WITH ACTIVITIES, USER DEFINED FIELDS, & THE PANEL EDITOR ... Presentations... · MATCH FIELD TYPES...

NiUG Asia Pacific Discovery Conference

12-14 September 2016

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TRACKING CUSTOM DATAWITH ACTIVITIES, USER DEFINED FIELDS, & THE PANEL EDITORBY MELISSA MACK, INTUITIVE BUSINESS CONCEPTS

AGENDA

PLANNING

Ask Questions! How will you get the data & how will you use it?

OPTIONS

Activities vs. User Defined Fields

ACTIVITIES

Set up

USER DEFINED FIELDS

Set up

RiSE PANELS

TRACKING CUSTOM DATA



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• Formulate a plan when adding Tables & Fields– Gather the necessary staff to make decisions– Determine what is practical

• Does it make sense to add this data to iMIS?• How will you collect the data?• Can this be accomplished with

– Activities– Relationships– Other iMIS modules

• Is the new table/field needed for every record– Members only– Individuals records

THE PLAN

• Does this require additional staff training?– Staff need to know how and when to use new table and new fields

• Does this require an update to organizational style guide?– It is good practice to document change/addition in staff reference guides

THE PLAN



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• Does this data already exist somewhere else?– Is the point to combine fields in different places (multiple tables) on a

single tab?– Will this make a field elsewhere irrelevant?

• May want to remove old field or delete old data• Was old field being used in s_procs, reports, etc.?

ASK QUESTIONS

• How will the table be populated?– Manually via iMIS back office– Via web form or transaction– By stored procedure or trigger– All or many of the above

ASK QUESTIONS



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• How should the data be viewed?– Single set for the iMIS record?

• Staff will update each field

– Multiple rows for each ID• Staff may need to add new rows regularly

– Store data as coded values• Are codes necessary with a general validation look up for code description

ASK QUESTIONS

• Who needs access to the data?– Manually editable by limited staff?– Permissions required?– Access Keywords– PCI compliant?– Maybe no back office access (no tab)

ASK QUESTIONS



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How will the data be used?• For Dues Billing Calculations

– Make sure to add to the Name_All view during Customizer setup (to be reviewed later)

– Example: Trade Association whose dues are based on Company demographics

• Internal or external Reporting– Need to add to existing reports?

• Displayed on the website

ASK QUESTIONS

ACTIVITY USER DEFINED TABLE (CUSTOMIZER)

Limited data points and types (fields), field names are ‘generic’

Unlimited data points, defined and name by user

Ability to load an attachment ONLY viaAAC

Ability to load an attachment via RiSEsite (Staff or Member)

Ability to set reminders (Tasks/Ticklers)* Ability to use for dues pricing

Some Generic OOB Reports

OPTIONSACTIVITY VS. USER DEFINED FIELDS

• Both Activities & User Defined Tables set up in AAC can be added to RiSE sites using the Panel Editor Content Item (iPart)

• “Create Source” in a panel editor content item when Editing or Adding the Panel will create data points but these points are *not* accessible for AAC

*TASK Reminders being added to the Staff Site in a future release of i20!http://www.advsol.com/ASI/SupportPortal/Releases/iMIS_Releases/Features_-_Coming_Soon/SupportPortal/iMIS_Features_-_Coming_Soon.aspx (9/6/2016)



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Example Scenario: Complaints• In AAC, Settings >> Membership >> Activity Types

A LOOK AT ACTIVITY SET UP

• Entering a ‘label’ for available fields turns on the field for enter/edit/view

• Enable the tickbox for ‘Allow user Edit’

• Optional: Creat History Tab / Tab Name for AAC view

ACTIVITY SETUPCONTINUED



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• File >> System Setup…

• Enable Tickboxfor ‘Activity Attachments allowed’ and enter a maximum file size

ACTIVITY SETUP ENABLING ATTACHMENTS VIA AAC

Id Activity TypeTransaction

DateEffective Date

Product Code

Thru Date Description Note Follow Up Source Code AmountReminder

DateAction Codes User Field 1 User Field 2 User Field 3 Company Id

18056 COMPLAINT 9/7/2016 9/1/2016 CLAIM 9/15/2016 Magazine Claimmember says they did not receive thier July issue must follow up EMAIL 10.00 9/15/2016 SEND ISSUE InProgress Practice Setting 18013

ACTIVITY DATA

• Business object: CsActivity• SQL Table: Activity

• Recommend using IQAs to create reports on the data



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Data mapping (screen labels to property/field names) Note: This varies based on your custom activity set up!

