Admin

Admin section in Sweet One makes it possible to manage settings connected to: users, metadata and communication. The Admin section is only available for users with admin features.

Users

Internal users

Internal users are administrated in the sub menu Users under Admin in the main menu.

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The list shows the internal users in the system. It is possible to both filter and sort the list. Sort order is changed by clicking on a column header. The list can be exported to excel by downloading an excel file or by selecting an e-mail address to which the excel file shall be sent.

Under the More button above the filter, additional functions as Actions and Options are available. When using Actions it is possible to:

  • group/role - add selected users to a user group
  • feature - add a new feature to the selected users

When using Options it is possible to edit filter and column options.

Create new user

New user in the system is created by using new user button placed in the upper right-hand side corner. When creating a ‘new user’ a registration view is shown to enter user’s details. (*The internal user cannot be deleted from the system).

Important check box in the registration view:

active

Active - internal user can be activated/inactivated in the system (inactive - the user cannot log; active - the user can log in).

Groups and Roles

Under Groups and Roles the user can be added to one or several user groups, it is required to set a role for the user in the relation to a group. A user can be added to the same user group with many different roles. (*Groups can be created under Admin - Users - User Groups, the roles can be created under Admin - Users - Roles)

groupsAndRoles

See also

An example of how the ‘groups and roles’ can be used in the system: if a user is a member of group called ‘Support’ and has role called ‘Support responsible’ he/she will be set as responsible for cases sent by email.

Features

Under Features the user can add different features to the profile. Features regulate if a user shall have access and/or permission to different parts and functionalities within the system.

features

Feature Area Description
Admin Core Admin This feature enables users to access all the sub-menus under Admin in the side menu (except for Performance log).
Admin Articles Admin This feature enables users to access the sub-menu Articles under Admin in the side menu. The sub-menu Articles contains function for administration of Articles.
Admin Core: Codes & Captions Admin This feature enables users to access the sub-menu Meta Data under Admin in the side menu. The sub-menu Meta data contains functions for administration of Captions, Tags, Currency, Countries, Codes.
Admin Core: Communication Admin This feature enables users to access the sub-menu Communication under Admin in the side menu. The sub-menu Communication contains functions for administration of email Templates, settings for Incoming e-mail and settings for a Blacklist for email.
Admin Core: Developer Admin This feature enables users to access the customization mode and create a new customized versions of Sweet One. As well as, enables users to access sub-menu Performance log under Admin and the section called System configuration in the main menu.
Admin Core: Settings Admin This feature is used in Admin in Sweet web.
Admin Core: User Administration Admin This feature enables users to access the sub-menu Users under Admin in menu. The sub-menu Users contains functions for administration of Internal users, External users, User groups and Roles. The feature also enables function for creating external user from the company, contact person and private person view
Admin Document Manager Admin This feature is used in Admin Sweet web.
Admin GDPR Admin This feature enables users to access additional lists for GDPR purpose under Selection in menu - Contacts without consent and Private persons without consent. The feature also enables additional GDPR Actions and function for Excel export in other lists.
Admin Performance Analysis Admin This feature enables user to access list with performance information in sweet web.
Admin Performance Rebuild Indexes Admin This feature enables user to access performance information in Sweet web.
Admin workflow Manager Admin This feature is used in the Admin side menu in the Sweet web.
Attendance Project - Attendance This feature enables users to access Attendance registration in menu with the following sections: Register attendance and History.
BusinessArea Project - Business area This feature enables users to access Business area under Time report in menu. Business area shows aggregated statistics for time reports by user organization groups.
Case user Cases This feature enables users to access New case, Case selection and Case follow-up sections under Cases in the menu.
CheckInColleague Project - Attendance This feature enables users to access Check In Colleague under Attendance registration in menu - OBS. To be able to use this feature the user also has to have the feature Attendance.
Delete General This feature enables users to delete: companies, company groups, contacts, private persons, deals, projects.
Feedmaster News This feature enables users to delete posts made by other users in News in the menu.
Form Designer Forms This feature enables users to access Form designer in menu with the following sections: create new, import form, form templates, form answers, published forms.
MarketingAdmin Marketing This feature enables users to access Marketing in menu with the following sections: Overview, Marketing plans, Marketing projects, Marketing activities and Create new.
Manual Manual This feature enables users to access Manuals in menu
NewsAdmin News This feature enables users to delete, edit and create News in Sweet web.
ProjectManager Project - Attestation This feature enables users to access Attest time reports and Attest expense reports under Time in the menu.
Sales User Deals/Activities This feature enables users to access New deal and Deal follow-up sections under Deals in menu. The feature also enables users to access New activity, Activity selection and Activity follow-up under Activities in menu.
UserRegistration Project - Register external user This feature enables users to access Register user under Attendance registration in menu - OBS. To be able to use this feature the user also have to have the feature Attendance.

