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=== | [[Category:Basics]] | ||
__TOC__ | |||
== Flex Screen == | |||
Flex Screens are the standard Epiphany data entry screens. They all have the same layout and same features to make your user experience more consistent. In addition to the data displayed on the screen, there are several design layouts listed below that are common to all Flex Screens. | |||
=== Title Bar === | |||
: The title bar is across the top of the window, and displays the name of the screen you are on. | |||
=== Menu Bar === | |||
: The menu bar is directly below the title bar. | |||
: The First option is always Applications; provides access to standard screens | |||
:Menus will differ: | |||
:*On how Epiphany was configured for your organization, | |||
:*Individual user rights, and on | |||
:*What application or menu item you’re in | |||
:Shortcut Keys – Main Application (differs by Menu, but same concept). Example: | |||
white when available and grayed out when not available. | :*Alt+A = Applications (continue to hold Alt and Press A again...) | ||
:*Alt+A (x2) = AR | |||
:*Alt+A (x3) = AP | |||
:*Alt+T = Tables | |||
:*Alt+I = Inventory | |||
:*Alt+G = General Ledger | |||
:*Alt+P = Payroll | |||
:*Alt+U = Utilities | |||
:*Alt+S = Setup | |||
:*Alt+R = Reports | |||
:*Alt+H = Help | |||
:For Submenus – Use first letter of Menu Item; if multiples of same beginning letter, press that letter multiple times to move through the menu items beginning with that letter | |||
===Toolbar=== | |||
: The toolbar is directly below the menu bar, and contains action icons. Hovering over those icons will display a short description of the function. Icons appear white when available and grayed out when not available. | |||
====<p style="color:Gray">{{#far:arrow-circle-left}} Back</p>==== | |||
: Goes back to previous screen | |||
====<p style="color:Gray">{{#fas:chevron-circle-left}} {{#fas:angle-left}} {{#fas:angle-right}} {{#fas:chevron-circle-right}} Navigation Buttons</p>==== | |||
: The outer arrows in a circle move to the first and last records of a table, the white inner arrows advance forward or backward one record | |||
<br><br> | |||
[[File:AddDeleteEdit.png]] | |||
====<p style="color:Gray">{{#fas:fa-plus}} Add</p>==== | |||
: Immediately adds a new record; complete fields otherwise there will be a blank record in the database. | |||
: [[File:CancelEdit.png]] The Edit button changes to Cancel edit; this will remove the newly added record if it has not been saved yet | |||
====<p style="color:Gray">Delete</p>==== | |||
: Allows a record to be removed or merged with an existing record. | |||
[[File:DeleteRecordDialogBox.png|center]] | |||
: Click Yes to delete currently displayed record and merge with an existing record | |||
: Click No to delete the record without merging with another record | |||
: Upon clicking Yes to merge with another record | |||
[[File:MergeDeletedRecordDialogBox.png|center]] | |||
: Upon clicking Yes to merge with another record and selecting the record to merge with, confirm deletion and merge, then click Yes or No | |||
[[File:ConfirmMergeDeleteRecordsDialogBox.png|center]] | |||
: (Clicking No from this screen only deletes the record and does not merge the record with another record) | |||
: Click no to delete the record without merging with another record | |||
: Click Cancel to cancel the deletion | |||
====<p style="color:Gray">Edit</p>==== | |||
: Allows a record to be changed. | |||
: [[File:CancelEdit.png]] The Edit button changes to Cancel edit and allows any changes to be canceled if the changes have not been saved already. | |||
<br><br> | |||
[[File:RefreshSearch.png]] | |||
====<p style="color:Gray">Refresh</p>==== | |||
: Allows the record to be refreshed to see the most current view of the screen you are currently on. Generally used when someone is editing the record you are currently viewing. | |||
====<p style="color:Gray">Search</p>==== | |||
: Allows for lookup of records | |||
<br><br> | |||
[[File:Toolbar.png]] | |||
====<p style="color:Gray">[[File:Print.png]] Print</p>==== | |||
: Print is active on screens that have a standard report defined. The standard print dialog box will appear. | |||
====<p style="color:Gray">[[File:FilterPresets.png]] Print Preview</p>==== | |||
: Found to the right of the Print button; prints the report to screen first for review prior to printing. | |||
====<p style="color:Gray">[[File:ActiveRecords.png]] Active Records</p>==== | |||
: By default shows only active records... This is a toggle button and can toggle to show all records or only Active Records.<br> | |||
====<p style="color:Gray">[[File:Filter.png]] Filter</p>==== | |||
Allows the records to be filtered by any standard field on the current screen.<br> | |||
