diff --git a/docs/8.0/ayanova/docs/adm-import.md b/docs/8.0/ayanova/docs/adm-import.md index db8cd888..21be9b9a 100644 --- a/docs/8.0/ayanova/docs/adm-import.md +++ b/docs/8.0/ayanova/docs/adm-import.md @@ -2,7 +2,7 @@ ![THIS PAGE UNDER CONSTRUCTION](img/underconstruction.svg) -DOC NOTES: + AyaNova 8's native data interchange format is JSON as JSON supports hiearchical structured data of the type AyaNova uses for nearly all it's object types. diff --git a/docs/8.0/ayanova/docs/ay-biz-admin-migrate-v7.md b/docs/8.0/ayanova/docs/ay-biz-admin-migrate-v7.md index 690bb889..dd9ea2ed 100644 --- a/docs/8.0/ayanova/docs/ay-biz-admin-migrate-v7.md +++ b/docs/8.0/ayanova/docs/ay-biz-admin-migrate-v7.md @@ -1,13 +1,44 @@ # Migrating from AyaNova 7 to AyaNova 8 -This page outlines the changes and setup tasks that will need to be done after migration from a business administration point of view. -For a technical guide to migration process see the [Operations migrate guide](ops-import-v7.md) +This help page outlines the setup tasks that will need to be done after migration from a business administration point of view. + +For a technical guide to migration process see the [Operations migrate guide](ops-import-v7.md). + +For a guide to the feature changes from AyaNova 7 see the [Changes from AyaNova 7 guide](ay-start-changes-from-v7.md). + +## Plan the migration + +The migration should be planned and tested in advance and involve all staff who use AyaNova to ensure the minimum possible disruption to the business. + +### Plan for one or more test migrations + +AyaNova 8 is [different from prior versions](ay-start-changes-from-v7.md) and we recommend doing one or more test migrations before scheduling with your staff to do the final switch-over. + +A test migration will be necessary to determine how long the process will take to help with planning the final migration and business switch over to AyaNova 8 to ensure the minimum possible down-time. + +Plan on taking ample time to go through the migrated data in AyaNova 8 to confirm everything expected has been migrated properly. + +### Plan for time to familiarize staff + +Take the time to familiarize yourself and your staff with the changes in the new version of AyaNova so that everyone is comfortable with what to expect and ready to start work as soon as the final migration is completed. + +Be sure to have all staff carefully test all business processes they require in AyaNova with a test migration _before_ final migration so that everyone is up to speed and able to continue working without interruption after the final migration. + +### AyaNova 8 database will be erased + +The [migration process](ops-import-v7.md) will erase all data including attached files in the AyaNova 8 database as the first step. + +There is no ability to synchronize or partially migrate only recent changes from v7; the migrate process entirely replaces the V8 data each time it's run. ## What is migrated and where ### All objects -All migrated business objects can be tagged to easily identify them. By default it will tag all migrated objects with "v8-migrate" or you can clear this field and leave it blank if you do not wish to have all the migrated items tagged. This tag is provided so there is a record of which items were migrated and which were created after migration however there is no technical requirement for this tag; it's for informational and troubleshooting purposes only. +All migrated business objects can be tagged to easily identify them as having been migrated down the road. + +By default migration will tag all migrated objects with "v8-migrate" or you can clear this field and leave it blank if you do not wish to have all the migrated items tagged. + +This tag is provided so there is a record of which items were migrated and which were created after migration however there is no technical requirement for this tag; it's for informational and troubleshooting purposes only. ### Most objects diff --git a/docs/8.0/ayanova/docs/ay-biz-admin-roles.md b/docs/8.0/ayanova/docs/ay-biz-admin-roles.md index ea51a9e8..314e39c9 100644 --- a/docs/8.0/ayanova/docs/ay-biz-admin-roles.md +++ b/docs/8.0/ayanova/docs/ay-biz-admin-roles.md @@ -8,7 +8,9 @@ For example a "Business administration" role can edit report templates but a "Bu This is useful to allow junior members of staff the ability to help other users in other departments by being able to look up information but not entrusted yet to change that information. -Roles can be layered, in other words you can add multiple roles to a single User account to grant access to multiple areas of AyaNova. When there are multiple roles the effective rights are those of all the _greatest_ (least restrictive) rights available to each role. In other words granting a restricted role to a user doesn't take away any greater rights that come from another Role granted. +Roles can be layered, in other words you can add multiple roles to a single User account to grant access to multiple areas of AyaNova. + +When there are multiple