External users

External users are contacts, private persons or companies that have been given access to the external portal.

In External Users sub menu under Admin side menu the result list is divided into different tabs for: Contacts, private persons and companies. The search functionality helps to search for an external user. It is possible to exclude inactive users from the search results.

externalUser

For external users with the activated login possibilities, the tag active login is visible on the right-hand side.

See also

External user is created from: contact, private person or company card that shall be able to log in to the external portal. See next section for more information.

External user - card

By clicking on the external user from the list, the information about the external user is presented. Apart from updating user’s information, it is possible to:

  • inactivate an external user (check box) - the user can’t any longer login to the external portal
  • send new password (button) - an e-mail with a new password is sent to the user’s email address
  • go to person (button) - opens the contact/private person/company

externalCard

User Groups

User groups are administrated in the Admin section. A user needs to have the special feature to be able to administrate user groups. In the view the current user groups are shown. If a group has subgroups, it can be expanded to show all the subgroups.

Edit group

To edit a selected group, click on it in the group structure, an edit view is shown. In the edit view it is possible to:

  • change name of the group
  • delete the group

Create new group

To create a new group click on the ‘new group’ button (the right-hand side). A registration view opens where the user can enter information about the group. Following information needs to be registered:

  • parent group - if the new group is a subgroup to an existing group - called ‘parent group’
  • group key - a unique name (key)
  • Svenska - group name in Swedish
  • English - group name in English

The user group can be deleted.

userGroup

Add user to a new User group

You can add another user to a new user group from Admin - users:

  • from user’s card
  • from user’s list by using Actions

Roles

The purpose of the sub-menu Roles is to create and administrate an organizational structure for users. Roles are set for a user in the relation to a user group. Users can have different roles within a user group and have several roles in several different user groups. It is also possible by development to customize permissions and system logic according to roles.

Organizational roles are administrated in the sub-menu Roles under Admin in the side menu. A user needs to have the special feature to be able to administrate roles.

The view presents a list of existing roles with the following functionality:

  • search - search for a role by filtering the list
  • excel - export the result to excel file or send it directly to recipient by e-mail
  • sort - change sort order by clicking on column header in the grid

roles

Create new role

To create a new role, click on the ‘new role’ button (the right-hand side). A registration view is shown where information about the role is entered. Following information needs to be registered:

  • role key - a unique name (key)
  • Svenska - role name in Swedish
  • English - role name in English

Meta data

Captions

Captions are administrated in the sub-menu Meta data - Captions under Admin. To be able to administrate the captions the user needs feature ‘Admin Core’ or ‘Admin Core: Codes and captions’.

Captions are used for text throughout the system. Captions have one translation for every installed language, which means that users can see the texts in the language of their choice. All captions in the system are editable.

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The view contains a list of existing captions with the following functionality:

  • filter - search for a caption by filtering the list
  • edit - edit the list and make changes directly in the list
  • sort - change sort order by clicking on the column header in the grid

Tags

Tag functionality enables to tag objects with different information label. Tags are created and administrated in the sub-menu Meta data - Tags under Admin. To be able to administrate tags the user needs feature ‘Admin Core’ or ‘Admin Core: Tags’.

