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Ivinex User Documentation

User Interface, Tools, and Windows

New to Ivinex? Want to learn about the ins and outs of its day-to-day use to help you better utilize its functionality? Well, you’ve come to the right place! Today we’re going to learn about the basic layout of Ivinex, and how it all works together.

The rest of this document will outline and give detailed information on the tools available to you while working in the Ivinex User Interface.

Navigation

Ivinex uses “tabs” that run along the top of the browser window for general navigation. Clicking on a tab will load the selected module.

Ivinex - Tab Navigation

Ivinex – Tab Navigation

  • Tabs: Tabs appear in the top area of the user interface. Each tab represents an Ivinex system module or a custom data module.
    • Ivinex System Modules: Ivinex comes with a few system modules that are included with every Ivinex site. System modules serve a predefined purpose and may contain tools/functionality not found in a custom module.
      • System Modules:
        • Activities: Stores all activities (Notes, Tasks, Calendar Events, Emails). This module can be used in a variety of ways, but the most common use would be for tracking and displaying your personal To-Do list (tasks).
        • Dashboard: The dashboard is used to display reports. Once a report has been created, you can choose which part of the report to show on your dashboard. After choosing the reports you want to see, you can move them around, and re-size them any way you like. When clicking on the Dashboard tab, all displayed reports will run/refresh.
        • Email Templates: All of your email templates are stored here. You can create, edit, and delete the email templates from this area.
        • Files: The files area is where you store different kinds of files. The files area by itself can be useful but it becomes a much better tool if shown as a related area for another module. Example: While viewing a client record, show files that are related to the client (documents, images, etc.).
        • My Day: Used for viewing your personal calendar and events. You can also view shared calendars and events.
        • Reports: This is where you create reports. Reports can be created, edited, deleted, viewed, exported, and emailed from this area.
          Tutorial: Reports
    • Custom Modules: Any module created in the admin area is considered to be a custom module. Any custom module that you have permission to view, will appear as a tab in the top navigation area. Example: Contacts, Clients, Support Tickets, Opportunities, etc.
Note: The tabs you can see are determined by permissions set in the admin area. The default functionality is to show all tabs that you have permission to see. You can override what tabs are shown and what order they appear in your user preferences.

User Tools

The user tools area is found in the top right area of your browser window when you are logged into Ivinex.

Ivinex User Tools

Ivinex User Tools

  • Reset Window Layout: This button will reset the default 4 windows to their original position and size.
    Note: Window positions, heights, and widths, are saved immediately. If you move a window or change the dimensions of the window, it will be immediately saved and will stay that way until you change it again.
  • Tools Menu: Move your mouse over the wrench icon to show the menu.
    • Preferences: Click this button to open the user preferences window.
    • Logout: Click this button to log out of Ivinex.
    • Admin: Click this button to access the Admin area of Ivinex. If you have Admin permissions, this option will appear in your tools menu.
  • Global Search: The global search box will search every record in your entire Ivinex system. The search results window will show you which records were found (organized by data module), and you can click a record in the results window to view the record.
Global Search Results

Global Search Results

User Interface

Ivinex by default is split into four different windows: Table View, Detail View, Activities, and History View.

Table View

Table View - Available Tools

Table View – Available Tools

  • Module Search: The search box found here will search every record in the current data module. The search results will be displayed in the same window.
    Note: What is returned from the search can be influenced by your User Preferences Combine Search Criteria setting.
  • Filters: Filters are a way to create a segmented view of your modules data.
    Tutorial: Using Filters
  • Import: The import tool found in the table view allows you to import data directly into the current data module.
  • Export: The export tool allows you to export all data (using the “– Show All –” filter) or, if you have a filter selected the export will only include the data that matches your current filter.
    Tutorial: Using Filters
  • Mass Update/Delete/Email
    • Mass Update: Allows you to update all or a filtered number of records in the current module.
      Tutorial: Mass Update
    • Mass Delete: Allows you to delete all or a filtered number of records in the current module.
      Tutorial: Mass Delete
    • Mass Email: Allows you to email all or a filtered number of records in the current module.
      Tutorial: Mass Email
  • Print Labels: The Print Labels function allows you to print labels based on the data in the current module. This is helpful if you want to print mailing labels.
    Tutorial: Print Labels
  • Create New Record Button: Clicking this button will popup a new blank record.
  • Column Search: Typing in one or more column search areas will filter your data by the search value you type in.
    Note: What is returned from the search can be influenced by your User Preferences Combine Search Criteria setting.
  • Column Headers: Clicking the column headers will sort the data by the column header you clicked. You can click the column header multiple times to change the sort order (Ascending or Descending). An arrow will appear to the right of the column header name to show you which way you are sorting.

Detail View

After you click a specific record in the table view, the record will be displayed in the detail view. The detail view provides access to the current records actual data.

Detail View – Available Tools

Detail View – Available Tools

  • Sub Tabs: Sub Tabs are a way to segment the data into different sections within the same record.
  • Email: Clicking the email button will open a new email window.
    Email Popup Box

    Email Popup Box

    Note: Before sending an email, you will need to setup an email account: User Preferences
    • Send Button: Click this button to send the email.
    • Cancel Button: Click this button to cancel the email (close the window without sending).
    • From: Select an email account to use when sending (personal or system email account).
    • To: Who the email is being sent to.
    • CC: Who will receive a carbon copy of the email.
    • BCC: Who will receive a blind carbon copy of the email.
    • Subject: The subject of the email (title).
    • Attachments: You can attach files to the email by using this tool.
      • New File: Upload a new file to be attached to the email.
      • From Ivinex: Attach an existing file (from the files module) to the email.
    • Email Template: Select an existing Email Template to use for this email (will be added to the email body box).
    • Email Body: Manually type out your email content.
    • Notifications
      • Notify me when opened: If checked, this will send you a notification if someone opens your email.
    • Notification Template: Select an existing notification template (Email Template).
  • Print: Click this button to print the current record.
  • Create Calendar Event: Clicking this button will popup a window where you can add a new calendar event for the current selected record.
  • Change History: The change history window is a log of all changes for the current selected record. Different background colors indicate who or what changed the record.
    Change History Window

    Change History Window

    • White: Record changed by a user.
    • Blue: Record changed by a workflow.
    • Green: Record linked to another record.

Activities

The activity window is for creating new activities. If you are currently viewing a record, any activity you create will be related to that record. If you are not viewing a record, any new activity will not be related to a specific record.

  • Note: Add a new note for the currently selected record.
  • Task: Assign a task for the currently selected record.
  • Calendar Event: Schedule a new calendar event for the currently selected record.
New Activity - Note

New Activity – Note

 

New Activity - Task

New Activity – Task

 

New Activity - Calendar Event

New Activity – Calendar Event

History View

The history view is a list of activities that are related to the record you are currently viewing.

  • Column Headers: Just like the table view, clicking the column headers will sort the data by the column header you clicked. You can click the column header multiple times to change the sort order (Ascending or Descending). An arrow will appear to the right of the column header name to show you which way you are sorting.
  • Activity Records: The records that appear in the history view are activity records that are related to the currently selected record. Each record will have it’s own history.

Revisions

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