Currencies and Languages need to be added before going through the setup process.

An important note regarding hierarchy and dependencies: a Location belongs to a Company, a Company belongs to a Division and a Division belongs to a Corporate business entity. You must create at least one Corporate and one Division business entity.

The setup process is only accessible by System Administrator Users.

Currencies

Currencies setting is required for using the projects module and adding expenses through timesheets. The default currency is set during the division setup. Users can add expenses through the timesheet – the currency will be based on the division that the user is in.

Add a new Currency

To add a new currency click on:

1. Company Setup > Business Architecture > Business Setup> Currencies
2. Click on the + icon to create a new Currency
3. Add Code for the new Currency, a Title, and its Symbol (e.g. £,$, etc)
4. Select the desired Save option (refer to Quick Reference Guide)

Edit and Manage a Currency

To edit or manage a currency click on:

1. Company Setup > Business Architecture > Business Setup> Currencies
2. Click on currency from the list
3. Click on the Pencil Icon to edit
4. Adjust details, such as the Code, Title, or Symbol of the Currency
5. Select the desired Save option (refer to Quick Reference Guide)
6. Click on the Actions icon and select from the following options:
   • Delete specific currency. A confirmation box will appear
   • Print currency details. A new tab will open on the browser where you should follow the relevant printing procedure. You can also print using the printer icon

Manage multiple Currencies

To manage multiple currencies at the same time click on:

1. Company Setup > Business Architecture > Business Setup> Currencies
2. Select multiple currencies from the list to delete specific Currencies. A confirmation box will appear

Languages

Languages are set as each user’s main Language.

Add a new Language

To add a new language click on:

1. Company Setup > Business Architecture > Business Setup > Languages
2. Click on the + icon to create a new Language
3. Add Code for the new Language, a Title and its Symbol
4. Select the desired Save option (refer to Quick Reference Guide)

Edit and Manage a Language

To edit or manage a language click on:

1. Company Setup > Business Architecture > Business Setup > Languages
2. Click on a Language from the list
3. Click on the Pencil Icon to edit
   • Adjust details, such as the Code, Title, or Symbol of the Language
   • Select the desired Save option (refer to Quick Reference Guide)

4. Click on the Actions icon and select from the following options:
   • Delete specific Language. A confirmation box will appear
   • Print current Language details. A new tab will open in the browser where you should follow the relevant printing procedure. Printing can be done through the printer icon as well

Manage multiple Languages

To manage multiple languages at the same time click on:

1. Company Setup > Business Architecture > Business Setup > Languages
2. Select multiple Languages from the List view to delete specific Languages. A confirmation box will appear

Business Setup

Create Business Entities

The corporate level is the first in the hierarchy that should be created as it is the highest level of a group in a company structure e.g. Countries for a multi-national company.

Before Creating the corporate level make sure that the currency and language you want to use have already been set up in Comidor

To create a corporate level click on:

1. Company Setup > Business Architecture > Business Setup
2. Click on the + icon to add a new record and in the level select corporate.
3. Populate the Basic Info:

• Add a Description which is a required field
  • If the date fields, Open from and Open to (that define the duration of the corporate level) are left empty they are populated automatically as 01-Jan-2000 to 31-Dec-2099.
• Add VAT ID and Registration ID
• Select Currency and Language which were previously created and Timezone
• Fill in the contact info e.g. Email, Phone, Fax.
• Populate the location fields: Country, Country State, City, Zip Code, Address.
• Select the desired Save option (refer to the Quick Reference Guide).

Create Division(s)

At least one corporate-level entity must be created to create a new Division.

To create a Division click on:

1. Go to Company Setup > Business Architecture > Business Setup
2. Click on the + icon to add a new record and in the level select Division
3. Populate the Basic Info:

• Type a Description which is a required field
  • If the date fields, Open from and Open to are left empty they are populated automatically as 01-Jan-2000 to 31-Dec-2099.
• Define to which Corporate level business entity this division belongs.
• Fill in the VAT ID and Registration ID
• Select Currency, Language which should have been created, and the Timezone
• Fill in the contact info e.g. Email, Phone, Fax, and location info.
• Select the desired Save option (refer to Quick Reference Guide)

Create Company(ies)

At least one Division must be created to add a new Company.

