The collaboration module consists of a set of tool which makes it more easy to collaborate and work across of the standard workflow in the ERP system.

A collaboration process may result in

  1. Business contacts created and maintained.

  2. Files stored in correct locations.

  3. Correspondence and messaging performed efficiently.

  4. Quality issues reported and solved.

Communication is the key to any business process, and facilitating easy and effective communication can increase productivity and decrease waste. All businesses have certain contacts connected to customers and suppliers, which need to be registered and maintained. Internal communication may be as important as external communication, and facilitating this communication flow will ensure a high level of efficiency across teams and employees. A part of the communication process is the sharing of files, with the traceability and organization to avoid confusion and extra work. Files need to be available to the employee at any given time, and restricted for the employees who do not need the access to perform their work duties. The last, but one of the most important methods of communication is the support system in place. This enables the company's service desk to have conversations with customers who are experiencing problems using the product, and resolve the issue in a timely manner.

The tasks relevant for collaboration may include

  1. Create a new contact - New contacts needs to be registered with the necessary details for a successful business relationship.

  2. Maintain contact details -The details on every business contact needs to be maintained and updated on a regular basis.

  3. File storage setup - Files are stored in the system and can be accessed based on the employees access level.

  4. Quality issues resolved - Issues are reported using a service desk application and are effectively handled by the service desk personnel.

Print Connector

The Print Connector (PCR) is a management application for superusers to keep an overview and control all the different print connectors for the company.

System requirements/recommendations

System requirements:

  • Windows server 2012 or higher

  • Windows 10 or higher

  • If you are going to do a lot of printing then we recommend a dedicated print server to guarantee that it is working smoothly

Install Print Connector

Type PCR in the program field in RamBase and press ENTER to open the Print Connector List. There are two ways to install the print connector, either download or use the Create New function.

Install from download

Click the Download latest print connector in the context menu and download the latest version of the print connector. The download will start in the browser.

The print connector is installed using the executable file. The installation is guided with an installation wizard that will take you through the installation step by step.

  1. Locate the installation file and double click the downloaded executable file to start the installation wizard.

  2. Follow the steps the wizard goes through.

  3. When prompted for username and password, enter your RamBase credentials.

  4. When prompted to create a print connector name, choose a suitable name. Your company may have naming conventions for print connectors so the superusers can have a clear overview, so choose accordingly.

  5. After the installation is finished, you will see an overview over all your installed printers.

Install from Email
  1. To install the print connector from the PCR application, click the Create New button in the left hand corner.

  2. Give the print connector a name.

  3. Enter a valid email address. The download link and License key will be sent to this email.

  4. Click the Download button in the email and follow the step-by-step instructions.

  5. Unpack the downloaded zip-file and follow the steps stated in Install from Download from step 2.

Print Connector (PCR)

The Print Connector (PCR) is a management application for superusers to keep an overview and control all the different print connectors for the company.

Print Connector List

The left box shows all the print connectors, sorted by the dropdown menu in the filter field.

Print Connector Details

Choosing a print connector in the left menu will display the details concerning this in the top right box:

  • Print Connector ID - The unique ID given to each print connector.

  • Name - The given name of the print connector (the user chooses this during installation).

  • Installed By - The person who installed the print connector.

  • Installed - Date and time of installation.

  • Version - Which version of the print connector which is installed.

  • IP Address - The IP address of the computer the print connector is installed on.

  • MAC Address - The MAC address of the computer the print connector is installed on.

  • Computer Name - The name of the computer the print connector is installed on.

  • Operating System - What operating system the computer runs.

Print Jobs

This folder shows all the print jobs to the chosen print connector.

Printers

This folder shows all the printers connected to the chosen print connector. This is the same overview as in the stand-alone print connector application, but without the detailed view.

Context menu
  • Quick setup of a print configuration - Quick setup of the print configuration.

  • Restart print connector - This will try to restart the print connector service.

Print Configurations (PRC)

The Print Configurations (PRC) application is basically a priority list over printers where a job goes through the list until it finds a suitable output configuration.

Print Configurations

This list shows all print configurations defined for this RamBase system.

Print Configuration

Details for the chosen print configuration and the printers.

Exceptions (Special Handling)

This can be used if you want to print a specific output to another printer. In example, if you want to send all customer invoices to the accounting printer.

Create a new print configuration
  1. Click the Create New button in the left corner.

  2. In the popup, add a name in the Name field.

  3. Select print group in the Print Group field.

  4. Click the OK button.

  5. In the Print Configuration area, click the Add Printer button to add a printer. This will open a popup where you can choose the different printers and paper size.

  6. You can drag & drop the order of the available print locations to prioritize the print order.

Print group

This function is used to group different print configurations.

