Key attribute profiling
l
Introduction to key attribute profiling
l
Designing a key attribute profiling structure
l
Creating a key attribute profiling category
l
Defining key attribute profiling category groups
l
Setting up key attribute profiling lists
l
Adding fields to key attribute profiling categories
l
Displaying key attribute profiling data
l l
Deleting a key attribute profiling category
Recovering a key attribute profiling category
Introduction to key attribute profiling
Key attribute profiling provides Sage CRM users with a method for setting up dynamic sets of data associated with People, Companies, Opportunities, Cases, and Leads.
For example, you need to store address details for a new company because all companies have an associated address. If you need to store more address information than the standard fields provide for, you can add new fields to the address or company tables.
However, you may also want to record company-specific information, such as which companies attended your roadshows, who attended, and when they attended. Some companies may not have any data in this section as they never went to the roadshows, some companies will have attended many roadshows, and some companies will have only attended one roadshow. This is ideal for key attribute profiling data.
To capture this using key attribute profiling data:
1. Design a key attribute profiling structure, which is a tree structure of categories.
2. Create a key attribute profiling category.
3. Define key attribute profiling category groups.
4. Set up key attribute profiling lists.
5. Add fields to the categories, which will record the data you want to collect.
6. Create a category group tab to display the key attribute profiling data to the user.
Designing a key attribute profiling structure
Before you build a structure of categories, create an outline design of the data, field types and key attribute lists you need. This helps you identify common key attribute lists, so you have to build them only once.
Sage CRM - System Administrator Guide Page 133 of 388
Example category types are: l
Parent Category : No Data Held l
Single Instance Data Category l
Multiple Instance Data Category
For example, when recording training information about people at customer sites, you want to record the results of multiple evaluation forms, so the Evaluation Form Feedback category is flagged as a Multiple
Instance Data Category. The other categories are Single Instance Data Categories, because data is stored directly within the categories.
You should also identify fields that are common to multiple categories.
For example, if you are collecting information about home appliances purchased, you may initially think of the following categories and fields:
All Categories
Washing Machine
Vacuum Cleaner
Fridge
You can quickly identify that each category has three fields in common; Manufacturer, Price, and Warranty
Expiration. Instead of creating these fields under each category, you can create a higher level parent category first called "Home Appliances", which has these three fields associated with it. Then, when you create "Washing Machine", "Vacuum Cleaner" and "Fridge" as child categories of Home Appliances, they automatically inherit the three common fields, and all you have to add under each child category is the Model key attribute list for each appliance type:
All Categories
Home Appliances
Washing Machine
Vacuum Cleaner
Fridge
Adding fields to the parent level category after the child categories are created does not automatically add the new fields to the categories below. If you add a field to the parent level and then add a new child category, the child category inherits the existing and new fields.
Key Attribute Categories do not store default values. If there is no selection, nothing is stored, so you can't report on empty check boxes. For this reason, you should use a “Yes” or “No” selection instead of a check box.
Sage CRM - System Administrator Guide Page 134 of 388
Creating a key attribute profiling category
1. Click <My Profile> | Administration | Advanced Customization | Key Attributes
| Categories.
2. Choose the category that your new categories are subordinate to from Key Attribute Categories. If this is the first category you're creating, choose All Categories.
3. Enter a name in Category Name.
4. Choose the category type. For example, to allow the user enter information more than once within this category, choose Multiple Instance Data Category.
5. Click Add. The new category is displayed in Key Attribute Categories.
6. Choose the category you want the new category to be subordinate to, and add the rest of the categories.
Category fields and field types
The following tables explain category fields and field types
Field Name
Field Name
Field Type
New Line
Required
Max Length
Entry Width
Key Attribute List
Description
Name of the field.
Check boxes, Text, Selection, Date/Time, and more. See table below for more detail. The Field Type defines how the information is added into the system.
Positions the field on a new line.
Defines if the field is mandatory.
If no data is added to any of the fields in the same category as the required field—including the required field—then nothing is stored and no validation error is raised. However, if any field in the category contains data, the required field is mandatory.
Defines the maximum length of, for example, a text field.
Defines the length of the field displayed on the screen.
If the Field Type has been set to Selection, the key attribute list must be specified here.
Sage CRM - System Administrator Guide Page 135 of 388
Field Type
Blank
Label
Text
Multiline Text
Email Address
WWW URL
Selection
Integer
Numeric
Date & Time
Checkbox
Phone Number
Currency
Description
Non-data field. Appears on the screen as ‘-’. It is used to align columns and insert offsets.
Non-data field. Displays the text from the Field Name on the screen as a label. The user is not prompted to input any data.
Free text in a single line.
Multiple lines of free text.
Hyperlinked email address.
Hyperlinked Web site address.
List predefined within the Key Attribute Lists tab.
Integer value.
Numerical value.
Calendar and time.
Check box.
Phone Number fields are displayed as hyperlinked values on the screen.
This allows CTI-enabled users to make outbound calls by clicking the value of the field.
Allows a user to enter an amount and select a currency from a list.
