Transcript Vineyardsoft Corporation Presents: KnowledgeSync 2000

nexDimension
Presents:
KnowledgeSync
“Turning Information
Into Action”
KnowledgeSync
Today’s “alert messaging” technologies address
less than 15% of the available data within an organization.
KnowledgeSync monitors, delivers, and responds to 100% of an
organization’s available data. This includes:
 Sending Alerts About Critical Application Data
 Auto-Processing Incoming E-Mail Messages
 Generating & Distributing Crystal Reports
KnowledgeSync delivers this data via e-mail, fax, pager, PDA,
FTP, cell phone, and the web.
KnowledgeSync Lets
Clients . . .
» Alert remote salesreps who don’t sync on a timely basis
» Notify clients or business partners about stock shortages or
delivery delays
» Automatically schedule salesrep activities based on database
events or based on incoming e-mail messages
» Update client history with incoming mail message content
» Trigger the automatic generation and distribution of Crystal
Reports based upon customer activities
» Enable remote staff, clients, and business partners to request and
receive reports via e-mail or the web
Tour Menu
Please select the component of KnowledgeSync that you would
like to see next:
Alert Messaging Benefits (click here)
Alert Messaging Demo (click here)
Report Distribution Benefits (click here)
Report Distribution Demo (click here)
E-Mail Response Benefits (click here)
E-Mail Response Demo (click here)
Exit
Presentation
Alert Messaging
KnowledgeSync monitors software applications for
critical, time-sensitive business “events.”
Once an event is detected, KnowledgeSync sends out
alert messages to users, clients, and business partners
via e-mail, fax, pager, PDA, cellular phone, and
web browser.
KnowledgeSync also updates the underlying
applications with the details of the event.
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Benefit:
Application Awareness
Alerts based on conditions in one application, or across
multiple applications
For Example:
Alert the account manager to clients with pending sales opportunities who
have not been contacted in over a week
Alert the sales manager to clients with pending sales opportunities in a CRM
application who are on credit hold in a financial application
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Benefit:
One-to-One Marketing
Notify staff and clients about incremental products or
services they may be interested in
For Example:
Alert existing clients in the financial industry who have purchased our Fixed
Assets application that the new advanced depreciation module is now
available for purchase
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Benefit:
Exception Management
Alert users and managers about erroneous, missing, or
inconsistent data entry
For Example:
Alert employees and/or management about invalid e-mail addresses, invalid
phone numbers, missing notes about an upcoming appointment, or product
pricing errors
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Benefit:
Business Partner Alerts
Notify business partners about client activities that
may indicate potential problems or opportunities
For Example:
Alert a business partner if a client is failing to correctly enter data into their
newly purchased application, or if the client is using an application module
that they have yet to receive training on
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Benefit:
Application Updates
Automatically update CRM or financial applications
with the details of a triggered event (including the
dynamic creation of follow-up activities)
For Example:
If a client has not been contacted in ‘x’ number of days, automatically send out
an alert, record the alert to the client’s history (in the underlying CRM
application), and dynamically schedule a follow-up call for that client (also
in the CRM database)
End of Alert Messaging Benefits;
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1) KnowledgeSync can send alerts about critical, time-sensitive
conditions in any front-office or back-office application.
The list on the right shows sample events (alert scenarios). The
first step when creating an event is to identify the conditions that
have to occur to trigger the event.
2) In KnowledgeSync, these “conditions”
are referred to as “queries.”
Click on the “Query Definitions”
branch to continue . . .
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Demo: Event Queries
2) Click on the query called
“Orders; Shipped Later Than Required Date”
to take a closer look at it . . .
1) Queries can check for conditions
of individual records (such as orders
that were shipped late), or they can
check for “aggregate” conditions
(such as customers who ordered
more than ‘x’ dollars last month).
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Demo: Event Queries
2) Click on any of the tabs
to take a closer look at how
a query is designed . . .
1) When designing a query, the first thing you
specify is the query’s name and whether it
can be used in an event.
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Demo: Event Queries
Click on a tab
to move to it
KnowledgeSync automatically displays all of the
tables from the corresponding application. You
select which tables contain the information you
wish to test for certain conditions.