roles the effective rights are those of all the _greatest_ (least restrictive) rights available to each role. In other words granting a restricted role to a user doesn't take away any greater rights that come from another Role granted. Typically, the smaller the shop the more roles each user will have and the larger the shop the fewer as each person generally has more specific responsibilities in a larger business. @@ -34,11 +36,13 @@ The Accounting role has access to the `Accounting` navigation pane options as we ### Business administration -This is the most powerful role and has access to all areas of AyaNova and all objects with the sole exception of some of the more dangerous options available to the `Server operations` role. This role is appropriate for senior level administration who are interested in making changes in AyaNova including creating other Users and granting their Roles. +This is the most powerful role and has access to all areas of AyaNova and all objects with the sole exception of some of the more dangerous options available to the `Server operations` role. + +This role is appropriate for senior level administration who are interested in making changes in AyaNova including creating other Users and granting their Roles. This role has access to the `Administration` navigation pane options. -This is an appropriate role for a User responsible for setting up critical settings in AyaNova that affect all users such as [Global settings](adm-global-settings.md), and various customization features which affect all users. +This is an appropriate role for a User responsible for setting up critical *business* settings in AyaNova that affect all users such as [Global settings](adm-global-settings.md), and various customization features which affect all users. `Business administration - restricted` this role has read-only rights to the same data as the full `Business administration` role and is more appropriate for a senior level administrator who needs to _view_ information in all areas of AyaNova but isn't involved in making changes to any data in AyaNova. @@ -52,13 +56,17 @@ Customers with the Customer role are potentially able to use the Customer featur ### Head office -This role is intended to be used by a Customer type user who is responsible for multiple AyaNova Customers. In most ways it's identical to a Customer role but has the ability to view workorders, create and view service requests for any Customer in AyaNova that shares the same Head Office as this User. +This role is intended to be used by a Customer type user who is responsible for multiple other Customers. + +In most ways it's identical to a Customer role but has the ability to view workorders, create and view service requests for *any* Customer in AyaNova that shares the same Head Office as this User. There is no restricted version of this role. ### Inventory -This role has full access to all items in the Inventory navigation pane as well as the Vendors navigation pane item. Inventory role does _not_ have access to any items in the Service, Accounting, Administration or Operations navigation pane areas. +This role has full access to all items in the Inventory navigation pane as well as the Vendors navigation pane item. + +Inventory role does _not_ have access to any items in the Service, Accounting, Administration or Operations navigation pane areas. `Inventory - restricted` read-only rights to access the same items as the full Inventory role. @@ -80,11 +88,15 @@ This user can also view Costs for rates and parts. ### Service technician -This role is for service technicians that are employees of the service company. Technicians can view all items in the `Customer` navigation pane but not edit them. In the `Service` pane they have full read-write access to all areas of Service work orders with the exception of any Cost fields as well as full access to Customer Units, however they do not see any Quotes or Preventive Maintenance orders and have read-only access to Customer Service Requests, Loaner items and Projects. +This role is for service technicians that are employees of the service company. Technicians can view all items in the `Customer` navigation pane but not edit them. + +In the `Service` pane they have full read-write access to all areas of Service work orders with the exception of any Cost fields as well as full access to Customer Units, however they do not see any Quotes or Preventive Maintenance orders and have read-only access to Customer Service Requests, Loaner items and Projects. They are also permitted to view read-only `Vendors` and `Accounting` navigation pane items. -`Service technician - restricted` - this role is appropriate for less trusted, probationary or new staff service technicians and allows a User to perform service with the lowest possible access to any unrelated data to their job. They can be scheduled on work orders and view their own schedule only from their `Home -> Schedule` navigation pane as well as enter the labor, travel or expenses of work they perform