Usages and Best Practices in Vision - Pre-conference Workshop 08

Usages and Best Practices in Vision - Pre-conference Workshop 08
Instructor: JC Barnhart Blue Logo Cloud Pic

Agenda Usage and best practices utilizing data import and workflows.
Todays course is designed to help users gain a better understanding with using data import and workflows within your business operations. Presentation with demonstrations will last approximately 3 hours. © Deltek, Inc. All Rights Reserved.

Course Objectives Understand Security relating to Data import, Info Center Designer, and Workflows. Demonstrate using the Standard Data import to import General JE transactions. Create UD fields and a simple workflow in the Contact Info Center to be used with Importing Contact Records. Demonstrate Importing new contact records as well as updating existing records. Demonstrate using the Advanced Data import to import Project records. Setup Credit Cards for Expense Reports and Import Credit Card statement to be synced with expense reports. Setup Approval Workflow on Expense Reports (Time Permitting). © Deltek, Inc. All Rights Reserved.

Role Security When using the Info Center Designer you only need check the box labeled “Administrator” in the Type of Role area. If full access to all menu items isn’t in use you’ll need check - Utilities > Advanced Utilities > Data Import for the Import functions. For Workflows you’ll need to check - Configuration > Workflow > User initiated workflow, Scheduled workflow, and Approval workflow. © Deltek, Inc. All Rights Reserved.

Role Security Checking “Administrator” type of role will allow access to the following: Dashboard — The role can save the dashboard layout for other users. Process Queues — The role can stop and start process queues and see jobs submitted by other users in the process queue manager. Lookups — The role can access all records in lookups. Info Center — The role can use the Tab Designer to customize Info Center labels. Login — The role can retain log in privileges even if all users are disabled in the "user activity" application. © Deltek, Inc. All Rights Reserved.

Process Queue Security
For Scheduled Workflows you’ll need to adjust the Process Queues to use a priority that is lower than or equal to the numbers assigned to the individual queues. In this example, the workflow queue is set to a priority of 2. This means that the user’s role must have a priority of 2 or lower in order to use this queue. © Deltek, Inc. All Rights Reserved.

Journal Entry Data Import
Part 2 Journal Entry Data Import © Deltek, Inc. All Rights Reserved.

Importing JE’s for Depreciation
Go to Utilities > Advanced Utilities > Data Import Select Journal Entry Data import. From is set to Text file. Use the Input Table Name of your choice. Make sure you match the Field Delimiter, Decimal Symbol, and Date Handling to your import file. A backup is typically not needed for import JE’s since the imported file can be easily deleted. © Deltek, Inc. All Rights Reserved.

Select the desired fields you plan to import into. Some fields are required, such as RefNo, Account, Transaction Date, WBS1/2/3, Debit and Credit amount and PostType. You can import multiple transactions per batch. The field PostType controls whether it’s for Accrual, Cash, or Both. The order of the field mapping from top to bottom must match your import file order from left to right. © Deltek, Inc. All Rights Reserved.

This helps to show how the mapping behaves in the import file. I have listed the field name above the value for demonstration purposes. You can’t actually import this file with the header info. The header must be removed first or it will cause an error message. © Deltek, Inc. All Rights Reserved.

This sample import file was created in Notepad, however, you cac create one using Excel as well. You need to make sure when you save your file it is not saved as an xls or xlsx. It must be saved using one of the available delimited values. For example, if you choose comma for the field delimiter, you need to save your file as type CSV. This sample import will create 3 transactions for 1 batch. Exercise: Please create your own JE import file. I recommend keeping it as simple as possible. A single record with at least 2 rows of data would be ideal. © Deltek, Inc. All Rights Reserved.

Select Import at on the toolbar to import your JE. You will be prompted to enter in a New Batch Name Then press Import. Our test batch resulted in importing 8 valid records © Deltek, Inc. All Rights Reserved.

Transaction center > Transaction entry, you will see your record waiting to be posted. The creator will say Import Module since the users ID is not stored with the data import. Just like any other JE the batch still needs to be posted. © Deltek, Inc. All Rights Reserved.

This is the first of three transactions that were created using the JE import module. You can easily see how the information entered in the text file flowed through to the import file. You can still toggle in the header bar to the records 2 and 3 for review. Since this hasn’t yet been posted, you can still make manual edits, as if you created the record manually. © Deltek, Inc. All Rights Reserved.

Here are records 2 and 3 that were part of the batch of records imported. This helps show how the import properly created the 3 transactions within the single imported batch. © Deltek, Inc. All Rights Reserved.

Contact UD fields, Workflow, and Import
Part 3 Contact UD fields, Workflow, and Import © Deltek, Inc. All Rights Reserved.

