp then the approval process for creating a MashApp account starts Approval by Group Manager The Manager who is responsible for the group to which the employee who created the contact profile belongs receives a task to approve the MashApp account creation which is available through My Page gt My Tasks He or she also receives an email wit
30. net 11 Click Save 12 Click Submit if you selected the check box for Check to subscribe for MashApp You have submitted a contact registration successfully Approval by Admin If you selected the check box for Check to Subscribe for MashApp while creating the contact registration then approval is required from the Admin for the MashApp account creation The Admin receives a task to approve the MashApp account creation which is available through My Page gt My Tasks He or she also receives an email with the task details As the Admin open the task review the details and select Approved from the Admin Approval for Account drop down list If you want the contact details to be verified select the check box for Need Verification from Account Verifier Click Save and then click Complete Task You have approved the MashApp account creation as an Admin On approval by the Admin a task is sent to the Account Verifier if the check box for Need Verification from Account Verifier was selected by the Admin during the approval process The Account Verifier verifies if an account can be created for the external contact Once the verification is complete a task is assigned to the Account Creator who creates the MashApp account 8 Creating a Distribution List A Distribution List is a function which allows you to maintain a list of email addresses which can be used to email everyone on the list in a single go Do the following to cre
31. ntact management system the bottlenecks are many For example the long tedious procedures are time consuming and taxing which makes it difficult to manage Moreover it is difficult to maintain and locate the contacts To avoid such bottlenecks we are providing the Contact Management MashApp which will help you e Maintain paperless records e Track contact information easily e Make communication to contacts easier and effective To use the Contact MashApp you need to first set up organization data such as application users roles and groups and then set up MashApp Master Data such as countries departments groups business partner types business partners employees existing applications profile templates newsletters etc After setting up the required data you can use the MashApp to manage contacts You can create new contact profiles approve them according to various levels of privacy and also subscribe for MashApp accounts You can manage contact registrations You can also monitor data through forms charts and reports Create Contact Profile tact Management i Ee ei f eg MashApp Contact and MashApp User Manual Account Creation Contact Profile task to Approver MashApp Account task to Approver CORDYS Page 4 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cordys Process Factory M6 2 Setting up Organization Data Now you need to set up organization data such as roles groups application
32. ou need to create a group called Administration and assign appropriate responsibilities to users in this group First you need to create the Administration group and then assign the Contact Management Approver role to a user in the group Do the following 1 Click Setup gt User Management The User Management page appears 2 Click Go to for Groups The Groups page appears 3 Create the Administration group Do the following a Click New In the Group Name field type Administration b In the Description field type Administration c Click the Responsibilities tab to assign responsibilities to users d Click New to assign the responsibility of a Contact Management Approver to a user The New Responsibility dialog box appears Do the following i Click E for User select the user to whom you want to assign the Contact Management Approver role and click OK ii Click EX for Role select the Contact Management Approver role and click OK e Click OK The responsibility of a Contact Management Approver is assigned to the user f Similarly assign responsibilities of an Account Creator and Account Verifier to users in the Administration group CORDYS Page 7 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cords Process Factory W Setup gt User Management gt Groups i Groups CS Organizations can be split into various groups and the organizational structure can be maintained Users belonging to the g
33. owing Click the Setup tab 2 Click Upload Activity gt Download Excel Template The Download Excel Template page appears Do the following a In the Show drop down list select Application Objects CORDYS Page 10 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cords Process Factory W Welcome Brian Peterson Change Profile 08 18 2009 Log Out 2 Help Gd Support Search OO Ka Advanced Change Application Ai Contact Management Contact Management lu Charts Reports Master Data Announcements User Management Personalization Weblinks General Settings Upload Activity Auto Number Fields Process Status URL Generator gt Modify Application Setup gt Upload Activity gt Download Excel Template Download Excel Template ea Upload Activities are defined to transfer data to different application entities Application entities will be sheets and attributes show up as excel columns in the downloaded excel sheet It will be easy to Fill in the template file and LE create a new upload activity to transfer the data Refresh Show Application Objects v Application Object Download File Created By Modified By Groups Newsletters Profile Template Newsletter Employee Department Contact Profile Regions Country Business Partner Types BusinessPartners ExistingApplications Application Property SelectedApplications Distribution List List Name Message Template Downlo