Create a new tag

Creating a new tag is done under a tag group. Select an existing tag by expanding it or create a new one before you create ‘New Tag’.

tags

When creating a new tag the following information needs to be registered:

Tag group - the group under which you can create different tags

Key - a unique name for the tag group, the key will not be visible for the user in Sweet One

Caption - the name of the tag that will be shown in the Sweet One

Administration of tags

newTag

Administration of tags is done by clicking on a tag in the tree structure. It is possible to administrate:

  • published for - select objects that the tag shall be visible for
  • active - active/inactive the tag, inactive tags are no longer visible on objects
  • caption - edit name for tag

Create a new tag group

It is possible to add a new tag group as a main tag group or under an existing tag group and organize a tree structure of tags.

newTaggroup

Tags - filters

The filter gives the possibility to find different tags by name or by the object they have been published on. The ‘active tags’ are in black, the ‘inactive tags’ are in grey. The user can filter and see only the active or only the inactive tags. By default the list shows only active tags.

inactive

Tags on ‘objects’

It is possible to publish tags on: activities, companies, company groups, contacts, private persons, deals, projects, cases, marketing plan, marketing project, marketing activities: new event and new registration.

After clicking on the tag symbol in the action bar the user sees all the tags published on the object, the tags marked in grey are the once which were published on the object before their status was changed into ‘inactive’.

To add more tags to the ‘object’ the user clicks on the plus symbol on the right-hand side, the list with all the available tags expands. Click on the tag and it will appear on the list. The user can easily remove the tag from the list by clicking on the x symbol.

tagsOnObject

Currency

Currency can be added and administrated in the sub-menu Meta data - Currency under Admin. To be able to administrate the currency the user needs feature ‘Admin Core’ or ‘Admin Core: Codes and captions’.

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The view contains a list of available currencies with the following functionality:

  • filter - search for a currency by filtering the list
  • edit - edit list and make changes directly in the list
  • sort - change sort order by clicking on column header in the grid

Add new currency

addNew

It is possible to add a new currency to the system. Only one currency can be selected as a system currency. If a newly added currency is selected as the system currency (this is done by clicking the ‘system currency’ check box), the current currency used in the system will be replaced with the new one.

Currency rate is the rate at which a currency can be bought or sold in relation to another currency. If the currency rate changes it has to be adjusted manually.

See also

When a currency rate is changed, deals registered in that specific currency will not automatically be updated with a new value - central sum.

When a currency rate is adjusted under the Admin section it is possible to adjust the value (central sum) for a single deal with an ‘update exchange rate’ button in the edit mode of the deal or mass update the value for several deals, this is done in the selection list for deals by choosing actions and ‘updating exchange rate’.

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Countries

Countries can be added and administrated in the sub menu Meta data - Countries under Admin. To be able to administrate countries the user needs feature ‘Admin Core’ or ‘Admin Core: Codes and captions’.

countries

The view contains a list of available countries with the following functionality:

  • filter - search for a country by filtering the list by country’s name or the active/inactive function - by default the list shows the active countries.
  • sort - change sort order by clicking on the column header in the grid

Add new country

newCountry

When adding a new country to the system the following information needs to be register:

  • key - a unique name, the key will not be visible for the user in Sweet One
  • sort index - the order of countries in the drop-down lists. The lower the sort index the country has the higher in the drop-down it will appear. If the user works mainly with 5 different countries but still wants to have all of the countries available - those 5 countries should have lower sort index than the rest so they will be shown at the beginning of the list, the rest of the countries will be below in the alphabetical order (all of the following have to have the same ‘sort index’)
  • active - the country can be active or inactive, only active countries are available in the drop-downs
  • caption - the name of the country, both in Swedish and English

See also

It is possible to delete the countries from the list but only those which are not in use.

Codes

Codes can be administrated in the sub-menu Meta data - Codes under Admin- To be able to administrate codes the user needs feature ‘Admin Core: Codes and captions’.

Codes are used throughout the system in drop-downs in which user can select one code from multiple values. Codes have captions and can, therefore, be translated into different languages just as any other caption.

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The view contains a list of available codes with the following functionality:

  • filter - search for a code by filtering the list
  • sort - change sort order by clicking on column header in the grid

Edit and/or create codes:

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Select the code from the list if you wish to edit it or to add new code. The dialog window for codes opens. On the left-hand side there is the list of available codes and each has a check box ‘default’ and ‘active’. The user can decide that a specific code is selected by default and also activate/inactivate codes that are not to be visible in the drop-down.

