Welcome to the Exact Product Blog

On this blog we will cover stories from all around the Exact ecosystem.

Posts Tagged ‘Grouping’

Rafiki’s Corner: The Art of Grouping with Exact Event Manager

Written by Sander van Triet on . Posted in Exact Event Manager

Exact Event Manager 1.8 is now in Controlled Release around the world. Folks are testing the solution against real life use cases and things are looking up. In this edition of Rafiki’s Corner, I want to deviate slightly from my normal approach of information broadcasting to functional insights into a specific feature. This is more of a How To type blog, and the attention now turns to The Art of Grouping…. using the Grouping capabilities within Exact Event Manager that are now embedded into the core solution.

The Grouping capabilities with Exact Event Manager comprise a mini collection of functionalities.

  • Simple Data Grouping at the Query Level – Single Level Grouping
  • Tables inserted into emails for grouped data
  • eMail Repeats – one email for grouped data
  • Summation on Columns in tables

Each one of these items represents a Product Backlog item based on market driven requirements. However, they are combined together into the simple title of Grouping (Single Level). What this really means is that Exact Event Manager is capable of performing a query, grouping data, then sending this data to an action, such as email, and then insert this grouped data into the ONE action (e.g. email). Gone are the days where one row of data from a query would create one action, resulting in potentially multiple emails going to the same recipient. You also no longer have to perform your grouping inside SAP Crystal Reports or SQL Server Reporting Services! So, lets’ take a look at how to go about creating a Grouping based Event within Exact Event Manager 1.8. We will start with a Use Case…

Once upon a time, there was a sales manager, Tommy, who really liked to know what was going on within his revered customer base. He prided himself on knowing the very pulse of what was happening and when. However, those were the days when we had lots and lots of assistants whose sole job it was to provide you with that sort of information. Today, Tommy no longer has any of those assistants, and has no idea to operate his Business Intelligence tool that his father recently had implemented in their aviation supplies company. This meant that Tommy had to reliquish his daily golf game and park his Diamond DA40 in the hanger! Oh, how unhappy Tommy was now that he was tied to his desk learning how to get information from the systems.

All this pain simply because Tommy wanted to know what Customers placed orders of $2,000 or more, and what those orders were, once a week. Once he had this information, he would always send them an email thanking them. Now, he has to try to figure out a way to extract this information, and without the help of a bevy of assisstants who had all been re-assigned. Surely his newly acquired iPhone 4S could help him with this task and he could fly to a new golf course every day? Then he heard about Exact Event Manager 1.8……. “Show me please!!!!” cried Tommy. Low and behold, Tommy found the instructions on how to set up Exact Event Manager 1.8 to handle exactly his needs. He took them to his IT Manager, his uncles’ brothers’ sister, Wanda and asked her to get to it. Here is what Wanda had to do….

1. Understand clearly what Tommy wanted and why (aside from being able to play golf and fly!)

2. Make sure she knew what data to extract from what tables

3. Go into Exact Event Manager 1.8 and create a new Event

4. Set up the Source and go into the Command Builder and build her query

5. Seeing that Wanda needed to create a Grouped Event, she has to make sure that she checks the Sort Type and Sort Order columns against the Customer Number. This turns on the Break On First Field (Grouping) Capability

6. Inside the Command Builder, Run the Query now to ensure there is accurate data coming back, and make sure the Query Type is set to Tracked

7. Click OK to Save and return to the Design Canvas

8. Select the email Action off the default templates on the right, and double click it to bring it onto the canvas.

9. You will notice that there is now a Check Box at the bottom of the Action box, called “Break On First Field”. Make sure this is Checked to indicate Grouping is in play.

Grouping Indicator on Action

10. Select the Connector between the Query and Action, so this it is red

11. Go down to the bottom right of the screen and select fields in the Property Grid, specifically the email address for the To field, and CUSTOM for the Body field.

12. Click on the ellipsis to the right of the Body field to bring up the Rich Text editor (with some cool new features in it!)

13. Start building the bosy of the email with tags being inserted.

14. Go to Insert on the top menu bar and insert a TWO (2) Row Table with as many columns as you need. You must have 2 Rows.

15. Lable the Columns of the Table and place the cursor in the second Row cells, inserting the data tags you need.

Insertion of Columns for Grouping of data

16. Click OK, exit out to the Design Canvas, click on the Save and Exit Icon

17. Don’t forget to set a schedule, or hit the Queue Now button to run this immediately!

18. Go give the good news to Tommy to get him out of your hair, along with a gift voucher for new golf balls.

Following these steps, Wanda was able to create a set of Events that would help Tommy with his hectic life. And so it came to pass, that both Wanda and Tommy were happy, and customers received weekly information and emails showing gratitude for their business.

And they all lived happily ever after. Tommy with his Golf and flying, and Wanda tending to her network and fish.