only on a work order's item where they are one of the scheduled users. +`Service technician - restricted` - this role is appropriate for less trusted, probationary or new staff service technicians and allows a User to perform service with the lowest possible access to any unrelated data to their job. + +They can be scheduled on work orders and view their own schedule only from their `Home -> Schedule` navigation pane as well as enter the labor, travel or expenses of work they perform only on a work order's item where they are one of the scheduled users. They can not view any prices or costs or see any other details of a work order where they are not involved. diff --git a/docs/8.0/ayanova/docs/ay-customize.md b/docs/8.0/ayanova/docs/ay-customize.md index a2ad9d9f..f6a1c49c 100644 --- a/docs/8.0/ayanova/docs/ay-customize.md +++ b/docs/8.0/ayanova/docs/ay-customize.md @@ -1,7 +1,8 @@ # Customize form -The Customize form is provided to show or hide unused fields on an edit form and also to set individual fields to require data be entered in them. -Custom fields can also be enabled on this form to provide additional fields unique to your business. +The Customize form is provided to show or hide unused form fields on an edit form and also to set individual fields to require data be entered in them. + +Custom fields can also be enabled here to provide additional data entry fields unique to your business. ## Authorization Roles required @@ -27,21 +28,17 @@ The form field customization form shows each field that is customizable in a box AyaNova comes with a _lot_ of fields available to each type of business object and not all shops require all those fields. Removing un-needed fields simplifies the forms making them quicker for data entry. -In addition some entire features may not be required, such as Tags or Attachments or the Wiki field and these features can be removed entirely on a form by form basis by setting them to invisible. +In addition, some entire features may not be required, such as Tags or Attachments or the Wiki field and these features can be removed entirely on a form by form basis by setting them to invisible. When a field is customized, the currently logged in user who is _doing_ the customization will see it immediately without needing to log out and back in again as the local copy of the form customization used by the web app is updated immediately. Other Users who logged in before the form customization changes were made and saved will need to log out and back in again to see the customization changes take effect on _their_ device as customizations are only fetched from the AyaNova server as part of the login process. -(Note that Quotes and Preventive Maintenance form customizations display their sub sections as "WorkOrderItem*" rather than "QuoteItem*" or "PMItem*" as there are no separate translation keys for those objects, however, customizations made in those forms will correctly apply to PM's and Quotes.) +(Note that Quotes and Preventive Maintenance form customizations display their sub sections as "WorkOrderItem*" rather than "QuoteItem*" or "PMItem\*" as there are no separate translation keys for those objects, however, customizations made in those forms will correctly apply to PM's and Quotes.) ### Hiding fields -To hide a field uncheck it's "Visible" checkbox and checkmark it to show on the form. - -#### Some fields can not be hidden - -Some fields are required by AyaNova and can not be hidden. For example the Customer Name field is required so cannot be hidden. +To hide a field uncheck it's "Visible" checkbox. Some fields are required by AyaNova and can't be hidden so there will be no Visible checkbox available. For example the Customer Name field is required so cannot be hidden. ### Requiring fields @@ -59,7 +56,7 @@ Some fields by their nature can't be set to required and will not display a Requ ### Custom fields -Up to 16 custom fields can be enabled on most AyaNova business objects to track information that is specific to your business and not provided in the default AyaNova fields for each object. +Up to 16 custom fields can be enabled on most AyaNova business objects to track information that is specific to your business and not provided in the default AyaNova fields for each object. Custom field data is stored with the business object's record in the database and where possible (text) is indexed for searching. @@ -68,7 +65,7 @@ Custom fields can also be [printed on reports](ay-report-edit.md#custom-fields-i There are three steps to enabling a Custom field: 1. make the custom field visible -2. choose the data type that will be tracked in this field. Note: if you change the data type after data has been entered AyaNova will do it's best to work with that change but it's not recommended. It's better to simply hide the former custom control and show a new one with the new data type. There are 8 choices available and they will show on the form as: +2. choose the data type that will be tracked in this field. There are 8 choices available