Families. Content. Ref Family: Areas. 1. What is AuraPortal. 2. Architecture. 10. Own Families

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1 Families Content Ref What is AuraPortal 9. Family: Areas GOAL Learn the main options in the AuraPortal Families and how to use and configure Permissions. 2. Architecture 3. Users 10. Own Families 11. Permissions 4. The Families 5. Family: Employees 6. Family: Accounts 7. Family: Items 8. Family: Projects

2 Families Referenced Documents Ref Manual - Delegated Administrator

3 1 What is AuraPortal 0694/ 3

4 General View AuraPortal Helium IS AN INTELLIGENT MANAGEMENT SOFTWARE 0694/ 4

General View Thanks to its modular structure, AuraPortal Helium allows us to control from a simple project or the management of a department to the whole, integrated management of

5 General View Thanks to its modular structure, AuraPortal Helium allows us to control from a simple project or the management of a department to the whole, integrated management of the company or organization with a BPM software (Business Process Management) which is modern, flexible and can be handled by anyone without the need for technical knowledge. 0694/ 5

6 General View What are Business Processes and BPM? Processes are the parts into which the activity or global operative of any company or organization can be divided. Its management and control is carried out by the systems called BPM. Definition of BPM BPM can be defined as: A new category of company software which allows companies to model, implement and execute sets of interrelated activities i.e., Processes of any nature, be it inside a department or through the whole entity, with extensions to include customers, providers and other agents to take part in the processes tasks. 0694/ 6

7 General View Scope With a high-level BPM tool such as AuraPortal, the company can automate any process easily, no matter how difficult it might be. 0694/ 7

General View What are Business Processes?

Some examples are: Purchasing Purchase cycles management.

8 General View What are Business Processes? Processes are the parts into which the whole activity of any company or organization can be divided. Their management and control is carried out by the BPM systems. Some examples are: Purchasing Purchase cycles management. Marketing Management of marketing activities and generation of demand. Sales Opportunities Management of sales opportunities, including the control of commercial actions. Manufacturing Management of the manufacturing or transformation processes. 0694/ 8

9 General View What are Business Processes? Processes are the parts into which the whole activity of any company or organization can be divided. Their management and control is carried out by the systems called BPM. Some examples are: Services Management of the provision of services. Customer Service Permanent assistance (hot-line) to customers. Sales Cycles Management of the sales, invoicing, payment and claims cycles. Accounting Accounting, included the assignment and control of budget items. 0694/ 9

Some examples are: Human Resources Human resources management,

current and future strategies in all the areas of the activity.

10 General View What are Business Processes? Processes are the parts into which the whole activity of any company or organization can be divided. Their management and control is carried out by the systems called BPM. Some examples are: Human Resources Human resources management, including: recruitment, salaries Strategies Design and monitoring of current and future strategies in all the areas of the activity. Functioning Rules Continuous setting and updating of the company functioning rules. Electronic commerce Electronic commerce with automatic update of the offers. 0694/ 10

Some examples are: Legal procedures Management of the company s interaction

Projects Design, monitoring and control of any kind of projects, both

11 General View What are Business Processes? Processes are the parts into which the whole activity of any company or organization can be divided. Their management and control is carried out by the systems called BPM. Some examples are: Legal procedures Management of the company s interaction with their performance legal framework. Projects Design, monitoring and control of any kind of projects, both singular and recurring. Finance Financial management, including money control, loans, credits and debits, treasury flows Financial situation Analysis of the company s financial situation, its profitability 0694/ 11

Some examples are: CRM In general, CRM management refers to the control

Informative contents Creation, update and publishing of informative

12 General View What are Business Processes? Processes are the parts into which the whole activity of any company or organization can be divided. Their management and control is carried out by the systems called BPM. Some examples are: CRM In general, CRM management refers to the control of the relation between company and customers. Informative contents Creation, update and publishing of informative contents. Document Management Integrated and intelligent management of all documents. Corporate website Controlled publishing on the Internet and social networks, etc. 0694/ 12

General View Advantages Companies that implement a BPM improve the WHOLE entity, bring to light their weaknesses and strengthen their most important activities.

