icon
to switch to Local view (if applicable).
Clients are maintained within the Organization Units section under Setup. A Client can include an individual or company outside of your Organization (i.e., Supplier, Customer, Contractor, etc.). Clients could be referenced in any of the following SmartSolve© solutions:
SmartSolve© Solution |
Client Function |
SmartAuditTM |
The Client could function as the following: Supplier who your Organization is Auditing. Customer who is Auditing your Organization’s processes. Regulatory Agency which is Auditing your Organization’s processes.
|
SmartCAPATM |
The Client could function as the following: Supplier from whom your Organization receives Services or Goods. Customer to which you Supply Services or Goods.
|
SmartComplaintsTM |
The Client could function as the following: Supplier from whom your Organization receives Services or Goods. Customer to which you Supply Services or Goods (a way to track complaints). Regulatory Agency involved with your Organizations Complaints.
|
The following rights must be assigned to a user to manage or view Clients:
Rights |
Description |
CLI_MANAGE |
Allows administrator to add new object, modify existing object, or delete objects.
|
CLI_VIEW |
Allows user to access object to View and select.
|
Please see Rights Groups to assign Rights Groups to users.
· Global Clients will be inherited by all Local Organizations.
· Local Clients will only be viewed and used within that Local Organization.
1. From the Portal Page, click Smart Solutions tab > Admin and Report > Setup. Under Organization Unit select Client.
The Client list displays.
2. Select Action > Add from the main menu.
3. Enter Code and Name of your Client.
4. Enter Address information (important only for SmartComplaintsTM for eMDR Submissions)
5. Zoom and select a Unit Head Code (use DEFAULT if not needed).
Unit Head Code - Unit Head is the actor within your organization who may be the employee responsible for this client (i.e., Supplier Quality Engineer if the Client is a Supplier). This field is required because it may later be used for escalation. See Escalation Policies.
6. Select the Org Unit Type (Client Type) to specify the type of client.
See the SmartSolve© List Manager for information about how to add more Org Unit Types to this drop down field.
7. Click the Save button.
The new Client has now been added to the Client list and the Detail of the Client is displayed.
Please see Client Contact Setup
Please see Operation Setup
The following options are available within the Client object and can be managed accordingly by an administrator:
Clients can be Edited, Deleted, and Deactivated.
Clients contain Contacts which can be setup as placeholders in SmartSolve© records, or as actual end users who may need to log into SmartSolve© to view and/or make record transactions. Please see Client Contacts for more information.
Clients can also have Operations associated with them. For example, if you wish to track processes that are managed by that Client which need to be analyzed or can set business rules when selected. Please see Operations for more information.
1. From the Portal Page, click Smart Solutions tab > Admin and Report > Setup. Under Organization Unit select Client.
The Client list displays.
2. Click
the icon
to switch to Local view (if applicable).
3. Select the check box of the Client to edit, then select Action > Edit from the main menu.
4. Edit any information for your Client.
5. Click the Save button.
All changes should now be reflected in the Client.
See Managing Setup Deactivation under SmartSolve Utilities and Settings Help System to Deactivate a Client.
Client Contacts are considered External Actors in the system and can even be given access to SmartSolve© if assigned proper Rights and Roles. If not logging into the system as a User, the Contact can still be setup with an email address and be notified when certain events take place within SmartSolve©.
If Client Contacts will not be logging into the system; it may still be important to list them in the system and assign them Roles as place holders for certain types of records. Below see examples of where Client Contacts may be identified in the SmartSolve© systems:
SmartSolve Solution |
Contact Function |
SmartAuditTM |
The Contact could function as the following: Supplier Contact you are auditing and to whom you must provide audit finding response. Customer Contact who is auditing your Organization. Regulatory Agency Contact who is auditing your Organization.
|
SmartCAPATM |
The Contact could function as the following: Supplier Contact from whom your Organization receives Services or Goods. Customer Contact to which you supply Services or Goods.
|
SmartComplaintsTM |
The Contact could function as the following: Supplier Contact from whom your Organization receives Services or Goods. Customer Contact to whom you supply Services or Goods (a way to track complaints). Regulatory Agency Contact involved with your Organizations Complaints.
|
1. From the Portal Page, click Smart Solutions tab > Admin and Report > Setup. Under Organization Unit, select Client.
The Client list displays.