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Demo: Event Queries
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to move to it
If multiple tables are selected, KnowledgeSync’s
“intelligent linking wizard” helps you link (or join)
the tables together.
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Demo: Event Queries
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to move to it
The “Columns” tab is where you select the fields of
data that you might wish to include in an outgoing
alert message when this query’s conditions are met.
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Demo: Event Queries
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to move to it
Since a query can potentially retrieve multiple
records, you have the ability to specify the order in
which matching records will be displayed in an
alert message.
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Demo: Event Queries
Click on a tab
to move to it
The “Filters” tab is the most important part of a query. It is
where you specify what conditions have to occur in order for
the query to be “triggered.”
KnowledgeSync filters can test the value in a field against:
-- The value in another field
-- A constant value
-- The calculated value of two or more fields
And any filter with a “Compare Value” of ‘?’ indicates that the
value for this field will be specified on the event level (I.e.,
when this query is used within an event).
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Demo: Event Queries
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to move to it
“Sub-Filters” work in the same manner as filters,
but sub-filters are used only with queries that test
for an aggregate value (such as “more than 6 late
shipments”).
Since this query does not test for any aggregate
values, this filter is left blank.
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Demo: Event Queries
Click on a tab
to move to it
The “SQL” tab lets you see what KnowledgeSync is doing
behind the scenes in this query. Although it is not necessary
to use this tab, more advanced users are allowed to directly
edit this SQL statement, if they wish to do so.
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Demo: Event Queries
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to move to it
1) The “Preview” tab lets you test the results of your
query. This is a very useful way of ensuring that
your query retrieves only the records you want it to.
2) Click Here to continue and see
how a query is used in an event.
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1) Queries are kept separate from events so that a
single query can be used in multiple events.
Once you have designed a query, you’re now ready to
create an event using that query.
2) Click on the event called:
“Orders; Freight Charges > 7% of
Order Total for Last Week”
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Demo: Event Queries
Click on any of the tabs
to take a closer look at how
an event is designed . . .
The first part of designing an event is to give it a name and
priority, and mark it as “Active.”
When an event is triggered, KnowledgeSync can either send
a single alert message out, or it can send repeated alert
messages until the corresponding condition no longer exists.
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Demo: Event Queries
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1) A KnowledgeSync event can be triggered either through the
use of one (or more) queries, or through the use of a script.
2) If a query is used, any of the query’s filters that have a ‘?’
as a “Compare Value” now appear here, and require that specific
trigger threshold values be keyed in.
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Demo: Event Queries
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to move to it
When an event is triggered, in addition to sending out alert
messages, KnowledgeSync can also automatically generate
one or more Crystal Reports and attach these reports to the
outgoing alert message.
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Demo: Event Queries
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to move to it
The “Files” tab allows you to specify that one or more files
will be attached to the outgoing alert message when this
event is triggered.
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Demo: Event Queries
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to move to it
Among KnowledgeSync’s message delivery options is the
ability to copy files and/or reports to a specific location
(based on each recipient’s preference).
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Demo: Event Queries
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to move to it
Click Here to display
sample e-mail alert
Designing the outgoing alert message is a simple process
of combining your own text with field values from the
corresponding triggered records.
Note that the use of “Begin Repeat” and “End Repeat”
allow a single alert to include (or “roll up”) the details
of multiple triggered records in a single message.
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E-Mail tab
This one alert message was triggered by conditions
in both a CRM application and in a financial system.
The alert message contains data from both
application databases.
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Demo: Event Queries
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to move to it
KnowledgeSync includes its own faxing technology
so there’s no need for a client to purchase any
additional hardware or software to send fax alerts.
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Demo: Event Queries
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to move to it
Just like faxing, KnowledgeSync includes its own
paging technology, so there’s no incremental cost
to clients if they wish to send alerts to a pager.
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Demo: Event Queries
Click on a tab
to move to it
Click Here to display
sample WebCast
Alert Screen
Webcasting is unique to KnowledgeSync; it allows
you to post critical alert messages to a web browser
for dynamic, easy access by users, business partners,
or customers.