and they will show on the form as: - `Date / Time` date _and_ time picker control - `Date` date only picker control @@ -79,16 +76,20 @@ There are three steps to enabling a Custom field: - `Decimal` decimal number input control, fractional - `Money` currency control with currency symbol -3. Change the User's translation(s) to show the desired title above the control: Make a note of the translation key for the custom field. It will be shown just beneath the current translation for that field, for example "Custom5" in the Customer form has an internal translation key of "CustomerCustom5". Save your changes here and then use the translation key to [find and edit the translation](adm-translations.md) so that the desired title shows with the Custom field. There is a *Translation* menu item on the Customize form to save a click. +3. Change the User's translation(s) to show the desired title above the control: Make a note of the translation key for the custom field. It will be shown just beneath the current translation for that field, for example "Custom5" in the Customer form has an internal translation key of "CustomerCustom5". Save your changes here and then use the translation key to [find and edit the translation](adm-translations.md) so that the desired title shows with the Custom field. There is a _Translation_ menu item on the Customize form to save a click. + +#### Changing the data type later + +If you change the data type of a custom field after data has been entered AyaNova will do it's best to work with that change but it's not recommended. It's better to simply hide the former custom control and show a new one with the new data type. ### Changing the title of fields -To change the label text displayed to the User above a field, edit any [translations](adm-translations.md) in use for that field's translation key. The internal Translation Key for each field is displayed in the Customize form beneath the current translation of that field's title to simplify finding which translation item needs to be changed. +To change the label text displayed to the User above a field, edit any [translations](adm-translations.md) in use for that field's translation key. The internal Translation Key for each field is displayed in the Customize form beneath the current translation of that field's title to simplify finding which translation item needs to be changed. For example on the Customer's Customize form the "Account number" field shows that the translation key is "AccountNumber". Many translations are re-used when the field contains the same type of data, so, for example an Address field will be used in any forms where an Address is required, not just the Customer form. Keep this in mind when editing translations. -Radically changing a field's title to something completely different may be a sign that a [Custom field](#custom-fields) should be used instead as in some cases AyaNova expects a certain kind of data to be in a field. +Radically changing a field's title to something completely different may be a sign that a [Custom field](#custom-fields) should be used instead as in some cases AyaNova expects a certain kind of data to be in a field. For example a phone number field presents a dialer icon beside it to allow a user with a device that can make a phone call to simply click on the dialer icon to call that number. If you change that field to something that isn't a phone number it willn be confusing to the user and break existing functionality. diff --git a/docs/8.0/ayanova/docs/ay-start-changes-from-v7.md b/docs/8.0/ayanova/docs/ay-start-changes-from-v7.md index 44157263..30eec146 100644 --- a/docs/8.0/ayanova/docs/ay-start-changes-from-v7.md +++ b/docs/8.0/ayanova/docs/ay-start-changes-from-v7.md @@ -1,6 +1,12 @@ # Changes from AyaNova version 7 -AyaNova 8 is a completely new application built from the ground up. +This help page is a guide to the feature changes from AyaNova 7. + +For a technical guide to migration process see the [Operations migrate guide](ops-import-v7.md). + +For a business administration guide to the steps required after the migration process see the [Business administration migrate guide](ay-biz-admin-migrate-v7.md). + +AyaNova 8 is a completely new application built from the ground up and some things have changed from AyaNova 7. ## User interface changes from v7 diff --git a/docs/8.0/ayanova/docs/ops-import-v7.md b/docs/8.0/ayanova/docs/ops-import-v7.md index 476385df..e1c87581 100644 --- a/docs/8.0/ayanova/docs/ops-import-v7.md +++ b/docs/8.0/ayanova/docs/ops-import-v7.md @@ -1,16 +1,20 @@ # Migrating from AyaNova 7 -This is the technical guide to the migration to v8 process. +This help page is the technical guide to the migration to v8 process. -There is also a business administration focused [guide](ay-biz-admin-migrate-v7.md) to migration outlining business object changes and steps that need to be taken after the migrate process has completed. +For a guide to the feature changes from AyaNova 7 see the [Changes from AyaNova 7 