Description of the Menu Addresses

From Metis Documentation

Revision as of 13:25, 16 February 2011 (view source) Ibrahim (Talk | contribs) (Creation of the page) ← Older edit		Latest revision as of 15:09, 11 March 2014 (view source) Ibrahim (Talk | contribs) (→Import from SalesForce)
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-	The Addresses menu consists of the following sub-menus:	+	The ''Addresses'' button allows the Smart Quotes user to create and manage the companies and contact persons that he/she may interact with.
-	* TBD	+
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-	Check if is necessary to create a page for each menu	+	During the quote creation process, companies and contact persons can be associated at [[Description of the Menu Project#Address Tab | the project and offer levels]] to define, for example, a billing address, a shipping address, an installation addresses, etc.
		+
		+	Clicking on the ''Addresses'' button opens the ''Addresses and Contacts'' window, as shown in the following example:
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		+
		+	[[File:MetisSmartQuotesAddressesAndContactsAddressTab.png|center|850x750px]]
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		+	[[File:MetisSmartQuotesAddressesAndContactsContactsTab.png|center|850x750px]]
		+
		+
		+	The ''Addresses and Contacts'' window is split into two different tabs, ''Address'' and ''Contacts''.
		+
		+	In the ''Addresses'' tab, the Smart Quotes user can manage the companies which can then be defined at [[Description of the Menu Project#Address Tab | the project and offer levels]].
		+
		+	In the ''Contacts'' tab, the Smart Quotes user can manage the contact persons linked to a company. The contact persons can then be defined at [[Description of the Menu Project#Address Tab | the project and offer levels]].
		+
		+	On the left-hand side of the ''Addresses and Contacts'' window (no matter which tab is selected), a search feature is available.
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		+	When the ''Address'' tab is selected, the search feature consists of the following fields:
		+
		+	* Company ID: the reference of the company (automatically generated by Metis or by the originator of the company such such as SAP, Salesforce, etc.)
		+	* Company: the company name
		+	* Zip Code: the zip code of the city in which the company is located
		+	* City: the city in which the company is located
		+	* CMR: a reference number usually retrieved when the company is imported in Metis from Salesforce
		+
		+
		+	When the ''Contact'' tab is selected, the following fields appear in addition to the fields described above:
		+
		+	* Contact Last Name: the last name of the contact person,
		+	* Contact First Name: the first name of the contact person.
		+	* Contact Zip Code: the zip code of the city in which the contact persoon is located,
		+	* Contact City: the city in which the contact person is located.
		+
		+
		+	Upon entering only a few characters in the corresponding search field, the search can be launched with the results appearing in the right-hand side, under the tabs, as shown in the following example:
		+
		+
		+	[[File:MetisSmartQuotesSearchResultsAddressTab.png|center|850x750px]]
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		+	[[File:MetisSmartQuotesSearchResultsContactTab.png|center|850x750px]]
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		+
		+	For each company matching with the search criteria, the following properties are shown under the ''Address'' tab:
		+
		+	* The company ID
		+	* The originator of the company (in the ''Source'' field)
		+	* The company name
		+	* The company's street and street number
		+	* The zip code or postal code of the city in which the company is located
		+	* The city in which the company is located
		+
		+	For each contact person matching the search criteria, the following properties are shown under the ''Contact'' tab:
		+
		+	* The reference of the contact person (i.e. the contact ID)
		+	* The reference of the company to which to contact person belongs to (i.e. the company ID)
		+	* The last name of the contact person
		+	* The first name of the contact person
		+	* The company to which to contact person belongs to
		+
		+
		+	{{Note
		+	| The search results are kept when navigating from the ''Address'' tab to the ''Contact'' tab and reversely. However, if the ''Addresses and Contacts'' window is closed and re-opened, the previous search results are lost.
		+	}}
		+
		+
		+	Above the ''Address'' and the ''Contact'' tabs, the following buttons can be found:
		+
		+	* [[#Add | Add]]
		+	* [[#Delete | Delete]]
		+	* [[#Edit | Edit]]
		+	* [[#Preview | Preview]]
		+	* [[#Duplicate | Duplicate]]
		+	* [[#Replace | Replace]]
		+	* [[#Import From SalesForce| Import From SalesForce]]
		+
		+
		+	Each button is described below.
		+
		+
		+	{{Note
		+	| The action buttons have the same behaviour for both the ''Address'' and ''Contact'' tabs save for a few minor differences. Therefore, the buttons are described once for the ''Address'' tab. For the ''Contact'' tab, only the differences between the ''Address'' and ''Contact'' tabs are highlighted.