On the right-hand side there is a :

  • code key - a unique name for the code, the key will not be visible for the user in Sweet One
  • English/Svenska - the name (caption) of the code, both in Swedish and English
  • Parameter 1,2,3 - is used in customer implementations and has no functionality in the standard product
  • State key - can be used in the customer specific cases, in the standard product we use this to group statuses on deal. If this State key is set to ‘closed’ on any of the codes in this code group the close deal dialog will be visible when choosing this code.

Add new code - to add a new code to a drop-down list click on the ‘create new code’ button. The new code will be marked as active by default.

It is not possible to remove a code, it is only possible to inactive it.

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Settings

Name Description
Case management Settings regarding case management
Default template path for external messages Template path to the template used for content in e-mails sent from case communication to external parties
Default template path for external messages with link Template path to the template used for content in e-mails sent from case communication to external parties (with log-in possibility) when only sending out a link to the case
Default template path for internal messages Template path to the template used for content in e-mails sent from case communication to internal users
Default template path for internal messages with link Template path to the template used for content in e-mails sent from case communication to internal users when only sending out a link to the case
Default UI template for external cases The UI dialog used for internal users. Used to open a link to the case in case management
Default UI template for internal cases The UI dialog used for external parties (with log-in possibility). Used to open a link to the case in case management.
Send auto reply If an auto reply should be sent out to the customer when receiving a new case
Template path for auto reply Path to the template used for automatic replies to the customer
Template path for auto reply divider Path to the template used for explaining to the customer to “write above the line” when communicating regarding a case
Template path for auto reply with link to the case Path to the template used for automatic replies to the customer when only sending out a link to the case
   
Consent Settings regarding GDPR and consent
GDPR field for consent is required for Contact person If GDPR consent should be a mandatory field on contact person or not.
GDPR field for consent is required for Private person If GDPR consent should be a mandatory field on contact person or not.
   
Document Settings regarding documents
Document path Path to where documents are stored on disk
Maximum image size in MB Maximum image size in MB
Show only related documents - case Show documents on the case only to: related user, user who belongs to the user group related to the case, user who belong to the same group as another user related to this case
Template path Path to where documents templates are stored on disk
   
Email - Outgoing Settings regarding outgoing e-mail
Append e-mail templates (existing body will not be overwritten) If templates should be appended to existing text or replace the existing text when writing an e-mail and choosing a template in the system
From address Default from address, will be used for system e-mails etc. (not for notes sent as e-mails in the case management)
Host Host for outgoing e-mail
Outgoing mail type Type of outgoing e-mail server
Port Port used for outgoing e-mail on the outgoing e-mail host
SMTP password Password of the user authenticating towards the outgoing e-mail host
SMTP user Account used for authenticating towards the outgoing e-mail host
SSL SSL enabled or not
Timeout Timeout for sending e-mails
   
Excel export Settings regarding excel export from lists
Max number of rows when exporting to Excel Max number of rows to export to excel in one export from lists in the system
   
Exchange Settings regarding exchange integration
Create all relations on appointment import Automatically create relations to entities in sweet One when importing meetings from exchange
Create all relations on email import Automatically create relations to entities in sweet One when importing e-mails from exchange
Send updates when saving appointment If updates should be sent to attendees (by Outlook calendar invitation) when updating an activity in Sweet One
   
Login Settings regarding login functionality
Default template path for sending out new password to companies Template used for content in e-mail when sending out a new password to a user of type company
Path to template used to reset password for external users Template used for content in e-mail when sending out a new password request to an external user using “forgotten password”-function
Path to template used to reset password for internal users Template used for content in e-mail when sending out a new password request to an internal user using “forgotten password”-function
Send link with automatic logon If the user should be automatically logged in when receiving a link and login credentials on creating new login
System name Name of the current installation of Sweet One
Template path for sending out corporate person passwords Template used for content in e-mail when sending out a new password to a user of type private person
Template path for sending out passwords to internal users Template used for content in e-mail when sending out a new password to an internal user
Template path for sending out private person passwords Template used for content in e-mail when sending out a new password to a user of type private person
Url to Sweet One Url to current installation of Sweet One
   
Performance log Settings regarding performance logging
Performance log enabled If performance logging should be enabled or not, for developers
Performance log level Performance log level
   
Registration Settings regarding registration of users
Expiration (number of days) for invitations Number of days the link should be valid when sending out an invitation
   