#Starting with the first field you want to filter on, right-click the data field and select <b>Filter By</b> from the menu. The field will automatically populate the <b>Filtered Fields</b> grid of the Filter Flex Grid. | |||
#To select a different <b>Search Value</b>, click the <b>Search</b> button on the right of the object line. Start typing the data you want to filter (keystroke match) and then double-click the selection from the list, and it will repopulate the <b>Search Value</b> field. | |||
#Click the <b>Submit Filter</b> button at the bottom. You are taken back to the screen and the records are now filtered. The status bar at bottom of screen indicates <b>FILTERED SCREEN</b>. | |||
#To expand on that filter and add another field to the filter, simply repeat the above steps. | |||
#To clear the filter, click the Filter icon from the Toolbar, then click <b>Close and Clear Filter</b>. | |||
If you are trying to filter based on an "OR" statement, after selecting all the fields using the above steps, in the <b>Condition String</b> below the <b>Filtered Fields</b>, replace <b>AND</b> where needed with <b>OR</b>. | |||
====<p style="color:Gray">[[File:FilterPresets.png]] Filter Presets</p>==== | |||
To the right of the Filter icon allows the use of saved Filters or removes the current filter to display all records.<br> | |||
To save a <b>Filter Preset</b>, once you have created your filter, from the Filter Flex Grid showing all <b>Filtered Fields</b>, at the top left in the <b>Presets</b> field enter a name for your preset, then click the green + icon to add/save your preset. | |||
Your Preset will appear in the dropdown to the right of the Filter icon on the Toolbar. Saved presets are specific to each user. | |||
====<p style="color:Gray">[[File:CaptureImage.png]] Capture Image</p>==== | |||
: Allows for document scanning with an attached compatible scanner/capture device. Document is scanned, added to the Documents Table and a relationship is automatically created between the current record and the document scanned.<br> | |||
====<p style="color:Gray">[[File:AttachFile.png]] Attach File</p>==== | |||
: Allows for a file to be selected from a location on your computer (network drive, local drive, etc.) and attached to the current record. Again, the document is added to the Documents Table, a relationship is automatically created between the current record and the document/file attached. Note: this creates a copy of the file and does not remove the file from its original location.<br> | |||
====<p style="color:Gray">[[File:OtherActions.png]] Other Actions</p>==== | |||
: Allows access to several other actions available if definitions have been created.<br> | |||
:*<b>Duplicate Filter</b> | |||
:*<b>Review Duplicate Records</b> | |||
:*<b>Duplicate Record</b> | |||
:*<b>Export Data:</b> Exports data to a file.</b> | |||
:*<b>Copy Record:</b> Allows for copying of a record to create a new record to save data entry time if new record is very similar to an existing record. | |||
:*<b>Mail Merge</b> | |||
:*<b>Change All Filtered Records:</b> From within a filtered screen, this allows the ability to update a specific field containing same data to all of the filtered records. | |||
:*<b>Open Shortcut</b> | |||
:*<b>Save Record Shortcut:</b> Creates a shortcut that can be saved to the local computer for quick access to a specific record. | |||
:*<b>Save Screen Shortcut:</b> Creates a shortcut that can be saved to the local computer for quick access to a specific screen. | |||
====<p style="color:Gray">[[File:Notifications.png]] Notifications</p>==== | |||
: When green, there are unviewed notifications for the user logged in (not specific to the current record on the screen). Notifications are generated by Document Flow Rules created in the system to notify users when a record has been added, changed, or a note added to a record related to the user. | |||
====<p style="color:Gray">[[File:Object Screen.png]] Object Screen</p>==== | |||
: shows each screen related to the object (screen) a user is currently viewing. This allows a user to quickly switch between related screens and only if user has access to the screen(s). | |||
<br><br> | |||
[[File:SearchPin.png]] | |||
====<p style="color:Gray">[[File:Search.png]] Global Search</p>==== | |||
: allows a user to do a global search. The Search Results returned indicate which tables the string of data appears. | |||
====<p style="color:Gray">[[File:Pin.png]] Pin</p>==== | |||
: Allows a user to pin a screen without opening another instance of Epiphany. The pinned screen will stay open as you open/navigate to other screens. It will stay open until either the pinned screen is closed or the user exits Epiphany. | |||
===Relationships Bar=== | |||
