wiki:Developer/KHIS15/CreatingAccountsDeveloper

Creating a New Account

Main account tables

  • Accounts
    • top level table holds basic account info such as code, title, basic colours, welcome text, comma-delimited list of options to show on main menu (eg crm, projects, skills, etc.)
    • NEEDS CONTENT
  • User
  • Security
    • don't need to touch this table
    • only contains 3 static records: 0 = hidden; 1 = read only; 2 = write
  • Groups
    • account-specific security groups
    • can maintain these via KHIS but to edit an account's groups you need to be logged into that account
    • NEEDS CONTENT

Project status tables

  • ProjectType?
    • account-specific types of project (eg consultancy)
    • just contains PTypeID, PTypeDesc and 8 Account fields (Account1, Account2, …) so that 1 project type can be used by at most 8 different accounts
    • NEEDS CONTENT
  • ProjStatus?
    • linked to ProjectType?
    • contains a list of statuses for each project type + status points, close points, etc.
    • NEEDS CONTENT
  • ProjSTSGroupDesc
    • only referenced 3 times in codebase
    • used when searching/filtering projects of certain statuses (eg Open All, Open Enquiries, Open Projects)
    • don't need to touch this table

Project functionality tables

  • ProjectParams?
    • determines how projects are handled within an account
    • PP_Managers, PP_CircAction, PP_Circulation map to groups table
    • in the 1st record in this table (ie PP_ID=1), PP_RefNo is a GLOBAL counter for projects created across all accounts
    • doesn't seem to be a way of editing this via KHIS
    • NEEDS CONTENT
  • CRMParams
    • determines which groups have access to which CRM features
    • crm_activity_grp, crm_action_grp, crm_read, crm_write, crm_delete map to groups table
    • edit/create via Administration » Address Book/CRM Maint » CRM Parameters - NOTE groups must already have been created!
    • NEEDS CONTENT
  • SkillsParams?
    • sets who can edit staff expertise data
    • similar to CRMParams table
    • edit/create via Administration » Skills Matrix Maintenance » Skills Martrix Parameters - NOTE groups must already have been created!
    • skills_level1 & skills_level2 descriptive fields are referenced in Administration » Skills Matrix Maintenance menu
    • NEEDS CONTENT

Other Project Tables

  • ClosureReasons?
    • account-specific project closure reasons
    • NEEDS CONTENT
  • Distribution
    • account-specific - when adding expenditure line item, the type of expenditure is referenced against this lookup table
  • Source
    • account-specific lookup table for the enquiry source that led to project initiation
    • NEEDS CONTENT
  • Units
    • account-specific - when entering line items for project phase, the available units in the drop-down are derived from this table
  • pLevel1
    • account specific but don't need to define any records
    • sets the main attribute headings that appear in the attributes tab
  • pLevel2
    • sets the checkboxes that appear in the attributes tab
    • PL2_L1 maps to PL1_ID in pLevel1
  • SigEvents?
    • account-specific
    • types of project actions (eg comment, action, activity, etc.)
    • NEEDS CONTENT

Institutional structure tables

  • Univeristy
    • holds the top-level tier of institutional structure
    • NEEDS CONTENT
  • School
    • holds the 2nd tier of institutional structure
  • Department
    • holds bottom (3rd) tier of institutional structure

Notes

  • Student records seem to be visible across accounts - e.g. when creating a project team within a project, it looks like all students belonging to KHOUSE account are visible, even when logged into T2G account
  • As do staff records when using options under the Resources menu. Looks like this whole section needs looking at :-( (When adding a member of staff to a project via the Edit Project page only staff under the current account are shown - this functionality is correct.)