To create an Office click on:

1. Company Setup > Business Architecture > Business Setup
2. Click on the + icon to add a new record and in the level select Company
3. Populate the Basic Info:

• Type a Description that is a required field
  • If the date fields, Open from and Open to are left empty they are populated automatically as 01-Jan-2000 to 31-Dec-2099.
• Define the Division that the specific company belongs to
  • It is essential to select a specific Division for the company that is being created.
• Fill in the VAT ID and Registration ID
• Select the Currency, Language which has already been created, and the Timezone
• Choose if you wish the Absences to be calculated based on the Regional or Personal Schedule
• Choose if you wish the Entitlements to be calculated based on the Regional or Personal Schedule
• Fill in the contact info such as Email, Phone, Fax, and Address
• Select the desired Save option (refer to Quick Reference Guide)

Create Location(s) 

At least one Division must be created to add a new Location.

To create an Office click on:

1. Company Setup > Business Architecture > Business Setup
2. Click on the + icon to add a new record and in the level select Location
3. Populate the Basic Info:

• Type a Description which is a required field
  • If the date fields, Open from and Open to are left empty they are populated automatically as 01-Jan-2000 to 31-Dec-2099.
• Define the Company that the specific Location belongs to
  • It is essential to select a specific Company for the Location that is being created.
• Fill in the VAT ID and Registration ID
• Select the Currency, Language which has already been created, and the Timezone
• Fill in the contact info such as Email, Phone, Fax and Address
• Select the desired Save option (refer to Quick Reference Guide)

View/Edit Business entities

To view a Business entity click on:

1. Company Setup > Business Architecture > Business Setup
2. Click the Business entity to view it
3. Open the Business entity record. You can view the Basic Info, Contact Info, and Location Info.
4. In the View, Form click on the Pencil Icon to Edit the specific Business entity by adding or changing the record fields (which are the same as those on the Create Form)
5. Select the desired Save option (refer to Quick Reference Guide)

Manage Business entities

To manage a specific Business entity click on:

1. Company Setup > Business Architecture > Business Setup
2. Click the Business entity to view it
3. Click on Actions Icon to Delete it or Print

To delete one or more Business entities click on:

1. Company Setup > Business Architecture > Business Setup
2. Select the Business entities you wish using the record checkboxes and select delete.

Regional Settings

Regional Settings must be defined every year.

The Region Code is used in the Employment/Working assignment of a Personnel record.

Create Schedule(s)

To create a new schedule click on:

1. Company Setup > Business Architecture > Business Setup > Regional Settings
2. Click on Create Schedule:
   • Populate the basic info of the Schedule such as region and year. The combination of region and year should be unique
   • In the Work hours schedule area, select the working hours of the working days. If the schedule of a day is the same as the previous day, just click on the copy to automatically populate the respective fields. A daily schedule can be split up into two ranges to include the lunch break if required. Also, if there is a default non-working day for this region during the month it can be stated here, i.e. If the first Friday of the month is a non-working day then instead of selecting all the Fridays, you can select just the 2nd,3rd,4th & 5th weeks to apply Friday’s Schedule
   • In Public Holidays fields add the dates of the Public Holidays and a short description. To add a new one click the + Icon while to delete an existing one click the – Icon.
   • You can also set the Annual Leave Entitlement per absence type. The currently available absence types are Vacation, Sickness, Long Service Leave, Personal Leave of Absence, Maternity/Paternity. If any conditions apply for Vacation & Sickness Dates, you can click on the Conditional + icon and add extra days as required. Entitlement can be earned annually or monthly

View a Schedule

To view a Schedule click on:

1. Company Setup > Business Architecture > Business Setup > Regional Settings
2. Click the Schedule to view it
3. You can view the Basic Info, Work hours schedule, Public Holidays, and Days per Absence Type as they have been populated on creation or editing

