Help Centre

Flags in ChilliDB ChilliDB has the ability to use a system of Flags on Contacts and Organisations. This can be a quick, visual guide that can be used to indicate certain points or that something needs to be done when a record is viewed by the User. These Flags can be used to represent anything depending on a business’ internal rules. To help with this, Flags can be created in a variety of different colours and with specific text that can be displayed within the Flag . For example, a red flag could be used to indicate that the Contact needs reviewing or to be updated and a green flag could be used to show that the review of Contact has been completed. Accessing Flags To access and apply a Flag on either a Contact or Organisation , we simply need to go to the Actions menu in the top right corner of the screen and navigate to Flag where we can select the type of Flag we are going to use. Once selected, a coloured strip will be displayed across the top of the Contact/Organisation with the text also visible within the strip. Customising Flags To customise our Flags , we need to first go to System > Reference Data > Create and Maintain. From here, we need to select Flag from the dropdown menu and click on Display . Here, we can either right click where it says Flag in the top left corner of the box and select Add New Item to create a new Flag or alternatively, we can right click on one of the existing Flag s and select Maintain Item to edit it. Once we have clicked on either Add or Maintain Item , we can edit the new Flag on the right hand side of the screen. The Description field is where we can enter the text that will be displayed. Description Help Text can be used for further explanation on the Flag and its intended use, Expired gives us the option to remove the Flag from the system but still keep available for future use if needed and finally, we can select the Colour that will be used by the Flag . Click Save once it is ready. Now, if we go back to a Contact/Organisation and access the Flags from the Actions menu, we can see the newly created Flag is available for use. Once selected, the new Flag will be displayed across the top of the Contact/Organisation screen.

Contract Management Module – Getting Started Written below are a few simple steps and considerations that we can follow in order to start using the Contract Management module to enter and track contract related information. Contract Categorisation – Reference Data As with any section in ChilliDB, before entering any contract data into the Contract Management module in ChilliDB, it is important to establish a system of categories with which the contracts can be organised. To do so, assuming we have the appropriate tickets in our user role, we can access Reference Data under: · System > Reference Data > Create and Maintain From the next screen, we need to select a table from the drop down list, in this case Contracts Management Categorisation and click display. Depending on how the system was set up, the tree of categories on the left-hand side of the screen will either be blank or may already have some categories that display. Note, there are also options available for Contracts Management Deliverable Categorisation and Contracts Management Workflow Action . To add new categories, we simply need to right click on the heading Contracts Management Categorisation , which can be seen at the top of the space on the left-hand side of the screen and click Add New Item . After doing so, the space on the right-hand side of the screen will display fields for information to be entered. · Description – the label/type for the category. · Description Help Text – this can be used to provide further explanation of the category · Expired? – by checking this, the category can be expired making it unavailable for use in the system. (This is more likely to be used when later expiring contract categories that are no longer needed. Any contracts that made use of this category are still available and can be searched for but the category cannot be accessed when creating a new contract. Expired categories can be un-expired if needed again. Be sure to select Show Expired Items for the expired entries to be displayed though.) We are also able to add further sub-categories by right clicking on the category directly and again selecting Add New Item . When right clicking on the category, there are some other options available as well, such as View Item and Maintain Item. Contract Configuration Navigate to Contract Management > Configuration to start selling members (ChilliDB Users) for teams and the period of time for when alerts for various due dates are triggered. These are sent to the applicable members that have been in the three team fields: · Executive Team Members · Accounts Team Members · Administration Team Members Create Contract Under Contract Management , we can find the Create option. Here is where we can begin entering the details for our contract. Let’s take a look at the basic required fields when creating a new contract. First, select the Categorisation for the contract, give it a Title , select the Type of contract it is (whether it is Incoming or Outgoing), set an initial Status for the contract and then assign a Responsible Officer and an Accountable Officer for the contract. Clicking on Find next to these two fields will allow us to search through our Contact records to assign the appropriate user. We can continue working through the remaining fields to enter any extra information that may be relevant for the contract such as a Sponsor, who contracted our company ( Contracted by Organisation ) and a relevant contact