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Demo: Event Queries
Click Here to
Return to
WebCast tab
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Demo: Event Queries
Click on a tab
to move to it
When an event is triggered, KnowledgeSync can do more than
just send an alert message. Using actions such as these,
KnowledgeSync can add or update any records in any
front-office or back-office application.
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Demo: Event Queries
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to move to it
KnowledgeSync can notify any number of users, business
partners, or customers.
Subscribers (alert recipients) can be set up within
KnowledgeSync, they can be imported into KnowledgeSync,
or KnowledgeSync can simply “point to” an external
database of subscriber data (such as an HR database).
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Demo: Event Queries
Click on a tab
to move to it
2) Click here to continue and see
how a “triggered event” appears
in the KnowledgeSync Monitor
1) Events are scheduled to run on a re-occurring basis.
Events can be submitted as frequently as every minute
or hour, and as infrequently as every day, once per week,
the first day of the month, and so on.
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1) The KnowledgeSync Event Monitor is the “dashboard” where
you can see everything that’s happened: what events have been
checked, what have been triggered, who’s been notified, via
what means, and when.
2) End of Alert Messaging Demo;
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Report Distribution
KnowledgeSync automatically generates and distributes
Crystal Reports on a scheduled, “data-triggered”, or
on-request basis.
Reports can be distributed via e-mail, fax, FTP,
and web browser.
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Benefit:
Scheduled Reports
Automatically generate and distribute specific Crystal
Reports on a pre-defined schedule
For Example:
Every Monday morning at 9:00 AM, generate and distribute the Sales Forecast
Reports and Last Week’s Service Statistics Reports
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Benefit:
Data-Triggered Reports
Automatically generate and distribute specific Crystal
Reports based on the presence of specific data in one
or more applications
For Example:
When more than ‘x’ training requests are logged into an application,
automatically generate and distribute a Training Resource and Scheduling
Availability Report
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Benefit:
On-Request Reports
Allow staff, clients, and business partners to
automatically request and receive specific Crystal
Reports via e-mail
For Example:
A manager who is on the road sends a mail message requesting this week’s
sales figures and training availability and automatically receives a return email with the corresponding reports attached to the message
End of Report Distribution Benefits;
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1) KnowledgeSync can generate and distribute Crystal Reports
via e-mail, fax, FTP, and by linking the reports to a web page.
The list on the right shows sample reports that KnowledgeSync
can generate and distribute. The first step when creating a
report distribution event is to define the report’s source file.
2) Click on the “Training Course
Availability Report” to continue . . .
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2) Click Here to see how this report
can be attached to an event . . .
1) Integrating KnowledgeSync with Crystal Reports is
simply a matter of “pointing” KnowledgeSync at the
Crystal Reports you wish it to generate and distribute.
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In this example, we’re looking at a report that gets
generated if more than 20 people sign up for
a CRM training course this month.
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As you can see from these “Trigger Parameters,” one of the unique
benefits of KnowledgeSync is its ability to generate Crystal Reports
based on specific conditions of data in an underlying application.
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KnowledgeSync has the ability to “pass” information about a
triggered event into the corresponding Crystal Reports as
report selection criteria.
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In addition to generating and distributing reports,
KnowledgeSync can also attach external files and
include them with the corresponding reports.
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For people who wish to receive reports and files via FTP,
KnowledgeSync allows you to indicate that the related reports
and files will be copied to each recipient’s desired location.
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One of the most common ways for KnowledgeSync to
distribute reports is via e-mail.
KnowledgeSync can either attach reports to an e-mail
message, or KnowledgeSync can simply use the mail
message to inform the recipient of the availability
(and location) of the resulting reports.
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Supporting all of Crystal’s report output styles,
KnowledgeSync allows text-based reports to
be faxed to the appropriate recipients.
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In this example, a pager message is used to alert
the corresponding recipients about the
availability of the report.
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KnowledgeSync’s webcast technology is a great way
to distribute reports, as the reports simply appear as
URL links.
(And it’s a lot more efficient to have 100 people accessing
a single report via the web than to send 100 e-mail
messages, each with an attached report.)