SMS Settings regarding outgoing sms
Account Account used for authenticating towards the outgoing sms host
Default system from sms address Default from when sending out sms from the system
Enabled If outgoing sms is enabled or not
Host Host for sending out sms
Password Password of the user authenticating towards the outgoing sms host
Port Port used by the host to send out sms
Prefix Default phone number prefix used for sending out sms
   
Time report Settings regarding the time report module
Expected work hours per day Expected number of work hours that should be reported each day
Saturday is work day If Saturday is considered to be a working day or not
Sunday is work day If Sunday is considered to be a working day or not
   
User Settings regarding users
Date format Default date time format for all users if no date time format is set
Password validation pattern Regex for password validation when inviting colleagues into the One
Send e-mail If login information should be sent by e-mail or not when sending out new credentials
Send sms If login information should be sent by sms or not when sending out new credentials

Communication

Templates

templates

You can administrate and work with templates in the sub menu communication under admin in the main menu. To be able to administrate templates the user needs feature ‘Admin Core’ or Admin Core: Communication’. Templates can be used for autoreply’s, signatures or other standard messages. The view shows all template folders and templates, both active and inactive. The folders and templates are sorted in alphabetic order. By clicking the plus or minus symbol next to the folder, the folder expands or collapses. This can be also done by clicking the plus or minus symbol at the top for ‘expand all’ or ‘collapse all’.

Create new

New folders and templates are created directly under the main folder or under a subfolder.

Create new e-mail template

newTemplate

A view for the new template opens with general information to be registered. It is mandatory to set a key for the template, the key is the name that will be also displayed as the name of the template in the list of templates. The key cannot be changed after saving it. A ‘subject’ can be added to the template (but is not mandatory), it will be the actual subject if the template is used for sending e-mails. In the text box for ‘content’ it is possible to write a html styled message with both text and pictures.

Add data field

Different data field can be added to pre-populate information into the template from different objects, for example, the case number on a case or the name of a contact. By clicking the plus or minus symbol next to the object name the list of available data fields expands or collapses. A data field gets information from the selected data source, if there is data there to get, otherwise no data will be displayed in the e-mail.

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Edit existing templates

Open the template you want to edit by clicking it. When the template is in edit mode the subject and content of the template can be changed. It’s also possible to inactivate a template. Save the changes by clicking Save.

Edit autoreply and standard messages

In Sweet there are some pre-defined autoreply’s and system messages used to send out automatic reply’s on incoming cases or password to new users etc. The content of these messages can be edited just like other templates (Logic and delimitators [the stars break line in the email] are not editable).

See also

Autoreply cases By opening Admin, Communication and Templates and expanding the folder called Case and clicking Case.AutoReply you can edit the existing autoreply send when a new case is created by an incoming e-mail

See also

New password (internal users) Edit the existing message when a new username or password is to be send from Sweet. Internal users: User.DefaultPasswordEmailTemplate

Incoming e-mail

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The incoming e-mail service is a windows service which can be set to run at a certain interval. It will pick up e-mails from one or several inboxes and from them create cases in Sweet One. You can add several inboxes.

E–mail – the e-mail address of the inbox

Host name – server address

Port – port number

Account name – username for account for authentication

Password – password for this account

Use SSL (secure sockets layer) – if the server uses SSL or not

Active - the inbox can be active/inactive

Send auto reply - the user can choose if the auto reply should be sent from this box or not

See also

  1. if the autoreply setting is ‘on’ for the inbox - the autoreply will be sent
  2. if the autoreply setting is ‘on’ for the inbox but the ‘incoming email’ is on the autoreply blacklist - the autoreply will not be sent
  3. if the autoreply setting is ‘off’ for the inbox - the autoreply will not be sent

Blacklist for e-mail

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To cut down on spam, you can add specific e-mail servers to a blacklist. If the e-mail address is placed on the blacklist, the message from this e-mail address will not be delivered to the system e-mail inbox.

To administrate Blacklist for e-mail, the user needs the Admin Core or Admin Core: Communication feature.

The view contains a list of e-mail addresses with the following functionality:

Filter - search for a blocked email address by filtering the list.

Sort - change sort order by clicking on the column header in the grid.