guide](ay-start-changes-from-v7.md). + +For a business administration guide to the steps required after the migration process see the [Business administration migrate guide](ay-biz-admin-migrate-v7.md). Migration is done by the AyaNova 7 plugin "V8 Migrate" which is available as an optional install from the AyaNova [Download](https://www.ayanova.com/download.htm) page. -The migrate process happens via network and you can migrate to any server on the same computer or visible inside or outside your network via HTTP. +The migrate process happens over a network and you can migrate to any server running AyaNova 8 on the same computer or visible from your network. + +If you can login to the AyaNova 8 server from a computer running AyaNova 7, you can migrate to it regardless of it's location. ### Migrating from ayanova 7.6 patch 7 or older -The V8Migrate plugin can migrate data from AyaNova 7.6 PATCH 8 or newer ONLY. For versions of AyaNova older than 7.6 patch 8 you must first upgrade them before continuing. +The V8Migrate plugin can migrate data from AyaNova 7.6 patch 8 or newer ONLY. For versions of AyaNova older than 7.6 patch 8 you must first upgrade them before continuing. ### How to get the fastest possible migration @@ -20,6 +24,30 @@ Ideally all on the same computer if possible. Speed issues are most noticeable in cases where there are a large number of > 1mb sized Assigned docs or Wiki files that need to be transported across the internet or slow LAN connections. +### Plan for one or more test migrations + +AyaNova 8 is [different from prior versions](ay-start-changes-from-v7.md) and we recommend doing one or more test migrations before scheduling with your staff to do the final switch-over. + +A test migration will be necessary to determine how long the process will take to help with planning the final migration and business switch over to AyaNova 8 to ensure the minimum possible down-time. + +Plan on taking ample time to go through the migrated data in AyaNova 8 to confirm everything expected has been migrated properly. + +### Plan for time to familiarize staff + +Take the time to familiarize yourself and your staff with the changes in the new version of AyaNova so that everyone is comfortable with what to expect and ready to start work as soon as the final migration is completed. + +Be sure to have all staff carefully test all business processes they require in AyaNova with a test migration _before_ final migration so that everyone is up to speed and able to continue working without interruption after the final migration. + +### AyaNova 8 database will be erased + +The V8Migrate plugin will erase all data including attached files in the AyaNova 8 database as the first step. + +There is no ability to synchronize or partially migrate only recent changes from v7; the migrate process entirely replaces the V8 data each time it's run. + +You can run the migrate plugin as many times as necessary for testing and evaluation just be aware that you will lose anything entered into V8 each time you run the V8 Migrate plugin from v7. + +In other words you cannot continue to work in both AyaNova 7 and AyaNova 8 at the same time and expect to migrate and import data repeatedly to keep them in "sync". + ### Migrating Assigned docs and Wiki files In AyaNova 7 there were two ways to link to files from within objects: As Wiki files which are stored inside the database and Assigned docs which are file URL links to file system locations visible to all users of AyaNova 7. @@ -38,28 +66,6 @@ Timeout: there is a built in timeout of 100 seconds for any single operation dur In the case of very large problematic files it may be necessary to have the Users split the file into smaller chunks where possible if it absolutely has to be stored in AyaNova. -### Plan for one or more test migrations - -AyaNova 8 is different from prior versions and we recommend doing one or more test migrations before scheduling with your staff to do the final switch-over. - -Plan on taking ample time to go through the migrated data in AyaNova 8 to confirm everything expected has been migrated properly. - -Take the time to familiarize yourself and your staff with the changes in the new version of AyaNova so that everyone is comfortable with what to expect and ready to start work as soon as the final migration is completed. - -Be sure to have all staff follow through all business processes they require in AyaNova _before_ final migration so that everyone is up to speed and able to continue working without interruption after the final migration. - -A test migration will give you an idea of how long it will take to better plan the final migrate and change over to v8. - -### AyaNova 8 database will be erased - -The V8Migrate plugin will erase all data including attached files in the AyaNova 8 database as the first step. - -There is no ability to synchronize or migrate only recent changes from v7; the migrate process entirely replaces the V8 data each time it's run. - -Note that you can run the migrate plugin as many times as