: Allows access to other records related to the current record on the screen. Item will be bold white when there are related items and grayed out when there are no related objects attached.<br> | |||
:: [[File:RelationshipsBar.png]] | |||
:;Relationships | |||
:: shows all records related to the current record displayed. | |||
:;Notes | |||
:: allows the capability to attach notes as well as view existing notes related to a record. | |||
:;Documents | |||
::allows the capability to view all documents related to the current record. | |||
:;Approvals | |||
:: allows for reviewing and/or signing electronic documents. Used anytime an electronic signature needs to be captured. | |||
:;Tasks | |||
:: displays any active Tasks related to the selected record. | |||
:;History | |||
:: allows the user to view the history of changes made to the current record. | |||
::; Database Change History Grid | |||
::: displays the date/time stamp along with the user that performed any adds, changes and/or deletes to the records being viewed, the new value and the relationship type along with the Screen the action was performed from. | |||
:;Help | |||
::provides a brief description of the screen, details and technical data of a specific field. The current screen name is displayed under the '''Screen''' section. Hovering over a field will display help information under the '''Detail''' section. | |||
===Information Bar=== | |||
: Contains information about your Epiphany session and the record currently displayed. | |||
:: [[File:InformationBar.JPG]] | |||
:; Current User (1) | |||
:: Displays the name of the user currently logged into Epiphany. | |||
:; Shortcuts (2) | |||
:: Toggles shortcuts (on and off) to commonly used screens. | |||
:; Server or Computer Name (3) | |||
:: Displays the name of the server or the computer currently being used to access Epiphany | |||
:; Record ID (4) | |||
:: Displays the internal unique ID of the record currently displayed | |||
:; Record Count (5) | |||
:: Displays the number of records in the current Filter or Table of records | |||
:; Unfiltered (6) | |||
:: Displays number of filtered records when a filter is in place (when filtered this will toggle to '''FILTERED SCREEN''') | |||
:; No Reason (7) | |||
:: Allows for entering a reason changes are being made to a record and records the reason within its history records. Generally, no longer used as Notes are now used. | |||
:; Notification (8) | |||
:: Displays current notifications in system for current user to take action on. | |||
:; Widgets (9) | |||
:: Displays Widget control to create shortcuts to screens and widgets. | |||
:::*Shortcuts to screens are easily created | |||
::::*Be on the screen you want to create a shortcut to | |||
::::*Go into Widget mode | |||
::::*Click [[File:AddShortcut.png]] | |||
::::*Click Yes | |||
:; Theme (10) | |||
:: Allows user to change the color scheme and landing screen. | |||
:; Zoom (11) | |||
:: Allows the user to change the zoom percentage of Epiphany. | |||
:; Database Name (12) | |||
:: Displays the name of the database you are currently accessing. If you have access to more than one Epiphany database, you can double-click this field to switch to another database. | |||
== Flex Screen Lookup == | |||
:; Tool Bar [[File:LookupToolbar.png]] | |||
::* Text field - standard search | |||
::* [[File:Filter.png]] = filter on selected search criteria | |||
::* Select Record -- opens record selected/highlighted | |||
::* [[File:ActiveRecords.png]] = active records (toggle to show both Active & Inactive records) | |||
::* [[File:AdvancedSearch.png]] = E-MC2 allows for advanced search (search on any portion of selected field) | |||
::* [[File:RecordID.png]] = displays unique Record ID | |||
::* [[File:SearchByCategory.png]] = search by category then by record by expanding category | |||
::* [[File:Refresh.png]] = refreshes records displayed | |||
::* [[File:Clear.png]] = closes Flex Screen Lookup without selecting record | |||
::* [[File:Favorites.png]] = displays records you have added to your Favorites list | |||
::* [[File:AddNewRecord.png]] = allows user to add the text in search field box as a new record in the database (must have rights to “add on fly”) | |||
::* [[File:Ascending.png]] and [[File:Descending.png]] = toggles sort order between Ascending/Descending | |||
:; Normal behavior | |||
::* Settings | |||
::** Default order of columns displayed | |||
::* Expanding [[File:Expand.png]] | |||
::* Sorting | |||
::** Select Column to sort on | |||
::** Ascending | |||
::** Descending | |||
:; Additional behavior | |||
:: [[File:RightClickColumnHeader.png|left]] | |||
:::::::::::::* Right-click on Column Header in a grid (vs. Record) | |||
::::::::::::::* Sorting | |||
:::::::::::::::* Left-click Column Header Name to sort | |||
::::::::::::::::* Ascending/descending Toggle [[File:Ascending.png]] or [[File:Descending.png]] | |||