Add email address - add a new email address or/and domain to the blacklist.

New case

If the ‘from email address’ is not on the Blacklist as an email address or belongs to a blacklisted domain - a new case is created.

If the ‘from email address’ is on the blacklist as an email address - a new case is not created.

If the ‘form email address’ belongs to a blacklisted domain - a new case is not created.

Existing case

If the ‘from email address’ is not on the Blacklist as an email address or belongs to a blacklisted domain - a case note on the existing case is created.

If the ‘from email address’ is on the blacklist as an email address - a new case note is not created on the existing case.

If the ‘from email address’ belongs to a blacklisted domain - a new case note is not created on the existing case.

Auto reply blacklist

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To cut down on auto reply spam you can add certain e-mail addresses or domains to the auto reply blacklist. When the e-mail address/domain is placed on the auto reply black list, the auto reply message will not be delivered to added email addresses/domains.

In order to administrate Auto reply blacklist for e-mail the user needs the Admin Core or Admin Core: Communication feature.

The view contains a list of e-mail addresses with the following functionality:

Filter - search for a blocked email address/domain by filtering the list

Sort - change sort order by clicking on column header in the grid

Export to Excel - export the list to Excel or send Excel with email

3 dot menu - Options - adjust Filters and column options

Add (in the upper right corner) - add new email address or/and domain to the auto reply blacklist

Articles & Price books

Articles

Sweet supports both product and service-based articles. Allowing you to keep track of products to use as well as service to provide. Sweet supports the option of integrating against existing systems that handle articles. This means that you can use another system for managing the articles or import articles from a different system to Sweet.

You see menu Articles only when you have feature the Admin: Articles.

The list of Articles can be found under Admin menu, Articles & Price books.

New articles can be created from +add new shortcut above the list of all articles.

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The list shows all articles in the system. It is possible to both filter and sort the list. Sort order is changed by clicking on a column header. Edit functionality allows the user to edit information directly in the list. The list can be exported to Excel by downloading an Excel file or by selecting an e-mail address to which the Excel file shall be sent. Under the More button above the filter, additional functions as Actions and Options are available. When using Actions it is possible to: delete selected articles or export selected rows to Excel. When using Options it is possible to edit filter and column options.

Click on selected Article in order to see the Article’s card.

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See also

Articles can be added to projects, work order, service appointment and price books.

Tip

When adding articles to a project, the user can select the articles from ‘article register’ or ‘price book’. When adding articles to a work order, the user can select the articles from ‘article register’, ‘price book’ or ‘project’. When adding articles to a service appointment, the user can select the articles only from ‘article register’.

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Price books

Thanks to Price Books, the user can handle different prices for the same article and/or be used to group specific articles in one list.

You can see the menu item called Price books only when you have a feature called Admin: Articles.

The list of Price books can be found under Admin menu, Articles & Price books. It can be also reached from Project and Work Order.

A new price book can be created using the new price book button located in the right-hand side corner.

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The list shows all price books in the system. It is possible to both filter and sort the list. Sort order is changed by clicking on a column header. Edit functionality allows the user to edit information directly in the list. The list can be exported to Excel by downloading an Excel file or selecting an e-mail address to which the Excel file shall be sent. Under the More button above the filter, additional functions as Actions and Options are available. When using Actions, it is possible to: delete selected rows, export selected rows to Excel, set as: active, inactive, template or change the status. When using Options, it is possible to edit filter and column options.

Click on the selected Price book in order to see the Price book’s card.

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See also

Price books can be added to the work order and project.

Excel exports

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The view shows the list of exported excel files from Sweet One. In order to administrate excel exports the user needs the ‘’Admin Core’ feature.

The view contains a list with the following functionality:

Filter -search for exported excel files by user

Sort - change sort order by clicking on column header in the grid

Performance log

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Performance Log is a debug feature. The performance log is only available for users with the feature Admin Core: Developer. If you get performance issues you can turn performance log on to further investigate performance bottle necks. This feature can be turned on/off under Settings. Important notice – this log consumes a lot of memory so it should be turned off most of the time. The result shows a performance log with a name and description. Duration is measured in milliseconds and represents the aggregated call time for that function. If you open the performance log you will be able to see a call tree and analyze which performances take time.