13 General View Advantages Companies that implement a BPM improve the WHOLE entity, bring to light their weaknesses and strengthen their most important activities. Thus, it allows companies to be more: flexible, competitive and efficient. AURAPORTAL HELIUM ALLOWS A QUICK AND FLUID COMMUNICATION AMONG THE PARTICIPANTS IN THE COMPANY ACTIVITY, CAUSING A CONTINUOUS IMPROVEMENT ON ALL ACTIVITIES 0694/ 13

14 General View MOREOVER, IT CAN BE HANDLED BY ANYBODY (NO CODE REQUIRED) 0694/ 14

15 General View Structure of AuraPortal Helium The core of AuraPortal Helium is its CORE BPM, which contains the modules: Processes, Intranet/Extranet, Document Management, Data Management and Analysis, and Connectivity. There are also eight optional modules which can be purchased separately to enhance the application scope: Business Rules, Multi-language, Content Management, Online Commerce, 3 Synchronized Environments, Extranet Workflow, Advanced Forms and Testing Copy. 0694/ 15

16 General View WHAT IS INCLUDED IN THE BPM CORE? PROCESSES Controls the BPM or Process Management. INTRANET/ EXTRANET CORE BPM Manages the communication between employees and also with customers, providers and other external agents with a powerful workflow. DOCUMENT MANAGEMENT Manages in an integrated way all company documents (texts, images, videos, etc.). This document management can be carried out by two systems simultaneously: Microsoft SharePoint, incorporated, and the AuraPortal File System, of own design. DATA MANAGEMENT AND ANALYSIS Manages the complete treatment of all the information that is being input and generated automatically for a later analysis through de Reports, Queries, Monitoring, Dashboards, BAM and Business Intelligence. CONNECTIVITY Allows the connection to any external device, application or database. This module includes all the necessary components for integration, such as Web Services, Adapters Server, External Forms, Data Importer Service, System Tasks INVOKER and SCRIPT EXECUTOR, etc. 0694/ 16

17 General View CORE BPM BUSINESS RULES MULTI-LANGUAGE TESTING COPY PROCESSES INTRANET/EXTRANET DOCUMENT MANAGEMENT DATA MANAGEMENT AND ANALYSIS CONNECTIVITY ADVANCED FORMS EXTRANET WORKFLOW 3 SYNCHRONIZED ENVIRONMENTS CONTENT MANAGEMENT ONLINE COMMERCE 0694/ 17

18 General View BUSINESS RULES Stores all company rules and procedures and is integrated with the processes directly, but without losing their independence. MULTI-LANGUAGE Allows to work with several languages simultaneously; each user can choose the language with which they want to work. TESTING COPY Tests can be made in an installation identical to the original, with the safety that no data will be altered nor the configuration will be modified in the production installation with the real data. CONTENT MANAGEMENT ONLINE COMMERCE 3 ENVIRONMENTS Publishing of Announcements, News, Articles, Videos, Documents of all kinds and, in general, of any content in digital format. Extension of the Content Management module (thus, required) that allows the automatic management of Internet shopping for the sales and payments of the company products and services. Allows organizations to create new classes of processes and modifying the existing ones on independent installations which are separated physically. EXTRANET WORKFLOW Link External User Tasks with Guest Users, that is, they can send tasks to each other without the intervention of an Employee. ADVANCED FORMS Guest Users can have advanced forms with the same advanced functions as External Users. 0694/ 18

19 General View Projects Accounts Areas INTRANET COLLABORATIVE PLATFORM BPM - Process Management Documents Rules Items Employees Families 0694/ 19

20 2 Architecture 0694/ 20

21 Architecture Architecture Logical Physical Infrastructure 0694/ 21

Server 2008 R2 Web o Standard (64 bits) MS SQL 2008 o 2012 Standard or Enterprise (64 bits) An Internet browser: Internet Explorer

22 Architecture 100% web-based application Developed in C#, JavaScript and Ajax inside the MS Visual Studio.NET platform Works on the Windows 2008 Server operating system in client-server model Data are stored in SQL Server 2008/2012 Windows Server 2008 R2 Web o Standard (64 bits) MS SQL 2008 o 2012 Standard or Enterprise (64 bits) An Internet browser: Internet Explorer (version 7 or higher), Firefox (version 3 or higher), Chrome and Safari. And any other compatible standard browser. 1 2 Application Server 3 Database Server 0694/ 22

23 Architecture 0694/ 23

24 Architecture 0694/ 24

25 Architecture 0694/ 25

26 Architecture > Integration File Manager Dashboard Employees CRM WS Adapters Etc. Reports ERP Third parties (Customers, Providers, etc.) Logistics Travel Costs Legacy User access ( PC Tablet Mobile ) AuraPortal Interface (Presentation Layer) Integration with applications (Enterprise Application Integration) 0694/ 26