34. p approved DH ger App Select admin Approval Rejected Admin Approval For Account Select 3 Click Save and then click Complete Task You have approved the contact profile as a group manager Approval by Department Manager The Manager who is responsible for the department to which the employee who created the contact profile belongs receives a task to approve the contact profile which is available through My Page gt My Tasks He or she also receives an email with the task details As the Manager for the department open the task review the contact profile and select Approved from the Department Manager Approval drop down list Click Save and then click Complete Task You have approved the contact profile as a department manager Approval by Admin The Admin receives a task to approve the contact profile which is available through My Page gt My Tasks He or she also receives an email with the task details As the Admin open the task review the contact profile and select Approved from the Admin Approval drop down list Click Save and then click Complete Task You have approved the contact profile as an Admin CORDYS Page 22 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cordy s Process Factory Se 5 2 Privacy level Open to Department This privacy level enables the contact details to be seen by all the employees in a specific department So the contact profile needs to be approved by the manag
35. ports Contact Management gt All Contact Profiles Select Item Type w Create Create Item Si Recent Items Items created or edited by you MIDOO000002 Employees Distributors Employees Employees karendavis lucentpower com Customers Partners Suppliers Karen robertwalker1 lucentpower com e Weblinks E More List of weblinks for easy access Quick access to create new items My Department Contacts All Contact Profiles Contact Registration Copyright 2000 2009 Cordys All rights reserved gt Close Contact Profiles zl Refresh go Contact ID First Name Company Name Contact Category C bpeterson lucentpower com Brian Employees TT Karen Karen Lucent Power Business Partner C markrobinson lucentpower Mark Educator Employees TT robertwalker1 lucentpower Robert Walker Customers TT robertwalker lucentpower com Robert Employees Done 3 Click Close You can also view the following forms on the Contact Management tab e My Contacts e Contacts e Contacts of My Direct Reports e My Department Contacts e All Contact Registrations 10 2 Charts On the Charts tab you can view charts that display contact data CORDYS a Local intranet Page 30 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cord s Process Factory W For example you can view the Contact Profiles per Privacy Level chart to view the number of contact
36. profiles per privacy level Do the following 1 Click the Charts tab 2 Click View for Contact Profiles per Privacy Level The Contact Profiles per Privacy Level chart appears displaying the number of contact profiles per privacy level 3 Click any privacy level For example Open to Organization The status and number of contact profiles under this privacy level are displayed Close Contact Profiles per Privacy Level p OpentoDepartment 3 Privacy Level Status Approved Rejected W aitingForApproval Status Copyright 2000 2009 Cordys All rights reserved 4 Click Close You can also view the following charts on the Charts tab e Contact Profiles per Category e Contact Profiles per Period e Registered Contacts per Year 10 3 Reports On the Reports tab you can run various reports on contact profile data For example you can run the Contacts per Contact Category report to view all the contacts per contact category Do the following 1 Click the Reports tab 2 Click Run for Contacts per Contact Category The Report Wizard appears 3 Click Run Report CORDYS Page 31 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cords Process Factory W 4 Then click Download Report The report appears displaying the contacts per contact category BB amp 5 ee H Aile lk 32 35x11 69in lt Done Unknown Zone You can also view the following reports on the Reports tab e R
37. roups can be captured Group responsibilities can be assigned to different users for various roles and Functions Delete Refresh S Group Hierarchy E Group Name Description Group Name Administration C Administration Administration Description Administration Responsibilities t Refresh User Role Mark Turner Contact Management Approver Karen Davis Account Creator Edward Collins Account Verifier Required g Click Save You have created a group and assigned responsibilities to users in the group successfully 3 Setting up Master Data After setting up the required application users you need to set up the Master Data that is required for the functioning of the Contact Management MashApp Note You can set up Master Data only if you are assigned the Admin or Contact Management Administrator privilege 3 1 Countries You can add countries by doing any one of the following namely adding countries manually loading countries using a Web service or uploading countries from a Google spreadsheet Adding Countries Manually You can add countries manually if there are only a few countries to add Do the following Click the Master Data tab Click View for Countries The Countries form appears Click New to add a country Provide the Country Code and Country Name Click Save amp Close You have manually added countries successfully GE Ee Loading Countries Using a Web Service You can load coun
38. rson for each group Do the following 1 Click the Master Data tab CORDYS USER MANUAL CONTACT MANAGEMENT MASHAPP Cordy s Process Factory W 2 Click View for Groups The Groups form appears Click New to add a new group 4 Provide the details of the group Do the following a In the Group field provide a name for the group For example Documentation b Click EX for Manager Name select the organization user you want to add as the manager for the group and click OK Save amp Close ms A IT Refresh TT Group Manager Name C Documentation Karen Davis C Implementation Mark Turner 4 b 5 Click Save amp Close You have added a group successfully 3 4 Business Partner Types You need to add the types of industries in which your business partners operate Do the following 1 Click the Master Data tab 2 Click View for Business Partner Types The Business Partner Types form appears 3 Click New to add a new business partner type 4 In the Business Partner Type field provide the type of industry the business partner operates in For example Construction 5 Click Save amp Close to save the changes and close the Business Partner Types form CORDYS Page 13 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cord s Process Factory W Business Partner Types CE C Business Partner Types C Construction C Software C Logistics You have added a business partner type successfull