Scheduled Print Configuration (BPR)

The Scheduled Print Configuration (BPR) application is used for scheduled printing. Example is if you want to automatically print a large number of invoices during the night and have the prints finished by morning.

Default Scheduled Print Configuration

Choose your print configuration. This must be done for each company.

Exceptions (Special Handling)

This can be used if you want to print a specific output to another print location. In example, if you want to send all customer invoices to the accounting print configuration.

Output Settings (OOS)

The OOS application is used to control the outputs from various applications in RamBase, and to specify the default outputs for a new customer or supplier.

The left pane contains two tabs. Select gives all the different outputs, categorized by modules, applications and functions. You can select the necessary outputs here.

Search contains a search field at the top. Use the search field to find the necessary outputs. The search results can be filtered by selecting . To view the documents that are available for customer output control, select Available for customer output control. The left pane now displays documents that you can select, to be the documents included by default when you create a new customer.

The description of the output is given at the top right side, and settings for print and email are given below.

  1. Select Print enabled if you require output through print.

  2. Select a document in the left pane and enable the Default for new customer slider.

  3. If you require output through email, select Email enabled.

  4. Select the necessary document in the left pane and enable Default for new customer.

The selected documents are added by default to every new customer and output according to the selected output channels, print, email, or both.

Print

You can enable the Print output functionality by using the slider. The various settings related to printing are given below.

Content
  • Paper Size - Select the necessary paper size from the list.

  • Copies - Enter the necessary number of copies.

  • Collated Key - Select YES to collate the printed outputs or NO to not collate.

  • Additional text - Opens a popup where you can enter additional text to add to the output. You can add text in several languages.

Design
  • Current design - This field shows which design is used. Select Preview to see a quick preview of the output design.

  • Design for tester - Select the necessary design from the list.

  • Testers - Select the necessary tester from the list.

Email

You can enable the Email output functionality by using the slider and specify the following settings for email.

Content
  • Address source from - This field indicates from where the address is retrieved from.

  • Subject file name and body - This button opens a popup where you can edit the subject file name and body for the output.

  • Additional text - Opens a popup where you can enter additional text to add to the output. You can add text in several languages.

Design
  • Current design - This field shows which design is used. Select Preview to see a quick preview of the output design.

  • Design for tester - Select the necessary design from the list.

  • Testers - Select the necessary tester from the list.

To view the documents that are available for supplier output control, select and select Available for supplier output control.

  1. Select Print enabled if you require output through print.

  2. Select a document in the left pane and enable the Default for new supplier slider.

  3. If you require output through email, select Email enabled.

  4. Select the necessary document in the left pane and enable Default for new supplier.

Specify the settings for Content and Design in Print and Email as given above.

Select print location

From anywhere in RamBase, select the account in the top right corner. At the bottom you will see several drop-down menus. Choose the one called Print Group and scroll to your preferred print group. Next you can use the Print Configuration, to further narrow down the actual print location.

How to check if a domain has included spf.hatteland.com (also known as Spoofing)

We send out emails from RamBase that look like they come from the end user. E.g. something@yourcompany.com, but in reality they come from an email address from RamBase.

This is called spoofing and this is the usual way to do it. However, in order for these emails not to be flagged as spam or junk, the owner of the domain we are spoofing, in this case yourcompany.com, must include a spf pointer in their email setup.

  1. Add the following information in the SPF pointer: include:spf.hatteland.com.

  2. If the customer don't know how to check if this is implemented. You can use this procedure:

    1. Go to: https://toolbox.googleapps.com/apps/dig/ and put in the domain. E.g www.Company.no.

    2. Select TXT in the menu to see what text entries that are listed.

    3. In the first example you can see that spf.hatteland.com is missing and in the second it is there.

    4. If this is not setup for your company then please contact your local email provider and get them to add spf.hatteland.com to the domain

Contact management

A contact is a person or company registered in the system. It is also used by the system to hold information about potential customers when they registers on the web. All contacts have different terms and preferences, all of which must be maintained and updated.

This process may result in

  1. A new contact is registered.

  2. The contacts contact information are maintained.

  3. Contact relations are closed.

Contacts are registered with all necessary information in RamBase. As many people change job titles, responsibilities and contact information several times during their career, it is important to maintain this information. In addition to this information, it is possible to set ownership on a contact, where the owner is the contacts parent company. This function is used for webshops to register potential customers who create a customer profile before purchasing. This contact profile can then be used to keep in touch with the customer and advertising.