::::::::::::::* Scroll Set / Clear | |||
:::::::::::::::* Left to right scrolling of columns | |||
:::::::::::::::* Clears on close | |||
:: [[File:RightClickRecord.png|left]] | |||
:::::::::::::* Right-click on Record in a grid (vs. Column Header) | |||
::::::::::::::* Copy / Paste | |||
::::::::::::::* Moves records in a grid (sets priority only for categorized items) | |||
::::::::::::::* Favorites (Add/remove) – adds record to Favorites list and displays on default Lookup screen (user preference) | |||
::::::::::::::* Colors – color code records in a grid (user preference) | |||
:: [[File:RightClickTableProperties.png|left]] | |||
:::::::::::::* Right-click Table Properties [[File:Expand2.png]] or [[File:Expand.png]] | |||
::::::::::::::* Show… (temporary; doesn’t save in layout) | |||
:::::::::::::::* IDs | |||
:::::::::::::::* Relationship Types | |||
:::::::::::::::* Priorities | |||
::::::::::::::* Favorites Mode – displays only records added as a Favorite (*) | |||
::::::::::::::* Show Row Lines – will show horizontal grid lines | |||
::::::::::::::* Show Column Lines – will show vertical grid lines (user preference) | |||
::::::::::::::* Save Layout (column order & width; per user; does not change default lookup field) | |||
::::::::::::::* Save Layout Filters | |||
::::::::::::::* Default Layout – reset to default layout | |||
::::::::::::::* Export to File | |||
::::::::::::::* Graph | |||
== Relationships == | |||
:; Navigating and Understanding | |||
::* Links two records together | |||
::* Fields with lookups (FlexScreen Lookup) create links to related record | |||
::* Hover mouse to see number of related records [[File:RelatedRecordsHover.png]] | |||
::** The first number is the record currently displayed in the field and the second number is the total number of related records of the same type | |||
::** To add or remove relationships you must be in Edit mode.[[File:AddRemove.png]] | |||
::*** + allows for adding additional related records of the same type | |||
::*** - = removes relationship of displayed related record | |||
::** Double-clicking a related record moves user to that record information | |||
::** Note: IMPORTANT to never type over information; you will delete information or change that record in the database (there is no Undo) | |||
== Common Screens == | |||
'''Title Screen''' - displays the Epiphany application with your Company Logo.<br> | |||
'''[[Screens:Person|Person]]''' | |||
'''Company Screen''' - consists of all companies in your database | |||
:1. Tabs | |||
::* Main – company demographics | |||
::* Addresses – displays all addresses for related company record | |||
::* Dealer/Distributor – displays dealers and distributors related to company record | |||
::* AR History – displays accounts receivable history for related company record | |||
::* AP History – displays accounts payable history for related company record | |||
::* Inv History – displays invoice history for related company record | |||
::* Open Orders – displays open orders for related company record | |||
::* Sales Opportunities – displays status of sales opportunities for related company record | |||
::* Contracts – displays all contracts related to related company record | |||
::* Authorizations – displays authorizations for licensing/subscriptions or other items to track for billing back to related company record | |||
::* Tasks – displays any tasks in the system related to related company record | |||
::* Activity – displays all contact activity received for related company record | |||
::* Customer Assets – tracks assets sold to customer | |||
::* Acct Defaults – displays default billing information and expense account for related company record | |||
::* Credit Card -- stores credit card information for billing | |||
::* Affiliations – tracks parent companies and subsidiary companies | |||
:2. Top Section(Main Tab) | |||
::* Create Order (Inventory Orders) – shortcut to create a new order (auto-fills Ordered By and Ship To information, if stored in selected company record) | |||
::* Create PO (Customer Purchase Orders) – shortcut to create a new purchase order (auto-fills Order From and Ship To information, if stored in selected company record) | |||
::* Sort Name vs. Company Name – Sort Name auto-fills when Company Name field is entered; can be edited to sort differently for searching records | |||
::* Category – link pertinent categories to related company record | |||
::* Vend# – displays vendor number assigned to related company record | |||
::* Cust# – displays customer number assigned to related company record | |||
::* EIN – displays Employee Identification Number or Federal Tax ID number to related company record | |||
:3. Company Information (Main Tab) – displays address related to company record | |||