		+	}}
		+
		+
		+	== Add ==
		+
		+	The ''Add'' button allows the user to add a new company or contact person.
		+
		+	If the ''Address'' tab is selected before clicking on the ''Add'' button, the ''Address'' window appears as shown in the following example:
		+
		+
		+	[[File:MetisSmartQuotesCreateAddressWindow.PNG|center|850x750px]]
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		+
		+	At the top of the window, the ''Company ID'' reference is automatically generated by Metis. This field cannot be edited.  It contains 32 characters. This ID is unique for each company.
		+
		+	The ''Address'' windows contains the following fields:
		+
		+	* Company: the company name. This field is mandatory and is limited to 50 characters.
		+	* Active: to activate or deactivate the company. A deactivated company no longer appears in the search results of the [[Description of the Menu Project#Addresses Tab | ''Addresses and Contacts Role Selection'' window]].
		+	* Blocked: to block the company (e.g. in the case of outstanding bills, ban, conflict, etc.). A blocked company appears in the search results of the [[Description of the Menu Project#Addresses Tab | ''Addresses and Contacts Role Selection'' window]] with an [[File:MetisSmartQuotesSearchResultsAddressTab_BlockedAddress.png]] icon and it cannot be mapped with any address role.
		+	* Language: the default language to use when communicating with the company. The language selected here is taken as the default language when [[Description of the Menu Documents#Generating Documents | generating documents]]. This field is mandatory. The drop-down list shows the languages that were made available by the administrator (i.e. the same languages that can be found in the [[Description of the Menu Setup#Change Language | Setup menu]]).
		+	* Street: the street where the company is located. This field is limited to 50 characters.
		+	* Street No: the street number where the company is located. This field is limited to 10 characters.
		+	* Country: the country where the company is located. This field is mandatory. It is a drop-down list showing the countries that have been defined by the administrator.
		+	* state: the state where the company is located. By default, this field is a drop-down list showing the states that have been defined by the administrator for a selected country (see the ''Country'' field above). However, the user can type in a state if desired (this field is limited to 50 characters).
		+	* Zip Code: the zip or postal code where the company is located. This field is mandatory. By default, this field is a drop-down list showing the zip codes or postal codes that have been defined by the administrator, for a selected state (see the ''State'' field above). However, the user can type in a zip code or a postal code if desired (this field is limited to 10 characters).
		+	* City: the city where the company is located. This field is mandatory. By default, this field is automatically filled once a zip code or a postal code has been selected from the ''Zip Code / Postal Code'' drop-down list (see above). However, the user can type in a city if desired (this field is limited to 50 characters).
		+	* Extension 1, 2 and 3: to provide further details regarding the company address such as the buidling, the floor, the room, etc. Each field is limited to 50 characters.
		+	* Phone: the main phone number of the company. This field is limited to 50 characters.
		+	* Fax: the main fax number of the company. This field is limited to 50 characters.
		+	* Website: the web site of the company. This field is limited to 50 characters.
		+	* Email: the main e-mail address of the company. The e-mail address entered here can be taken into account when sending e-mails from Metis Smart Quotes, especially when [[Description of the Menu Documents#Generating Documents | sending documents by e-mail]]. This field is limited to 50 characters.
		+	* Branch: the area of business that the company is active in (e.g. insurance, IT, sales, etc.). This field is a drop-down list showing the branches that were made available by the administrator.
		+
		+
		+	{{Note
		+	| Depending on the settings of the administrator, additional fields may appear.
		+	}}
		+
		+
		+	If the ''Contact'' tab is selected before clicking on the ''Add'' button, the ''Contact'' window appears as shown in the following example:
		+
		+
		+	[[File:MetisSmartQuotesCreateContactWindow.PNG|center|850x750px]]
		+
		+
		+	At the top of the window, the ''Address Contact ID'' reference is automatically generated by Metis. This field cannot be edited. It contains 32 characters. This ID is unique for each contact person.
		+
		+	Compared to the ''Address'' window, the ''Contact'' windows contains the following additional fields:
		+	* Company: the company to which the contact person belongs to. The drop-down list shows the companies that exist in the Smart Quotes' user version. Each company of the list appears in the <''Company Name'', ''Zip code'' ''City''> format.
		+	* Last Name: the last name of the contact person. This field is mandatory. It is limited to 50 characters.
		+	* First Name: the first name of the contact person. This field is limited to 50 characters.
		+	* Department: the department of the contact person. This field is limited to 50 characters.
		+	* Mobile: the mobile phone number of the contact person. This field is limited to 50 characters.