Tasks involved in this process

  1. Register a new contact - A new employee or new business associate is registered as a contact.

  2. Maintain and update the contacts - Update information and similar for the contact.

  3. Set ownership - Set the owner of a contact, which is normally the company the contacts works for.

Managing contacts and addresses

Contact persons connected to a customer or supplier is usually added or created from the Customer (CUS) application or the Supplier (SUP) application. Management of customer contact persons also involves the process of maintaining information regarding contacts.

Prior to connecting a contact person to a customer or supplier you have to add this contact the person to the system. When the contact person is to be connected to a customer/supplier, he or she will then be available for selection.

Different addresses for the customer can be created and maintained from the customer register. RamBase differs between shipping addresses, documentation addresses, and office/visit addresses. Several, for instance, shipping addresses can be set for a single customer.

Contacts (CNT)

A contact (CNT) is a document which is normally created by RamBase users to store contact information about a person or company. CNT is also used by the system to hold information about potential customers when they registers on the web. All contacts need to be defined by the owner, which can be customers, suppliers or companies.

A contact person may be some person who is a contact person in the traditional sense at a customer or supplier registered in the database.

To open the Contacts (CNT) application, find Collaboration in the RamBase menu and then Contact management. Click Contacts to enter the CNT application.

Field descriptions
  • Details area:

    • First name - This field requires the contacts first name.

    • Last name - This field requires the contacts last name.

    • Job title - This field requires the contacts job title (i.e. Developer).

    • Preferred Language - This field enables the user to change which language he/she prefers.

    • Category - This field requires the name of the department the contact is working in.

  • Privacy area - The privacy area displays a set of preferences for the contact in regards to receipt of mail, such as newsletters, deals etc. Use this area to handle personal related data about the contact responsibly, to make sure it is within the scope of the General Data Protection Regulation (GDPR).

  • Emails, Phones and Addresses areas - These areas displays all the methods of communicating with the contact. Here you may find email addresses, telephone numbers and business addresses.

Context menu
  • Admittance - The Admittance popup displays what admittance the contact has to external programs.

  • Referenced by - The Referenced by popup lists all the elements in RamBase this contact is connected to.

Contacts handling

A contact can be connected to a customer(s) (CUS) and/or supplier(s) (SUP) and/or a person (PER), where information regarding document handling and other detailed information can be inspected and edited. This related CUS document can be found and accessed from the Referenced By popup in the CNT document.

Connect a contact person to a customer/supplier/employee

Select relevant Customer (CUS), Supplier (SUP) or Personnel (PER).

  1. To open the Customers (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Highlight the relevant CUS and click the Contacts tab.

  3. Click the Select contact button and use the Contact field in the popup to search for the specific Contact (CNT). A list of contact persons appears in the popup.

  4. Click on the specific contact person from the list and click the OK button to add the person to the customer.

It is possible to add a contact person (CNT) to several different customers (CUS) and suppliers (SUP).

Register a contact person in RamBase from SUP/CUS/PER application
Add a Contact person (CNT) directly from the Customer (CUS), Supplier (SUP) or Personnel (PER) program

Select relevant Customer (CUS) / Supplier (SUP) / Personnel (PER).

  1. To open the Customers (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Highlight the specific CUS and click the Contacts tab.

  3. Click the Create contact button.

  4. In the popup which appears, enter all relevant information needed for this specific contact, such as name, title, email and phone.

  5. If the contact person you are looking for is not listed in the popup, you need to add it to the system in order to connect it to a customer, supplier or personnel.

  6. Click the OK button to register the new Contact (CNT) to the selected CUS.

File storage

The main goal of file storage is to be able to keep track of all paper-based information that are crucial to your business processes.

The process may result in

  1. File attachments are handled.

  2. File manager is used efficiently.

  3. Office plugin is installed and operational.

Information control is one of the biggest challenges for a company, especially after reaching a certain size. Many companies use third-party solutions, which in many cases reduce efficiency as the employees have to change between several systems to perform their tasks. RamBase has an internal file storage system which connects the files to their related documents or customers, ensuring they are always available for the specific employee who is working with the document or customer. This file system is also integrated with Microsoft Office Word, allowing files to be saved and accessed directly from RamBase.

Tasks involved in this process

  1. Handling file attachments - How to use and save file attachments.

  2. Using File Manager - Using RamBase file manager to keep track of your files and ensuring traceability.

  3. Installing Office plugin - How to install the RamBase Office Manager plugin and using it.

Settings for Collaboration - File storage

Setting name

Description

Archives and documents in File Collection

Value in this setting should be the archives/documents that could be collected for 'File Collection' in Filemanager. The files are filtered in folders by the the file type chosen during upload. The folder will inherit the file type name and contain all files in this category.

Use File Manager

If this setting is "ON" - File Manager in RamBase can be used. For more information: https://help.rambase.net - Filemanager

Exporting data from RamBase

Data is exported from RamBase in the form of a spreadsheet with comma separated values (CSV).