27 Architecture > Databases AuraPortal DATA MS SQL MS SQL MS SharePoint MS SharePoint Lists MS SQL MS SQL AuraPortal s data storage is divided into the following two types of Tables : MS SQL Tables. MS SharePoint Lists. 0694/ 27

28 3 Users 0694/ 28

Users > AuraPortal User Natures Employee Users Internal Users.

to log on to the portal. This portal contains all of the business management elements.

channels known as External Portals (Extranets), using Workflow Tasks generated by the

Guest Users Communication with Guest Users is conducted through the Guest User Portal and

29 Users > AuraPortal User Natures Employee Users Internal Users. All of the company employees, including the management, who have a username and password to log on to the portal. This portal contains all of the business management elements. External Users External Users communicate with AuraPortal through strong communication channels known as External Portals (Extranets), using Workflow Tasks generated by the BPMS Module. Guest Users Communication with Guest Users is conducted through the Guest User Portal and the corporate website. EMPLOYEES PORTAL EXTERNAL PORTAL GUEST USER PORTAL EMPLOYEES PORTAL (INTRANET) EXTERNAL PORTAL (EXTRANETS) GUEST USER PORTAL There are several user Natures in AuraPortal: 0694/ 29

30 Users Adminportal (not a user) Susy Delegated Administrators Anna Glenn Fatima Employee Users Phil Chris Mike Adam Sara The assignment of Delegated Administrators isn t related to the Employees Tree. 0694/ 30

Only Adminportal has access to these options Can modify but cannot create a Class of

31 Adminportal Users > Adminportal Doesn t appear on the Employees Tree Adminportal is the AuraPortal Administrator. Only Adminportal has access to these options Can modify but cannot create a Class of Process. Regarding IT Systems Adminportal is SharePoint Administrator Adminportal must be Windows Local Administrator or Domain Administrator 0694/ 31

32 Users > Adminportal 0694/ 32

33 Users > Adminportal Appoints the Delegated Administrators. Adminportal can perform several Special Actions regarding the System maintenance. Adminportal also limits the access permissions to the different Structure Options to the Delegated Administrators. 0694/ 33

34 Users > User Sessions Adminportal and Delegated Administrators who are also Domain Administrators. SharePoint Administrators 0694/ 34

35 Users > Delegated Administrators Adminportal Permissions assigned by Adminportal Delegated Administrators They have READING rights to all of the Open Tasks. They can Create/Edit elements in some of the Families. 0694/ 35

36 Users > Employee Users Employee Users Permissions assigned by Delegated Administrators Delegated Administrator 0694/ 36

37 4 The Families 0694/ 37

38 All in one unique tool Projects Accounts Areas AuraPortal Documents Rules All in one unique tool Items Employees Families 0694/ 38

The Family Record EXAMPLE OF A SYSTEM FAMILY RECORD These are the AuraPortal System Families. These are the AuraPortal Own Families, we can create as many as necessary.

39 The Family Record EXAMPLE OF A SYSTEM FAMILY RECORD These are the AuraPortal System Families. These are the AuraPortal Own Families, we can create as many as necessary. EXAMPLE OF AN OWN FAMILY RECORD System Family Elements display their information in a data window known as a Record, which has a fixed design. The Own Family Elements display their information in a Record that is designed and configured by the user. 0694/ 39

Families > Examples of Records Extra information about the

To add the Job Titles that will have authorization in this

Presented in Calendar format, offering visual information

40 Families > Examples of Records Extra information about the element, customized by the user. To add the Job Titles that will have authorization in this Record. Presented in Calendar format, offering visual information related to the Tasks. Displays the Families that this Element is linked to. You can also associate/integrate Documents and associate Libraries to this Item. 0694/ 40

The Elements of most of the Families are organized in Classes.

41 Families > Their Trees There are no Classes in the Employees Family, each element (Employee) is assigned directly to the branch of a tree. The Elements of most of the Families are organized in Classes. These Classes are lodged in the branches of a Tree of Classes. There are no Classes in the Documents Family. This Family is structured in a Tree of Libraries. 0694/ 41

Families > Their Trees TREE STRUCTURE 1.

