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Configuring Jobs Definition

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What does this section cover?

What are Jobs Definitions?

Jobs definitions is a set of business rules used to control the behavior of Jobs throughout their whole life cycle. Allowed Job Types to be used, must be defined in the definition.

Creating, Editing & Deleting Validations & Restrictions

ActionValidationsRestrictions
General
  • Multiple Job definitions can exist in the system but each one should have a unique name and alternative code.
  • Only one active Job definition can exist at any given time.
  • If no active Job definition exists, then no Job processes can be performed. 
  • Rules and restrictions specified in Job definitions are applied during the creation and maintenance of a Job. 
Create
  • All mandatory fields must be provided
  • Action Types and Sub action types have been selected if they are configured in the system
  • Job Types must be configured
  • At least one Job type should be included in the allowed Job types while creating or updating Job definitions
Delete
  • A definition can be deleted as long as it is not the active one
  • Not Applicable

Jobs Definition attributes 

Name

Description

 NumberAn auto generated number that uniquely identifies the accounts receivable definitions
 Name*The name of the definition
 Alternative code*An alternative code for the definition. On creating a new definition it defaults to the first letter of each word included in the name (in Capitals), if nothing else is specified
DescriptionA description for the definition
StateThe state of the definition which can be active or inactive.
Allowed Job TypesThe job types that can be used by users
Allowed Cancellation ReasonsThe cancellation reasons that are allowed to be selected on cancelling jobs. The default cancellation reason is specified through this section as well
Communication Settings

The communication settings for the emails. Based on the settings defined an email can be automatically sent based on each trigger and using the selected communication template. The states that an email can be automatically sent after each state change are:

  • On Creating
  • On Updating Requested Information
  • On Starting Progress
  • On Cancelling
  • On Completing
Subscription SettingsThe subscription action types and sub-types that will be used when subscription actions are automatically created during a job's processing. The subscription action types and sub-type is mandatory information but only if such types and sub-types are configured for each one of the supported subscription action behavior or business classification codes.
Job TypesThe list of job types that are requiring an approval
Start Work AuthorisationsA list of users or units that can approve jobs, considering that they have access to the group owning the job. Multiple users or units can be specified in this list. This information is mandatory if job types are specified

Defining your own Jobs Definition tailored to your company's needs

  1. Navigate to CONFIGURATION > CRM APPLICATION > JOBS > SET UP BUSINESS DEFINITIONS 
  2. Either search for an existing one or from the Top Menu click on NEW
    JOBS DEFINITION

  3. MAIN INFORMATION

    1. Provide the required information
       

  4. ALLOWED TYPES

    1. Click on ADD
    2. Select the Job Type from the drop down list
      Repeat the process for all Job Types you would like to make available for usage

  5. ALLOWED CANCELLATION REASONS

    1. Click on ADD
    2. Select the cancellation reason from the drop down list
      Repeat the process for all reasons you would like to make available for usage
    3. Select the default reason

  6. COMMUNICATION SETTINGS

    1. Select the stages for which you want to send an email 
      1. For each scope and trigger you can select

        1. Communication Template

        2. Communication Queue External System 

  7. SUBSCRIPTION SETTINGS

    1. Become Subscriber Action Type: Select action type from the drop down if you have configured custom actions in the system, using the specific behaviour code

    2. Become Subscriber Sub Action Type: Select sub action type from the drop down if you have configured custom actions in the system, using the specific business classification code
      Classification, Action Type and Sub Action type are visible only if applicable


  8. START WORK RULES

    1. Job Types
      1. Click on ADD
      2. Search and select the Job Types that will require an approval
    2. Start Work Authorisations
      1. Click on ADD and specify at least one user or unit that will be responsible for approving Jobs of types specified in the previous step. Select between
        1. USER
        2. UNIT
      2. Use the Search modal to select the user or unit you would like to add.
      3. You can select any type of Organisational unit according to the restrictions that you would like to set, or none at all
        JOB DEFINITION START WORK RULES
  9. From the Top Menu click on SAVE

  10. LOG INFORMATION

    Log information section keeps all the logging information related to the specific record

    • Basic set of information available in all entities
      • Created By User: The user that created the entity
      • Created By Unit: The unit of the user that created the entity
      • Updated By User: The user that last updated the entity
      • Updated by Unit: The unit of the user that last updated the entity
      • Date Created: The date the account was entity
      • Date Updated: The date the account was last entity
        LOG DETAILS

Deleting Jobs Definitions

  1. Search for the entity that you would like to delete
    Visit  Using Summary Pages   to find out how you can search using CRM.COM Summary Screens
  2. Click on the link of the record you would like to delete, to be transferred to the Data Entry page
  3. From the actions menu click on "DELETE"
     The entity will be deleted given that the validations are satisfied

Changing the Life Cycle State of Jobs Definition

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Visit Understanding Jobs for business examples related to Configuring Jobs Definition

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