2. Left
click over the 
for
the Client, then select Contact.
3. Select Action > Add from the main menu.
4. Enter the Code and Name of your Contact.
5. Enter all other applicable information (see table below):
The following field controls are available in the off-the-shelf Contact record:
Field Control |
Required |
Description |
Code |
* |
The Code is a unique field which is the first field that identifies the contact in the Client Contact list. Most Pilgrim customers populate this field with the contact’s first initial/last name or last name/first initial.
|
Logon User |
* |
If the contact will be logging into the system, this is the logon ID used by the contact to login to the application. Ensure the Logon User entry exactly matches the user ID entered in the user account on your server. Passwords do not need to be setup as the application uses the password from the user's account on the server. If your contact will not be logging into the system, then either make this field not required using the Forms Configurator, or enter a dummy logon ID.
|
Enable Logon |
* |
Enabling this check box allows the contact to logon to the application as long as they have a valid User ID.
|
First and Last Name, Middle Initial |
* |
This is a free text field where you enter First and Last Name of the Contact which can later be used for searching. |
Title |
* |
This is a free text field used to enter the title of this contact (role that this contact plays for this Client). It can be entered for identification and for searching and grouping when looking up Client Contacts.
|
Internal Contact |
* |
The Internal Contact is the Actor within your Organization who is responsible for this Client Contact. This field is required because it may later be used for escalation – Please see Task Escalation Policies and Review Escalation Policies.
|
Email Address |
|
If you want your Client Contact to be notified via email of items that need to be completed, setup the Contact’s email address in this field.
|
Address Info |
|
Free text fields where more information can be entered about the Contact. If using SmartComplaints™ this information should be entered for Customer Contacts for eMDR Submissions.
|
Preferred Locale |
|
Have you set the system up to translate SmartSolve using languages other than English? If so, will your Contact be logging into the system? If so, please refer to Translating Field Names section under the SmartSolve Studio Designer Help System.
|
6. Click the Save button
The new Client has now been added to the Client list and the Detail of the Client displays. The following tabs are available in the off-the-shelf Contact record:
Contact Tabs |
Description |
Detail |
The Detail folder contains all detail about the Contacts Logon, Title, and Phone information.
|
Role |
You only need to assign Roles to your Contacts if they will be logging into the application or even if you are using them as placeholders in records (i.e., Investigators, Approvers, etc.). Please see How to Attach Multiple Roles to a Single User.
|
Rights Groups |
You only need to assign Rights Groups to your Contacts if they will be logging into the application (i.e., Investigators, Approvers, etc.). Please see How to Attach Multiple Rights Groups to a Single User.
|
Rights |
This is a read-only folder and it helps the administrator to quickly see if this Contact has the correct Right (or is missing a right) to perform a function (all Rights come into this folder by adding Rights Groups).
|
Group |
This is a read-only folder and it helps the administrator to quickly see how many Approval or Review Groups this Contact has been added to (if applicable).
|
Address |
Select this folder if you need to modify the Contact’s Address information.
|
1. From the Portal Page, click Smart Solutions tab > Admin and Report > Setup. Under Organization Unit select Client.
The Client list displays.
2. Select
the icon
to switch to Local view (if applicable).
3. Left
click over the for
the Client, then select Contact.
4. Select the check box of the Contact to edit, then select Action > Edit from the main menu.
5. Edit any information for your Contact.
6. Click the Save button.
All changes should now be reflected in the Contact.
Contacts can only be deleted from SmartSolve© if the Contact is not currently attached to any SmartSolve© records.
1. From the Portal Page, click Smart Solutions tab > Admin and Report > Setup. Under Organization Unit select Client.
The Client list displays.
2. Click
the icon
to switch to Local view (if applicable).
3. Left
click over the for
the Client, then select Contact.
4. Select the check box of the Contact to delete, then select Action > Delete from the main menu.
5. Click the Save button.
The Contact has now been removed from the system.