user set up and configuration

Abbreviations and Terms of 35

Abbreviations and Terms Term Description AIF Application Integration Framework AOS Application Object Server ASN Advanced Shipment Notification B&M Buying and Merchandising BI Business Intelligence COM Commercial CRM Customer Relationship Management DC Distribution Centre DIXF Data Import Export Framework DQS Data Quality Services EDI Electronic Data Interchange EFT Electronic Fund Transfer ERP Enterprise Resource Planning FTE Full Time Employee GISV Global Independent Software Vendor HHT Handheld terminals (Mobile devices) IDD Interface Design Document ISV Independent Software Vendor MBS Microsoft Business Solutions MDM Master Data Management MoSCoW Must have, Should have, Could have, Would have OAT Operation Acceptance Testing OLTP Online Transaction Processing

Abbreviations and Terms of 35

Term Description PIM Product Information Management POC Proof of Concept ROI Return on Investment SCM Supply Chain Management SCOM System Centre Operations Manager SME Subject Matter Experts SOA Service Oriented Architecture SOP Sales Order Processing SSAS SQL Server Analysis Services SSIS SQL Server Integration Service SSRS SQL Server Reporting Services TAD Technical Architecture Document TFS Team Foundation Server UI User Interface WMS Warehouse Management

Disclaimer of 35

Disclaimer The contents of this document are for information only and represent the current view of K3 Global Products on the subject matter as of the date of publication. This document and its contents are not and should not be interpreted to be a commitment on the part of K3 Global Products. K3 Global Products does not guarantee the accuracy of any information contained in this document. This document is for informational purposes only. K3 Global Products makes no warranties, expressed, implied or statutory, as to the information in this document and all warranties are hereby excluded to the fullest extent permitted by law. Copyright Notice Complying with all applicable copyright laws is the responsibility of the user. The contents of this document are the copyright of K3 Global Products. Without limiting the rights of K3 Global Products as owner of the copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, or be incorporated into any other work or publication, without the express written permission of K3 Global Products. You may copy extracts of this document for your personal use. K3 Global Products may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any separate written licence agreement from K3 Global Products, the furnishing of this document does not give you any licence to these patents, trademarks, copyrights, or other intellectual property. © 2016 K3 Global Products. All rights reserved. The names of actual companies and products mentioned herein may be the trademarks of their respective owners.

Contents of 35

Contents 1 Introduction ............................................................................................................................................ 6 2 Basic Navigation ...................................................................................................................................... 7 2.1 Configure Dashboard .................................................................................................................................................................................... 8 3 Main Menu ........................................................................................................................................... 13 3.1 Toolbar .............................................................................................................................................................................................................. 13 3.2 Keyboard Shortcuts ...................................................................................................................................................................................... 14 3.3 Generic Icons .................................................................................................................................................................................................. 15 4 Customise Views .................................................................................................................................... 16 5 System Configuration .............................................................................................................................. 18

5.1.1 Screens ................................................................................................................................................................................................... 18 6 Terminate sessions ................................................................................................................................. 22 7 Register License ..................................................................................................................................... 23 8 Menu Management ................................................................................................................................. 24 8.1 Permissions ...................................................................................................................................................................................................... 24 9 User Management .................................................................................................................................. 26

9.1.1 Create user groups ........................................................................................................................................................................... 27 10 Staff Management .................................................................................................................................. 28

Introduction of 35

1 Introduction This manual describes the basic set up and configuration requirements for getting a good start in using the solution. It will provide you with step by step guidance on how to set up and configure users and staff as well as customising the look and feel of your dashboard.

Basic Navigation of 35

2 Basic Navigation When you have logged in, you will be presented with your Home screen. This screen is a configurable personal dashboard providing you with the following information and options (the elements pointed out below are the ones you cannot change):

User name and log out function General search function

Short cut to main menu Configure dashboard function

Press this button for widescreen options

Press this button for a short cut to basket

Press this button for keyboard option for tablet

Press this to see open screens

To delete options To see database and company settings

It is very important to log out at the end of each working day as this closes otherwise running processes.


