BMS Getting Started | Admin | My Company - Part 2

Introduction

Admin > My Company

This article introduces pages from My Company > Outbound Email to Cytracom integration.

The My Company menu specifies settings about your own company.

1. On the global navigation bar, click Admin.
2. On the local navigation bar, click My Company.

Locations

The Locations page stores detailed information about your offices spread across different locations. For example, locations also use address information that appears on your invoices and to track which employees are located at which locations. For detailed explanation about the Manage Locations page, refer Locations.

Company Settings

The Company Settings page include the following tabs:

• General
• Timesheet
• Project
• Service Desk
• Invoice
• Contract
• CRM
• Inventory
• User Account
• Support User
• IT Complete

For a detailed explanation about locations and each tab under the Company Settings page, refer Getting Started : Admin > My Company.

Outbound Email

Admin > My Company > Outbound Email 

The Outbound Email page enables you to configure a custom outgoing mail server. This forces your instance of BMS to send all outgoing email and notifications through your company's mail server instead of the default SMTP server.

• Business Email - Enter the email address from where outgoing email has to be sent.
• Business Email Display Name - Enter the name that is to be reflected while sending the outgoing email.
• Use Custom SMTP Settings - No is selected by default. With the default option No in place, the only field where you need to enter information is Email Logs Retention field.
• Email Logs Retention -  Enter a number between 10 and 30. 

If you choose Yes for Use Custom SMTP Settings, a Test Connection button appears at the bottom after the Email Logs Retention field. Additionally, the Outgoing Mail Server, Username, Password, Server Port Number, and Encryption Type fields become editable along with the Email Logs Retention field.

• Outgoing Mail Server - Enter the outgoing mail server's name.
• Username - Enter the username for the mail.
• Password - Enter the password for the mail.
• Server Port Number - Enter the port number for the server. Default is 465.
• Encryption Type - Select an encryption type from the dropdown list. SSL is default, and TLS is non-encrypted.
• Email Logs Retention - Enter a number between 10 and 30. 
• Click the Test Connection button to test the connection. You should get yourself an email.

• Related Articles

  • Setting up Custom SMTP with Office 365 as Outbound Email in BMS.

  • Setting up Custom SMTP with GMAIL as Outbound Email in BMS

Custom Fields

Admin > My Company > Custom Fields

The Custom Fields page allows you to create custom fields that you can use in forms in many different modules.

Searching for a Custom Field 

You can search for custom fields by Field Name, Module Name, and Field Type.

Creating a Custom Field

1. Click New. A fresh page opens with four different fields.
2. Field Name: Enter a field name of your choice. The status of the field name is shown below. By default, the status is active. If you want the field to be currently inactive, select Inactive.
3. Field Type: Select a field type from the dropdown list. Select Yes to make it a mandatory field or select No to make it an optional field.
4. Module Name: Select the appropriate module name from the dropdown list.
5. Order: Select the order number. This can be increased or decreased according to the up or down arrow found at the far right of this field.
6. Click Save or click Save and Add New if you want to create another custom field.

Custom fields can also be included in Ad Hoc Report Writer reports.

Lists

Admin > My Company > Lists

The Manage Lists page maintains the list of values displayed by list fields used in standard forms. Each list is predefined. You cannot add a new list. Click any row in the Manage Lists page to edit that list.

Searching for a List

You can search for a list by List Name and Form.

Adding a List

If you want to populate a drop-down field with list items, you should have admin permissions and do the following:

1. Navigate to Admin > My Company > Lists.
2. From the records in the grid, click to choose the respective module's row under which you want your new list. A new page opens with Add and Delete buttons.
3. Click the Add button.
4. Name: Enter a name for the list item.
5. Active: By default Yes is selected. Leave the selection as it is if you want the list item to be immediately active. Select No if you want the list item to activate later.
6. Default: By default, No is selected. If you want to make it a default list item, select Yes. Otherwise, leave the selection as it is.
7. Click Save.

Repeat the above process for as many list items as you want.

Deleting a List

1. Navigate to Admin > My Company > Lists.
2. From the records in the grid, click to choose the respective module's row under which your list item is present. A new page opens with Add and Delete buttons.
3. Click the checkboxes of the items that you want to delete.
4. Click Delete. To delete all items at once, you can click the checkbox next to List Name on the top of the grid and then click Delete.

Exporting Lists

You can export the current page or all pages in the grid. 

To export the current page, click Export > Current Page. An Excel file containing the information will be downloaded to your computer.

To export all pages, click Export > All Pages. An Excel file containing the information will be downloaded to your computer.

