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.

The post Comidor User Interface (UI) appeared first on Comidor Low-code Automation Platform.

• Use Comidor DMS to link files with other Comidor objects, like Processes, Tasks, Projects, Contacts, Accounts, Opportunities, etc
• Full version control with previous versions stored and accessible
• Automatic creation of a folder every time you create a Project or a new Account and save all related items to that folder
• View a document quickly by previewing it without the need to download
• Quickly upload a file using the Quick Add Icon

To access Files go to Packages > Document Automation > Files.

DMS Structure

Every user has access to three CORE folders based on Comidor DMS Structure:

• Personal Folder: your own personal files and folders where only you have access. To grant access to another user share the folder. The specific folder will appear in the other user’s Documents in their “Shared Folders”
• Public Documents: all the Files in this folder are available to all employees of the company
• Shared Folders: contains folders and documents that other users are sharing with you. Open or download any folder but they cannot be deleted or renamed

Create Folders and Files

To create a new folder:

1. Make sure you are in your Personal CORE folder or Public documents CORE folder. To go into these folders either double-click on them or click on them and then click on Open
2. To create a new folder either right-click on a blank Comidor Files screen space or click on the side and select Create Folder
3. A pop-up window appears prompting to name the new folder and click on Create.

To create a new file in a folder:

1. Right-click on a blank Comidor Files screen space or click on the top right and select the Create File option
2. A pop-up window appears asking the user to select the file type. Click on Plain Text to create a simple text file or Rich Text for an enhanced text document

• If Plain Text is selected a plain text editor appears where the user can write text. Click on Save to save the text file. Click Save and Close to save and return to the folder or Save as Message Template to save this text as an Email Template which will be used when sending a new email
• If Rich Text is selected a rich text HTML Editor appears where the user can write text, edit it, customize it, or paste text from a word file. Click on Save to save the text file instantly, Save and Close to save and return to the folder or on Save as Message Template to save this text as Email Template which will be used when sending a new email.

3. Some extra options need to be selected and are required to proceed to Save. Type a Filename and type for the file (*.html,*.txt, etc.). Click on Save.

Uploading

There are 2 ways of uploading files to Comidor:

1. If there are many folders and files on the PC or laptop you can upload them together. Make a zip folder on the computer and then in Comidor choose “Upload Folder (.zip)” from the right-side panel
   • When accessing a folder or Right-clicking on the white space around the files in the folder some options will appear on the side panel. Select Upload folder
   • Click on Select file button to select the .zip folder then Start upload
   • When the confirmation message appears to click on the Refresh button to see it inside the folder

2. To upload files inside a folder just drag-and-drop files on the bottom right box. Or click on that box to select files from the computer
3. Select the file(s) to be uploaded

For files that have just been uploaded a “NEW” sign appears next to their name.

Actions on DMS

Easily find a file, preview online, act on it and download it to your PC.

Search and Navigation

On the top left there is a Document Management Bar:

1. Type a File name in the search box and click on Enter. Or click on Refresh to apply the search preference
2. Search for Tags already applied to the Documents.
   • Adding Tags to Files will assist in the grouping, filtering, and finding them. Check for more information on Tags

3. Navigate to the folder with pagination buttons:
   • Click either on the backward arrow to go back in the exactly previous screen
   • Or on the upward button to go backward in the upper folder
   • Click on the Home button to go directly to the main CORE folders
   • Click on a pathname to go to that point of the path
4. Sort files and folders by Filename, Date, Size, Rating in an Ascending or Descending

Manage Folders

View the actions you can perform on the folders by either right-clicking on a folder where a new pop-up window appears or by simply clicking on a folder and viewing all the actions that are shown in the right-side panel.

• Open: Open the folder to view the documents and any sub-folders
• Copy/Move: Select to Copy or Move a folder to another folder which can be selected in the pop-up box that appears
• Rename: Rename the folder
• Delete: Delete a folder with all its sub-folder and documents. A message appears to confirm the action
• Download Files of Folder: The folder will automatically download in a .zip version

• Share: Share this folder with multiple Comidor users and groups. The users will have this folder saved in their shared folders and it will be updated automatically each time a user saves or updates a file. Notify the added users with a System–Notification and/or an Email. Select whether or not access will be given to all subfolders or just to the main folder. Click on OK to save the changes
• Properties: Check folder properties in the Summary tab to see which users and groups have access to the folder, folder index, location path, and creation information

Standard shortcuts are available in Comidor’s DMS: Ctrl + C (copy), Ctrl + A (select all), Ctrl + V (paste) etc.