The action menu option Make CSV file: XXX is available in many applications in RamBase where CSV file export is expected.

How to export a CSV file from RamBase
  1. Press F12 to open the action menu and choose the option called Make CSV file: XXX.

  2. This will create an email, sent to the registered email address given in the Personnel archive, with the CSV file.

NOTE: Your spreadsheet application may sometimes open a CSV file as a normal spreadsheet, which can manipulate the content (reading numbers as dates etc.). The best way to open the file is to first save it locally on your harddrive, open your spreadsheet application and use the Import CSV file function extant in most spreadsheet applications.

Attachments and remarks

Attachments such as drawings, terms, contracts, certificates and deviation forms are in many situations desired by the customer. This means that these documents need to be available and able to be included in a sales order if desired.

There are several methods of connecting attachments to a sales order. The criteria is that the files need to be included directly on the Sales Order (COA), or they need to be included on a connected article or Goods Reception (SSA). RamBase does not support connections to files outside of the system.

To upload files to a COA you can easily drag and drop the desired in the Files area while in the COA, article or other documents. An alternative is to open the File Manager in the toolbar when you are in the document. In the File Manager you can upload files directly to the specific document.

Information and remarks can also be added to a COA, whether information meant for internal or external use. Internal information will only show in RamBase while external information will be available for print and/or mail.

To add internal information on the COA you can click the button Add a message, where you may enter information.

To add internal information on a COA item line, in the Notes folder, click the button Add a message, where you may enter information.

To add external information on the COA, enter information in the Note field.

Rambase Office Add-in

RamBase Office Add-in is an extension of RamBase where the user may archive emails from Microsoft Outlook and documents from Microsoft Word in RamBase. These emails and documents will be traceable and accessible for other users, depending on admission level.

Installation
  1. Close all Microsoft Office products (Outlook, Word, Excel, etc.).

  2. Navigate to the link https://officeaddin.rambase.net/officeaddinpublisher/ and download the program.

  3. Click Install in the popup.

  4. Follow the installation steps to the end. When you are finished, open Outlook, and you will see the Archive Mail icon in the top menu.

  5. The first time you use it you need to log in with your RamBase credentials.

Using Office Add-in

Both Microsoft Word and Microsoft Outlook will receive an icon in the menu bar, which is a shortcut to Office Add-in and its functions.

Rambase Office Add-in - Microsoft Outlook

RamBase Office Add-in can be installed using this link: https://officeaddin.rambase.net/OfficeAddInWS/

When the Office Add-in Outlook plugin has been installed, you will see an icon called Archive Mail at the top. Click it to open the application. This is available from both the outlook application header and directly from a specific email.

There are three different possibilities from the RamBase Add-in:

  1. The user can import the email and link it to a customer/supplier account. There you can also link email and attachments to RamBase documents.

  2. The user can create a Task in RamBase based on the email and information in the email, the email itself will be added as an attachment on the task.

  3. The user can create an Opportunity based on the email. Opportunity can be created with or without a contact-customer relation. If customer relation is added, it will show in the email/correspondence list on the customer as well.

Choose which system you want to use in the drop-down menu and click the Login button.

Choose which database you would like to use in the top right corner. Your standard company will be selected as default.

Choose which customer/supplier you want to link the email to and use the checkbox under Mail. The program will register the correspondence on a customer or supplier depending on what the contact is connected to in RamBase. If the email address is not connected to a contact in RamBase it is possible to create a new contact from the office plugin. This will also control which types of RamBase Documents will be visible.

You will see the customer/supplier added below. RamBase will check to see if there are duplicates of the files in the system, which is indicated by the yellow icon for existing versions in the system and blue for non-existing.

To link a RamBase Document to the mail, use the dropdown menu on the right side of the screen, and select the document type you want to link. Select the specific document in the list, and click the chain icon to link the document to the mail. You can see the expected action stated in the blue information box. This linking works the same for the attachments. The links are added below the mail/attachments.

Click the ARCHIVE button when finished. If the Create task after upload is is checked, a task for this will also be created.

The mail and links will be available in RamBase in the Emails folder on the Customer (CUS). The links will also be available in the selected documents.

To create a Task from an email, use the Task button/choice. Task is created in your default company, meaning that attachment will be displayed for this company. Task title is collected from email subject, but can be edited. Further, the user can add description to the task and choose Priority and Deadline. If it is a private task, use the checkbox for this and if the user wants to add the email text to the task there is a checkbox for this as well. The task will then be created in RamBase and assigned to you. More information and details can be added in the Task application in RamBase.