Contacts Update/Import
For this part we will first create UD fields to use in obtaining the Contact ID. Once we have the Contact ID we can then use this field with importing new contacts or updating existing contacts. NOTE: Assistance with the Advanced data import typically requires consulting. Make sure you make a backup prior to importing new or updating existing contact records. There is no undo button! © Deltek, Inc. All Rights Reserved.

Create the UD fields under Configuration > General > User Defined Components. Select Contact from the drop-down and then on the fields tab add a new UD field. In this example, I named my new UD field “Contact Number Pkey”. Make sure this field is type “Character”. Within the table structure this field is alpha-numeric. © Deltek, Inc. All Rights Reserved.

Now we will need to create a scheduled workflow to update the UD field with the correct value. To update all records you need to schedule the workflow to the process server to update all records. In our testing environment, we will be using a Workflow button to execute the Workflow to update a sample record. For new records, you should create a User Initiated Workflow to update the Contact ID automatically when a new contact is created. This will not be part of the class. © Deltek, Inc. All Rights Reserved.

Give your new workflow a description and leave the upper grid condition blank. For the actions grid select Insert and choose column change. Select the newly created UD field from the dropdown © Deltek, Inc. All Rights Reserved.

Now select the button with the dots for New value SQL expression. In the Expression builder locate [Contacts.ContactID] and select “Add Column” or double click it from the list. This will add the field to the expression. © Deltek, Inc. All Rights Reserved.

At this point it would easier to schedule the workflow to fire via the process server, but since we can’t do this in this environment we will create a Workflow button. Go to the Contacts Info Center and launch the Info Center Designer. Then click to add “Workflow Button”. In the Properties area, on the right, for workflow select our scheduled workflow from the drop-down, and enter in a caption for the field. Place the Workflow button and the field at the bottom of the screen. © Deltek, Inc. All Rights Reserved.

When you press the Workflow button, you’ll see the UD field is now populated with the Contact ID. You can’t perform a Contact Import Update without using the contact ID information. NOTE: You can use George Miller in your workshop environment or update a different contact. Alternatively you can also manually create a new contact record in the system then update, or import a new contact record entirely. If you decide to import a new contact, than a few fields will be required such as last name. © Deltek, Inc. All Rights Reserved.

In order to import into the Contacts info center you’ll need to go to: Utilities > Advanced Utilities > Data Import. Hold CTRL + SHIFT and left mouse click anywhere in the screen outside the border for the fields. The Advanced Import password is: AdvancedImport Once unlocked you’ll then be able select all info centers from the table description drop-down. Since we are updating existing contact records you must select the “Allow Updates” option. Ex: Click into this area © Deltek, Inc. All Rights Reserved.

Complete the field mapping on the “Text File Fields Mapping tab. Since this is a record update we are using the ContactID field in the update. Here are fields we’ll be updating in this demo. Create your own import file using similar information to use in the data import. Note: MailingAddress is a checkbox field. Which means it must be either set to Y for checked or N for not checked. © Deltek, Inc. All Rights Reserved.

1 We are now ready to import the contact record. You can use Validate to make sure that the record is correct before selecting to Import. It won’t allow you to import a record with invalid data. Lets select Validate and select the record first. Browse to your import file, select ok, then select ok again. Once the import utility has determined that your record is valid press the “Import” button to update the record. 2 3 © Deltek, Inc. All Rights Reserved.

Now go into the Vendor info center and verify the results. You can clearly see my sample import worked as expected. You could use a similar import to update employee records as well. Remember: If you need to update the existing records, just make sure that you check the “Allow Updates” box on the main tab and use the ContactID field in your data import update. If you select allow updates, but don’t use the correct ContactID, it will create duplicate contact records. © Deltek, Inc. All Rights Reserved.

Projects Update/Import
Project records can be easily updated via the Data Import Utility. Accessing Projects import is the same process we already outlined in accessing contacts import. Similar to Contacts import there is no Undo button for incorrect data imports. Make sure you make a backup prior to importing. One thing you’ll notice with Projects import is that there are multiple sub areas to import into such as Codes, Descriptions, Awards, etc. The reason these are separate imports is due to the fact that they are separate tables. Most of those in the list are grids, and are actually separate database tables that are merely linked to the PR “Projects” table, via the project number as the key. © Deltek, Inc. All Rights Reserved.

Here is the field mapping for importing a new project. After we have imported this new record will then perform a second import to perform an update. As you can see below, the order from left to right of my import file matches the text file field mapping from top to bottom. You’ll notice that some of the fields use a single letter on the import and other fields use the full name. © Deltek, Inc. All Rights Reserved.