View a Document

Save time by opening any document within Comidor’s native viewer system – there is no need to download the file. Right-click on the file you want to preview and click “View” or select the file and click on “View” from the side panel on the right.

Print, download, and read the document using the Comidor Online viewer tool. When viewing a *.html, *.txt, and similar text document types there is an option to Save the File as an Email Template in the Mailbox (provided that the email is connected in Comidor).

Manage Documents

Perform multiple actions on any file and easily edit Rich text and Plain text documents that are inside the Files:

1. Rate documents: Click on the stars next to each document name to give them a rating. Indicate the importance of any File with this star-rating system
2. Right-click on a document or simply click on it. A list of actions is displayed such as:
   • View: View documents online using Comidor Online Document Viewer
   • Copy/Move: Perform file actions like Copy, Move, Paste. Press Ctrl+Click on multiple documents. When copying or moving a pop-up appears to choose the destination path to paste selected files. For the Delete option, choose the file and press the “Delete” button from the keyboard
   • Rename: Change a document name and type in the pop-up that appears.
   • Delete: Delete selected document(s). A pop-up confirmation box will appear
   • Download the selected document(s)
   • Lock: While in a folder that has been shared with others block the modification of its files by selecting the Lock option. If a file is locked other users are unable to move, edit or delete the file until it is unlocked. Other users can only view and download the locked file
   • Link/Tag: Link this file with any Comidor object like Processes, Contacts, Accounts, Projects, Tasks, Opportunities, etc. or Tag a file to assist with filtering or locating
   • Notify: Use Notify to keep colleagues up to date on file changes by sending a Notification. Send a message notification as an Email to non-Comidor users (simply by typing their email address) – an Email account must be connected to Comidor to do this
     • Notify specific user(s) and groups about a document in a private folder that has been shared with them (go to “Change rights” above) or for a document that is in a folder that other users have shared with you
   • Send with Email/Send with internal mail: Send this document as an attachment through Email or internal Email
   • Edit: Edit online any plain text or rich text document
   • Google Drive: Upload, Share and Edit any file via Google Drive. The Google Drive account needs to be integrated with Comidor
   • Change rights: This defines the editing rights of a file and the option is viewable and editable only by the document owner. By default, any user who has access to a folder can edit its files. To allow specific users to edit a file make sure that you share the document’s folder with them first and then choose the File and click “Change rights”. Define the people (users or groups) who can modify the file (rename, delete, upload new version) and click OK
   • Properties: View a document’s properties e.g. document information, last modification, creation dates and times, which user has performed the actions and who has locked specific files. If the document’s owner adds you or your team in the Change rights list you will be allowed to modify it and unlock it
     • For users and teams to have access to specific files they should also have permission on the folder the document is in

1. • Comidor also offers Version Controlling on a specific document (tab in Properties pop-up box). Users that have permission rights for that document can track versions of that file (e.g. name or content changes and who made the changes). Select one version, delete this version and click OK to view the changes
     • For files that have more than one version, a star sign is created next to the name

DMS Integration

Comidor integrates quickly and seamlessly with this document management system: Google Drive.

1. Click on Google Drive to sync with the Google Drive files

• A new window appears asking for permission. Click on Allow to give permission for Comidor to access the Google Drive documents
• Manage the Google Drive documents directly from this point. Upload files with drag and drop or straight from the Desktop, check your storage availability, log-out or perform more actions by right-clicking on a file. Save files in Comidor, download files on the desktop or delete by right-clicking on a folder. Click on Sync current folder to synchronize it with the Google Drive
• When Google Drive is integrated, select a file and choose to edit or upload or share it in Google Drive
• Save changes in Google Drive DMS and see files updated in Comidor DMS
• When Sharing via Google Drive, a pop-up appears for the user to type the Email addresses of the person/contacts/accounts they want to share the file(s) with. Click on upload and share button
• The files will be shared and the recipients will receive a link to the shared file

The post Files (Enterprise Document Management) appeared first on Comidor Low-code Automation Platform.