Edit a Schedule

1. Company Setup > Business Architecture > Business Setup > Regional Settings
2. Click the Schedule to view it
3. Click the Pencil Icon to edit. Basic info fields (e.g. Region and Year) fields cannot be changed but the Work hours schedule, Public Holidays, and Days per Absence Type can be edited
4. Select the desired Save option (refer to Quick Reference Guide)

Manage Regional Settings

To manage a specific Region Schedule click on:

1. Company Setup > Business Architecture > Business Setup > Regional Settings
2. Click the schedule to view it
3. You can click:
   • Actions Icon – Delete, Print, or Link with another Comidor Object or Notify other users
   • Actions Icon to Copy Settings for the following year(s). A pop-up will open where you can select the Destination Region and the Year to copy settings Press Save to proceed. You can edit the Public Holidays section in the newly created regional settings

To manage one or more Region Schedule(s) click on:

1. Company Setup > Business Architecture > Business Setup > Regional Settings
2. Select the Regional Settings
3. Choose:
   • Copy Settings to copy the regional settings of one region to another for a specific year
   • Delete to delete the specific regional setting
   • Print to print the Regional Settings

The post Business Setup (Divisions, Companies and Regional Settings) appeared first on Comidor Low-code Automation Platform.

Comidor User Interface Explained

In the Comidor user interface, there are standard graphical elements and areas that remain on the screen regardless of the current or active module(s). These elements are the below:

• Menu Icon
• Menu
• General Search Mechanism
• Help Icon
• Create-an-app Icon
• Add-translation Icon
• Add-tooltips Icon
• Fullscreen Icon
• Notifications Bar
• User Settings

There are also three types of pop-up windows for messages and notifications in the Comidor environment regardless of the current or active module(s):

• Notification Pop-up
• Desktop Notification
• System Information Message

Menu

The Menu icon provides access to the Comidor modules and through them to the specific Comidor units.

Comidor units are also accessed by hovering on the corresponding module or category to which the unit belongs.

Each user, based on their role(s) or RACI chart, should only have access to units that are relevant to their responsibilities. This is set up and managed by the system administrator who provides customized access to each user.

When the menu is expanded, users are able to search inside the menu for an application, as it is shown below:

Opened Apps

Find all open records, grouped by Unit. e.g. when Mailbox is open, all open emails appear underneath.
Click on the “x” button to close every open item. Switch to another record by clicking on it.

Favourite Apps

You can mark the most-frequently-used units as Favourites, by clicking on the star button next to every Unit, so that you can easily access them through the Favourite Apps section. If you no longer use an App/Unit, you can simply click on the “-” icon to remove it from the Favourite Apps list.

Quick Add

In the “Quick Add” function, you can have:

a) Pre-defined “Quick-Adds” (Message, Email, Task, File, Account, Contact, Process, etc.),

b) Custom “Quick-Add” forms from your own business apps

to quickly perform an action, such as sending a message or creating a task.

As per the pre-defined:

• Task: by clicking on Task, a pop-up window opens where the user can quickly complete the necessary information and add a new task. If the user is currently viewing in the background for example an email, a link will be created between the new task and that email. The task can be edited at a later stage where details can be given
  • Select whether to keep the link between the two Comidor entities through the “Link with” checkbox
  • Fill in the task title 
  • The user can assign this task to themselves (by default), to another user, group leader, or to the whole group (title and assigned to fields are the only required fields)
  • Fill in the supervised by field by selecting the organizational chart group that will hold the task
  • Select the account or contact that the task refers to and add the location, if necessary.
  • Select the task type: Work, Appointment, Meeting, Event, Phone, Reminder, Travel, Private Task
  • Fill in the scheduled start and end date and time. By default, the scheduled start date and time are set as the current clock time
  • Timezone is selected based on the user’s profile settings
  • Complete the scheduled duration in hours. A suggested calculation of the scheduled duration will appear
  • Add the relations this task might have with any process (General, Project, Opportunity, Ticket, Campaign, Vacation, Survey, Topic, Event or Issue), account (Customer, Vendor, Partner, Competitor), or contact (Contact, Lead, Personnel, Candidate)
  • Choose the process, if any, that will include the task
  • Add a description and click on Save
  • You can complete the task at this point, by selecting completed in the next section, and adding all the necessary information like date, time, duration, as well as quantity and amount. By default, when you create a task, the state is set as scheduled.
• Message: By selecting a message, you can send direct messages to your colleagues who are users of the same account. Select a recipient from the dropdown list, or a group of members to distribute content easier and faster. Add a subject and type your message. Finally, click on ‘send’.
• Email: clicking on Email, the email interface opens. Select an Email already connected to the system, type the sender name, start typing and select the recipients, fill in the subject and the body, and click send.
• Contact: by clicking on Contact, you are able to create a new contact. If an email, for example, is open in the background, you can decide if you want to link the new contact with the email, or not, by selecting the checkbox. You can add more information, and links later, by editing the new contact.
  • Add the first, last name, and email address of the contact (this information is necessary in order to create a contact). The email address can be picked up from the open email in the background and populated in the contact to avoid typing.
  • If you wish, you can add a job title, work, and cell phone.
  • Select the country of origin of the contact from the dropdown list
  • Add a city and an address
  • Select the account to which the contact belongs. If the account is not created, yet, you can add it later on.
• Account: by clicking on Account the user is able to add a new account. If an email is open in the background, it can be linked with the newly added account. The user can add more information at a later stage by editing the new account.
  • Add the name of the account
  • Select the category from the list
  • Check whether this will be a Customer/Vendor/Partner/Competitor. You can update information on this Account by editing it.
  • Add a work phone or/and cell phone number for the account
  • An email address can be picked up from the open email in the background and be populated in the Account, so no typing is needed at this step
  • Select the country from the dropdown list
  • Add an address
  • Add a city
• File: clicking on File the quick upload pop-up window opens to choose a file or drag-n-drop the file(s) to upload. The user should define the folder where this file will be placed. Again you can choose whether to keep the link of the file with the open record in the background to be created through the “Link with” checkbox
• Process: Click on Process to add a process and link it with the Comidor unit currently being viewed on the Comidor screen as background, e.g. an open contact
  • Choose whether to keep the link of that contact with the process to be created through the “Link with” checkbox
  • Add the title (obligatory)
  • Select the process type from the list
  • Fill in the Scheduled start date and time (obligatory)
  • Fill in the Scheduled end date and time
  • Timezone is pre-selected based on the user’s settings
  • Select the user(s) that this process will be assigned to. This means that these users will be able to perform work in this process
  • Search and find the responsible group who are accountable for the process
  • Select importance and priority
  • Select any related account to that process
  • Select any related workflow to that process
  • Select the account that the process refers to
  • Add a description of the process
  • Click on the Attachments icon to upload file(s) directly related to this process
  • Click on Save

The users that have the right to view a process are individual users and group users who are selected in the following Process fields: Assigned to, Responsible group, Additional access, Administrator, Administrator 2, and Supervisor.

Apart from the above, the quick add section enables users to perform more quick actions like creating a note, topic, event, or absence request. All these, along with process templates belong to the “Other” group under Quick Add. Select a template of a process that will inherit custom fields and forms to the process being created, so as to save time while creating the process.  

Workplace

include User Desktop and Enterprise Collaboration features.

Processes

In Processes, users can access all the units that are related to processes. These units are the All Processes, Email Automation Configuration, Issues, Process Templates, and Scheduling.

My activities

Through my activities, users can create an Absence and Employee Request and also a generic task.

App Factory

Through this module, you can access the features for Workflow Automation, Application Designer, Integration capabilities, as well as RPA and AI.

Packages

Packages include:

• Process Intelligence
• HR Automation
• Sales Automation
• Project Automation
• Accounting Automation
• Document Automation
• Survey Automation

The custom apps include all applications that were built by users through App Designer. Access to the applications is granted according to the user’s access rights.

• Custom Menu Headers and Categories

When creating an app through App designer, you can choose one menu header and category from the existing options, or make new. According to the menu header and category you choose, the app is also displayed on the respective sub-menu or under packages. In the case a category is not set to a custom app, this app is found under packages.

