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== Part 2: Reports and Automation ==
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Now that we have defined the business needs, we can create a UTA build plan.
===The Thing To Be Tracked (Level 1)===
The first thing to decide is what is the thing to be tracked?
Here is the structure or plan for Alex’s UTA.
Connect to the WIFI wifi and log in to your temporary instance now. All the following instructions will be done in that instance of SmartSimple cloud.
===User Roles===
Those users will often have many roles.
'''Audience prompt: ''' What is a user role and why do we use them?
User Roles group like users together. So we can control what people can see and do in the system. This is often referred to as “Role Based Access” control or “RBAC”.
'''Audience prompt: ''' Why do we suggest roles should add permissions to users?
If roles are used to add permissions to a user, roles become additive in nature. The more roles a user has the more they can see and do within your SmartSimple system.
That's not to say you can’t apply a “deny” permission on a role. As there are legitimate use cases for that but typically we suggest adding permissions with roles when possible.
'''Audience prompt: ''' Why should we be mindful of using the deny permissions on user roles.
Be mindful of using deny permissions on user roles because SmartSimple Cloud takes a most restrictive approach to security and as such a single deny permission on one role will override all the allowed permissions on any other roles a user may have.
In this exercise we will create an Administrator role, so users with this role will be able to configure and manage the UTA.
# In the header, click on the “Menu” icon (it has nine boxes and appears top right of the header) and select “Roles & Security”.# Click the “User Roles” link.# Click the “New” (+) button in the action bar.# For “Role Name” enter “IT Asset Tracker - Manager”.# Enter the same text for caption.# Select the “Internal Users Only” radio button.# Toggle on Enable Menu Icon (this will give users the menu icon on the top right which contains links to many areas of the system).# Click “Save”.
Follow the same steps as above to create a second (new) role which will have less permissions. We will call the second (new) role “IT Asset Tracker - Access”
You now have a role we can give to the administrator of the UTA and people who only need to see the information in the UTA but do not have access to change it.
'''Audience prompt: ''' What is the difference between the “name” and the “caption” of something in SmartSimple?
The “Name” is something we reference from within the system similar to an ID and as such generally you should never change the name as you may break references configured. The “Caption” is the text that gets displayed to the end user. The caption can be changed freely as desired and will be translated.
'''Audience prompt: ''' Why is it good practice to choose the option of “Internal Users Only” when creating a role?
We flag a role for internal or external users only as a safety precaution, to prevent people from accidentally giving a role to an external person like an applicant and vice versa.
In this exercise we are going to add the “System Administrator” role that was pre-created in this instance to our users. We will also assign the new “IT Asset Tracker - Manager” role we just created to our user.
# Click on the “User Roles” link in the breadcrumb to navigate back to the list of user roles.# Click the “Edit” button (looks like a pencil) for the “System Administrator” role.# Click the “Current Users” tab in the left navigation.# Click the “Add User to Role” (+) button.# Click the check box next to your name in the list, then click the “Add” button. Your user has now been given this role.
Repeat the steps above to add the role of “IT Asset Tracker - Manager” to your user.
'''Note there :''' There are a number of ways you can add roles to users for example:* from their profile* using the batch update on a user list view* using an import wizard
====Logout and back in====
In this exercise we will log out and log back in so the permission changes take full effect.
# Go to the user menu top right of the header (will have your initial)# Select log out.# On the login page enter your email and password.
===Importing Users===
# Download the user_import.csv# Click on the “Menu” icon (9 squares in the header) and select “Global Settings”# Click on the “Users” tab.# Scroll down and click the “User Import Wizard” link.# For “Select a file to import” click the “Choose File” button (looks like a folder)# Select the CSV file we just downloaded. (likely in your downloads) and click “Open”.# Click the “Upload” button (has an up arrow).# You will see the sample data# For “Parent Company” click the “Lookup” button (looks like binoculars)# Select the only available organization and the modal window will close.# For “User Activation” select “No user activation” (we don’t expect these users to login)# For “Assigned Roles” select “IT Asset Tracker Access”# Click the “Next” button.# Under the Column Mapping section for the first drop down select “First Name”# For the second drop down select “Last Name“# For the last drop down select “Email”# Click the “Next” button twice.
We now have sample users that have been imported and given the role of “IT Asset Tracker - Access”
In this exercise we will create an “IT Asset Tracker” UTA.
# Click on the “Menu” icon in the header (it looks like 9 squares) and select “Tracking Applications”.# Click the “New Application” (+) button in the action bar.# For the “Application Name” enter “IT Asset Tracker”.# For “Tracking Object Label” enter “Asset” (this is your level 1, the thing to be tracked such as a computer).# For “Tracking Object Plural Label” enter “Assets”# Toggle on “Enable Tracking Activity” (this is your level 2, the activities related to what you are tracking such as repairing a hard drive or installing software. We won’t create these to save time but you can explore on your own later.)# For “Activity Label” enter “Service”# For “Activity Plural Label” enter “Services”# Scroll back up and on the “Security” tab scroll down to “Application Access”, click into the input and select both the “IT Asset Tracker - Manager” as well as the “IT Asset Tracker - Access” roles we created earlier.# For “Administrator Access” only select the “IT Asset Tracker - Manager”.