If the user wants to create an opportunity, chose the Opportunity button/choice. Opportunity will be added to your default company, but if you have access to more than one company you can choose this in the dropdown. Opportunity title is collected from email subject, and if the sender of the email is an existing contact with a customer relation this will be added to the opportunity. Further you can add Value, Expected closing date, Stage and Probability. After creation the Opportunity can be edited and followed up as normal in RamBase. Email will be attached and if a customer is selected there will also be a record in the Emails folder on the specific customer.

File manager

RamBase is built around the concept of documents that flow from one business process to another. For example, a request for a quote is forwarded to a quote, and then to an order and shipping advice. These processes create documents, and you can upload files as attachments to these documents.

Use the File manager (FILEMANAGER) application to manage files and link them to documents in RamBase. Select the icon in the upper right corner in RamBase and select Filemanager. You can also click the F9 key from any application to open the File manager application.

Their are three important Company settings (CSV) to know about:

  • Related content for PWO - If this setting is ON, LCMs are listed as related objects for Production work order (PWO), and materials are listed under each LCM. If the setting is OF, materials will be listed directly under the PWO.

  • Automatically create file collection folder in File Manager - Automatically create new File Collection folder in File Manager for CSA after serialnumbers from SSA has been added. Requires complete shipment. To use this setting, the SerialNumber automatically copied from Goods Reception (SSA) setting must be set to ON.

The Objects tab: This is available if you enter the file manager from a document. Highlight a document and click on the icon to create a folder:

  • File collection - Gather all files from production orders, units, materials etc. of all file types and on all levels. Top level being the selected one.

  • Material certificates - Gather all material certificate files from the current level and all sub levels.

  • Measure reports - Gathers all measure reports from this level and all sub levels.

  • Working folder - A working folder is the type of folder that is open. Users can add or remove files at any time. The system does not have any knowledge of the files in it. Use this type of folder to gather files that is not covered by any of the system type folders, or to temporarily store files for later reference.

Use the Related content area to find files related to the selected item easier.

The Library tab: The folders under My library are your personal folders. The folders under Company are the common folders in your company. The folder under Corporate contains company-specific files that are shared between companies in larger businesses.

The Files tab: All the files in the system is visible here. It is also possible to see your uploaded files, drafts and revisions in this tab.

Use the Search field to the right to filter your search.

How to use the File manager application

Use the File manager to upload, archive, read, edit and download files. The colored vertical bars to the right of the document indicates the status of the document. The user that uploads the file has the ability to delete it, the Delete file button will then be available.

To link a file to a document, drag any file to the document from File Explorer in Windows. You can now find the file using File manager. You can also link the files to other folders and RamBase documents using the File manager application.

  1. Select the Upload files button in the file manager to upload files to the file manager application and link them to your documents.

  2. Highlight a document in the Objects tab and click on the icon and select Working folder to create a working folder in the filetree. You can maintain a static copy of files from various processes and also upload files to your working folders.

  3. You can drag files into other folders from the working folder.

  4. To link several files into other folders, select the applicable checkboxes at the left side of file icons. Drag the selected files into the necessary folder.

Download

When you select the checkbox to the left of the file, the Download button appears. Select Download to download the selected files. If you download more than one file, the download is a Zip file.

Preview a file

Click on the Preview popup icon next to the status or click on the button to preview the file. When you click on the button you get two more preview options. Click on the magnifier icon to preview actual size of the file or click on the arrow icon to open the file in a new tab.

Only known file types with text content or pdf can be previewed. Files with their own formats, such as office cannot be previewed.

Check out

Select Check out to download a file for editing. All versions of the file are available for download.

When you check out a file, it has the status 1. This informs other users that the file is not the official version. When you check out a file, the following options are available:

  1. Delete draft - Use this option to delete the draft version and revert to the original version.

  2. Check in - Use this option to check in the new version, with your edit.

  3. Upload draft - Use this option to upload a new draft of the document.

Make new version

Use this option to upload a new version of the file.

Link files to other folders

Drag the file to the folder where you want to link the file.

File information

The tabs in the Preview pane give information about the file you are previewing. It is possible to change the properties of a file, such as name, subject, search terms and version description in these tabs.

  • The Details tab gives information about the file type and it possible to change it. Add tags in the Search tag field, the tags added in this field can be used in the Search field to find that file. Add a description in the Description field.

  • In the Versions tab, you can choose a different version of the file and view the date and time it was updated. You can change the filename and the change description. The uploader is displayed here and the file size. Select Download to download the file.

  • In the Permissions tab, you can specify which Users and Roles that will have access to the file. Select if the user is allowed to delete, change or read the file with the checkboxes. Read gives the user access to preview and download the file. Write gives access to upload a new version of the file. Detach gives access to link and unlink the file to other objects. If any users or roles are added, they are the only users who can see this file. It is visible to everybody by default. The creator is always added if any permissions are given.