39. t Profile Ka Create Item Save Save amp Close Close Quick access to create new items es Select Item Type v create Contact Management Contact Category Employees Created By b peterson lucentpowe eS ae ee Check to subscribe For Mashapp Zei Recent Items P Detail le Items created or edited by you bpeterson lucentpower com Contact ID bpeterson lucentpower com Salutation Mr Ge bpeterson lucentpower com markrobinson lucentpower com REGER Brian Middle Name robertwalker lucentpower com Last Name Peterson Date of Birth 07 31 1986 09 30 59 Employee Onboarding robertwalker luc Email ID bpeterson lucentpower com Bank Account PNROO1874 Self Generated Student Torta Corie business Detais mt tem Meter Suppliers g Contact Origin Amsterdam Privacy Open to Organization s Weblinks E More Additional Info1 Contact Status Form Entry D List of weblinks for easy access Additional Info2 Submit Contact Profile 4 gt Copyright 2000 2009 Cordys All rights reserved Done Sy Local intranet In the Other Details section on the Contact Controls tab do the following a In the Contact Origin field provide the place to which the contact belongs CORDYS Page 19 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Code Process Factory M6 b In the Privacy drop down list select one of the following e Private Only you can see th
40. to a single recipient If you select Individual the Email Id field becomes active and you can select the email address of the recipient e Group The message is sent to multiple recipients If you select Group the Distribution List field becomes active and you can select a distribution list 4 Select one of the following options for Send as Note If you select the Send as option as either Detailed Notification or Task then only Comments section will appear CORDYS Page 28 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cord s Process Factory M6 e Simple Notification This is a brief notification e Detailed Notification This is a detailed notification where you can add comments and attach files e Task This is a task which is to be performed by the receiver 5 Inthe Subject field provide the subject of the message 6 In the Message field provide the text for the message 7 If you need to add any comments do the following a Click Add Comment The Comment form appears b Provide a Comment Title and provide text for the comment You can also click Add Attachment to add attachments to the comment if required Send Message to Message ID individual Group MIDODODOO Z Email ID Send as O Simple Notification Distribution List Detailed Notification Employees Task Subject Latest Custamer Win Message Our company has won two new customers namely MLC Ltd and 41 Corp This is v
41. to add a Comment Send Notification 6 If you need to add any comments do the following a Click Add Comment The Comment form appears b Provide a Comment Title and provide text for the comment You can also click Add Attachment to add attachments to the comment if required c Click Save Now click Save The Send Notification button becomes active Click Send Notification to send the notification to the subscribers You have sent a newsletter announcement successfully 3 11 Application Announcement You can add an application announcement Do the following Click the Master Data tab Click New for Application Announcement Click EX for Application Name select an application and click OK In the Subject field provide a subject for the announcement In the Message field provide the text for the announcement SS Ss Een If you need to add any comments do the following a Click Add Comment The Comment form appears b Provide a Comment Title and provide text for the comment You can also click Add Attachment to add attachments to the comment if required c Click Save 7 Now click Save The Send Notification button becomes active CORDYS Page 18 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cords Process Factory BO 8 Click Send Notification to send the notification to the subscribers You have sent an application announcement successfully 4 Creating a Contact Profile You can cr
42. tries using a third party Web service Do the following CORDYS Page 8 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cords Process Factory W 1 Click the Modify Application tab and click Build Web Services gt Register an External Service 2 Select the Display Web services from a URL option In the Service Provider URL field provide a service provider URL for retrieving the countries For example http ws srlink com GeoServices CountryInfoService asmx WSDL Note The availability of the Web Service depends on the third party Web service provider If you encounter any issues with the sample URL try after sometime Provide a Service Provider Name if required This is optional Leave User Authentication blank as it is not required for this Web service Then click Display Services The Web services are displayed et Select the check box for the GetCountryList Web service and click Register Services Welcome Brian Peterson Change Profile 07 03 2009 Log Out Contact Management chan es Ananas menace Saab sian uu sgn esc nti cache dune ee ei 2 Help Gf Support ci Page Contact Management Aa Charts Reports amp l Master Data Setup 7 Modify Application Search Composer OO Advanced Contact Management Composer Assistant EM D Register an External Service Build Forms IS Display Web services from a URL Display Web services from a WSDL file Build
43. y 3 5 Business Partners You need to add the names of your business partners Do the following Click the Master Data tab Click View for Business Partners The Business Partners form appears Click New to add a new business partner The Business Partner form appears a In the Name field provide a name b Click amp for Business Partner Type and select a business partner type c Provide other details such as Email City State etc d To select a Country click E and select a country from the list that appears Business Partners C Mew Delete H Refresh O Name Mame Educator Business Partner Type Education Telephone o8i1000 Email education educator com Business Address Educator City Amsterdam Avenue Streets Amsterdam State Amsterdam Country Netherlands Invoice Address A Fax 00041519 Educator Avenue Streets FIP Code 6900212 Amsterdam d CORDYS Page 14 of 32 USER MANUAL CONTACT MANAGEMENT MASHAPP Cords 9 Process Factory M6 Click Save amp Close to save the changes and close the Business Partner form The new business partner appears in the list of business partners in the Business Partners form Click Close You have added a business partner successfully 3 6 Employees You need to add the employees needed for Contact Management Note Any user who needs to create a contact profile must be added as an employee in the Employees form Also every employee must be an app
Download Pdf Manuals
Related Search