2.1 Configure Dashboard It is possible to design and configure your own dashboard by selecting the “Configure dashboard” button:

In this image you can see that I have already played around with my dashboard to create buttons relevant to my job and with a layout that suits my profession. Please note that you will need Administrator rights in order to configure a dashboard. Step 1: Click Configure Dashboard The following screen will now appear:


Step 2: Click the Select Image bar to browse through your folders for the perfect background image. If you regret your choice, just click the little round X next to the bar to instantly remove your image and then upload a new one. Step 3: Once you have uploaded an image, a new feature to your right on the screen will appear. Tick the box to Frame on Background and then decide on your coverage settings. In the image below I have set my coverage to 100% to ensure that my dashboard screen remains easily visible against my background image:

You can now specify the background, frame the page, move menu options, searches and other elements as required. Each element can be edited by selecting icons within the button. You can change button size Add hotkey combination Change background colour Add help text Upload background images


Step 4: As we now have a nice and pleasant background that we wish to keep, press the floppy disk icon to save your changes. To go step a step back in the process, click the arrow and to return to the original Home screen, click the X on the bottom toolbar. Step 5: To add quick buttons to your dashboard, click the Add button at the top of your screen. To your right a bar with a list of dashboard blocks will now become visible. This bar contains a list of all the menu items that you can turn into quick buttons on your dashboard. Step 6: Decide which menu item you need on your dashboard. Fx.: if you needed direct access to Sales Orders, click on the little arrow next to the item Sales and pick the block item Sales by clicking it and dragging it straight on to the dashboard:


Step 7: To edit your button, you now have the following 6 option:


1. By clicking the icon in the top left corner of the button, you can define an icon for your tile as shown below:

2. By clicking the X icon in the middle you can delete your button from the dashboard. 3. By clicking the colour palette icon in the right hand corner, you can change the colour of your button by selecting from the colour options presented or by uploading an image. 4. If you click in the text bar, you can now give your button a new title if you like or add information. 5. By selecting the icon in the bottom left corner you can choose to add a hotkey combination for this button which will allow you to easily get to this function in the future. 6. By pressing the button in the bottom right corner, you can change the size of your button – making it bigger if you want to. You can at all times change the position of the button by simply clicking on it and dragging it across the dashboard screen. Step 8: When you are happy with your buttons and layout, press to save your creation by clicking the save icon on the bottom toolbar. Then press the X to return to the Home screen. Your dashboard configuration is now complete.

Main Menu of 35

3 Main Menu At the very top and centre of the dashboard you have access to the main menu bar. From here you can get to every single area of the system depending on your permissions:

3.1 Toolbar The toolbar at the bottom of your screen provides access to frequently used tools. Depending on the current opened function, some tools may not be available.

Left iOne icon: maximizes iOne to full screen. Shopping cart icon = shows the content of your shopping cart, selecting it again closes it. Center Back arrow icon = undo change, you will be asked if you want to save the data. Floppy Disc icon = save changes X icon = cancel input and close the module. You will be asked if you want to save the data. Checkmark icon (aka tick) = save changes and close the data. Module will stay open.

Please see separate manuals for more information regarding the different modules.

Main Menu of 35

Right Keyboard icon = opens on-screen keyboard for tablets. Window icon = opens a bar showing you your open screens and enables you to toggle between them. This is especially useful when editing multiple orders simultaneously. Dustbin icon = drag items onto the dustbin to delete. This is especially useful when wanting to delete configured option values or when order lines are no longer required Cogs icon = the following window opens to adjust web client settings such as language, standard user, company, screen resolution and zoom function:

3.2 Keyboard Shortcuts Basic keyboard shortcuts are listed below: F3 = select value from the list, search TAB = move to the next input field SHIFT+TAB = move to the previous input field F4 = to select current date in a date field Additional shortcuts can be added by using the Hotkey functionality mentioned in section 1.1 Configure Dashboard:

Main Menu of 35

3.3 Generic Icons Next to many of the set screens you will see icons displayed. The image below is from the Item Maintenance screen. As I opted for an image with light colours for my background, these icons are now a little difficult to see.

The most frequently used icons are: o Plus sign icon = add new o Minus sign icon = de-activate record. To actually delete the record, you need to drag it to the bin icon on the bottom right side of the toolbar. o Circle icon = quick access to the product configurator module o Barcode icon with a plus sign icon = copy product.

Customise Views of 35

4 Customise Views When you are on a page which works with columns, you always have the option of defining your own views. In the example below, I am in the Item Maintenance screen, under the menu item Prices. Step 1: Click on the cogs icon in the right hand side corner of the view.