Types of Lists and Where They are Used

• CRM
  • Accounts - Business Types
  • Contacts - Phone Type
  • Contacts - Email Type
  • Activities - CRM Activity Type ( like Call, Email)
  • Activities - CRM Activity Status ( New, In progress, Complete)
  • Opportunities - CRM Opportunity Type
  • Opportunities - CRM Opportunity Status
  • Opportunities - CRM Opportunity Rating
  • Opportunities - CRM Opportunity Lead Source
  • Sites - Site Market Type
• Projects
  • Projects - Project Type
  • Projects - Project Assessment
  • Projects - Collaboration Type
• Service Desk
  • Tickets - Ticket Note Type
  • Software Assets - Asset Software Category
  • Hardware Assets - Asset Hardware Category
  • Hardware Assets - Asset Vendors
  • Hardware Assets - Asset Brands
  • Hardware Assets - Asset Business Impact
  • Knowledgebase - Knowledge Category
• Inventory
  • Purchase Orders - Ship Method
  • Purchase Orders - Payment Term
  • Purchase Orders - Purchase Order Charge Type
  • Products - Product Composition Materials
  • Products - Product Brand
  • Products - Product Manufacture
  • Products - Product Cost Codes
  • Products - Product Pricing Levels
  • Stock Adjustment - Warehouse Adjust Reason
• HR
  • Employees - Education Institute Name
  • Employees - Education Field of Study
  • Employees - Education Degree

Company News

The Company News page manages communications published in module dashboards and the client portal dashboard. Types of communications include:

• Announcement
• Event
• Information
• Message
• News

Searching for News Announcements

You can search for company news by Title, Type, Date of Publications (From and To), and Date of Expiry (From and To).

Creating a News Announcement

1. Click New. A fresh page opens with multiple fields.
2. Title: Enter an appropriate title for the news.
3. Type: Select the category of news from the dropdown list.
4. Display on: Select the modules where the news has to be displayed.
5. Publish Date: Select a date on which the news has to be displayed first.
6. Expires on: Select a date on which the news has to expire.
7. Content: Enter the news that you want to display.
8. Click Save or click Save and Add New if you want to add another piece of news.

Exporting News Announcements

You can export the current page or all pages in the grid. 

To export the current page, click Export > Current Page. An Excel file containing the information will be downloaded to your computer.

To export all pages, click Export > All Pages. An Excel file containing the information will be downloaded to your computer.

Holidays

Admin > My Company > Holidays

The Manage Holidays page specifies the holidays recognized by your company.

Searching for Holidays

You can search for holidays by Name, From date range, and To date range.

Creating a New Holiday

1. Click New. A fresh page opens with multiple fields.
2. Name: Enter an appropriate name for the holiday.
3. Select Recurring or Not Recurring as the case may be. By default, the holiday is recurring.
4. From: Select a from date.
5. Select Active or Inactive. By default, the holiday is active.
6. To: Select a to date.
7. Click Save or click Save and Add New if you want to add another holiday. When you save, the page opens to reveal the Holiday Locations section below.
   
8. Click Add. The Search Locations window opens. It will show a list of office locations for your account.
9. Click the checkbox of the relevant locations on the left to select those locations.
10. Click OK on the top left. The locations will be added to the grid under the Holiday Locations section.
     
11. In case you want to delete any of the added locations, click to select the checkbox of the location on the left and then click Delete.
12. Click Save. You will see a green-colored success message on the top of the message to this effect.

Exporting Holidays

You can export the current page or all pages in the grid. 

To export the current page, click Export > Current Page. An Excel file containing the information will be downloaded to your computer.

To export all pages, click Export > All Pages. An Excel file containing the information will be downloaded to your computer.

Administrative Work

Admin > My Company > Administrative Work

The Administrative Work page creates tasks used to track time against company activities not associated with projects or tickets. Typically, administrative work tasks are non-billable. Once created, tasks are available on employee time sheets to classify time entries. Examples include paperwork, meetings, training, holidays, sick days, vacation, jury duty, etc.

The fields in the Basics section gives the path to Time Sheet route and Expense Sheet route with a status and a manager.

Adding a Task

1. Click Add. A popup opens.
2. Task Name: Enter a task name.
3. Status: Select a status from the dropdown list.
4. Work Type: Select a work type from the dropdown list.
5. Click Save.

Deleting an Administrative Work Task

1. Click the checkbox next to an administrative work task.
2. Click Delete.

To delete multiple administrative work tasks, select the checkboxes of administrative work tasks that you want to delete and click Delete.

Auth & Provision

The Auth & Provision page manages single sign-on and multi-factor authentication options.

Single Sign-on

Multi-Factor Authentication

User and Contact Provisioning

IT Glue Settings

To enable IT Glue integration, click Yes. The default selection is No. If you do not want to integrate BMS with IT Glue, leave the selection as it is.

For more information, see How to set up IT Glue/BMS integration?

Cytracom Integration

Refer here for Cytracom integration guide: How to enable Cytracom integration in BMS

Related Articles

• Locations
• Administrative Work Best Practices