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
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 expanding.
The archiving utility:
- Compresses data that no longer has financial or marketing impact.
- Saves the data in an archived structure in 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
- Spend request 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. Through the definition is important to define the data to be archived and which subset of that data will be archived by providing the time period which the data should have been created in the: Archive Data Created X Months Ago. The minimum (and default) value of which is 12 months. Once you set up the definition,you should SAVE and SUBMIT.
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.
Scheduling
Scheduling a task
Tasks which are used to handle more than one records in one flow are referred to as scheduler tasks, simply because they are sent to the scheduler for execution.
Even through they are called scheduler tasks they can also be executed instantly. When you are creating a task to be sent to the scheduler you will need to provide information with regards to the time that the process is to be executed. Additional to the option of executing instantly or at a time in the future, some scheduled tasks can be scheduled to be executed recurring, for example the billing run.
In the example shown in the image below you have the option to define
- Start Time
- Repetition settings
- End Time
Using the Scheduler
Foundation / Utilities / Manage Scheduled Processes
The scheduler is used to program and execute system tasks that are processed in one flow. Each task consists of a series of steps involving the simultaneous handling of multiple entries, without the need for manual intervention.
Each time a run definition is submitted, a task is created and sent to the scheduler for processing. The scheduler settings defined in the run definition determine whether the task is executed once and removed from the scheduler or whether it is recurring (executed and next one scheduled).
The scheduler can be in one of two states:
- 'Running': All 'Effective' tasks that have a CRON Expression equal to the current time are executed.
- 'Standby Mode': Scheduled tasks are not executed.
You can Start and Stop the scheduler by using the respective buttons.
You can use the Scheduled Task filter to view
- Scheduled tasks that have not yet been executed
- Running tasks which are currently running
- Completed tasks
Detailed logs of results for the jobs that have been executed by the scheduler are available in the Batch Process Admin Board
Each scheduled process is addressed by authorized application servers registered with the organization. If an application server is not defined for a specific process, then the organization's default application server is used.
Refer to Scheduler Settings for more information.
Through the View Log you can access a daily log which can be filtered by day
You can delete scheduled tasks or stop running tasks from their data entry page by using the respective buttons.
- When a task is stopped, changes on records whose processing was incomplete are reverted, but changes on processed records are not.
- A log is available on the server and can be provided by a system administrator.
Importing and Exporting Data
Foundation / Utilities / Import Data
Foundation / Utilities / Export Data
CRM.COM supports the rapid import and export of data.
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
- Installed Items
- Reward Participants
- Products
- Vouchers
- Leads
- Contacts
- Payment Gateway Requests
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 imports provide 3 main areas
- General Information: Provide the name of the import and what information you would like to log. For example, only log errors or both success and errors
- 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 in the same page once it is finished 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. Exports provide 3 main areas
- General Information: Provide the name of the export and what information you would like to log. For example, only log errors or both success and errors
- 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 will take place.
Once you save the import click on Actions > Submit and wait for the export so you can download it. You will be able to view the results of the export in the same page once it is finished or through the Batch Process Admin Board
Using Pentaho Imports & Exports
Foundation / Utilities / Integrate Using Pentaho
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.
Real Time Business Flows
Scenario
Aluxsat Co. wants to save space in its database through an annual cleanup process. Data logged in the system regarding purchases that is more than 6 months old should be compressed and removed from the database.
Solution
Configuration
An archiving definition run must be set as follows:
Data Archiving Entity | Archive Data Created X Months Ago |
|---|---|
| Purchase customer events | 6 |
User Process
Authorized personnel (a super user) should access the run definition and submit the process to the scheduler each time the cleaning process must be executed. The archiving procedure will be password protected to ensure only authorized users have access to it.
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