  • In the Attached to tab, you can see where the file is visible in the system. It is also possible to unlink the file from the specified document by deselecting the checkbox.

Correspondence and messages

Correspondence is messages received from and sent to customer and suppliers, and of highest importance to the company.

This process may result in

  1. Sending and receiving internal messages.

  2. Sending and receiving screenshot messages.

  3. Using the integrated MS-Outlook plugin to handle e-mail messages.

Managing the correspondence received and sent from the company is the key to successful customer and supplier relations, but the task of controlling this can be challenging with multiple customers and suppliers. RamBase has several different methods of communication, in several specific areas. The users can send internal messages to their colleagues directly in the system, including screenshots of documents they are working on, effectively explaining issues or asking for opinions and approvals. RamBase is also integrated with Microsoft Outlook where attachments and messages are saved within the system.

Tasks involved in this process

  • Internal messages - Sending and receiving messages from colleagues internally in the company.

  • Screenshot messages - Sending screenshots of documents using the internal message system in RamBase.

  • Microsoft Office integration - Integrating between Microsoft Office and RamBase.

Internal Message Service (IMS)

Internal Message Service (IMS) is used to send messages between RamBase users.

The Inbox folders shows all your received Internal Messages, and the Sent folder shows all messages sent. You may filter the results using the radio buttons.

Send an Internal Message

To send an Internal message you need to enter the IMS application. To open the IMS application, find Collaboration in the RamBase menu and then Notes and messages. Click Messages to enter the IMS application or by pressing F8 anywhere in RamBase.

  • Click the Create new message icon to open the message popup.

  • Enter the recipient.

  • Enter the subject in the Subject field.

  • Click the Participants folder to add recipients, either persons or groups and click Send.

Send a link by email

If you want to send the link on email rather than an internal message:

  • Press F12 to open the action menu and choose the Send Link by e-mail option.

  • This will open your default email client and add the link in the message, and the document ID as the subject.

  • Send the email.

Sending a screenshot message

The service is especially handy if you want a colleague to view a document. Any document in RamBase may be sent as an internal message.

  1. Press F12 to open the action menu and choose the Send as Internal Mail option.

  2. Add recipients using the yellow arrow, or the list presented.

  3. Click Send.

Email attachments

To attach files to an email, you will first need to upload them into RamBase. You can do this either using File Manager or using the Context menu option Notes and attachments, and then using the Upload button.

Assuming all documents are uploaded, either on the COA or on connected articles or other transaction documents, you have the option of controlling which documents to follow the COA. Choose the Context menu option Select attachments for email..., which opens a popup where you may select the desired documents. Click Update after you have made the selection.

Tasks and notes

Task and notes are collaboration tools used to follow up customers and suppliers

This process may result in

  • Create and follow up tasks.

  • Create free-text notes.

Notes can be created on any document and depending on what you choose, the note will be visible on the main level or the item level. This feature allows users to add information necessary and available for the following processes. The notes notes can be warnings, descriptions or other types of information important for the specific document or process.

Tasks involved in this process

  • Create a note - Create internal notes in RamBase.

  • Create a document message - Create messages connected to specific documents in RamBase.

The Task Application (TASK)

You can use TASK to create and organize various tasks for yourself and other employees in your company.

To open TASK, select Collaboration > Task > Task in the RamBase main menu. You can also enter TASK in the Program field and select the ENTER key.

Create a task
  1. To create a new task, select .

  2. Enter a descriptive name for the task in Title,

  3. You can assign the task to yourself or any other employee in the company. Select to open the employee lookup or select to open the PER application. Select the necessary employee in the PER application.

  4. Select and to specify the date and time by whch the task must be completed, the Deadline.

  5. Select Private if this task is private and must be visible only to you.

  6. Select Create another if you want to create another task after you create the current task.

  7. Select OK. The new task is created.

  8. Select to specify the task Process template, Process name, Deadline and if the task is Private. Select Manage templates to open the Process Template (PTM) application. Refer to Process Templates (PTM) for more information.

Task List

The left pane in TASK shows the list of your tasks. The tasks can be in one of five statuses.

  1. To Do

  2. In Progress

  3. Done

  4. Archived

  5. Deleted. You cannot see deleted tasks.

  • Set the status icon on the left of the task to another status such as In Progress, or Done. Once you set a task as Done, it is archived after a period of time. A deleted task is not displayed in the task list.