(Employee) is lodged directly to the Tree Branch, which identifies the Job Title

ELEMENT (The Element is not displayed in the Tree) In the Documents Family each

42 Families > Their Trees TREE STRUCTURE 1.1. BRANCH CLASS / JOB TITLE / LIBRARY In the Employees Family, each Element (Employee) is lodged directly to the Tree Branch, which identifies the Job Title of the Employee. ELEMENT (The Element is not displayed in the Tree) In the Documents Family each Element (Library) is lodged directly to the Tree Branch. The Elements of the other Families are lodged inside Classes. These Classes are lodged to the Branches of the Tree of Classes. 0694/ 42

43 5 Family: Employees 0694/ 43

An Employee user becomes operative in AuraPortal when they have been lodged in the Tree of Employees with a Job Title.

44 Employees Family The Employees Family manages all the employees in the company. Not all Employees are Users. The information of each Employee is displayed in a data window known as a Record. An Employee user becomes operative in AuraPortal when they have been lodged in the Tree of Employees with a Job Title. If a user has more than one function in the company, this user must be assigned to each of their different Job Titles in the Tree of Employees. Employee Status: Active Absent Confidential 0694/ 44

45 Exercise Employees Download exercise

46 6 Family: Accounts 0694/ 46

47 Accounts Family Every external agent is considered an Account. IMPORTANT: The appearance of an Account Record is different depending on the Portal. Accounts, besides belonging to a Class of Accounts, may also be grouped into Profiles. 0694/ 47

48 Accounts Family With this option External and Guest users can be created for each Account 0694/ 48

49 7 Family: Items 0694/ 49

IMPORTANT: The Item Record displayed is different depending on

50 Items Family Examples of possible Items: Products, Assets, Resources, Cost Concepts, Revenue Concepts, etc. IMPORTANT: The Item Record displayed is different depending on the Portal. Record viewed from External Portal Record viewed from Employees Portal 0694/ 50

51 Item Record > Values for Costs and Revenues Nominal Value Arbitrary value given to an Item used internally. Cost Concept An Item can be used to indicate Costs that have been generated in a Task. In order to use an Item for this purpose, this Cost Concept checkbox must be selected, and the value indicated. Revenue Concept An Item can be used to indicate the Revenues that have been generated in a Task. Important for profitability purposes In order to use an Item for this purpose, this Revenue Concept checkbox must be selected, and the value indicated. 0694/ 51

52 8 Family: Projects 0694/ 52

Revenues, which is determined by the activities (Tasks) carried out.

53 Project Family > Record Projects are the outcome of the Tasks, frequently acting as Cost and Revenue Centers. Open Tasks and Items interact in this option, displaying the current status of the Project s Costs and Revenues, which is determined by the activities (Tasks) carried out. Approximate values can be introduced by the user in these fields. They are purely informative as they do not interact with any of the AuraPortal features. 0694/ 53

54 9 Family: Areas 0694/ 54

55 Areas Family > Record Areas identify the origins of the resources used in the Tasks. Examples: Departments, Production Centers, or any similar/homogeneous concepts. The Area record is very similar to the Project record, but in the Area record there is no Account field. 0694/ 55

56 Exercise Family Classes Download exercise

57 10 Own Families 0694/ 57

MS SQL The data are stored directly in SQL, not in SharePoint.

58 Own Families Own Families are customized families created by AuraPortal users. There is no limit to the amount that can be created. MS SQL The data are stored directly in SQL, not in SharePoint. In the Own Families, because the records are customizable, Annexes are substituted for Fields, Groups of Fields and Prefixes/Suffixes of other Families/Adapters. 0694/ 58

ones. Own Families are created and configured from

59 Own Families > Configuration This grid contains the existing Own Families and has a button to create new ones. Own Families are created and configured from Structure > FAMILIES > Own Families > Tree and Classes 0694/ 59

Own Families > Configuration Secure Room To control the

This will depend on the configuration of the Term in the

60 Own Families > Configuration Secure Room To control the Permissions to this Family. Use Secure Rooms to access via another Family Yes: They will be used. No: They will not be used. This will depend on the configuration of the Term in the Form. Displayed in Grids Here we can select whether or not this Family will be visible in the Own Families Grid. 0694/ 60

Forms Multiple Forms that can be associated to the different Own Family Classes.