person, who we have contracted ( Contracted Organisation ) and again, a contact person and also upload documents as required. There are still some sections that we haven’t looked at yet though. (Note: These may or may not be visible depending on permission settings.) · Opportunity Details · Proposal Details · Contract Details · Deliverables Published · Closure Details · Contract Search Availability These sections allow us to capture further details about the contract as it moves through various stages or status updates. Note that dates entered in the various sections are used for triggering alerts, such as review dates and due dates. Another point to consider here is that a Deliverables Published Date is also required for alerts to be triggered when using Deliverables . If no alerts are being triggered even when we have entered dates, it is worthwhile checking this section to see if a date has been added, also. One other thing to consider here is that entering a Deliverables Published Date effectively locks the deliverables meaning that no more can be created unless this is cleared. This may or may not require someone with the appropriate permissions to do so. Once all of the relevant data has been added, we can click Save . If we need to update this later, when we view the Contract details screen, we just need to click on Edit located in the top right corner of the screen. Viewing the Contract and Adding Deliverables To view the contract, we will need to first search for it ( Contract Management > Search ). On the search screen, we can search using either the name of the contract or by selecting specific fields to base our search on. Using the fields is a useful approach when we want to; for example, bring up a list of contracts that have review dates due within the next month. After making our choices, or entering the name of the contract, click Search and the results will be displayed in a grid at the bottom of the screen. By going to the drop down menu in the top right corner of the grid, we can also Re-Allocate contracts to different users, or export/print the results in the grid. To go directly to the contract screen to view/edit its details, we just need to click on the Title of the contract in the grid. Once looking at the contract, we can view/edit the details (editing was mentioned previously) as well as add Deliverables for the contract, if necessary, and/or Notes to further track any information that is related to the contract. At the bottom of the screen, we have several tabs: · Deliverables o This is where we can create/view Deliverables (items that we need to keep track of for the lifetime of the contract). · Funding Summary o A summary of any funding details that have been created will be displayed here. · Notes o This is where we can create/view Notes for the contract · Related Contracts o We can create links between contracts here so that we can access them more efficiently if needed. · File Attachments o Any attachments associated with the contract or the Notes on the contract can be accessed from this tab. · History o Any changes or significant events are tracked here (e.g. alerts dismissed, creation date, actions that are changed, etc.) To create Deliverables , assuming they have not yet been locked, click on Create in the top right corner under the Deliverables tab. Much like when we entered data for our contract, here we can specify details for the particular item that needs to be tracked regarding the contract. Note that Categorisations will also need to be set up through System > Reference Data > Contracts Management Deliverable Categorisation beforehand. Most fields here are similar to the contract with the exception of whether we want to Generate Alerts for the deliverable. We just need to select either Yes or No and if we have chosen Yes , then an alert will be triggered related to the Review Date and Due Date . As mentioned earlier, for these alerts to be triggered, the Deliverables need to be locked via the Deliverables Published field in the contract. Schedule Notifications Notifications can be scheduled specifically by going to the Actions drop down list in the top right corner of the screen and clicking on Scheduled Notifications. Next, click on Create , select a Deliverable to associate the notification with if required, select the type of Notification from the drop down list, choose a date, assign the Notification to a team member and if needed, add Comments . Calendar There is also a calendar in the Contracts Management Module that can be used to give us a daily, weekly or monthly view of upcoming important dates for the contracts we have created in the system. The calendar can be accessed either through the menu Contract Management > Calendar or under the Actions drop down list when viewing a contract. When viewing the calendar, we can filter the information displayed either by searching for a specific contract by name, or by selecting options related to the Contract and/or Deliverables in the tree on the left hand side of the screen. Just click on the arrows to select options for how you’d like to filter the information displayed and the calendar will be updated accordingly. This is useful to remove contracts that we might not be responsible for. One other thing we can do here is to add colour codes to the different aspects to help give us a quick visual glance at the Contracts/Deliverables . These can be assigned to any of the filter options available. Contract Management Once everything has been created, we just need the relevant users to track, create and update information regarding the contract and respond to alerts/notifications as required.