ACTIVITY DATACONTINUED

Screen label Property/Fieldname

Type* Activity_Type

Date* Transaction_Date

Start Effective_Date

Type Product_Code

Thru Thru_Date

Description Description

Notes Note

Follow-up follow up (Note2)

Source Source Code

Screen label

Property/Fieldname

Fine Amount

Task Reminder Date (Task_Date)

Action Action_Codes

Status User Field 1 (UF_1)

Practice User Field 2 (UF_2)

Setting User Field 3 (UF_3)

Not displayed ID

Not displayed CO_ID

• Can use General Look up /Validation tables to standardize data• Can use the Source & Task Date fields to have iMIS create task

reminders*Both require exact naming conventions

ACTIVITY SET UP TIPS



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• Settings >> Membership >> Set up tables >> Lookup/validation tables

• MUST name table :ActivityTypeCode/FieldPrompt

• Example:COMPLAINT/STATUS

ACTIVITY SET UP TIPSGENERAL LOOK UP TABLES

• Must enter prompts exactly as shown:Source = “Assigned to”Task Date = “Follow Up Date”

ACTIVITY SET UP TIPSENABLING TASK REMINDER SYSTEM



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• Determine– Tables and fields naming

• Use a structure nomenclature to easily identify UD tables and fields from ASI tables and fields

– Field lengths– Data type– Multi or single select– Drop down value list

MORE FLEXIBILITY WITH USER DEFINED TABLES

• Existing reports may need to be updated• Staff need to be aware of any new reports created• If applicable, use the validation table to display the descriptions • May need special formatting

– UPPER, etc.

• Liststring for multi-select fields• How do you want it displayed on the web?

REPORTING



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• 1 to many UD table

• Areas of Interest (All Checkboxes)

EXAMPLES

• Decide on a standard way to name you user defined tables– Might want to start them with an acronym for your organization– Might want to start them with a few specific characters that you always

use

• You are limited to a maximum of 30 characters• Use the _ character to separate things. Do not use spaces.• It is very difficult to rename a table later.

NAMING THE TABLES



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• Decide on a standard way to name the fields in your tables– You might want to use a character or two at the beginning to signify the

type of field– Avoid SQL reserved words - Examples of reserved words for SQL Server

include CLOSE, MANUAL, and VISIBLE. Using iMIS or SQL reserved names may overwrite crucial existing tables and fields. Refer to the Microsoft SQL Server documentation for the SQL reserved keywords.

– https://msdn.microsoft.com/en-us/library/ms189822.aspx

• You are limited to a maximum of 30 characters• Use the _ character to separate things. Do not use spaces.• It is possible to rename a field or change the type, but not

recommended.

NAMING THE FIELDS

• Simple types– Char

• Need to specify how many characters

– Int (no decimals)– Number

• Need to specify how many digits after the decimal

– Money– Checkbox– Date– Time– DateTime

TYPES OF FIELDSMORE COMPLEX TYPES



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• In IMIS Customizer

• Char*• Int• Number• Money• CheckBox• Date• Time• DateTime

*Less than 255 characters text field in sql, 255 and over becomes a memo type in SQL

MATCH FIELD TYPES TO SQLIMIS FIELD TYPE

• In SQL (field type)

• Varchar or Memo• int• float• currency• bit• datetime• datetime• datetime

• Recommended to have staff out of iMIS desktop or AAC when creating or modifying a User Defined Table

• In the Desktop, user defined tables are created and modified from the Customers area

• In the AAC, go to Settings >>Membership >>Configuremembershipoptions

CREATING THE TABLE



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Click [Additional Windows], then [Define Tables]

CREATING THE TABLE – SET UP OPTION

CREATING A NEW TABLE

• Click [New]• Type in a Table

Name in the drop down (that does not currently exist) and press TAB

• Message pops-up asking you to confirm table creation



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• Do not change System or Access Method

TABLE SET UP OPTIONS

• Allows data like this

• Important: Cannot use for dues pricing

MULTIPLE INSTANCES ALLOWED



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• Makes a record in the new table for each ID• Only does it going forward as IDs are created or data in this table

edited• Is required if you want to use this field for dues pricing

ALWAYS CREATE

• Allows you to put in member types• Records in the table are only created for those member types

ONLY APPLIES TO THESE TYPES



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• Allows the fields in the table to be used in the Billing area for pricing• Cannot use this option with multiple instances allowed• Name_All view will include the fields if both this option and Always

Create are on

USE FOR DUES PRICING

• Table name– ICLE_Demographics

• Option– Always Create

• What to store– Number of people in company (number)– Admitted to practice (date)– Communication preference (e-mail, mail)– Practice areas

SAMPLE TABLE CREATION



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USER DEFINED TABLE FIELD CREATION

These options will only be necessary for certain field types. They do not apply for type=INT

This will appear on the custom window or you can override it in the custom window maintenance screen.