Click “Save” at the bottom of the screen.
We have now created a UTA, enabled level 2s and defined the terminology of both our level 1 records (Assets) which includes computers and our level 2 records (services) which includes fixing a hard drive and installing software. We have also specified which roles can configure this UTA and which roles will only have access to this UTA.
# Refresh the browser using CTRL + F5.# Click on the “Menu” icon in the header and you will see the “IT Asset Tracker” link as the first item under “Applications”.
====UTA Level 1 Types====
In this exercise we will create three types of level 1 IT assets.
# Navigate to the “Menu” icon and select the “IT Asset Tracker” under applications. If you do not see it press CTRL + F5 to force the browser to reload. If you still cannot see the “IT Asset Tracker” link, check that your user has the “IT Asset Tracker - Manager” role we created earlier and check that role has “Application Access” on the “Security” tab.# Click on the “Configuration Settings” it looks like a gear in the action menu.# Select the “Asset” (level 1) tab, beside the general tab.# Click the “Types” link.# Click the “New Type” (+) button.# For “Name” and “Caption” enter “Monitors”# Click into “Icon” and then into the search box that appears in the drop down. Type “TV” and select that.# “Save”.# Now click on the “Asset Types” link in the breadcrumb (note the breadcrumb in SmartSimple is location based which means it shows you where you are in the hierarchy of the system. The breadcrumb is not path based; it does not show you where you came from.# Create another type the same way. Call this type “Computers” and for the icon select “Laptop”# Create the last type the same way. Call this type “Printers” and for the icon select “Print”
We now have three types of IT assets with icons.
'''Audience prompt: ''' What are types and why do we use them?
Types are a way of grouping similar things. So we can specify what information we want to collect and control the process flow for each type of level 1.
====UTA Level 1 Status====
Now that we have defined the types of level 1 things we will track, we need to define the status. Think of status as a stage in a process or a state in time. For example, this morning I woke up, ate breakfast, and I went to work. Those are 3 stages in my morning routine. Each of those points in time could be a status in SmartSimple.
In this exercise we are going to create 3 statuses (stages in our process). Those statuses will be “available”, “assigned”, and “retired”.
# Click on “Settings” in the breadcrumb and navigate to the “Asset” (level 1) tab# Click the “Statuses” link.# Click the “New Status” (+) button in the action bar.# For “Name” and “Caption” enter “Available”# For “Color Code” enter “13BAA7” which is a mint green color.# Toggle on “Is Default Status” (all new level 1 assets will start at this status).# Click “Save”# Click on the “Permissions & Availability” tab.# For “Enabled on Asset Types” select “All”# Click “Save”.# Click on “Asset Statuses” in the breadcrumb.# Create another status similar to above.# For “Name” and “Caption” enter “Assigned” for “Color Code” enter 008A00” which is a darker green and click “Save”. (Do not toggle on is default status).# Click on the “Permissions & Availability” tab. For “Enabled on Asset Types” select “All” and click “Save”.# Create another status similar to above.# For “Name” and “Caption” enter “Retired” for “Color Code” enter “CCCCCC” (6 Cs) and “Save”.# Click on the “Permissions & Availability” tab. For “Enabled on Asset Types” select “All” and click “Save”.
We now have created 3 statuses and they are available on all 3 types.
'''Audience prompt: ''' What are Statuses and why do we use them?
Statuses are a state in time or a stage in your process. For example in a granting scenario you might have statuses of Draft, submitted, under review and approved. Statuses are used to define what will appear and what will happen at each stage of your process.
Next we will create one more status called “In Service” but this time we are going to make this new status only available to the Level 1 type called “Computers” as computers are going to have a status the other IT assets like printers and monitors do not.
# In the breadcrumb click on “Asset Statuses”# Click the “New Status” button.# For “Name” enter “In_Service”and “Caption” enter “In Service” for “Color Code” enter “FF0000” (2 Fs 4 0s) and “Save”.# Click on the “Permissions & Availability” tab. For “Enabled on Asset Types” only select “Computers” and click “Save”.
Now we have a status of “In Service” which will only be available for the Type of “Computers”. We have also connected our new statuses to only the computer type.
====Enable Level 1 Standard Fields====
Standard Fields like “Application Name” are built in fields used to track basic data points and properties. Within a UTA you must enable the Standard fields you wish to use.
In this exercise we will set up some standard fields for our level 1 assets.
