Templates and batch processing

Central tasks or use cases, such as the complete configuration of a newly created user, can be sup­ported by batches (batch processing), whose individual tasks can be parameterized and implemented via the respectively selected template.

For this, use Administration/Contacts/Internal staff: templates. Templates combine various functions. If you create a new template, a copy with all existing functions is created from the neutral template. If additional functions are added, an existing template can reload them.

In a template, all functions are displayed here, so you can mark the ones to be executed. The functions allowing configuration can be configured individually by selection (e.g. to provide values for variables of the user-specific settings, to assign profiles, etc.).

An already parameterized template can also be copied as a template (copy structure!) and adapted.

As an example in the standard, for a new user with standard functions:

• Create login
• Change login to autologin (optional)
• Create access group
• Assign profiles (at least standard profiles)
• Assign licenses (named)
• Set new password (random password sent by mail, including change request)
• Change (define) languages
• Calendar release (e.g. standard "Change")

Batch processing is primarily intended to support you with creating many users in the system. If contacts are imported using a CSV file or something similar, an individual template is assigned that passes the same rules for each imported contact through defined functions in the template. When importing several contact lists (sales employees, trainees, service employees etc.), a different template can be applied in each case.

Import and simultaneous batch processing are available at the respective department (Administration/Con­tacts/Own company/Internal departments).

Function Staff (New):

• Selection of a template
• Selection of the import file (see also: normal contact import, but without mapping)

The structure of the import file follows the conventions of the CRM CSV import. Option­ally, the logic for automatically creating email addresses from the domain of the department address, or automatically assigning phone numbers with an extension is supported.

After a batch run for new users, all rules defined in the template have been transferred to all users in the import list. For new users, a generated password for logging in to the system for the first time is automatically sent by email.

For users already present in the system, a batch based on a template can be executed. At the contact in the user administration, the Execute functions command allows you to select and apply a template.

In the user administration, on the Functions tab, a traffic light icon for each contact indicates the progress of the functions.

• Red: No functions have been executed.
• Yellow: Only the most essential functions for being able to work in the system have been performed. 
• Green: All defined functions have been applied.

The state of a user’s traffic light can be checked using the Calculate progress function. In addi­tion, there are two filters in the standard to find all contacts where the progress of the functions is not yet final (progress: the user is only partly able to work; progress: the user is not able to work).