Step 2: The following options box is displayed: opens a new list of menu options which allow you to tick or untick the columns you would like visibility of in your view. Copy to clipboard = allows you to copy the data in your view to your clipboard. Export data = enables you to export the data in your view to an Excel using a .csv file format. Align grid columns = option to align the columns on the grid. a list of values you are able to select them all at once using this function. Clear Selection = click this function if you wish to clear your selection.

Customise Views of 35

Step 3: To define your view, select the Configure Columns options. Step 4: Select or de-select fields by clicking in the left hand side column: Step 5: You can alter the column order by clicking on a bar and dragging it either up or down to suit your preferences. Step 6: Click the tick icon in the top right hand corner to save your settings. The changes will be saved against your user and will remain the same for when you log in again.

System Configuration of 35

5 System Configuration For general system configuration, the main control panel is the Configuration Box view. Step 1: Select Extra from the Home menu bar and then select Configuration. The following view will appear:

5.1 Screens The Screens option allows you to configure your menus on a more granular level. In this menu you can configure which submenus underneath each item on the Home menu bar that you wish to be displayed. Step 1: Click the button Screens. Step 2: Select the menu item and sub menu item that you wish to configure. In the example below I have chosen to configure the Customer menu which can ordinarily be found via the Home menu option Contacts.


Step 3: On the right side of the screen, you can see the path displayed which you have chosen to get to this option. For the purpose of this example, I will now click the ‘eye’ icon next to the item document to make this option invisible on the customer card and the press Save on the toolbar.


Step 4: To check my configuration, I close my current view by clicking the X button on the toolbar and go on to the Home menu and select Contacts and then Customers. We can now see that the menu option Documentation is no longer visible:

Step 5: If after all I think that this might not have been a wise decision, I simply go back into my Screen configuration menu, click the ‘eye’ icon again and save my configuration change. The Documentation menu option is now visible again on the Customer card:


The same process can be used for every single screen configuration option within this menu. You can in this fashion completely personalise each user interface to suit their needs and permissions levels.

Terminate sessions of 35

6 Terminate sessions It can sometimes be necessary to terminate a user session. Step 1: Go to File on the Home menu bar and select System Management. Step 2: The screen now displays the active User sessions:

Step 3: Select either iOne sessions or Database sessions. The iOne session will show the user currently logged in to iOne and by terminating their session, it will log them out of iOne. If you chose Database sessions, you will have the options to end specific tasks which the selected user is currently running. Step 4: Press the X button on the line you wish to terminate. Don’t worry, a prompt will come up to double check your choice. If you are sure you wish to terminate, click Yes. Step 5: You have now completed your task. Click X in the bottom toolbar to exist the screen and return to your dashboard.

Register License of 35

7 Register License Depending on your type of license, you may have to register a new license file from time to time. Step 1: Go to File in the Home menu option and select Register Step 2: Type or copy the new license code in the boxes.

Step 3: When all the boxes are correctly filled in, click the tick button in the button right corner.

Menu Management of 35

8 Menu Management You can completely customise the menu options you want to be visible to your users as well as creating different menu options dependent on permissions. Step 1: Go to Extra on the Home menu bar, select Configuration and click the button Menus. Step 2: The below page is now displayed and you can here select either Menu Management or Permissions. To configure your menu options, select Menu Management.

Step 3: Select an existing Menu Configuration on the left or create a new one by selecting “+” icon on the bottom of the screen and typing in the name you wish to give your new Menu. Step 4: Now select in the right side bar which menu items you wish to change by first clicking on the ‘+’ icon next to the menu item to display the different options. Step 5: You can decide which options you wish to make visible or to be made invisible, by selecting or deselecting the “eye” icon against each Menu option. Step 6: Once you have configured your menu options, click Save on the toolbar. 8.1 Permissions Permissions can in this view be set against a menu based on predefined user groups. Step 1: Apply permissions by selecting the Menu configuration in the left column and drag the required User Groups to the center of the screen to couple the two together.

Menu Management of 35

Step 2: Once you have completed your set up, click Save on the toolbar and then click X to close the screen.

User Management of 35

9 User Management To set up and manage users and users groups go to the Home menu bar, select Extra and Master Data and the button Relations.

A user is always linked to a relation fx. a member of staff, a supplier or a customer. Points to note: A user should always be linked to a User Group. A User Group should be linked to a Menu. In each menu, it is possible to define which screens are available for each user group. Access rights are defined on user group level.

