Configuring the Level 2 Entity

Configuring the Level 2 Entity

1. Click on the Settings menu, Application Configuration link.

2. Scroll to the Activity Settings section of the page.

The Level 2 Entity will consist of:

• Standard fields relabeled to suit the application.
• Custom fields that will be associated with all Level 1 items.
• Inherit Custom Fields – Provides the ability to create Level 2 item custom fields that are only available based on the selected Level 1 template.
• Level 1 Contact Assignments – Restrict the people that can be associated with a Level 2 activity to only those associated with the Level 1 item.
• Auto Assign People – Automatically assign people associated with the Level 1 item to all Level 2 activities.
• An optional Reader Log that will track every time a user displays the Level 2 item and the amount of time that they review that item. This is a privacy audit feature that can be enabled in sensitive applications. The user will not be aware of their display of the item. This feature is used in conjunction with the Manager Permission – View Reader Log.

3. Click the Standard Fields link.

The Standard field list is displayed.

Level 2 Standard Field Features

This screen works in a similar manner to the Level 1 standard field list.

• Adding a field – Click the right arrow next to the field name and the field name will be copied to the label box.
• Adding and renaming a field – Type a new caption for the field in the label box.
• Removing a field – Click the left arrow next to the field name or select and delete the field name from the label box.
• To provide mouse over help on a field – Type the help in the instruction box to the right of the label box.
• Clicking the Mandatory check box will make the field required before the record can be saved.

Standard Level 2 Field List

The following standard fields are available at Level 2.

• Activity Type - Displays the Level 2 “types” in a combo box.
• Amount - An amount field.
• Assigned Links - Displays links to the assigned people. Clicking the link will display the contact details. Assigned people are always internal people.
• Assigned People - Displays a lookup button so internal people can be assigned to the item.
• Contact Links - Displays links to the contact people. Clicking the link will display the contact details. Contact people are always external people.
• Contact People - Displays a lookup button so external people can be assigned to the item.
• Description - Narrative description.
• Duration - Duration in hours.
• End Date - Generally represents an end date or milestone.
• End Time - An end time for a short event.
• Follow-up Days - Specifies the number of day or hours after the activity that a message should be sent. This field is displayed as a combo box.
• Follow-up Sent - Indicates if the follow-up message has been sent. This field is displayed as two options buttons (Yes = Sent, No = Not Sent yet). If you use this field and change the setting to Yes before the message is due the message will not be sent.
• Follow-up Type - Indicates if the message should be sent by quick message (internal to SmartSimple users) or email. You can also specify which group of people should receive the message. This field displays as a combo box.
• Location - Indicates a location for the Level 2 item. If you prefix the caption that you give the field with an @ sign. The caption will display a globe icon and the user can look up the location using their selected mapping service.
• Owner - Manager or person responsible for the Level 2 item.
• Parent Name - The name of the associated Level 1 item.
• Reminder Days - Specifies the number of day or hours before the activity that a message should be sent. This field is displayed as a combo box.
• Reminder Sent - Indicates if the reminder message has been sent. This field is displayed as two option buttons (Yes = Sent, No = Not Sent yet). If you use this field and change the setting to Yes before the message is due the message will not be sent.
• Reminder Type - Indicates if the message should be sent by quick message (internal to SmartSimple users) or email. You can also specify which group of people should receive the message. This field displays as a combo box.
• Start Date - Generally represents a start date.
• Start Time - Start time of a short event.
• Status - The status of the Level 2 item.
• Subject - A short one line narrative for the Level 2 item.
• Update By - The name of the user that last updated the Level 2 items.
• Whole Day Event - Indicates if the event is a whole day event.

Selecting the Activity fields

1. Configure the following Activity Fields:

Not all activity fields are shown in this screen – only the ones that you need to set.

• The parent name field is not being used, as the contract Level 1 name does not have a name.
• The Amount field is not being used as the amount is not a property of all Level 2 items, but only a property of the invoice type entity.

2. Click the Save button.

3. Click the Edit Application tab to return to the Configuration window.

Setting the Level 2 settings

Generally, at this stage you would add the custom fields required for all Level 2 entities, but in this case you will only add custom fields to the type of Level 2 Entity – Invoice. This technique provides more flexibility as the generic Level 2 Entity does not contain any specific fields.

1. Click the Settings tab.

2. Scroll to the Activity Settings Section.

This panel is used to set:

• Custom fields – Common to all Level 1 items.
• List View – The fields and order required for the Level 2 list view.
• Types – The types of Level 2 items required.
• Statuses – The statuses required for the Level 2 items. In addition to these links you can also enable the following Level 2 options:
• Use Current Time for Activities – This option defaults the time fields to the current time. This option is only applicable if you are using the Level 2 time fields.
• Enable Time Filtering – Displays From and To time fields on the Level 2 list view.
• Open Activity in Full Screen – When clicking on a Level 2 item at the bottom of the Level 1 item, this option displays the Level 2 item in the full window. If you don’t use this option the Level 2 item will be displayed below the Level 1 in the same window.
• Open Activity on New Window – Displays the Level 2 item in a separate window. The Level 1 item is still displayed.

3. Click the Open Activity in Full Screen check box.

4. Click the Save button.