Company Setup

This Comidor module includes Business Architecture, Business Performance, Data Management, and System Administration features. These features are visible to system administrators and users which the Admin package from the application rights is activated for.

General Search Mechanism

The Search Icon opens the main search bar.

1. Type the term related to the search
2. A pop-up Search window opens. From this point, you have two options to search for the information you are looking for:
   • The Application tab to find an item saved in Comidor applications such as a Comidor Object/Entity (e.g. Project, Process, Task, etc.). Then:
     • Select on the Memos and/or Files checkboxes to search also there
     • Type the text in the search field if it is empty or edit the text to change it
     • Press Enter
     • Choose a specific unit/application from the table column that is fetched to see the respective records of the Comidor Objects/Entities
     • Select a specific record of a Comidor Object/Entity from the description column
   • The Help Center tab, if you desire to learn more about how to use Comidor features to efficiently complete your work. Then:
     • Type the keyword you want to find information for
     • Press Enter
     • A new browser tab opens redirecting you to the Help Center of Comidor website and displaying the respective results

Create an App Icon

Comidor gives the ability to users to create an app following 4 steps and using Natural Language Processing (NLP). In order to start an App Creation in 4 steps with NLP, click on the “+” at the top bar of your screen. A pop-up window will appear with the 4 steps to follow. Find out how to create an app in 4 steps with NLP.

Add Translation Icon

By clicking on the “Aa” you can translate words into a specific unit that is open at the time you are viewing. The translation is saved in the Translations unit, so the next time your team members enter the platform, they will see the translated words. Only users who have access to the unit Translations can show this icon on the top bar of the screen and can translate units’ words.

Add Tooltips Icon

Tooltips provide essential information for users and act as guides while using Comidor platform. Create tooltips for any form label, while completing a form. Simply, click on the responsive icon on the top left of your screen, click on the term you want to add a tooltip for, and, write the tooltip text.

Notifications Bar

The Notifications Bar keeps users up-to-date with what is happening in the organization and is related to their work:

Users can receive:

• (System) Notifications: These notifications inform the user when a new task/process is added when it’s time to start a new task/process, when a task/process has been completed or when someone has shared a folder with the user. Notifications created by notifications scenarios and reminders will appear here, as well. These notifications are also displayed in the notification pop-up message, notifications unit, and the workbench activity stream
• Messages: Once a new internal or external email is received, it lands in the mailbox
• Calendar Notifications: The Calendar gives you a view of your tasks, meetings, etc. You can choose to view only today’s tasks, overdue tasks, or upcoming tasks and then filter these tasks further. Click on the “√” icon to set a task as completed
• Absences: By clicking on the Absence icon, you see the colleagues that are on leave. You can choose to view the employees that are in absence today or any upcoming absences to delegate efficiently the tasks.

When the box number changes color from blue to orange means that there is at least one new notification of the specific notification type. For example:

means that you have 659 pending notifications and that at least one of these has just been added.

Notifications Handling

Clicking on each of the notifications icons will open up the notification group.

• (System) Notifications, including details on:
  • notifications about organization work units
  • when the specific notification has been sent
  • who is responsible for it

and the user can

• • Click on the description link to view the respective task or process
  • Dismiss a notification by clicking on the “√” icon
  • Dismiss all of them by clicking on “dismiss all” at the bottom right corner of the notifications window

• Messages, including details on:
  • internal and/or external emails received in the inbox
  • when each message was received
  • who sent it

and the user can:

• • Click on the description link to view the respective internal or external email
  • Set a message as read & complete with the respective icon
  • Mark all as read & complete which is an action text at the bottom right corner of the messages notifications window

• Calendar that notifies about the tasks in detail:
  • The tasks are grouped by tasks due today, overdue and upcoming
  • All tasks are clickable
  • Details about the assigner and the assigned user are included
  • When the task was assigned is also visible

If the user does not have any pending notifications of a specific kind, the message “Congratulations! You are up to date with everything” will be displayed when clicking on any of the above five notification buttons.