  • Select to apply filters to the displayed tasks. You can apply filters to view active tasks in ST:1, ST:4 and ST:8 - tasks that are To do, In progress or Done. Archived ST:9 displays only the archived tasks. Unfinished tasks ST:1 and ST:4 displays tasks that are To do or In progress. Finished tasks ST:8 and ST:9 displays tasks that are Done or Archived.

  • Deselect to view the archived tasks.

  • Select to view the tasks in one of the following views.

    • List view by deadline. This is the default view, where the tasks are arranged by deadline date in descending order. Select to change the default view.

    • List view by created at. This list view shows the tasks according to the date of creation in the descending order.

    • List view by process. This view lists the tasks sorted by the processes they are a part of.

    • Board view by status. This list gives the tasks as a board divided into the various statuses. You can drag the tasks in this list to rearrange them.

    • Board view by deadline. This list is given as a board divided into three columns - Today, Tomorrow and Later. The tasks are placed into the applicable columns depending on their deadlines. The list can be rearranged by dragging.

      The first time you move a task to the Later column, you are prompted to specify the number of days to postpone the deadline, which is saved and set as the default. The default can be changed using Deadline late by. Select to set the Deadline late by, which can be from 2 to 9 days.

Task details
  • Title. Enter a descriptive name for your task.

  • Description. Enter the description of your task here.

  • Checklist. Select to add one or several checklist item to the task. You can select the checkboxes when the checklist items are done.

  • Status. Change the status of the task by selecting the necessary icon.

  • Deadline. You can change the date and time of the deadline for the task by selecting and .

  • Priority. Set the priority of the task as one of the following.

    • Critical

    • High

    • Medium

    • Low.

  • Activity. Select the type of activity associated with the task as follows.

    • None

    • Phonecall

    • Meeting

    • Email.

  • Assigned to. Select to open the Personell menuPER application, where you can search for and select the person to assign the task to. You can also select to search for the person by name or PID.

    Process. If the task is part of a process, the process is shown here. Select to open the Task Process (TSP) application. for more information about TSP, refer to The Task Process Management Application (TSP).

  • Created by. The creator of the task.

  • Total registered hours. Shows the aggregate hours registered for this task.

  • The following tabs are available in the Task Details pane.

    • Registered hours. select to register hours against your task and add a comment.

    • Tags. You can select various types of tags for your task and enter or select the tag. For every type of tag except Custom, a tag lookup is available. For example, if you select Employee, you can lookup the employees and select the necessary employee to create the tag.

    • Custom fields. The custom fields that you create and associate with TASK are shown here.

Create new Task

  1. Click the Create new task button in the lower left corner.

  2. Enter a name for the task in the Title field.

  3. Assign the task to someone using the Assigned to field. Type in parts of the name to use the auto-complete function, or use the arrow-icon to open the personnel archive (PER). The assignee will be notified with an Internal Message (IMS).

  4. If the task has a deadline, this can be set using the calendar function in the Deadline field.

  5. If the task is not to be seen or shared with others, you can check the Private checkbox at the bottom. This will ensure privacy for the task and can also be checked later in the process. If you are going to create several tasks, check the Create Another checkbox.

  6. Click OK when finished.

You will now have a task ready where you can add additional information if needed.

Add tags

At the bottom of the screen is an area called Tags. This function enables you to link different RamBase object, such as documents, employees, products etc. to the task directly. You can also choose a custom tag, which is a free text-tag. If you add a RamBase link, you will be asked if this should be treated as a RamBase Object link.

  1. Click the Add Tag button.

  2. Choose which type of tag you want to add.

  3. Depending on which type of tag you chose, the next field, Tag Lookup, will enable you to look through items within that category.

  4. Click the confirmation icon when finished.

The tag will be visible at the bottom as an active hyperlink. Click the X to the right side of the tag to delete the tag.

Create new process

Tasks can be organized into processes, which may contain one or several tasks. The process is given in the Task Details area. To open all the tasks involved in the process, click the arrow icon next to the Process field. The tasks will be listed in the Task List area. If the task has no process, it can be added in the same field if the process has been created.

Create a new process

  1. Click the Start Process button at the bottom of the Task List area.

  2. Choose the template in the Process template field. You can use the Manage Templates to enter the Process Template (PTM) application and create a new template if needed.

  3. Enter a new name for the process in the Name field.

  4. Enter a deadline, if needed, in the Deadline field.

  5. Click OK when finished.

The Task Process Management Application (TSP)

You can use a process to run multiple tasks simultaneously or in the necessary chronological sequence.

Use TSP to do the following.

  1. Create a process

  2. View process details

  3. Start a process

  4. Create a task to add to a process

  5. Add an existing task to a process.

  1. To create a process, select .

  2. Enter a name for your new process.

  3. Select and to specify the date and time of the deadline. The deadline specified in the task overrides the deadline you specify here.