• Date field

USER DEFINED TABLECREATING FIELDS



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Because this is a character field, we put in how many characters are allowed.

Usually do a few more than needed.

We will come back to how to restrict this to just E-MAIL or MAIL shortly.


If we want to allow picking of multiple practice areas from the validation table, we must mark this option.

For the last two fields, we want to set up validation. That way only the options we want can be entered.



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• Settings >> Membership >> Set up tables >>Lookup/validation tables

SET UP TABLES FOR VALIDATION

CREATING A NEW VALIDATION TABLE

1. Click on the drop down list to get it to open.

2. Scroll down and click on (New Table) at the bottom to create a new table



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• Enter the name of the general validation table and click [Save]• It is part of the Gen_Tables table• It isn’t a separate table

VALIDATION TABLE NAME

Must click [New] and enter 1 code and Save before leaving the window or the table does not yet exist!

• Code = Stored in the data field• Expansion = No longer used heavily, previously used to ‘expand’ the

CODE entered into the ‘expansion’ field data and this was stored in the data field instead of the code

• Description = Displays during input on RiSE site/AAC/Desktop

LOOKUP VALUE ENTRY

Click [Save] and [New] and continue until all values are entered.Note: Can use [Import] button at bottom left to import from a Tab delimited list



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IMPORTING LOOKUP TABLE VALUES

CONNECTING VALIDATION TABLE

Enter the name of the validation table here for the field



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SAVE AND UPDATE/CREATE SQL TABLES

• Once all set up is completed, click [Save]

• You will be promptedif you want to Create/Update the server table, click [yes]

• After saving & auto-create/update server table, you can click to “Auto-Create Window” and/or Set it up yourself to modify the style

WINDOW SET UP



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• After closing the “User Defined Tables” window, you will be returned to the “Customer Setup –Additional Windows” window

• Click [Define Windows] to create or modify a user defined tab from one user defined table

OR• Click [Custom Tabs] to

create or modify a user defined tab from multiple tables including system tables

CREATE WINDOWS

• What makes sense for your users who will be using the data?– Do they work with specific data together?– How much space do they have for the tab to appear?

• What will get your users to use the data?• Organizing things to the way users work can have better results• Is it just for reference here and you can build workflow on the staff

site in panels?

THINGS TO THINK ABOUT FIRST



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REGULAR WINDOW DESIGNER

1. Click on the New button to start a window

2. In the “Current windows” drop down, type the name of the window. The prefix of “Name-” will be added by iMIS when you press TAB

3. A pop-up will appear asking you to confirm… when you click YES another pop-up will appear asking you to enter the Table Name – you must type this in, there is no lookup and if you have a typo, you may receive a message that the tables does not exist.

NUMBER OF COLUMNS

• Used to be restricted to 1 or 2.

• In newer versions of iMIS, you can have more. Decide based on how much scrolling left & right you want your users to do.

• Auto-created windows default to ‘1’ column



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FIELDS TO INCLUDE

Add the fields from the available list to the current list.

Use the buttons between the two boxes to move them around.

NEW ROW

Means the field will start a new row



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READ ONLY

Means you can see but not edit the field

SHOW WINDOW FIELDS ON CUSTOMER PROFILE

The standard profile report will include these fields



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COMPLETED WINDOW EXAMPLE

• There is a Utility that could be modified to be used to complete this data maintenance

• Found in desktop or AAC, under Utilities >> Report Specs

• CLONE & Modify

INSERT RECORDS FOR A NEW TABLE*SHOULD BE DONE FOR “ALWAYS CREATE” TABLES



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• After clicking [Clone], provide a new Title

• Edit the Description (recommended)

• Click [Save]• Then insure

your new Report Specification is highlighted and click [Parameters]

INSERT RECORDS FOR A NEW TABLE CONTINUED

• Click [Edit]• Click in the

Parameters field and press CTRL+Z on your keyboard to zoom the field




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• The Name_Finsql code appears

• Edit the code and replace Name_Fin with YOUR custom TABLE name

• Click [OK]• And [save]


• The maintenance script is now available on the Utilities >> Reports and Queries menu

• BACKUP your database before running (or ask your DB admin to do so)

• Click [Yes] to proceed




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• In Desktop or AAC, return to Settings >> Membership >> Configure membership options and click the [Additional Windows] button

• When the Customer Setup – Additional Windows window appears, click [Custom Tabs]

CUSTOM TAB DESIGNERFOR MULTIPLE DATA SOURCES!

Start by giving the window a name

Then you put how many columns

You can pick different tables to add fields from.

As you change the table name, the field list below will change.