you wish for testing and evaluation just be aware that you will lose anything entered into V8 each time you run the V8 Migrate plugin from v7. - -In other words you cannot continue to work in both AyaNova 7 and AyaNova 8 at the same time and expect to migrate and import data repeatedly to keep them in "sync". - ### Avoid corrupted data #### Other users @@ -74,23 +80,23 @@ Be sure to stop the AyaNova 7 Generator _before_ starting the migrate plugin. Fa Ensure no users are making changes via a remote access option such as the DataPortal, WBI, MBI or RI. If you can't be certain they are out we recommend stopping your IIS server to be certain no one is remotely making changes. -### Lost entries +### Avoid double entry Changes made in AyaNova 7 after the final AyaNova 8 migration will be lost as you can not synchronize or migrate only recent changes, it's an all in one process. +If users accidentally continue to work in AyaNova 7 after the final migration to AyaNova 8 that data will need to be re-entered manually, there is no way to synchronize or partially migrate it. + If you have a networked installation of AyaNova 7, when you are ready to transition to the newer version of AyaNova you will need to ensure that no other users are still working in the old AyaNova 7 making entries that will never be brought over to v8 after you do the final migrate to v8. We recommend stopping the V7 database server immediately after the final migrate if there is any chance that there are still users inside or outside of your network that may access AyaNova 7. ### Before uninstalling AyaNova 7 -Examine your imported data in AyaNova 8+; carefully ensure that the data you expect to see has been imported properly. +Examine your imported data in AyaNova 8+ one more time; carefully ensure that all staff have confirmed the data they expect to see has been imported properly. -You may still need to make another migrate in case of any issues that arise so it's not a good idea to immediately uninstall AyaNova 7 until you are sure the newer version of AyaNova has all your data in it and is ready for business. +We recommend keeping your AyaNova 7 installation available for at minimum several months on at least one computer after switching to v8 in case an issue comes up or something needs to be confirmed. -We recommend keeping your AyaNova 7 installation for some time on at least one computer after switching to v8 in case an issue comes up or something needs to be confirmed. - -### Keep your last AyaNova 7 backup +### Keep your AyaNova 7 backups We recommend you keep one or more backup copies of your AyaNova 7 database in a safe location **OFF SITE** for at least a year after transitioning to AyaNova 8 in case any issues arise. @@ -102,12 +108,10 @@ If possible a "permanent" copy burned to DVD may be prudent. - Multi-user only: If migrating from a networked multi-user AyaNova 7.xx installation, now is the time to ensure all users are out and networked Generator service is stopped. **Do not proceed until this is verified or the data may be corrupted** - [Download](https://www.ayanova.com/download.htm) and run the V8 Migrate plugin installer on the computer with AyaNova that will be doing the migration (ideally the AyaNova 7 database server if applicable) - Login to AyaNova 7.xx as _the_ Administrator / manager account, it's required to be this exact account, not another one -- Select the "V8 Migrate" plugin in AyaNova 7 from the main window plugin menu and the login and server URL dialog will open +- Select the "V8 Migrate" plugin in AyaNova 7 from the main window plugin menu and the login and server URL dialog will open - Enter the URL of your AyaNova 8 server. There is a "Test URL" button to optionally confirm if you have entered the correct address or not. - Enter your AyaNova 8 SuperUser account login credentials. No other account is permitted to perform this operation. The default SuperUser account login name is "superuser" and password is "l3tm3in" if it has not been changed. (you _really_ should change it as soon as possible) -- A form will popup and show the progress of the Migration operation. There is no easy way to estimate how long this will take, it depends on the network latency and speed between the V8 Migrate plugin and the AyaNova 8 server as well as the number and complexity of objects entered into AyaNova and the quantity and size of files that may need to be uploaded. - -Allow plenty of time for this operation. +- A form will popup and show the progress of the Migration operation. There is no easy way to estimate how long this will take which is why several test migrations should be done before the final migration. Time of migration depends on the network latency and speed between the V8 Migrate plugin and the AyaNova 8 server as well as the number and complexity of objects entered into AyaNova and the quantity and size of files that may need to be uploaded. - When the migrate is finished you will be able to login to V8 and start [setting things up](ay-biz-admin-migrate-v7.md)