:4. Contacts (Main Tab) – displays contacts related to company record | |||
:5. Logo (Main Tab) – import company’s logo | |||
:6. Bottom Section (Main Tab) | |||
::* Internal contacts managing, services, etc. the related company record | |||
::* Num Employees – for recording employee size of related company record | |||
::* Annual Revenue – for recording annual revenue of related company record | |||
:7. Comment (Main Tab) – displays any comments pertinent to related company record that would not be entered as a note | |||
:8. Acct Password – displays password associated with related company record | |||
:9. Print Label (Main Tab) – print an address label to compatible printer | |||
:10. Filtered (Main Tab) – prints address labels for all records when company records are filtered | |||
:11. Notes (Main Tab) – add public or private notes and comments to related record | |||
'''Addresses Expanded Screen''' - consists of all the addresses in the system | |||
:1. Top Section | |||
::* Address Line 1 – first line of an address | |||
::* Address Line 2 – second line of an address | |||
::* City, ST ZIP – City, State (abbreviated), and Zip code (allows for +4 and foreign) | |||
::* County – County city is located | |||
::* Country – default is USA | |||
::* Map – provide a URL to a map if desired | |||
::* Address Desc – description of address if needed (i.e. Warehouse vs. Office) | |||
::* Latitude – when an address does not yet exist | |||
::* Longitude – used when an address not yet exist | |||
::* Phone Number & Phone Desc – displays phone for that address (used when multiple addresses are used that have different phone numbers for each location) | |||
::* AP Location – used for accounts payable invoices/purchase orders | |||
::* Do not subscribe – opt-out of receiving certain information | |||
::* Special Info – special notes specific to this address | |||
::* Add Task Button – creates a new task | |||
::* Create Contract Button – creates a new contract | |||
::* Task History – displays the task history | |||
::* Contact Company – displays company for this specific address record (i.e. rental or leased property) | |||
::* Contact Person – displays contact at that address | |||
::* Owning Company – displays company that owns property at that address | |||
::* Owning Person – displays contact name of owning company | |||
::* Sales Tax Key – displays sales tax key to use for this address | |||
::* Contract – displays any contracts related to the address | |||
::* Zone Information – displays zone information related to the address | |||
::* Notes – add public or private notes and comments to related address | |||
'''Tasks Screen''' - consists of all tasks in the system. | |||
:1. Task View | |||
::* Active – displays Active tasks only | |||
::* Completed – displays completed tasks | |||
::* Cancelled – displays cancelled tasks | |||
::* Projects – displays all project tasks in system | |||
::* Hide Tasks with Uncompleted Prerequisites | |||
::* Show Future Tasks – displays tasks with due date in the future | |||
::* Go To Task# - enter specific task number into text box to open and display a specific task | |||
::* Print – prints tasks displayed on screen in a report format | |||
::* Graph – visual graphic of new tasks vs. closed tasks | |||
::* Filtered – displays graph based on filtered criteria | |||
::* Assigned To – displays tasks assigned to criteria selected below | |||
::* Requested By – displays tasks by person requesting task | |||
::* Coordinator – displays tasks by Task Coordinator | |||
::* Task Filter – displays data for a specific task | |||
::* Category – displays tasks by related category | |||
::* Task Type – displays tasks by related task type | |||
::* Person – displays tasks by specific person | |||
::* Department – displays tasks by department | |||
::* Company – displays tasks by specific company | |||
::* Show Mine – displays tasks for user currently logged in | |||
::* Show All – shows all tasks for your company | |||
::* New Task – allows for entry of a new task | |||
::* Sorting – click on column header(s) to sort in ascending or descending order | |||
::* Expand [[File:Expand.png]] – show more records/data | |||
:2. Activity View – displays all recorded activity for your organization and allows for easy creation of new activity records | |||
:3. Appointment View – displays appointments scheduled | |||
::* Date range –display by day, week or month | |||
::* Filters – filtered by Company, Person, Task or Department | |||
:4. Worklog View – displays logged hours based on filtered criteria | |||
::* Date Range – displays by day, week or month | |||
::* Filters – filtered by Company, Person, Task or Department | |||
:5. Project View – displays project timelines | |||
:6. Mileage Log – displays mileage | |||