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EXAMPLE - DEFINITION

• Shows things a business and customer relations staff member needs to know at a glance from different data sources (tables)

EXAMPLE CUSTOM TAB DISPLAYED FOR USERSIN DESKTOP / AAC



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• These can be used on both the staff site and the customer facing sites! Oh Yeah!

• One web page can present data from multiple custom tables, as well as a variety of other iParts and even data sources created via RiSE’sPanel Editor iPart (Dynamic Content Item)

USING CUSTOM TABLES IN RISE SITES

• Your fundraising staff work with foundations and have a custom table to track those details

EXAMPLE IN IMIS CLASSICBUSINESS SCENARIO



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• A look at the table in the User Defined Tables window!

EXAMPLE SETUP IN IMIS CLASSIC

• There should be a Business Object to match your table.• Note – Business Objects created from ‘legacy’ iMIS tables have a

naming convention starting with ‘Cs…’• But if there is not a Business Object, you will need to build one.

CUSTOM TABLES AS BUSINESS OBJECTS



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• To create a Business Object from a UDT go to Settings Utilities User Defined Tables

• Click Build All • (Caution 1: I would

only do this when everyone is logged out of iMIS)

• (Caution 2: This will cause any custom changes to UDT Business Objects be overwritten and lost. )

CREATING BUSINESS OBJECTS FOR NEW TABLES

• Go to RiSE Page Builder Manage Content• Navigate to where you want to build your page (Under Current

folders), Highlight the folder you want the content to be saved into/under

FIND/CREATE THE WEBPAGE TO DISPLAY DATA



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• At the top, Click on New Website Content

CREATING A NEW WEB PAGE

• Provide a Title & Publish file name, • Layout is optional (None) is ok• click “Add Content”

ADDING AN IPART



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• In the Content Gallery, select Content Panel Editor

SELECTING THE PANEL EDITOR IPART

• In the Panel Editor, select “(new panel)” as the panel

• Note: If you design a panel that you want to use in multiple places, you can select that panel from the list.

CREATE (OR REUSE) A PANEL



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• When you New Panel and/or to edit an existing one, the “Panel Designer” window opens

• On the left side you will see a list of data sources. – You might need to scroll down

to find the one you need– Legacy iMiS data are in sources

that begin with ‘Cs’– You can choose data from

multiple sources and even Create a source here perhaps for an uploadable file type of data field* to combine with other data points

• Note: You can also use your multi-instance custom tables for a multiple entry panel

FINDING THE TABLE TO USE IN THE IPART

• When you find your table, clicking on the triangle will show the list of fields.

CHOOSING THE FIELDS TO DISPLAY



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• In theory you could drag and drop the fields wherever you want them. But if you had to scroll to get to your table, you may be past the area to drag and drop area. Instead double click the fields.

CHOOSING THE FIELDS TO DISPLAY

• After adding the fields you want, scroll back up to the top and you will see a ‘+’ and ‘–’ off to the right. Use this to control the number of columns.

ADDING COLUMNS



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• You can add a source (clicking “Create source”) or Add property (to add a field to an existing data source

• Select Property type of “File Upload” to create a field that allows a member to upload a file

ADDING A FILE UPLOAD FIELD

EXAMPLE OF FILE UPLOAD PROPERTY (FIELD)



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• Once you’ve completed the layout of your panel, click [Save & Close]

• You are returned to the Configure iPart-Panel Editor window, click [OK]

• When returned to the Manage Content page, click [Save & Publish]

SAVE & PUBLISH

• Want to take things to the next level?• Example: What if you had a multi-instance table that you use to

collect annual statistics, but only wanted to display the most recent year?

• This is not a standard process, but it can be done!

ADVANCED USE OF CUSTOM TABLES AND IPARTS



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• In SQL create a view that only pulls the data you are interested in.• Turn your view into a Business Object.• Create a record of your Business Object in the ObjectMetaData table

(see http://docs.imis.com/15.2/#!addingexistingbusine.htm)

• Once you have added your view to the MetaData table it will be visible just like any regular User Defined Table!

SQL & METADATA

• Chantal Almonord - National Business Aviation Association• Denise Garthwaite - Institute of Continuing Legal Education• Andrew Weaver - Land Trust Alliance

• Slide presentation content was modified but based on their 2015 US Discovery Conference session:

“iMIS Demographics & User Defined Tables”

SPECIAL THANKS!



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WITH THANKS TO OUR SPONSORSNIUG DISCOVERY CONFERENCE

WITH ACTIVITIES, USER DEFINED FIELDS, & THE PANEL EDITOR ... Presentations... · MATCH FIELD TYPES...

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Transcript of WITH ACTIVITIES, USER DEFINED FIELDS, & THE PANEL EDITOR ... Presentations... · MATCH FIELD TYPES...