User Settings

Each user has access to their settings via their profile icon. Click on your profile icon:

• Go to your Profile
• View your account information and upgrade your plan (My Account)
• Quickly access the Settings
• View the system version number (About)
• Logout

Profile

Clicking on the profile, there is a section with vertical tabs on the left side with options for several actions. The available actions are:

• General: view or edit the profile’s general information. There is access to the following:
  1. Click on the Pencil Icon to edit information and/or upload a picture for the profile
  2. Provide Contact information such as home phone and email
  3. Add Address information like address, city, postcode, and country
  4. Fill in any social network accounts (LinkedIn-Facebook-Twitter-Skype-Youtube), or personal interests
  5. Click to Save the updated data
     

• Change password: change the password provided by the System Administrator

Passwords are case-sensitive and must be at least 8 characters long and must contain at least one lower case letter, one upper case letter, one number, and one special character.

• Manage emails: Connect an email account or delete an email account in Comidor Emails settings.
• View the Absences
  1. Select the current year to see all absences or filter the results based on specific date range
  2. Zoom in on a specific Absence Type
  3. Select the Status (pending, approved) if needed
  4. Click on Fetch to proceed. Printing and exporting options are also available
  5. View Roles that the System administrators have provided to the user
• View the Skills or add new skills. Most of the skills have been added automatically and are associated with the job title
  • To edit/review skills click on a skill and then press the Pencil Icon
    1. Adjust its information, such as skill, grade, certification, certification date, and certification authority.
    2. Upload a certification document and write a short description
    3. Click on save
  • Add extra Skills
    1. Click on the + icon to add a new skill
    2. Select a skill from the list, fill in the grade, add certification details (if any) and a short description
    3. Select the desired Save option (refer to Quick Reference guide)

The user is not allowed to multi-check and delete skill(s) unless they are a system administrator. A warning message will be displayed

• View the Schedule that is based on the region the user is a member of.
• Change the UI Parameters of the system, for example, the home screen background. Click to upload a new image. Select the corresponding checkboxes if you want the background image to be repeated or scaled
• Set the users that will be the Substitutes of the user during predefined absences. You can also add new substitutes at this point.

My Account

By clicking on My Account, you can see an overview of your current pricing plan, and upgrade to your preferred plan.

My Account includes details about:

• the number of users and paid users included in your plan
• the number of user apps that you use
• the number of flow apps that you use
• overview of available options to upgrade instantly your plan

Settings

Settings include the below categories:

• Summary: when opening the summary tab, you can:
  • Select the number of rows per table in the list view
  • Choose the application language
  • Choose the default access mode. The options are public, private, everyone, or the group that the user belongs to
  • Choose the default group setting as all, everyone, or the specific group that the user belongs to. This defines which tasks and processes the user can see and to which users or groups the user can assign a task or a process
  • Choose which notifications to receive:
    • All notifications
    • Only message notifications
    • Only entities notifications
  • Choose whether to include the inbox in the notifications bar. This means that the user will receive a message notification each time an email arrives for every email address that the user has connected in Comidor
  • Check whether to set the Emails as complete when read (Autocomplete on reading)
  • Check to hear a notification sound
  • Choose the first day of the week
• Signature: You can automatically include digital signatures in PDF documents. You can either draw or upload your personal signature.

• System administrators can also set up the Restricted, Confidential, or Secret Templates of Disclaimers for the mailbox

Messages & Notifications

Notification Pop-up

A Notification Pop-up is displayed on the top of the screen when a user logs into the Comidor account. Notifications will provide:

• Summary Information for objects such as Completed Process, Added Task, Event Invitation. The user is informed about how many more reminders they have and through the next icon they can navigate and see them one by one
• Quick Access to the specific work unit, Task or Process and access to its description
• The option to delete the current notification by clicking on the trash icon
• The option to close the notification using the close button

Desktop Notification

Desktop Notification ensures that the user is informed about a new notification, of any type, even if they are working on a different tab of the browser or they are working on a different program having minimized the browser.

System Information Message

When a system action takes place, e.g. a Comidor entity being connected with another entity, a System Information message will be displayed.

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