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
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