Index of this page
In CIF-KM all the information is distributed in “smart box“. In the template, and in accordance with its purpose (Matter, Corporate resource, Corporate contact, Invoice, Record…) a type of element is defined. Here, all the information it will contain is determined, as well as the appearance of the window or form with which it will be viewed, who may access it, if it may be programmed (sequences of commands that allow the smartbox to function as though it were an application), etc…
Thus, the authorized users will be able to use templates to create smartbox, so we may safely say that a template is a configuration of a type of “smart box“, and is used to create elements of this type.
The standard installation of CIF-KM is offered with 4 different preconfigured “smart box” templates, covering the basic needs, and allowing for as many additional types of templates to be configured as necessary (see General view of CIF-KM). The four template preconfigurations are the following:
- A Document template: to create and maintain a library of classified documentation.
- A Contact template: to create and maintain a repository of contacts.
- A matter template: to be able to register and control work done on matters, monitor them, and eventually, consult work accomplished.
A template for the repository of files: to make files available to external users (employees, clients) that are only going to consult them.These predefined templates may be modified and adapted to the needs that arise in the organization.
Thanks to the configuration potential of the “smart box“, created by the definition of templates, CIF-KM can cover any registration, control and monitoring need that may arise in an organization.
This way CIF-KM, instead of using fixed windows that are only adapted to a specific case, and that are seen as obsolete or insufficient when the needs of the organization increase, has a tool to update, amplify and mould the types of elements in the correct direction (modify permissions and access rules, modify or amplify the data saved in a smartbox, modify or add forms to cover different phases of the smartbox…).
To sum up, the templates provide CIF-KM flexibility and control.
When one would like to use CIF-KM to file, administrate and control a specific matter of the organization´s activity, it is necessary to identify all the components that will allow us to configure a CIF-KM template:
Data (attributes): we need to know the information that has to be saved for each smartbox, for example, for a contact we save his identification data, address and contact, as well as the information from the contact that is relevant for our organization. The data also allows us to classify the smartbox created for its later location, or reflect its situation, with numerical data, dates, or lists of values.
Files: it is important to know if we will include files in each smartbox, that will always be accessible through the smartbox (so that only the users with access to the smartbox may access its files). For example, a contact may include files where we shall save the documentation generated for him.
Links: CIF-KM allows one to link the different smartbox amongst themselves, so that one may relate smartbox, for example, a contact may be linked to its order, with the contact and the order both being CIF-KM templates.
Notes: once a smartbox is created, it is normal for there to exist a dialogue, some communications, or observations on it. This information, which traditionally existed externally to the smartbox (telephone, emails, meetings, notes in print paper) may be transferred to the actual smartbox. It will be configured in the most appropriate way for its specific purpose, with the advantage that it will be indexed and may be easily located for later consultations.
Notifications and notices: one may create alerts and notices manually or automatically (fired by an event, such as the modification of a smartbox, or if x days have passed without there being any changes to any details in the smartbox). This way, the actual smartbox is responsable for keeping the users in charge of it informed, and not viceversa.
Invoiceable concepts: there are times when it is useful to be able to assign numerical values to a certain date/time in an element, to later be able to prepare reports, invoice services rendered, etc… It is possible to configure one or several different sections of this type of detail in an element.
Customized forms: a smartbox generally has only one window, a form where its information is presented to the user. However, it is possible to design various forms and that the actual smartbox is shown to the user according to the situation: different forms depending on the access level (hiding or showing more information) or depending on the state of the smartbox data (for example, showing different phases in the evolution of of a smartbox).
Programming: in CIF-KM the templates may include different “scripts” or programs that may extend the behaviour of a window, allowing for: the validation of data, the communication of different smartbox amongst themselves, calculations, the communication with external programs and applications, the emmiting of automated notices… practically anything. This allows one to convert a smartbox in an application or program, so that it is not a mere list of static data.
Access configuration: the templates allow one to indicate the access permissions to the smartbox created with them, even asssigning a name to a specific permission to create figures, such as, e.g. “responsable for the task”, “collaborator”, “supervised by”, which will allow one to perform searches around these figures to genereate dashboards or control sheets.
There exists a privilege within the user´s permissions (see user roles) by means of which one can assign a user the ability to access the administration of templates via the floating icon menu). From the administration of templates, the user may create new templates or modify templates they may administrate (associated to one of the user groups of which they are members). The template includes a section where the groups are indicated that may use it, and also administrate it, by means of the template permissions.
When we create or edit a template we do so by means of its window, where we identify the following sections:
Section 1: identification of the template. We can indicate a name, a description, and the icons (used in the desktop and the lists) with which we will see the template and the smartbox created with it.
Section 2: List of sections for the configuration of the template. In the capture of the example we see a list where the yellow diamonds indicate that the sections have dates. It is also possible to see this section as tabs, instead of as a list (configurable from the view menu).
Section 3: In this part we see the section/tab selected in section 2. Here, the template configuration lists will be shown, as we shall see below
The permissions of the templates define what user groups have access to them and with what privileges. Thus, a user group may have total administration permission over the template (use, modify, eliminate, or search with the template), while others will only be able to run searches of smartbox created with it, or only use it to create new smartbox in the system but without being able to modify it. The permissions columns are defined in the administration of template roles.
It is possible to use the search for users and groups to add groups of users to the list of permissions of the template.
From this section one can configure the groups of users that will have access to the smartbox created with the template.
As with all the details of a smartbox, this may be configured from the template. We configure an initial list, that may be altered when the smartbox is created as long as the form that the user utilizes allows for this (the forms to be used are also defined in the template).
The permissions columns are defined in the administration of group roles, indicating the name of each column, and the privileges for each permission. As with the list of template permissions, we have a rapid search engine to add groups to the list.