How to use Advanced Search (Filters) in ChilliDB The Advanced Search feature of ChilliDB can be found in most of the different modules. It is used to build searches based on any of the data that is stored in that module and be a great way to get a quick look at your data. A common area in which these Advanced Searches are used is in the Contacts module. To access and start using Advanced Search: · Go to the Contacts button, the menu will show three categories: Create, Search and Advanced search. · Click on Advanced search. · On the left hand side it will show the options for All, My contacts and New Filters. · Click on New Filters to start creating . In the New Filter section, there are three different options to select. Those options are Filters – Display Columns – Sort Columns . These allow you to filter the data based on certain conditions and to also choose how the data is to be displayed. Filters: There are generally two basic requirements though by selecting Show Filter Options, we do have more giving us more control over how the filter is to function: 1) Field 2) Value Under Field , we are able to select a field from which we have data stored against to filter on. More filters can be added as needed. Show other Filters: There are some other options available in the filters that can be accessed by clicking on the Show Filter Options . It will show more areas to search such as Field, operator and value. It can also be seen if the value is equal or not equal. These details are given below in the screenshot. Moreover, if one filter is not enough, again there is an option to add more filters. “Starts With”: An example of this filter can be seen in the screen shot below: If we want to search for the people in an organisation, who have a surname that starts with M. Firstly, in the Field section, choose “Surname” and in the Operator value choose “Starts with”. Then, enter “M” as the Value . After that click on Apply Filter and it will show the results for all those surnames that start with M. The results are shown below in the screenshot with all the surnames that start with letter “M”. Is Equal: The Is Equal operator is used to search for data based on a specific value that has been entered in a field. For example, if we want to search for specific Contact Types , such as Staff, then in the Field, choose Type, put Is Equal as the operator and in the value choose Staff. Then click on the Apply Filter button. The screenshot is displayed below: The search results after applying Is Equal are shown below: Is not equal: This operator is used when we want to exclude certain data from our searches. For example, we may want to exclude a particular Type of Contact. The next screenshot will show that the search has completed successfully and shows the results when using the Is Not Equal operator. Is Null: The Is Null operator is used when searching for records that have data missing. This is useful when reviewing data to check, for example, client records that are missing a phone number. The screenshot below shows how to set up the Is Null operator as a filter. Notice that the Value field should be blank. Is One Of: This operator is used when you want to include a number of options to filter on rather than just one. For example: If we want to search for business mail addresses from multiple states, for example QLD and NSW, in the Field choose Business Mail State, select the Is one of operator then, in the Value field, multiple states can be selected. Results appear as shown below. Does not contain: The Does not Contain operator is another way of excluding certain data when running a search. For example, if the user wants to search for postcodes that do not contain “75”, this operator helps to locate such data. In the Field , select Business Mail Postcode and operator, select “does not contain”. At last, put the value of 75 and click on the apply filters buttons. It will show the result of all postcodes that does not contain 75 in them. The results display the contacts without postcode 75 as shown below: Display Columns: This feature allows you to select which columns of data you need to have displayed. For example: Full name, Type, Primary organisation, Business mail, Business Fax, Business mobile etc. In this, way simple reports can be designed in conjunction with the filters above that can then be exported in a variety of file formats. Sort Columns: This gives you the option to select how your data will be sorted based on the columns you have chosen. After attempting all the actions, click on the Apply Filters to display the results immediately, or click Save if you plan to use these search settings again. These can saved as My Filters , meaning only the user will have access to them, or as Shared Searches , meaning all users will be able to access and use the search.