MIS-AMS SQL ActiveH Keyfax UDE configuration

Document data
Document Date: 19 October 2006 - revision 1
Keyfax version : 3.1.0.13 (or greater)
Software required: SQL ActiveH CRM/Repairs 5.3+ / Keyfax 3.1.0.13+
User skill requirements: NT administration. SQL Server DBA. IIS configuration. NT security policies. MSXML editing.
Author: Technical Services keyfax@touch-base.com

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

If Keyfax Frontline is to be used with the MIS-AMS SQL ActiveH CRM application, additional configuration is required to return Frontline SubAction data to the MIS-AMS SQL ActiveH CRM in order for this information to be available at a later date, and in MIS-AMS SQL ActiveH reporting. This involves setting up User Defined Elements (UDE) (and "mapping" them to the Task UDE Interface - see here).

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 SQL 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 SQL 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 aso available for custom reporting by the client if required via the MIS-AMS SQL 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 (see the specific wizards for setting up MIS Tasks in Keyfax). These Keys are held in the in the "app_export_sub" table of Keyfax database - see below. 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 SQL ActiveH Desktop.

The following step by step guide walks through the procedure of setting up the Keyfax UDE in the MIS-AMS SQL 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 SQL 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.

 

 

2.       If the MIS-AMS SQL 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.

 

 

3.       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 SQL 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.

 

 

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

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

 

 

 

5.       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.

 

6.       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.

 

7.       This will be 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.

 

8.       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.

 

9.       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" screen on 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 documented in the topic: MIS-AMS SQL ActiveH Task UDE Interface configuration .