User Management of 35

9.1 Create user groups Step 1: Click the button at the bottom of the screen with the text ‘+’ Add. Step 2: In the field Description, type in the name for your new User Group

Step 3: Click the tick button in the top right hand side of the view to save your user group description. Step 4: Click Save in the bottom toolbar and then X to close the window. You can now go back and allocate permissions to your user group as described above.

Staff Management of 35

10 Staff Management To set up a new member of staff, follow the below steps: Step 1: Go to the Home menu bar, select Contacts and the option Staff Step 2: Click Tab to automatically assign a number ID to your new staff member. Step 3: Fill in the fields for Surname, First Name and Salutation. In the salutation field you can either type in directly or chose from predefined values set up in the Master Data module.

Step 4: If you wish to create a contact option such as an email address or phone number, click the blue + Create a Contact Option. You can then add the option and a description. By clicking in the @ symbol box, the list of contact options will expand and you can now choose from the following options: Email address Fax number Mobile phone number Other contact option Landline phone number Website You can add as many options as you need. Once completed, click the OK button.


Step 5: Click the bottom bar ‘+ Create new address’ to associate address details to your staff record. Step 6: Fill in the relevant details for your member of staff. You move between the fields using Tab. If you have integrated to a postcode service, you can click the blue button with the email and magnifying glass to automatically search for the address.

Step 6: In the field Address Type, you can chose from a predefined selection of address types as set up under Master Data. For a staff member, chose Correspondence Address. If you need to add or remove address type, go to Master Data.


Step 7: Fill in the Date in and Date out fields. These represent the dates of employment. As this is a new member of staff just joining the company, only fill in the Date In field and leave the Date Out field blank. Step 8: You can also press the blue bar and Add contact options. This allows you to associate the options created earlier, with this particular address.

Once you have completed this set up, click the blue tick box in the right hand corner. You will now see that the Date in field information is also displayed on the Date in field on the main page, making it easy to see when a new staff member first joined the company. This initial information is enough to get you going with your new member of staff. For further details on setting up Financials, General Information and associating Documentation, please see the Staff Setup Manual. To quickly set up another user, click the + sign on the left side of the page.


Step 9: The next step is to now link the member of staff just created to a user. Click the Save icon in the bottom toolbar and then the X to close the screen. Step 10: Go to the Home Menu bar, click Extra and then select the option Master Data. Step 11: In the Master Data page, select the button Relations and the menu option Users. Now click the +Add option in the bottom of the page to open the following view:

Step 12: Click the little icon button in the Relations field. You now get a choice of 4 different relation types:


Each image represents the following types: 1. Customer 2. Supplier 3. Staff 4. All contacts Select option 3. Then double click in the bar to search for your staff member. Step 13: In the search screen you can both type in a letter or the name directly, and then click the magnifying glass icon to see a full list filtered on these options. If you do not remember any details, just start by clicking the magnifying glass icon to get a list of all staff members set up. Step 14: Select your staff member and click the tick icon in the bottom toolbar:

To note: The only mandatory fields are Relation and User. The username must be unique.


You can link multiple users to one member of staff (for example when you hire temporary staff members). Step 15: You can now associate a profile to your user by selecting a profile from the list by clicking in the field Profile. Step 16: Select a store number from the list by clicking the field Store. Step 17: You now have the following options: If you click the box for Active, the user will be able to login and use the system when you have saved the set up. If you click Administrator, the user will have administrator rights. This setting should only be used for senior users/administrators as this provides access to modifying dashboards and views. Click Web user if the user requires access to the web client. Click Application user option if the user will be working from iOne using a tablet or a PC. Click Portal Login if the user requires access to the supplier or customer portal Click Receive Mailings? If the user should be added to mailing lists. The minimum set up required is tick in Active and Application user for the set up to be completed. Step 18: In the User Group field, click to pick from a predefined lists of user groups. Select the relevant one. Step 19: Finally, you can set a log in password for the user by typing in a unique password in the field New Password and by repeating said password in the box immediately below. The password must be a minimum of 6 characters long and contain a minimum of one letter and one number.


When everything has been filled in to your requirements, click the tick in the top right hand corner:

If you have administrator rights, you can always go back in and reset the password. Simply double click on the user in the user list and then click the newly appeared black bar ‘Reset Password’:


Then type in the new password, click the tick symbol and return to the user set up page. To close the page and save the new password, once again click the tick button in the top right hand corner. Before exiting the user list page, remember to save your settings by clicking the Save icon in the bottom toolbar. You have now completed the set up for staff members. Workflow for staff set up:

user set up and configuration

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