Activant Acclaim

Improving Company Communication with Activant Acclaim E-mail and Workflow

Acclaim System Administration suite: course 6 of 7

This class is designed for…

System administrators and otherPersonnel responsible for

e-mail administrative tasksmonitoring important business events

Objectives

Send and read e-mail messages, both internal and InternetSet up mail groupsCreate message foldersSend system-generated documents to customers and vendors via e-mailSet up workflow events for automatic detection

This course will NOT cover…

Activant Acclaim Message moduleEstablishing an Internet connection

E-mail Features

Internal e-mailInternet e-mailMail groupsMessage forwardingPersonalized message foldersNew “Mail” indicatorSend system-generated documents to customers and vendors

Accessing E-mail

Toolbox [F7]AIX prompt: $ p21mail

E-mail Screen

Name column data is pulled from from AIX user ID info in smit user

**Unknown ID!** indicates the user does not have a name in the User Information field

PowerDrill Options

[F6] to view the PowerDrill optionsSave to a folder of your choiceOptions determine how many days messages will be kept in Trash and Log foldersAddress accesses a directory of names and addresses

Send a New Message

Set to a future date to send at a later time.

Can send to multiple recipients, including Internet addresses, and groups.

Send a New Message

No limit to the number of lines of text.

[Tab] to jump between windows[F2] to send message

Address Browse

Press [F3] at the To:

line to invoke a browse.

Types of Addresses

Public - shared by allPrivate - specific to user

List of addresses

Send a Message to a Mail Group

List of mail groups

Create an Address

[F6] for PowerDrill options, then select Address

Choose either public address or private address.

New users are not automatically added to address list

Create an Address

If an AIX ID, ‘Name’ will automatically populatedIf not, you must enter it manually

Type address,either AIX ID or Internet address.

When prompted to add the address, answer Yes,

Create a Mail Group

Select group – public/private

Type group ID and name.

Answer Yes to create the group.

Choose members of group by highlighting each one and pressing [Enter].

New Mail Indicator

Indicator removed when e-mail is accessed

Read a Message

Use [ ] and [ ] to navigate through the messages

Press [Enter] to read the message

Read Message PowerDrill Options

Press [F6] for PowerDrill options

Reply to a Message

Yes - response sent to all recipients

No - response sent only to sender

Yes - include all text from the original message

No - do not include all text from the original message

Reply to a Message

Original message

Reply

Message Folders

Existing: type folder ID or browse [F3]New: create folder ID/Name and answer Yes to the Add a new folder prompt

Select Save from the PowerDrill options.

Deleting Messages

1. While reading a message- press [F6] for PowerDrill options- choose Delete

2. From main e-mail screen, delete single message- highlight message to be deleted- press [F6] for PowerDrill options- choose Delete

Deleting Messages

3. From main e-mail screen, delete multiple messages:- highlight message to be deleted, and press [M](repeat for each message to be deleted)

- press [F6] for PowerDrill options- choose Mark Delete

Sending System-Generated Documents to Customers and Vendors

Text Format RequirementsInternet connectionFaxing packageE-mail addresses in customer and vendor records

Graphical Format RequirementsForms generation packageFaxing/Forms integration

Sending System-Generated Documents to Customers and Vendors

Select the printer option for the report/document you wish to e-mail

Select Print to e-mail or Print to text e-mail from the Printer OptionsFill out E-mail Address and any other desired information

Printer Options for Invoice Recall and PO Recall

Yes - E-mail address from customer/vendor record will be usedNo - fill in required information on the standard E-mail Information screen

Use the e-mail address stored in the customer/vendor record?

Customer and Vendor E-Mail Information

E-mail addresses entered in Customer/Vendor Maintenance

Used when sending invoices through Invoice Recall and POs through PO Recall

Workflow

Monitors important business eventsProvides notification when those events are detected

Workflow Process

Workflow event set up for detection.

Event occurs and is detected.

E-mail sent to specified recipient(s).