For the “Org” we used “BO:AD”. This can be located by viewing the Organization setup. The PM, Principal, and Biller are all employee numbers. Pull the ClientID from the client search as well. The ContactID came from the UD field we created. © Deltek, Inc. All Rights Reserved.

Since we are importing a new record. The “Allow Updates” box should not be checked. You’ll also notice that the “LongName” and “Name” fields have quotations around them. These are known as the text qualifiers we specify on the main tab. Here you can see that I used the single quote for the Text qualifier field. © Deltek, Inc. All Rights Reserved.

To add lower levels we need to either do this manually via the info center, or import the second level at the same time as the first level. This only needed when it’s the first one. Subsequent imports to add more WBS2’s will work much easier. Go into the Info Center and delete the Project that we just imported. Add to the import file and make sure we set Sublevel = Y for the WBS1 level and N for the WBS2 level. © Deltek, Inc. All Rights Reserved.

Make sure “Allow Updates” is not checked since we are technically adding a new record. A lower WBS record represents a new row within the PR table. Allow updates means that you are literally updating the existing row, so that option won’t work with this import. Here is the sample import file we are going to be using. Lets select to validate and then import the record. © Deltek, Inc. All Rights Reserved.

Setup and Import Credit Cards
Before we can begin to use the credit card feature we need to first enable “Allow use of company paid items”. This is located under Configuration > Time & Expense > Company Expense, on the Setup tab. © Deltek, Inc. All Rights Reserved.

Importing Credit Card Charges: Use this form to set up the primary credit cards that your company uses. For each primary credit card, you will need to enter secondary credit cards. For each secondary credit card, you specify the employees who are authorized to pay for company-paid expenses using that secondary credit card. You can set up an unlimited number of primary credit cards. © Deltek, Inc. All Rights Reserved.

Setting up credit cards: Only the Linked employees that have secondary cards will see the credit card side window show up in their employee expense pane. In this example we are going to select “CardHoldername” in the “Use to separate import into secondary account. This means the import will look to the value listed in the “Import Value” field. For the Import name I have manually typed in the employee’s name. Use the field “Expense Report Users” to map to the employee record using this credit card. This basically gives that employee record the ability to link expense reports to the credit card feature. © Deltek, Inc. All Rights Reserved.

After adding the employee record to the Credit Card setup and prior to importing actual credit card records you’ll see that William Apple now has the Credit Card side bar. As soon as we import some records the credit card side bar will then be populated. © Deltek, Inc. All Rights Reserved.

The actual data import for this isn’t handled through Advanced Utilities, but is instead performed under Accounting > Credit Card > Credit Card Statement Reconciliation: Select your Credit Card code, and press Import at the top of the screen. The process here behaves exactly the same as the data imports processed through the data import utility. © Deltek, Inc. All Rights Reserved.

After selecting “import” you’ll browse to your import file and select Ok twice. Followed by the validation that record is correct and ready to be imported. Now press import. © Deltek, Inc. All Rights Reserved.

Now that it has completed you can pull up the employee expense report for William Apple and/or James Bartlett to view the results. As you can see we imported 2 records, but only the one attached to William Apple is showing under William Apple. The other one will show under James Bartlett. © Deltek, Inc. All Rights Reserved.

There are 3 Expense Approval Workflows that will come preloaded. Expense Report Default Expense Report Line Default Expense Reports and Lines Default Expense approvals are enabled under Configuration > Time & Expense > Company Expense > Setup tab. Check the option to use approval workflows then select which approval workflow to use. © Deltek, Inc. All Rights Reserved.

The workflows are located under Navigation > Configuration > Workflows > Approval Workflows. For the Expense Report Default I’ve made some modifications. Notice that I’ve set the “Assigned to” is set to “Requesters Supervisor” for step 1 but “Approval Administrator” for step 2. © Deltek, Inc. All Rights Reserved.

For Step 1, I used a condition based on the Expense Report Amount being less than or equal to $1000. You’ll notice in the lower Step 2 Actions grid that Step 2 has it’s own set of actions. © Deltek, Inc. All Rights Reserved.

Now go into User Settings and change the employee from William Apple to Steve Anderson. Log out and back in again. Now, the second expense report now shows up to approve. You can see that the second expense reports shows under Steve Anderson: © Deltek, Inc. All Rights Reserved.

Conclusion: You should have a better understand on Security relating to Data import, Info Center Designer, and Workflows. Using the Standard Data import to import General JE transactions. Creating UD fields and simple workflows. Importing new and updating existing Contact records and Project records. Setup Credit Cards for Expense Reports and Import Credit Card statement to be synced with expense reports. Setup Approval Workflow on Expense Reports. © Deltek, Inc. All Rights Reserved.

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