You use this program to define the setup options for your SYSPRO Contact Management System.
- CMS Setup Wizard
- Defaults
- Contact
- Activity Follow up
- Activity Changes
- Activity Criteria
- Activity Attachments
- Copy Details
- Account User Fields
- Activity User Fields
- Calendar
- Purge Options
- Notes and warnings
- Hints and tips
| Field | Description | ||||
|---|---|---|---|---|---|
| CMS Setup Wizard | Use the Contact Management Setup Wizard program to set up the
Contact Management System.
This function is disabled once the Contact Management Setup Wizard program has been successfully run. |
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![[Note]](images/note.png)
| Field | Description |
|---|---|
| Defaults | The entries you make here are used as the default entries when you use the Contacts program to create a new Contact. |
| Multimedia image category | Enter the default multimedia object category (see Multimedia) in which you will save the image you want
to display against each contact. This defaults to BMP, but can be changed. |
| Weather URL | Enter the default Internet website address you want to use for viewing weather information for your contacts. This defaults to http://www.weather.com, but can be changed. |
| Map URL | Enter the default Internet website address you want to use for viewing map information for your contacts. This defaults to http://maps.google.com/maps, but can be changed. |
| Contact classification captions | Define your own descriptions for the fields that are
used to classify your Contacts. The default descriptions for these fields in the Classification pane of the Contacts program are replaced by the descriptions you enter here. |
| Contact property | Optionally enter your own description for the Contact property field. |
| Contact classification | Optionally enter your own description for the Contact classification field. |
| Contact type | Optionally enter your own description for the Contact type field. |
| Contact category | Optionally enter your own description for the Contact category field. |
| Field | Description |
|---|---|
| Contact property captions | Define your own descriptions for the selections of
colors at the Contact property field that is used to classify
a Contact. For example, you could specify that Blue represents your employees. The default selections for the Contact property field in the Classification pane of the Contacts program are replaced by the selections you enter here. |
| Field | Description |
|---|---|
| Follow up flag options | Define your own descriptions for the selections of
colors at the Follow up flag field of the Contact Activity Posting program. For example, you could specify
that Red represents Urgent. The default selections for the Follow up flag field in the Activity Information pane of the Contact Activity Posting program are replaced by the selections you enter here. |
| Field | Description |
|---|---|
| Activity change preferences | This option applies to activities against which
attendees are defined (Contact Activity Posting). When you post an activity with attendees, the system automatically creates activities for the contacts listed as attendees. These activities include any attachments included by the originator of the activity. Any attendee who has the security access to maintain activities can change the activity for all other attendees. |
| When activity changed for multiple attendees, propagate the selected fields to all attendees | Indicate which fields you require the system to update
for all attendees when one attendee changes these fields
against the activity. For example, if you select Priority, then when an attendee changes the priority of the activity, the priority against the activity for all attendees is changed. If you do not select Priority, then only the priority against the attendee who made the change is updated. |
| Field | Description | ||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|
| Activity selection criteria | |||||||||||
| Only allow selection from predefined list for the following activity fields: | Restrict the use of certain activity criteria when
using the Contact Activity Posting program to create or
maintain activities. If you select one of these options, then the Browse/maintenance button against the field in the Contact Activity Posting program is not enabled.
|
| Field | Description |
|---|---|
| Attachment settings | Configure an alternate location for storing activity
attachments from the SYSPRO Contact Management system. By default, activity attachments are stored in a sub folder of the SYSPRO work folder. |
| Standard attachment folder | Use the standard folder as the location for
attachments. The standard attachment folder is: ...\work\crm.?\activity\attach where ? refers to the company id. |
| User-defined attachment folder | Define a specific folder as the location for
attachments. This folder can exist anywhere on your server or on any drive that has been mapped to the server. |
| Field | Description |
|---|---|
| Copy contact details | |
| Popup "Copy Details" dialog in Contact Maintenance when the following change | Indicate the fields for which the Contact Copy Details to Multi Contacts program must be displayed whenever information against these fields is changed for a contact. |
| Field | Description |
|---|---|
| Account user defined field captions | |
| Description for field 1 - 2 | The captions for user defined fields 1 and 2 are defined using the Accounts Setup program and have the same usage as applicable to customers. They are displayed here for information purposes only. |
| Description for field 3 - 5 | Assign your own wording for the caption for these user
defined fields held against an Account. You enter the required information against these fields using the Accounts program. |
| Field | Description |
|---|---|
| Activity user defined field captions | |
| Description for field 1 - 3 | Indicate the description for the three user defined
fields for Activities (see Contact Activity Posting - Activity
Information pane). The descriptions default to User field 1, User field 2 and User field 3. |
Your calendar is updated immediately with any changes you make to these setup options. The calendars for other operators are updated the next time they log into SYSPRO.
| Field | Description |
|---|---|
| Calendar options | |
| Include meeting and appointments in calendar | Include the appointments and meetings added in the
Contact Management System onto your SYSPRO calendar.
When you select this option, you can indicate the types of meetings and appointments to include in your calendar. This enables you to optimally configure the number of items displayed in your calendar. |
| Include outstanding items only | Only include outstanding appointments and meetings in
your calendar. When you set the activity to Cleared (Contact Activity Posting) it is removed from your calendar. |
| Include outstanding items and future items only | Include outstanding appointments and meetings in your calendar, and all future items regardless of whether they are cleared. Future items include all items that start from today and anytime into the future. |
| Include outstanding items and all others from 1 month ago | Include outstanding appointments and meetings in your calendar, and all cleared items up to 1 month ago. |
| Include outstanding items and all others from 2 months ago | Include outstanding appointments and meetings in your calendar, and all cleared items up to 2 months ago. |
| Include outstanding items and all others from 3 months ago | Include outstanding appointments and meetings in your calendar, and all cleared items up to 3 months ago. |
| Include outstanding items and all others from 6 months ago | Include outstanding appointments and meetings in your calendar, and all cleared items up to 6 months ago. |
| Include outstanding items and all others from 12 months ago | Include outstanding appointments and meetings in your calendar, and all cleared items up to 12 months ago. |
The options on this tab page enable you to indicate the criteria for purging Contacts and Activities when using the Contact Management Purge program.
If you do not select to purge either contacts or activities or both, then cannot access the Contact Management Purge program.
| Field | Description |
|---|---|
| Contact purge | |
| Allow contact purge | Delete Contacts when running a purge. Do not select this option if you want to retain Contact details indefinitely. |
| Delete contacts where no activity for | Indicate the number of years for which you want to
retain details of contacts against whom no activity was
recorded. A contact is deleted when you purge contacts if all of the following are true:
|
| Activity purge | |
| Allow activity purge | Delete cleared Activities and their associated
attachments. Do not select this option if you want to retain details of Activities indefinitely. |
| Delete activities older than | Indicate the number of years for which you want to
retain activities. An activity is deleted if all of the following are true:
|
| Allow runtime selection | Select this to be able to define the following options
at the time of running the program Contact Management Purge.
|
-
If you enabled the Allow contact purge and Allow activity purge options, then you can specify the number of years to retain contacts and activities at the time of running the Contact Management Purge program if you select the option: Allow runtime selection.
When changing your attachment folder:
-
ensure that the new folder already exists. You can use the Browse icon to locate the folder.
-
move any previous file attachments stored in the old attachment folder to the new location before using any SYSPRO Contact Management programs.
-
ensure that each company uses its own attachment folder if you are using multiple companies (this is the reason that the standard SYSPRO attachment folder contains the company id as part of its path).
In addition, remember that anyone using Outlook Integration could be storing attachments contained within email messages at any time.