  4. Select Private if your process is private. If you select this option, only private tasks can be added or created for this process.

  5. Select OK. Your new process is shown in the process list.

  6. Enter a description of the process in Process Description.

  7. To view the Created by information, select to open the PER application. You can search the employee list in PER.

  8. To add a new task to your process, select , or select to lookup and add an existing task. You can also search for exising tasks by entering your search criteria in the search field. Select to apply various predefined filters.

  9. Select to start a process.

  10. Select to look up and choose the process template to use to start a new process. Select to view the process details in the Process Template (PTM) application.

  11. You can name the process and select and to specify the date and time of the deadline. The deadline specified in the task overrides the deadline you specify here.

  12. In Process Details, you can specify the deadline, view CreatedBy and the Total registered hours against all the tasks contained in the process.

Process Templates (PTM)

Use PTM to make templates for processes for situations where a series of tasks are repeated. Instead of creating new tasks, you can create a process template containing one or more tasks and run the template every time these tasks must be done.

  • To open PTM, enter PTM in the program field and select the ENTER key.

In the process templates list to the left you can see all available process templates. The process details area to the right shows all details regarding the process and the tasks involved.

Create a new process template
  1. Select Create new Template.

  2. Enter a new name for the process template. Add a description if necessary.

  3. Select Add task to template and add tasks in the same way as when you create a new task in TASK. For more information on TASK, refer to <insert cross ref>. You can now see your new template in the list on the left.

    When you add new tasks to your template from PTM, the tasks are created in the same way as a task you create using TASK. The only difference is the Deadline offset, where you specify the number of days before the deadline of the process that the task must be set to Done.

  4. in Tasks , select to the right of a task to open the Process Template Details (PTMD) application. You can view the details of every task in the process template in PTMD.

Note in RamBase

Note in RamBase is an application to create and keep track of internal comments and information related to the specific RamBase context (can also be independent).

How to create a new Note in the RamBase Note application
  1. Click the Create a note button in the lower left corner.

  2. Enter a name for the note in the Subject field and check the Private checkbox if you want this note to be unavailable for others to view. Check the Create another checkbox if you want to create another note straight after.

  3. When the note is created, you can enter the note content into the Text field. As long as the note is in edit mode, it is locked to the current editor and cannot be edited by anyone else until the current editing is finished.

  4. Click the Add tag button to add tags to the note. The dropdown menus is used to find the correct tag. The first one is to select a category of the tag. It can be RamBase documents, contacts, customers or custom. The second dropdown menu helps you find the specific document or person. If you choose custom, you will be able to define the second part of the tag yourself.

    • Mentions: When you start typing a name, start with @ before typing the name and RamBase will make suggestions as you type. Choosing the suggestion will create what is called a Mention. In addition to adding the full name from the suggestion, it will also notify the mentioned individual that they have been mentioned in a note. The notification will be in the form of an Internal Message (IMS).

    • Export: The note can be exported to PDF or Microsoft Word using the built-in Export function you can find in the note format field.

    • Add Info Notification: This field is available at the bottom of the documents. It is used to create a header for the Note. This is also available in the Item view.

    • Additional Quality Description: This field is available in Goods Reception Items.Use this free text field to expand on the information stated in the Quality field if necessary. You will be able to see an icon in the SARK line if this field has been updated with information.

How to create a new Note from any Rambase document
  1. There is a toolbar to be used in every RamBase application where you can find the paperclip icon.

  2. There you will find the option Create a note for X. Clicking this will take you to the NOTE application with the document in question already added as a Tag.

  3. Continue with the note creation as described for the RamBase Note Application.

Notebook in RamBase

The notebook application in RamBase keeps track of notes and sorts them in book form, with notes sorted into sections and sections into notebooks.

Each notebook is divided into sections, which is again divided into the individual notes. Notes can be created directly in the notebook, or the option Include note in notebook, which is available on all notes, can be used. This option will open a popup where you can choose which notebook the note will be included in, and also which section within the notebook it will placed. A similar option can also be found in the Notebook application called Include an existing note in notebook. Instead of choosing a notebook to place the specific note in, you choose the note you want to place in the specific notebook.

The notes can be moved within the section using drag&drop. This is useful as the order of the notes will be used when the notebook is exported to Microsoft Word or Adobe PDF.

Creating a new notebook
  1. To create a new notebook, click the downward arrow in the Selected Notebooks field. This opens a dropdown menu where you can find other notebooks you have access to, or use the Create Notebook function.

  2. Enter a name for the notebook and click the OK button.

  3. This opens a new and empty notebook.

From here you can add new notes directly into the notebook, or include existing notes.