Rafikis’ Corner: Exact Event Manager and Grouping

Written by Sander van Triet on . Posted in Exact Event Manager

Exact Event Manager 1.5 is here and being put through its’ paces by various dedicated team members around the world. As we move closer to placing Exact Event Manager into the hands of customers, it is important that we spend some time on education, in and around Exact Event Manager.

In an attempt to highlight capabilities, not necessarily features, the Exact Event Manager team has put together a series of documents, known as Exact Event Manager Insights. These documents will be released as a series, and will contain a focused set of capabilities, providing insight into “How do I?” type questions, looking at what one can really do with the solution. The first document, “Grouping with Crystal Reports”, is the subject of this Product Blog.

The need to provide users of Exact Event Manager with the ability to send out one email message with a collection of data,  that may be grouped and sub-totaled, is of primary importance in delivering a powerful and efficient solution. This is how this requirement is handled in Exact Event Manager:

Use Case:

You are placed in charge of creating Events within Exact Event Manager. You have email, Synergy Enterprise, Crystal XI and Exact Globe, all from Exact. You have been working with the solution quite successfully and with some ease, when suddenly you get a call from the Project Management Office (PMO). The PM of a project is traveling with the team to Mauritius to implement a focused solution and one of their requirements is the automated delivery of Sales Reports, by Sales person and Customer, delivered to the Sales Manager once a week on Fridays.

You take a look at your solutions and tools available to you, and determine that this is not going to be too tough.

Solution Description

  • You quickly go into Exact Event Manager and build out your connection and query, using the built in Query builder, pulling information from the relevant Exact Globe tables.
  • You then go into Crystal Reports and pull up an old Crystal Report file (Sales.rpt) that you remember you developed last year.
  • You add logos, and make sure the data that is being referenced is correct, and that you apply grouping within the Crystal Report by Customer, making the report look professional. The report is Customer Sales by Sales Person.
  • You then go back into Exact Event Manager and select an email as the desired Action, set to run at 08h00 every Friday.
  • Within the Exact Event Manager email attachment editor, you point to the Sales.rpt stored on the server, set the output to be .pdf and assign the email address accordingly.
  • You save the Event, run a test, and off you go to take your long awaited flight lesson.

Exact Event Manager 1.5 leverages the power of various technologies as part of the solution stack. Crystal XI is one of those technologies, which provides enormous opportunities to leverage the inherent power of Exact Event Manager. In this instance, Grouping is a key aspect, and by leveraging the power of Crystal XI, users of Exact Event Manager are able to unlock the hidden potential within their business systems. If you wish to explore this topic more, please read Exact Event Manager Insights : Grouping with Crystal Reports (Doc# 21.738.335 – customer portal access required)

Rafiki’s Corner – A Sneak Preview of Exact Event Manager 1.8

Written by Sander van Triet on . Posted in Exact Event Manager

Greetings everyone! Fall (Autumn) is upon us, with blue skies, orange leaves around us and shades of exposed glorious travertine create a wonderful casserole of colour and promise. There is no better time than now to lift the covers off the newest addition to the Exact Event Manager family, that of Exact Event Manager 1.8. This release is full of the colours and promises of my favourite time of the year. Whilst Exact Event Manager 1.8 is not yet into Controlled Release (more to come in a later blog), I thought it prudent to provide you some insight into the short term future of Exact Event Manager. Here are some interesting highlights of what you can expect to see, very soon!

Simple Grouping

Tables in emails with grouped data

Support for Stored Procedures as sources and actions

Creation of Projects, Accounts and Resources in Synergy Enterprise, as actions

Software Developers Kit or API

I could write a thesis at this point on all of these new features, but time and space does not allow for that right now. Today, I will focus on providing some insight into inserting Tables in email bodies with Grouped data. I think this way, I will maintain your attention, and get you coming back for a little more next time….

Simple Grouping and Tables in emails (Grouped data)

This collection of features has been requested for a while, but now you have it..!!! The essence of the feature is that you will be able to define within the Alert, what data you want to group, then create an action that will take that grouped data and disseminate the details in the appropriate manner, with all common data going to the identified (grouped) common recipient. By that I mean, you will be able to create an event that looks for all orders over $5,000 within the month, and then aggregate them together by customer (the grouping), and then send the customer an (only 1) email with all the data nicely tabelled within the body of the email. No more “one action for one row of data”.

Step 1 – Work out what it is you want to do?!

Step 2 – Create the Visual Workflow

Step 3 – Create the query on the action to include all the necessary data with grouping on columns where needed

Step 4 – Create the email action, setting the Body to Custom, and entering the new Rich text Editor

Step 5 – Insert a table with enough columns and 2 (two) rows, with headings in first row and desired data in second row.

Step 6 – Indicate if you want summation on any columns

Step 7 – Insert a beautiful picture of snow angels if you wish

Step 8 – Save it!

Step 9 – Hit “Queue Now” to run it immediately without having to define a schedule (because you can now!!)

Step 10 – prepare for the next release of Exact Event Manager.

So, there you have it! A slew of new features, that are exceptionally powerful, rounding out this latest offering from Exact. have fun and until the next time….