# Navigate to the “IT Asset Tracker” UTA and click the “Configuration Settings” button or click “Settings” in the breadcrumb.# Click the “Asset” (level 1) tab# Click the “Standard Fields” link.# Click on “Activity List” and change the caption to “Activities” and click “Save”. This standard field has been enabled and will allow you to see the level 2 activities in the left navigation. We won’t create level 2s as part of this training but you are welcome to explore this later.# Click on “Asset Standard Fields” link in the breadcrumb, click the “Edit” button for “Application Name” and change the “Caption” to say “Asset Name” and “Save”# Repeat the above process of navigating to the standard field list, then edit the caption names and then save for the following fields: {| class="wikitable"|-! Name! Change Caption to|-| Application Type| Asset Type|-| Modified By| Modified By|-| Modified Date| Modified Date|-| Person| Assigned To|-| Status| Status|}
====Add Custom Fields====
We need to collect more information about the IT assets such as the vendor, model, serial number, and when the warranty expires. We will use Custom Fields to extend the system so we can collect this information.
'''Audience prompt: ''' What are custom fields and why would we use them?
Custom fields extend the SmartSimple platform allowing us to store and display many types of data beyond what is possible with standard fields.
The appropriate type of custom field you should create often depends on the type of data you wish to collect and the amount of options you need to offer.
# Navigate to the “IT Asset Tracker” UTA and click the “Configuration Settings” button or click “Settings” in the breadcrumb.# Click on the “Asset” (level 1) Tab# Click the “Custom Fields” link# Click the “New Field” (+) button# For “Field Type” select “Select One - Dropdown list”# For “Field Name” and “Caption” Enter “Vendor”# For “Predefined Options” enter “0=Select One;1=Lenovo;2=HP;3=Dell;” note that each vendor is separated by a semi colon. This sets the order of the options in the dropdown.# Click “Save”
In this example we entered both a store value (1) and then a display value (Lenovo) for our predefined options.
'''Audience prompt: ''' Why do we enter a store value and display value for options?
By declaring a store value and a display value for options it will be easy to change the caption of an option over time while maintaining backwards compatibility (store value does not change).
It’s also advantageous to declare a store value that is different from the display value when you want to do calculations like scoring reviews. For example if I wanted to use a likert scale I would enter the following.
<pre>0=Select One;1=Strongly Disagree;2=Disagree;3=Neither Agree or Disagree;4=Agree;5=Strongly Agree</pre>
'''Audience prompt: ''' what do you do if you have an option that people have selected in the past but you don’t want people to be able to select it in future?
Move the options you no longer want to be selectable to the end of your list and wrap them in the ssRetiredOptions syntax:
<pre>; <ssRetiredOptions>old values</ssRetiredOptions>; </pre>
Make sure there is a semicolon before and after that syntax. This is preferred to removing the option as you can still retain values chosen and report on the data without allowing people to choose these options going forward..
'''Audience prompt: ''' Why do I add “0=Select One” as my first predefined option?
If I don’t include “Select One” as the first predefined option I will have no way of knowing if the user picked this value or if the first option was automatically saved as the answer.
In the next exercise we will create a custom field to hold the Model Number. As Model numbers vary we will use the “Text Box - Text Single Line” field type.
# Click the “Asset Custom Fields” link in the breadcrumb# Click the “New Field” (+) button# For “Field Type” select “Text Box - Text Single Line”. Given the model may have alpha and numeric characters we are not going to restrict what the user can enter here.# For “Field Name” and “Caption” Enter “Model”# Click “Save”# Repeat the above steps to make another field but for “Field Name” enter “Serial_ Number” and for “Caption” Enter “Serial Number” then “Save”.
Note, you cannot have spaces in field names so you may wish to standardize on Camel Case (CamelCase), Snake Case (snake_case) or a combination of the two (Serial_Number). In this exercise we will use a combination for all our field names.
Lastly add a custom field to track the date the Warranty will expire.
# Click the “Asset Custom Fields” in the breadcrumb# Click the “New Field” (+) button# For “Field Type” select “Text Box - Date”.# For “Field Name” and “Caption” Enter “Warranty Expiration”. Remember to adjust the field name to “Warranty_Expiration”.# Click “Save”
# Row Index
Asset Name (not ID)
Asset Type
====Adding Title Bars====
In this exercise we will group like information together. This will make it easy for users to navigate or skip to the content they desire. We will use the custom field of the type “Layout – Title Bar” to achieve this goal.
==Part 2: Reports and Automation==
===Importing Records===
In this exercise we are going to use the autoloader to create several records in a batch so later we can report on them.
====Setting up the Autoloader====
In this exercise we are going to create the autoloader that will populate records within our UTA.
=====Testing the Autoloader=====
In this exercise we will import a sample Comma Separated Values (CSV) file created in Excel.
Click the “Report Builder” (4 squares icon) button located in the action bar.
In the column with the “4” as the label, for the row labeled “Criteria” enter “<=ADDDATE(CURDATE(), INTERVAL 30 DAY)”. Click the “Build Report” (floppy disk icon) button, located in the action bar at the top. The report builder modal window will close automatically.Click the “Preview” button in the submit bar near the bottom of the screen and you will see a new modal window displaying the IT Assets with a Warranty Expiring in the next 30 days.
Now we can easily see what IT assets will be expiring in the next 30 days.