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# Getting started - Set up for production use
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Once you've [acquired an AyaNova license](tour-bootstrap-acquire.md) it's time to set things up for real-world production use.
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Once you and your staff have [evaluated AyaNova](tour-bootstrap-evaluate.md) and you have [acquired and installed an AyaNova license](tour-bootstrap-acquire.md) it's time to set things up for real-world production use.
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The following is a _suggested_ order for setting up AyaNova for production use.
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These are suggestions only, you do not necessarily have to do things in this manner, many items can be entered on the fly but it's helpful to go through this and follow the help links.
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We've indicated which steps we consider **required** and not optional.
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## 1\. Secure AyaNova
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**Required**
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The first step is to secure AyaNova to ensure no one can access it without permission.
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### Change the superuser password
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@@ -114,6 +118,8 @@ Import your data back using the [Import feature](adm-import.md).
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## 6\. Backup configuration
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**Required**
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Before we go any further it's time to make sure your backup is configured and works and that you have a backup plan and procedures in place.
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AyaNova is safe and secure and uses a reliable database server but there's always the risk of natural disaster, fire, theft, hardware failure etc.
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@@ -126,6 +132,10 @@ Read that guide to learn important safety precautions such as why it's not good
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Regardless of whether you have a self installed instance of AyaNova you are running on premise or if you are using AyaNova as a subscription service you must implement a proper, safe backup system.
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Also be sure to read and follow the important [advice regarding setting up](ops-form-backup.md#assign-a-staff-member-the-operations---restricted-role) a regular non technical staff member with the `Operations - restricted` Role.
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### Assign a backup
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Once this step is completed and you are confident your backup process is in place and your data secure it's safe to proceed.
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## 7\. Create tax codes
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@@ -148,7 +158,7 @@ Note that you can also [import Service and travel rates](adm-import.md#service-r
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## 9\. Configure global settings
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Not optional, the first two Global settings sections listed below "Business settings" and "Company information" are mandatory and the default values will not be sufficient.
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**Required**, the first two Global settings sections listed below "Business settings" and "Company information" must be completed.
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It's time to configure the [Global settings](adm-global-settings.md).
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@@ -162,6 +172,8 @@ There's a lot of things that can be set here and not all of it needs to be confi
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## 10\. Create Users
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**Required**
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[Create User accounts](adm-users.md) for your staff and set up initial logins (which they can change on their own later).
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We recommend limiting the [authorization roles](ay-biz-admin-roles.md) initially granted to your Users so that they only have the minimum required to do their job and only adding more access later as required.
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@@ -180,9 +192,15 @@ While it's a good idea for any User, if the User has been granted the Business a
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The built-in SuperUser User account should **never** be used other than in very limited circustances to perform initial setup and any operations that specifically require that User role. It is reserved for potentially dangerous operations and should be secured properly and put aside for use only when absolutely needed.
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#### Operations - restricted role
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Be sure to assign one or more regular staff members the `Operations - restricted` Authorization role so that you are not completely reliant on a IT person with the full `Operations` Role to be able to check for important server operations information like viewing the server logs and confirming if the backup has run without error or not.
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They won't be able to make any server setting changes but they _will_ be able to check when things go wrong to determine if it's time to call in an IT person or contact AyaNova support.
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## 11\. Create vendors
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[Vendors](vendors.md) are used all over AyaNova and are required for inventory and other features.
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[Vendors](vendors.md) are used all over AyaNova and are technically optional but usually required for inventory and other features.
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Note that you can also [import Vendors](adm-import.md#vendors) if you have them in another program.
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@@ -198,105 +216,10 @@ Once a Part has been created you can enter an [opening inventory](inv-part-inven
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Note that you can also [import Parts](adm-import.md#parts), [import Warehouses](adm-import.md#part-warhouses) and [import Part Inventory](adm-import.md#part-inventory) if you have them available for export from another program.
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## Configuration completed
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At this point the minimal requirements are met and your staff can start working with AyaNova in production use.
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================================
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To get the most out of AyaNova though you will probably want to make use of one or more advanced features:
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- v7 quickstart stuff kind of from here down
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- Set up business settings in global settings
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============ v7 help docs steps ==========
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Quick setup of AyaNova and start using:
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Follow along with the tutorials and, review Feature details.
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Erase the AyaNova data entered to start fresh or manually delete objects (workorders, clients, etc) if applicable
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Create Tax Codes (and set defaults in Global Settings if desired)
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Create and setup Security Groups (determines rights for users to access AyaNova features)
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Create AyaNova Users - schedulable users such as technicians as well as non-schedulable users such as those that just enter data
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Create Labor and Travel Rates for selection in workorders
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Create Clients (you can import using the ImportExport.csv utility, and/or you can create on the fly as needed)
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Use as is and/or Customize existing report templates for your company and/or create new report templates
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Create service workorder for a client (follow along with tutorial for a quick walk through)
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More in depth setup of AyaNova:
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Follow along with the tutorials and, review Feature details.
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Set up for AyaNova network configuration (multiple networked users connect to the database at the same time) if required
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Set up backup routine for your configuration (stand-alone backup or network Firebird Server configuration or SQL configuration)
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Edit the AyaNova Administrator default password and create a new manager administrator user account - see Users
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Create Tax Codes (to be used as defaults in Global Settings)
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Locales (create a custom locale if you want to change the text displayed in AyaNova and set as default in Global Settings for new users, and/or assign to existing users)
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Erase the AyaNova data entered to start fresh or manually delete objects if applicable
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Create Regions (used to restrict data access based on region a user is a member of) and set Client Notifications for each Region
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Create and setup Security Groups (determines rights to access AyaNova features for users)
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Create Part Warehouses (assign default warehouse to users as well as used to maintain tighter inventory control)
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Create Dispatch Zones (used to group clients together for filtering, reporting and scheduling, and assign schedulable users to)
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Create User Certifications (used to determine if user can perform certain service and/or be assigned to certain Schedulable User Groups)
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Create User Skills (used to determine if user can perform certain service and/or be assigned to certain Schedulable User Groups)
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Set your Global Settings
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Set up AyaNova Users
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Client Groups (groups clients together for filtering and reporting)
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Create Labor and Travel Rates for selection in workorders
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Subscribe to events such as Client Contract Expiring before setting client contract expiry date
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Create Contracts
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Create Head Offices
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Create Clients (you can import using the ImportExport.csv utility, and/or you can create on the fly as needed)
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Create Vendors
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Create Unit Models
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Create Units (you can import using the ImportExport.csv utility, and/or you can create on the fly as needed)
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Create Loan Items
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Create Parts (you can import using the ImportExport.csv utility, and/or you can create on the fly as needed)
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Enter Part Inventory Adjustment for starting inventory
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Create Workorder Categories
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Create Workorder Statuses (you can enter manually, and/or import using the ImportExport.csv utility)
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Create Workorder Item Types (you can enter manually, and/or import using the ImportExport.csv utility)
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Create Priorities (you can enter manually, and/or import using the ImportExport.csv utility)
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Create Unit Service Types (you can enter manually, and/or import using the ImportExport.csv utility)
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Create Task Groups & Tasks
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Have users subscribe to events
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Customize existing report templates for your company and create new report templates
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Add additional custom fields where needed
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5. [Advanced features - get the most out of AyaNova](tour-bootstrap-advanced.md)
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