		+
		+
		+	{{Note
		+	| The langue of contact person can be different from the language of the company. If it is the case, the language of the contact person takes precedence over language of the company, especially when [[Description of the Menu Documents#Generating Documents | generating documents]].
		+	}}
		+
		+
		+	== Edit ==
		+
		+	The ''Edit'' button allows the user to see and modify the properties of a company or a contact person.
		+
		+	If the company or the contact person has been imported in Metis from an external application (e.g. Salesforce, SAP, etc.), it is not possible to edit it (a message appears upon clicking on the ''Edit'' button or double-clicking on it).
		+
		+	Selecting a company or a contact person then clicking on the ''Edit'' button opens the same ''Address'' or ''Contact'' windows described in the above section ([[#Add |adding a company or a contact person]]).
		+
		+	All of the fields that were available when creating a new company or contact person are still available and can be modified.
		+
		+
		+	== Delete ==
		+
		+	The ''Delete'' button allows the user to delete an exisiting company or contact person.
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		+	When deleting a company or a contact person, a pop-up window appears indicating the number of companies or contact persons to be deleted. If the Smart Quotes user confirms, the companies or contact persons are definitely deleted.
		+
		+
		+	{{Note
		+	| It is possible to select and delete several companies or contact persons at the same time.
		+	}}
		+
		+
		+	{{Note
		+	| Althought it is not possible to edit a company that has been imported in Metis, it is possible to delete a company that have been imported in Metis from another source such as SAP, SalesForce.com, etc.
		+	}}
		+
		+
		+	{{Warning
		+	| When deleting a company, all the contact persons associated with the company are also deleted.
		+	}}
		+
		+
		+	== Preview ==
		+
		+	The ''Preview'' button allows the user to see the properties of a selected company or contact person.
		+
		+	Selecting a company or a contact person and clicking on the ''Preview'' button opens a window similar to the ''Address'' or the ''Contact'' windows described in the above section ([[#Add |adding a company or a contact person]]).
		+
		+	It is not possible to edit the properties of a company or a contact person.
		+
		+	When previewing an address, a source type field is displayed indicating the originator of the company, as shown in the following example:
		+
		+
		+	[[File:MetisSmartQuotesSourceTypeMetisHighlighted.PNG|center|850x189px]]
		+
		+
		+	== Duplicate ==
		+
		+	As the companies and contact persons imported in Metis via an external application (e.g. Salesforce, SAP, etc.) cannot be edited, the ''Duplicate'' button allows the Smart Quotes user to copy such companies or contact persons then, to edit them.
		+
		+
		+	== Replace ==
		+
		+	The ''Replace'' button is active only when the ''Address'' tab is selected. It allows the Smart Quotes user to replace a company manually created in Metis with a company that has been imported in Metis from an external application (e.g. Salesforce, SAP, etc.), in all the existing offer.
		+
		+	Clicking on the ''Replace'' button opens the ''Replace Address'' window, as shown in the following example:
		+
		+
		+	[[File:MetisSmartQuotesReplaceAddressWindow.png|center|850x430px]]
		+
		+
		+	In the "Old Address" section, details about the company selected before clicking on the ''Replace'' button appears. The Smart Quotes user can select a different company by clicking on the [[File:MetisSmartQuotesBrowseIcon.PNG]] icon. This icon opens the ''Addresses and Contacts'' window, as shown in the following example:
		+
		+
		+	[[File:MetisSmartQuotesReplaceAddressInternalWindow.PNG|center|850x750px]]
		+
		+
		+	The same window with the same search criteria described at the begining of this page are displayed. The particularity of this window is that it is only possible to search for companies for which the source is Metis.
		+
		+	Back in the ''Replace Address'' window, the "to be replaced by" section allows the Smart Quotes user to select the substitute company. Only companies for which the source is different from Metis are available for selection.
		+
		+	Upon confirmation, in all the existing offers which are not ordered, the reference to the "old" company is removed and replaced by the "new" company. In addition, if the checkbox ''Delete Source'' has been ticked, the "old" address is deleted from the database.
		+
		+
		+	{{Video
		+	| <mediaplayer width='400' height='300' image='http://www.xpert-technologies.ch/mediawikidev/images/d/d8/VID_Creating_a_company_and_a_contact_person.png'>File:Creating_a_company_and_a_contact_person_OK.mp4</mediaplayer>
		+	| Creating a company and a contact person
		+	}}
		+
		+
		+	== Import from SalesForce ==
		+
		+	This feature is no longer in use.

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Latest revision as of 15:09, 11 March 2014