Overview

Utilities are the tools that are used to implement, maintain or support business processes within the system. These include a scheduling engine for planning and executing CRM.COM processes in one flow, a data integration mechanism used for imports and exports, and an archiving utility for saving storage space occupied by unused data.

Archiving data to save space

Foundation > Utilities > Data Archiving Runs

Data used and generated by businesses increases exponentially. Insufficient storage space on database servers is directly related to slower performance, consequently, the need to archive unused data (data created up to a certain date) is increasing.

The archiving utility:

Compresses data that no longer has financial or marketing impact.
Saves the data in an archived structure on the database.
Updates the existing entities still available in the system that are associated with the archived data.

A record is created for every 'data archiving entity'. The record is available for download and can be permanently deleted if no longer needed.

Designated system users can execute the archive utility and delete archived data; the processes are password protected.

Non-archived data that refers to archived data (such as awarded events, spend requests, customer events and spend reward transactions) can be accessed without restrictions but cannot be modified. Actions (other than deleting, where allowed) cannot be applied to data that refers to archived data.

The following data can be archived:

Purchase customer events
Referral customer events
Achievement customer events
Financial statement customer events
Provisioning requests
Process run logs
Rated billing items

When any of the above data is archived associated records are also archived, such as:

Awarded events
Spend reward transactions
Provisioning request parameters
Process run log entity
Applied additive discounts

Archiving and managing archived data

To archive data you must set up an archive run definition using the NEW option on the Archive Data Process Runs screen.

Select the Criteria tab, use Data Archiving Entity to specify the data to be archived. Provide how many months old the archived data should be in Archive Data Created X Months Ago, the minimum (and default) value is 12 months.

Once you set up the definition you need to schedule the run by selecting the Scheduling Settings tab. Select to run the archive process now or at a specified data and time. SAVE the definition when you are done.

After the utility is executed, the archived data can be accessed, downloaded or deleted from a dedicated screen. You can download or delete data which is no longer needed by using the respective actions.

Data can only be downloaded and deleted by designated system users. Upon deletion or download the system will require the logged in user's password.

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batchImporting and Exporting Data

Foundation > Utilities > Imports

Foundation > Utilities > Exports

CRM.COM supports the rapid import and export of data for selected entities.

Imports

Imports use files (for which templates are available) to import data from third-party systems into CRM.COM. The following information can be imported in CRM.COM:

Traceable Physical Goods
Synchronise Products
Leads
Payment Gateway Requests
Accounts for Rewards
Vouchers
Contacts

If you would like to create an import navigate to the data you would like to import and create a NEW import. Most of the import screen are separated into 3 main areas:

General Information: Provide the name of the import, and optionally an alternative code and a description.
Input Settings: Provide information associated to the import. You can either provide specific values (in which case the import will ignore information provided in the file) or import the information from the file. In some cases, input settings may also be used as direction to the import, such as the warehouse where the items will be stored.
Scheduling Settings: Determine the time that the import will take place.

Once you Save the import click on Actions > Download Template and prepare the file. When you are ready to proceed with the import click on Actions > Submit and upload the file to be imported.

You will be able to view the results of the import using the Logs tab on the same screen, or through the Batch Process Admin Board.

Exports

Exports format CRM.COM data as a structured file for use in third-party systems.

The following information can be exported from CRM.COM

Vouchers
Payment Gateway Requests

If you would like to create an export navigate to the respective export page and create a NEW export. Export screens are separated into 3 main areas:

General Information: Provide the name of the export and optionally an alternative code and a description.
Output Settings: Provide information associated to the data you would like to export and the type of file you would like to create.
Scheduling Settings: Determine the time that the export process will take place.

Once you Save the export definition, click on Actions > Submit. Once the process has been completed you will be able to download the file. You can also view the results of the export on the same screen using the Log tab or through the Batch Process Admin Board.

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Using Pentaho Imports & Exports

Foundation > Utilities > Integrate Using Pentaho

A Kettle is a data integration tool implemented by Pentaho and embedded in CRM.COM. The Pentaho utility can be used to create custom Kettles for your application. Import and export Kettles can be scheduled to be executed once or on a recurring basis.

CRM.COM imports and exports are handled by Data Imports & Exports. Pentaho is only used for custom-made imports and exports.

The import and export directories are configurable in the modules.xml file.

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