Defining key attribute profiling category groups
Category Groups specify the data that appears on a Key Attribute Profiling screen. You need to define one structure of categories only, but it's useful to define multiple category groups so you can reuse different sets of categories relevant to the data you want to collect.
You can specify a group as static or dynamic. A static group is stored automatically under the Group Entries heading, which forms part of the Key Attribute Categories list. A dynamic group appears in this list only after an action, such as a mail merge, mass email, or task, has been run against it.
1. Click <My Profile> | Administration | Advanced Customization | Key Attributes | Category
Groups. A list of existing Category Groups is displayed.
l
General Category Groups. This is the default.
l
Call Handling Category Groups l
Activity Category Groups
2. Ensure General Category Groups is selected.
Sage CRM - System Administrator Guide Page 136 of 388
3. Click New.
4. Add the Name and Description.
5. Use the arrows to move categories from Key Attribute Categories to Categories Within Group.
When you move a parent category, its child categories are also moved.
6. Use the arrows on Categories Within Groups to change the order in which categories appear on the Key Attribute Profiling screen.
7. Click Save.
Default activities
When you create a group, you can run actions or activities against it, for example, mail merge, mass email, or task. You can also create these under Wave Activities.
When you set up actions against a group, you are presented with a default communication screen. At the end of the communication screen a list of categories is displayed, filled from the Activity Category Groups.
Each of these hard coded Activity Category Groups is initially filled with a Default Activity Category. They appear under the System Categories category off the All Categories directory.
The Administrator can go in via <My Profile> | Administration | Key Attributes | Category Groups and change the contents of the Activity Category Group, but this deletes the Category Group. It is set up in this way because the administrator has no other way to define what appears on that communication screen from the user side, so they cannot specify a different Activity Category Group. All they can do is edit the existing one.
When the activity is saved, a new Category is created under the parent selected from the Category displayed, and all of the people in the group that the action is run against are linked to a piece of Key
Attribute Data (the date of the action). Not only can you tell who is on a group, but you can tell who had what actions run against them. You can also fill in a number of other fields on the category and use these to store feedback information.
Setting up key attribute profiling lists
You should set up key attribute lists before adding the fields to the categories you have set up.
1. Click <My Profile> | Administration | Advanced Customization | Key Attributes | Key
Attribute Lists.
2. Enter the list name in New List Name. The name can be a generic description of the list rather than map exactly to the field name, since you can reuse the key attribute list if it applies to a number of fields. For example, questionnaire answers such as Poor, Average, Good, Very Good, Excellent, are reused a number of times, linked to separate fields. A generic description for this reusable list could be Rating.
3. Click Add List. The Maintain Lookup Selections page is displayed. For more information, see
Fields .
4. Add Codes and Translations for the selections.
5. Click Save. The Key Attribute Lists page is displayed.
Not Currently In Use indicates the list has not yet been linked to a category in Key Attribute
Sage CRM - System Administrator Guide Page 137 of 388
Categories. When a list is linked to a category, this area is headed: Key Attribute Used In, and a list of all branches in the tree where the list is used is displayed.
6. Follow the same procedure to add more lists.
7. To edit existing selections, click Change.
Adding fields to key attribute profiling categories
1. Click <My Profile> | Administration | Advanced Customization | Key Attributes
| Categories.
2. Choose the category that you want to add fields to.
3. Click Edit Fields.
4. Complete the
Category fields and field types
and click Add. The fields vary depending on the Field
Type that you specify. For example, the Key Attribute List field is displayed only when Field Type is set to Selection.
5. When you've added all the fields for this category, click Save.
Displaying key attribute profiling data
To display key profiling data to the user, add a new tab to an existing tab group.
1. Click <My Profile> | Administration | Customization | Primary Entities | <Entity>.
2. Click Tabs.
3. Choose the tab group that you want to customize.
4. Enter the name of the new tab in the Properties panel.
5. Choose Key Attributes from Action.
6. Choose Category Group from Key Attribute Category Group.
7. Add an SQL statement to display the tab only when certain criteria are met. For example, the following statement displays the tab if the person works for a company where the Company Type field is set to Customer.
pers_companyid = (select comp_companyid from company where comp_ companyid = pers_companyid and comp_type = 'customer')
8. Click Add and then click Save.
Sage CRM - System Administrator Guide Page 138 of 388
Deleting a key attribute profiling category
1. Click <My Profile> | Administration | Advanced Customization | Key Attributes
| Categories.
2. Highlight the category you want to delete on the Key Attribute Categories list. You cannot delete or deactivate the All Categories top category.
l
If there is no data in this category, click Delete on the Category Details panel. The category is removed from the Key Attribute Categories list.
l
If there is data in this category, click Deactivate. The category is hidden from the Key Attribute
Categories list until reactivated.
Recovering a key attribute profiling category
1. Click <My Profile> | Administration | Advanced Customization | Key Attributes
| Categories.
2. Select Show Deactivated. Deactivated categories are displayed with an asterisk (*) beside the category name.
3. Choose the category you want to reactivate.
4. Click Reactivate.
5. Click Continue.
Sage CRM - System Administrator Guide Page 139 of 388