Steps to Create a New Account

  1. Admin » Account Maintenance » Add New Record
    1. Main Details: code = T2G; name = Train to Gain
    2. Options: Addressbook/CRM, Enquires/Projects?, Projects - Action Log, Skills Matrix, Students, Useful Links
    3. Look & Feel: html = Train to Gain; foreground = #726C5C; background = #E5E3DB; text = #454033
  2. Update your user account to include newly created account
    1. Admin » User Maintenance » User Maintenance
    2. select your user record
    3. click Accounts tab
    4. tick "T2G" account then Update
    5. log out then back in, selecting "T2G" as account if prompted
  3. Create new group(s) as required - e.g.
    1. Admin » User Maintenance » Group Maintenance » Add New Record
    2. Group Details/Members? tab: Description = T2G Admin
    3. Members: don’t select any names as this throws an error (ref 200736_108 in test system) when adding (but not when updating?!)
    4. Application Security – set all as "Write"
    5. Click Insert
    6. Click on newly created group
    7. Now select members as appropriate in Group Details/Members? tab
    8. Click Update
  4. Create ProjParams? record - can't seem to be able to do this via KHIS
    1. PP_Account = T2G; PP_Refno = 0; PP_Prefix = TG; PP_Managers, PP_Circulation & PP_CircAction = id of group record created in step 3
  5. Create CRMParams record
    1. Administration » Addressbook/CRM Maint » CRM Parameters » Add New Record
    2. Security tab: Hours = 8.00; Dataset = Train to Gain
    3. Significant events tab: Select appropriate group for Activity and Actions groups
    4. Insert
    5. NB Might need to modify this table directly as it also contains crm_read, crm_write and crm_delete fields which reference groups table and can't see how to set these within KHIS?
  6. Create SkillsParams? record
    1. Administration » Skills Matrix Maintenance » Skills Matrix Parameters » Add New Record
    2. General tab: Dataset = Train to Gain; Level 1 Name = HE Institute; Level 2 Name = Department
    3. Security tab: Read, write & delete groups = select appropriate group created in step 3
    4. Insert
  7. Create project types
    1. Need to edit ProjectType? table directly
    2. Insert 1 record for each project type
  8. Create project status records
    1. Need to edit table directly
    2. For each ProjectType? created, insert records into ProjStatus? table
    3. NB for each new record, ensure Account field is set to T2G
  9. Create ClosureReasons? records
    1. Administration » Projects Maintenance » Closure Reason Codes Maintenance
    2. Create records as required
    3. E.g. "Business Declined (By Us)", "Client gone elsewhere", "Client not proceeding", "Declined client's terms and conditions", "Lack of appropriate capacity", "Lack of appropriate expertise", "Other", "Time constraints for proposal preparation"
  10. Create source records
    1. Administration » Projects Maintenance » Source Maintenance
    2. Create records as required
  11. Create university records
    1. Administration » Skills Matrix Maintenance » University Maintenance » Add New Record
    2. Code = T2G; Description = Train to Gain
  12. Create school records as required
    1. Administration » Skills Matrix Maintenance » HE Institute Maintenance (NB HE Institute is taken from the SkillsParams? record (see step 6))
    2. Select Train to Gain from the drop-down box
    3. Create New Record…
  13. Create department records as required
    1. Administration » Skills Matrix Maintenance » Department Maintenance (NB Department is taken from the SkillsParams? record (see step 6))
    2. Select a school created in step 12 from the drop-down box
    3. Create New Record…
  14. Create SigEvent? records
    1. Administration » Addressbook/CRM Maint » Significant Event Types
    2. Create New Record… as follows: Id = C; Description = Comment; Type = Comment; Activity Default Rate = 0
    3. Create New Record… as follows: Id = K; Description = Consultancy; Type = Activity; Activity Default Rate = 50
    4. Create New Record… as follows: Id = A; Description = Action; Type = Action; Activity Default Rate = 0
    5. Create New Record… as follows: Id = T; Description = Telephone Call; Type = Activity; Activity Default Rate = 0
    6. Create New Record… as follows: Id = R; Description = Circulation Response; Type = Activity; Activity Default Rate = 0
Last modified 2 years ago Last modified on 17 Sep 2015 09:58:25