Workflow

Notify user ‘tlc’ when a payment of $50.00 or greater is applied to Coastal Movers’ account

Tokens pull actual data from transaction for inclusion in e-mail message

Workflow

$75.00 payment entered for Coastal Movers

Workflow

E-mail notification sent to user ‘tlc’

Accessing Workflow

1. Via the System Administration menu2. Job... WORKFLOW

Workflow Screen

Events for which you can activate workflow notification

Events created for the event type highlighted in the top window

Workflow Options

[Tab] to move between windows[F6] for PowerDrill options

AR Payment Entry

AR Payment Entry

Active: Should mail be sent when event occurs?Object Type - Customer or All?Start/End Code - one customer or a rangeStart/End Class - available when Object Type is CustomerSales Rep - limit customers to those with the specified sales rep

AR Payment Entry

Transaction # - Use when waiting for payment against a specific invoiceMin/Max Amount - limit by payment amount

To - single recipient, group of recipients, internal or Internet addressSubject - brief description of the message

AR Payment Entry

Text – message to be sent via e-mailUse [F3] to insert tokens

Insert Tokens

Press [F3] to insert tokens<Code> Vendor/Customer code<Name> Vendor/Customer name<Phone> Vendor/Customer phone#<Fax> Vendor/Customer fax#<Contact> Vendor/Customer contact name<Vendor#> Vendor Number<Trans#> Transaction#<Amount> Transaction amount<Cust PO> Customer PO#<Ext PO> External PO#<Item> Item code<Desc1> Description 1<Desc2> Description 2

Insert Tokens

Some tokens are only available for certain events

<Qty> Ordered quantity<Profit%> Order profit %<Taker> Order taker#<Cust E-mail> Customer e-mail address<Stock Loc> Stock Location (stock outs)<Old Value> Old value (data change)<Req Date> Required date (material receipts)<Exp Date> PO expected date<Source> Source of MAC update<Old MAC> MAC before update<New MAC> MAC after update<MAC loc> Location of MAC update

Cancelled Transfer Backorder

Activates notification when a transfer backorder has been cancelled

Object Type:All

Data Change

Activates notification when the Data Change module is used

Object Type: All

CustomerVendor

ItemVendor #AcceptedDeclined

Used to change customer codes,item codes, vendor codes, and vendor numbers

E-Credit Card Payment Notification

Activates notification when a transfer backorder has been cancelled

Object Type: All

AcceptedDeclined

Edit of PO Expected DatePast Required Date

Activates notification when the Expected Date of a purchase order is changed, and the new Expected Date is after the Required Date

Object Type:All

CustomerVendor

Item

Min/Max Branch: specify a branch or range of branches

LPU Orders (Rush Orders)

Activates notification when an order is generated with a LPU (local pickup) disposition

Object Type: All

CustomerVendor

Item

Moving Average Cost Change by Percentage

Activates notification when an item’s moving average cost has changed by a specified percentage

Object Type: All

CustomerVendor

Item

Min % Change: message sent when

change is at least this %

Include 0.00 Costs: Should an item updated from a 0.00 cost trigger notification?

Material Receipt

Activates notification when material is received in the Material module

Object Type: All

CustomerVendor

Item

Days Early: Use to be notified of early

shipments# of Days early is subtracted from

Required Date

Required date = 6/14 Material received on 6/1Days Early = 7 Is it early? Yes, send workflow message Adjusted Req. Date = 6/7

Required date = 6/14 Material received on 6/1Days Early = 7 Is it early? Yes, send workflow message Adjusted Req. Date = 6/7

New Customer at Order Entry

Activates notification when a new customer is created at the Customer prompt when entering an order

Orders Based on Profit Percentage

Activates notification when an order is created with a profit percent outside of a specified range

Object Type: All

CustomerItem

Include Quotes: Should user be notified if the transaction is a quote? “This is a quotation” appended to message text

Protected Stock Quantity Allocated

Activates notification when stock is adjusted that causes a protected quantity to be penetrated

Object Type: All

CustomerVendor

Item

Quantity Adjustments in Ship Edit

Activates notification when a quantity adjustment is made in the Ship Edit module

Object Type: All

CustomerItem

Shipment Confirmation

Activates notification when a customer order is confirmed

Object Type: All

CustomerItem

To: Internet address

Stock Outs Due to Material Allocation

Activates notification when an item is out of stock due to material being allocated

Object Type: All

VendorItem

Suspended Order

Activates notification when a customer order suspended

Object Type: All

CustomerItem

Unvalidated Orders

Activates notification when a customer order is created that requires credit validation

Object Type: All

CustomerItem

Summary

Send and read e-mail messages, both internal and InternetSet up mail groupsCreate message foldersSend system-generated documents to customers and vendors via e-mailSet up workflow events for automatic detection

For More Information…

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Activant System Administration suite

1. Introduction to JCMs 2. JCM Tips, Tricks, and Troubleshooting 3. Introduction to Macros 4. Understanding File Systems and Software Utilities 5. Utilizing the Automatic File Expansion Feature of

Activant Acclaim 6. Improving Company Communication with Activant

Acclaim E-mail and Workflow7. Protecting Your Technology Investment with

Acclaim Security