In this list we shall indicate the attributes, fields of data to store and classify information, that will be used in the smartbox.
The attributes are defined in the administration of attributes, where we can create attributes for specific use as lists of values to be used in a specific cases, or for general use as the free text attribute “name” that is used wherever necessary.
On the list, we see the attributes search, that allows us to search for attributes by name to add to the template. We also see buttons to eliminate the selected attribute, organize the list of attributes (if one form displays a list of attributes it will be displayed by default with the order that we indicate on this list). There is also a button that allows us to add another attribute of the same type as the selected attribute, for example, if we have five boxes of text, we may add a text attribute, and with this button a new entry will be added in the list for the same type of attribute.
When we add an attribute to the list we can assign it an appropriate name for the purpose for which it will be used in the smartbox. For example, in the figure above, we see the attribute “Short text attribute”, that has been added several times, but for different purposes, as the name column indicates. We may also indicate a value by default.
Lastly, as we shall see in other lists of details, we can include a label or grouping text, that will serve to filter lists in the forms. Thus, we could for example, display two windows of attributes, in one list we could see the attributes with “GROUPING-A” and in the other the attributes “GROUPING-B”.
In the definition of the element form, one decides which attributes shall be visible and how (in editing boxes or in lists).
In this list we may add both files and a folder structure, that will serve as models to create the new smartbox.
If we add a file, or an empty line, we may give it a name and assign it a box in the form. If a file has been added, this may be downloaded to be used as a file or predefined document (a form that needs to be filled in, a document template, documentation that must form part of the element, etc…)
If we add a folder structure, this will be available in the new element, offering a predefined organization/structure for the files that need to be included.
The functioning of the list of files is identical to the files section of a smartbox, though as with other details in the template, they include columns for a description (they would serve as instructions for the associated file, or instructions on how to choose the file to be included) and grouping (allowing one to create lists of files that are separated from each other)
As with the list of files, the list of links allows one to predefine links for a new smartbox or add empty links that the user may fill out forming links between the smartbox.
This last option, adding empty links, allows one to establish relations between the smartbox in a clear and practical way. In the form, fields for these empty links are added, so that the user may thus subtly link two smartbox, e.g., an order may display a field to include a link to the client that places the order.
The use of the list is identical to the use of the list of the links section of a smartbox, though new options have been added:
- Name: allows one to identify the link line with a name, so as to later be able to assign it to a box in the form or identify it in a list of links (for example “Client that places the order or “Provider”).
- Template required: selecting a template we force this link to be established only with smartbox created with the indicated template. If this datum is not filled out, the link may be to any smartbox.
- Search by default: selecting a search template we indicate which search will open when the user chooses to include this link from a search. If this field is left blank a rapid search engine will be displayed by title and description showing only the smartbox created with the template indicated in the previous datum, or otherwise created with any template.
- Instructions: the same as with the “description” datum of the list of files, we can include a text indicating the criteria to be followed to include this link.
- Grouping: the same as with the rest of the details, we can group various links with the same label to display them in separate lists, for example, links to incoming and outgoing documents.
From the list of forms we can create several views for the window of the smartbox, so that when a user accesses or creates a smartbox, one decides which form shall be displayed.
The criteria followed to choose the form that the user will see are:
- Event assigned to the form: When adding a form, apart from a differentiated name, we may assign for which events it may be used (column “use for…”: in creation, when the user utilizes a template to create a new element, in consultation, when a user opens the tab of a smartbox, or in creation/consultation/response to notes, so it is possible to display specific forms when one responds to a note from messaging.
- Groups associated to the form: pressing on the right mouse button over a form in the list we may choose the option “Edit groups” that will allow one to limit the set of groups that may see the form, so that the window´s appearance may depend on the group of users to which the user belongs (for example, a user with access to the group of administrators may view a complete form and a user from any other group will view a more limited version).
- Order in the list of forms: When several criteria coincide at the time of choosing a form, one will select the first of the coinciding forms, to modify this order we have the “up” and “down” buttons available.
When adding a new form (it may be a copy of an existing one, using the button “replicate”) or editing a form, we need to open the form editing window, from where we may configure the appearance, behaviour and visible controls.
From this line we may also preview each form as it is displayed for the user, and also assign a help page from among the available helps. If the user is a help editor he may create a new help page to be used from the forms.
If a form doesn´t display all the information of the smartbox it is possible to configure the information that one obtains when one opens the form. With the form selected and from the context menu “Information from the server” we will be able to view a window where we indicate which data need to be sent with the form, allowing for a more rapid upload of the form.
It is possible to export and import a form to the disk, which allows one to reuse the forms between the templates (options “Export forms” and “Import form” in the context menu).
It is possible to prepare programmed notices for the smartbox created with the template, such as notices when modifying the smartbox, notices for creation or even notices when several days have passed without any changes to the smartbox. The notices may be sent to the users, groups of users or email addresses.
We may learn how to generate and configure these notices in the notifications section in the Notices, notes and notifications section.
The stored procedures allow one to convert a smartbox to an application, adding dynamic behaviour by means of client scripts and server scripts.
One can create client scripts in response to different events in the form (creation, before modification, after modification, etc…), or also to associate to buttons in the form that will be executed when the user presses on them. It is also possible to link scripts amongst themselves, in such a way that from a script call, functions and variables are inserted from the other.
From the context menu of the right mouse button, it is possible to export the selected stored procedures, or either import them, so that they may be reused among templates.
CIF-KM has an API para cliente API for client and an API para servidor (API for server), with all the objects and functions that may be used to perform operations, validations and even processes with the information of a smartbox or a combination of different smartbox, extending CIF-KM in any direction.