UDE Configuration

Configuration of Keyfax UDE within the MIS-AMS SQL ActiveH Desktop.

Keyfax UDE configuration

If General Enquiries are be used with the MIS-AMS ActiveH CRM application, additional configuration is required to return General Enquiries SubAction data to the MIS-AMS ActiveH CRM in order for this information to be available at a later date, and in MIS-AMS ActiveH reporting.

If no User Defined Elements or mappings are defined, the MIS-AMS/Keyfax Gateway mechanism will not work; upon exiting Keyfax you will probably see the error: Error occurred in 'ProcessMISRequestTasks' Function Error: 5 or similar.

Background Information

Before we begin setting up the UDE in the MIS-AMS ActiveH Desktop, it is worth taking a time to understand what we will be doing and why!

Keyfax can create Tasks automatically in the MIS-AMS ActiveH CRM, Keyfax uses SubActions to capture specific data (Database information, script selected options, user entered text, addresses etc.) which can be used in CRM tasks. These are stored in the SQL ActiveH database in a table (dbo.usr_Tasking_Tasks_UDE_1_T) so, for example, when a CRM Mail Merge is performed, the Keyfax SubAction data is available, specifically for that Task. This data is also available for custom reporting by the client if required via the MIS-AMS ActiveH applications.

When a Keyfax Task is created, any SubActions linked to this are defined a "Key", which is used by both Keyfax and the ActiveH CRM to link the data.

These Keys are held in the in the "app_export_sub" table of Keyfax database - see below. Note that this is now represented by a SQL View which accesses Script DataBoxes which have been defined as 'For MIS'.

Note the item "Addressee04" which has been created to demonstrate this process:

The Keys or "UDE" as they are known as in the MIS-AMS SQL ActiveH CRM, are used for associating Mail Merge MS Word "Bookmarks" (document template fields) to the database held data. These UDE items are also displayed on the "Omfax" tab (tab caption is configurable - see below) of any CRM "Desktop Tasks" generated by Keyfax (see image below, with the Addressee04 item highlit).

Adding Keyfax UDE fields to the MIS-AMS ActiveH .

The following step by step guide walks through the procedure of setting up the Keyfax UDE in the MIS-AMS ActiveH Desktop. In this example a new Keyfax Key (app_export_sub item), "Addressee04" will be added to the existing Keyfax UDE fields already defined:

1. The MIS-AMS ActiveH Desktop application is usually accessible from a desktop shortcut icon on the client PC. Click this icon to launch the MIS-AMS SQL Active Desktop.

1. If the MIS-AMS ActiveH installation has more than one instance available, a "configurations" dialog will be displayed (see right). This may contain Live, Test and Training versions, all of which will need to be configured independently.

   For this walk-through, the "Live" instance will be selected - Click the "OK" button to continue.

1. A login dialog may will prompt for a valid username (ID) and password (some configurations will link the login to the users Windows profile, so the login may be bypassed).

   It is important that a MIS-AMS ActiveH user account with administrative access to edit configurations is used for this process. In this case the "MIS" user account, once the details are entered - Click the "OK" button to continue.

1. We need to open the "UDE Connection Points" form in the MIS-AMS ActiveH Desktop....

   From the Main MIS-AMS ActiveH Desktop window, select the "User Defined Elements... " item from the "Tools" menu (see right).

1. The "UDE Connection Points" screen displays (see right). Now we need open the "Connection Points" Tree to the "Tasking" item, this is where the Keyfax UDE are located.

1. Select the "Desktop Tasks" node under the "Tasking" item in the "Connection Points" Tree to display the pre configured panels 1-3 (see right).

   In this screen grab, the "Panel 1" has been set up with 23 UDE fields defined.

   Click on the "ellipsis" button next to the panel which the Keyfax UDE field(s) are to be added.

1. This will display the Panel fields currently defined for that Panel (see right). In this screen grab, you will see the "Panel 1" was opened for the "Desktop Tasks" Now click the New button on the toolbar (left hand item).

NOTE The caption can be edited (defined currently as Omfax here), this will display as the "tab" caption for the Panel to the end user, once a Task has been created via Keyfax in the CRM.

1. The "New Fields" screen appears, where the Keyfax "Key" items (from the app_export_sub Keyfax database table) should be set up. In this example, you can see the Addressee04 Key is being added, which is to be stored into a "Text" field of 255 characters. (see right). Once the required information is completed (pink fields), click the "OK" button (or the "Add" button if more than one Key is being added).

NOTE The "ToolTip Text", "Description" and "User Help Message" items are optional, and can be entered if required. Please see MIS-AMS documentation for more information on adding UDE fields.

1. When the "New Field" screen is closed (via it's "OK" button) you are returned to the "Panel 1" screen. . Now the "Addressee04" Key can be seen at the foot of the list. Note: Double-clicking a Field will allow it's properties to be edited. Close the screen with the "OK" button. The"UDE Connection Points" screen will display, and a short pause will indicate that the new UDE item is being generated as a new column in the SQL ActiveH database table(dbo.usr_Tasking_Tasks_UDE_1_T). From version 5.5 revision 1 onwards, this column size can be subsequently modified.. Close the "UDE Connection Points" screenon completion.

Once all the Keyfax UDE items have been added, these must be "mapped" to the Keyfax app_export_sub table in the database. This is within UDE Interface.

UDE configuration of ActiveH Repairs

Before we begin setting up the UDE in the MIS-AMS SQL ActiveH Desktop, it is worth taking a time to understand what we will be doing and why!

Keyfax can create Repairs Tasks automatically in the MIS-AMS SQL ActiveH Repairs. Enhanced functionality added to ActiveH V5.8 (VERSION TO BE CONFIRMED!) allows custom elements called UDE's (User Defined Elements) to be created against a Repairs task.

These UDE's can be populated by Keyfax Repairs Diagnostic. Before this can be done, any desired UDE elements for repairs tasks must be created via ActiveH Desktop.

User Defined Element Fields (UDEs) are not being populated by Keyfax within ActiveH Desktop

1. Ensure the UDE is configured within ActiveH Desktop under UDE Gateway Mappings > Desktop Tasks

2. Ensure the script databox name within Keyfax Administrator Tools matches the "Gateway Field Description" value as shown...

For example, the script databox within Keyfax would look like this...

Don't forget you'll need to add these script databoxes as bookmarks within a MIS task body in order for the Keyfax Client to recognize these and populate the ActiveH Desktop task UDEs.