61 Own Families > Configuration Tree and Classes Here we define the Tree and create the Family Classes to lodge in it. Fields in Record The list of Fields included in this family. By default, every Own Family includes the _Name and _FamilyClass system fields. Forms Multiple Forms that can be associated to the different Own Family Classes. Grid Configuration Setup of the Fields to be used as Filters and Columns in the grid that displays the Family elements. Fields with exclusive content Select the Fields whose content must be unique and not repeated in other records. 0694/ 61

data in the elements from being repeated).

62 Own Families > Configuration This option allows the user to select fields from the Own Family Record which are to contain exclusive data (to avoid data in the elements from being repeated). The Fields available in this option are: One Line Text Whole Number Decimal Number Date Date and time 0694/ 62

63 11 Permissions 0694/ 63

64 Permissions in Families Permissions in the AuraPortal Families are established differently depending on the Family. Families: Employees Accounts Items Projects Areas Record RESPONSIBLE AUTHORIZED in Record AUTHORIZED in Classes Family: Documents SHAREPOINT GROUPS AND PERMISSION LEVELS (in Libraries in SharePoint) SECURE ROOMS (in Libraries in Dictionary) Family: Open Tasks AUTHORIZED in Classes Reading Permissions (Explained in the Open Task Presentation) Families: Processes Business Rules Own Families SECURE ROOMS Note: This Permission configuration has nothing to do with the company network configuration (Company Active Directory Domain, if there is one). 0694/ 64

65 Permissions > Responsible and Authorized in Record Families: Employees Accounts Items Projects Areas Record RESPONSIBLE AUTHORIZED in Record Responsible users can modify the Record and assign Authorized users. Authorized users can modify the Record. 0694/ 65

66 Permissions > Authorized in Classes AUTHORIZED in Classes Employee Group G1 Note: Employee Groups are used for many purposes. D Members (Employee Users) C A B Members (Employee Users) Families: Employees Accounts Items Projects Areas Structure > Employees > Employee Groups button (upper actions bar). Unlimited Employee Groups can be created. Employee Group G2 E F A G A member may belong to several Employee Groups. Each Employee Group is granted with Authorized in Classes permissions (Family Classes). 0694/ 66

67 Permissions > Authorized in Classes 0694/ 67

68 Permissions > Responsible The [A-Z] group includes all employees and grants reading rights to all family element records. AUTHORIZED in Classes Families: Employees Accounts Items Projects Areas 0694/ 68

69 Permissions > Authorized in Classes These are the permissions granted by default in the Element Records of the indicated Families. Families: Employees Accounts Items Projects Areas READING: Authorized in Classes EDITION : Adminportal Delegated Administrator Authorized in Classes Record Responsible READING: General Users EDITION : Adminportal Delegated Administrator Authorized in Classes Employee Supervisor PRIVATE DATA EDITION: Adminportal Delegated Administrator Authorized in Classes Employee READING OF CONFIDENTIAL DOCUMENTS: Employee Supervisor EDITION OF CONFIDENTIAL DOCUMENTS: SharePoint Groups: Human Resources (Related to the Document Family, explained in a later presentation) 0694/ 69

70 Exercise Employee Groups Download exercise

71 Permissions of Delegated Administrators 0694/ 71

72 Permissions > Delegated Administrators > Employee Tree When a Delegated Administrator accesses the Employees Tree, they will only see the Branches where they have permissions. The permissions applied to Level 0 grants permissions to all the levels that have one digit. If a Delegated Administrator does not have permission in Level 0, they cannot create new one digit Levels (1-9). If a certain Level has no Group associated to it, it will not be restricted. Any Delegated Administrator has permissions. Permissions are applied to one digit Levels and are extended to the lower Levels. A Delegated Administrator can only create levels below the Level where they have permissions. Job Titles cannot be moved to a Level where they don t have permissions. 0694/ 72

73 Permissions > Delegated Administrators > Employee Tree 0694/ 73

The following window will appear on clicking: Employee Groups added from this

74 Permissions > Delegated Administrators > Employee Tree Drop-down menu Structure option Icon to configure the permissions of each option. The following window will appear on clicking: Employee Groups added from this button will have permission to access the option: Structure > General > Dictionaries > Secure Rooms. 0694/ 74

Contact www.auraportal.com/contact Thank you!

75 Contact Thank you! AuraPortal Training School Families Ref PR0200/

AuraPortal Features. Descriptive Document

AuraPortal Features. Descriptive Document 1 BPMS 2 Intranet 3 Document Management 4 Content Management 5 Online Commerce 6 Business Rules AuraPortal Features This document belongs to the Document Service of AuraPortal (DSAP) and all rights are