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→What information will you need to gather about the entity?
* A set of [[statuses]] that you use to define, filter and select items based on their status.
It is quite common that when you determine the {{l1}} [[Entity]] you will realize that they are not all exactly the same, and that you will need to track different information for each [[Templates|type]].
For example, if you are thinking about legal case management , you would need to clearly delineate between a civil and a criminal case, or perhaps between a business and domestic case. The method that you use to separate the {{l1}} [[Entity]] by type is entirely up to you.
You handle these differences by using what [[SmartSimple]] calls {{l1}} [[Template|Templates]].
* Each template represents a different type or class of {{l1}} [[Entity]].
* For each [[Template|template]] you can define a set of [[Custom Field|custom fields]]. These template fields are in addition to the standard and [[Custom Field|custom fields]] that you add to all [[{{l1}} [[Entity|{{l1}} Entities]]. This feature allows you to track information common to all items and specific information for specific types of items.
You generally need to track activities around the “thing to be tracked”tracked. ” If you don’t need to track activities then you will not need to enable {{l2}} in the [[UTA]].
But if you are tracking cases, you will probably need to track the activities and the time spent on the case. These types of activities are represented within the UTA as {{l2}} and {{l3}} items. {{l2}} and [[{{l3}} [[Entity|{{l3}} entities]] are broadly similar to a {{l1}} [[Entity]] in that you configure these entities with:* Fields chosen from a set of standard fields built into the UTA. The fields you choose are attached to all the {{l2}} (or 3{{l3}}) items that you create. You will see these fields are activity type fields including start and end times, follow up and reminder settings. * [[Custom Field|Custom fields]] that you define for the {{l2}} (or 3{{l3}}) entity. As with {{l1}}s, you can add as many fields as you need.
* A set of statuses that you use to define, filter and select items based on their status.
These activity items are linked to the associated {{l1}}.
You can create any number of {{l2}} items for a single {{l1}} item.
As with {{l1}}, you may need to track different types of activities at {{l2}}. For example, in the case management instance you may need to delineate meetings from phone calls. Or in the case of legal work, court time verses versus office time. As with {{l1}}, you handle these differences by using what [[SmartSimple]] calls {{l2}} types[[Level 2 Types]].* Each {{l2}} type [[Level 2 Types]] represents a different type of activity.* Each [[Level 2 Types|type ]] can also have a set of [[Custom Field|custom fields]].
The final [[Entity|entity]] level within the UTA is called {{l3}}. This level functions in exactly the same manner as {{l2}} and is used to control finer levels in information gathering – if required.
For example, if {{l1}} is a case, and {{l2}} is a report, then the {{l3}} items could be defined as research, drafting, proofing, presenting and billing. And as with all the other [[Entity|entities]], the structure you define is entirely up to you.
These second level activity items are linked to the associated {{l2}}. You can create any number of {{l3}} items for a single {{l2}} item.
There is no requirement to use all three levels, and in many cases you may be able to build a very useful application with {{l1}} only.
In order to create a [[Universal Tracking Application]] you will need access to the [[Configuration Menu|Configuration]], Tracking [[Application|Applications]] [[Menu|menu]]. If you do not have access to this menu, contact your [[System Administrator]].
Some configurations of the [[Application|applicationsUTA]] of the UTA are less obvious than others.:* For example, one client successfully manages a chain of daycare centres across the country. The {{l1}} [[Entity]] proved to be the actual centre (linked to the internal branch as the location) and the {{l2}} activity; a single child attendance record at a specific centre. The child is assigned to the {{l2}} activity.* Another client needed to manage collections of giftware purchased overseas, and provide access to the overseas manufacturers. In this instance, the collection was the {{l1}} [[Entity]] and the collection item was the {{l2}} [[Entity]]. In this case , none of the activity -related fields were used at {{l2}}.* An Animal shelter needed to track stray animals collected at the centre. The {{l1}} [[Entity]] became the animal; the {{l1}} [[Template|template]] represented the type of animal (cat, dog, etc). The {{l2}} activities tracked the inspection, vaccination and adoption of the animal.
The [[Universal Tracking Application]] was not designed to replace functionality that exists in other readily available programs. So don’t try to configure the UTA for the following type of use:
* '''Traditional Project Management''' – though you could set up a pseudo project management system, it will lack a lot of basic functionality such as “N” level tasks, automatic roll-up of effort and cost, critical path management, resource allocation and management, and baseline budget.
[[Category:Universal Tracking Application]][[Category:Applications]]