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When a report distribution event is triggered,
KnowledgeSync can execute a wide variety of
“response actions,” including executing SQL
statements, stored procedures, programs, and
VB/VBA scripts.
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Reports can be distributed via any combination
of electronic mail, fax, FTP, or by posting the
report to a web browser.
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1) In addition to scheduling reports to run on a periodic
basis, KnowledgeSync can generate reports based on
conditions in application data, and KnowledgeSync
can automatically generate (and distribute) reports
based on incoming e-mail requests.
2) Click here to continue and see
how a “distributed report” appears
in the KnowledgeSync Monitor
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1) The history of all distributed reports is shown in the
KnowledgeSync Event Monitor. This includes what reports
were generated, who received them, via what means, and
when the reports were received.
2) End of Report Distribution Demo;
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E-Mail Response
KnowledgeSync monitors select e-mail accounts for important
incoming messages.
Once an e-mail is identified, KnowledgeSync auto-responds to the
sender of the message, and alerts the appropriate members
of your staff via e-mail, fax, pager, PDA, cellular phone, and
web browser.
KnowledgeSync also updates the underlying client record (in a
CRM or similar application) with the content of the incoming
mail message.
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Benefit:
Auto-Response
Automatically respond to e-mail based on the content
of the incoming message
For Example:
When a product question is e-mailed to your tech support department,
automatically send a receipt confirmation and reply back to the sender of
the original message
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Benefit:
E-Mail Re-Directs
Identify the person(s) who need to be informed about
an incoming e-mail and the manner in which each
person needs to be notified
For Example:
When an e-mail comes in, scan the contents to determine who should be
notified, and simultaneously scan an HR database to see whether the
corresponding people are “in” our “out” of the office. Based on this info,
notify each person via e-mail, fax, pager, PDA, cell phone, or the web.
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Benefit:
Application Updates
Take the contents of an incoming (or outgoing)
message and record it to a client’s profile in an
underlying application database
For Example:
If a client e-mails a technical question, automatically add it as a history record
to that client’s record in a CRM database, and also schedule a follow-up call
for one week ahead to check on the client’s status
End of E-Mail Response Benefits;
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1) KnowledgeSync can monitor incoming mail messages
for critical, time-sensitive content.
When such an e-mail is received, KnowledgeSync can
respond to (and process) that e-mail in a number of ways.
2) The first step in using the E-Mail Response System
is to identify the conditions of the incoming mail.
KnowledgeSync calls these conditions “queries.”
Click on the “Query Definitions” branch to continue . . .
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1) We’ll look at a query that monitors mail messages
that are sent to an organization’s support department.
2) Click on the query called
“Mail Today Sent to ‘[email protected]’”
to take a closer look at it . . .
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Click on any of the tabs
to take a closer look at how
an e-mail query is designed . . .
The “Description” tab lets you specify the
name and purpose of this query.
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to move to it
The way KnowledgeSync monitors e-mail is to take the
incoming message and load it into a KnowledgeSync
internal database.
The “Inbox” table is the one that contains all the data
from the incoming mail message.
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Since KnowledgeSync’s e-mail response system
uses only a single table, no links are required for
e-mail queries.
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KnowledgeSync automatically loads (or “parses”) data from
the incoming mail message to fields in its internal mail message
database.
You have the ability to parse additional (site-specific) fields of
data from incoming mail messages to user-definable fields
within the KnowledgeSync mail message database.
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In this example, incoming mail messages that meet
this query’s criteria will be sorted in alphabetic order
of the sender’s e-mail address.
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This filter tells KnowledgeSync that it should retrieve
only those mail messages that were received today,
and only those messages that were sent to the
“support” e-mail address.
KnowledgeSync could just as easily check for mail
from specific clients, or mail that contained certain
content in the message subject or body.
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As in a database event, the “Sub-Filters” tab is used
only in aggregate conditions (such as ‘more than 10
mail messages sent to your support mailbox today’).
Since this query is not checking for an aggregate
condition, this tab is left blank.
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The SQL statement behind this query.
(Just think about having to type all this
in if it were not for the preceding 6 tabs!)
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1) The query’s “Preview” mode lets you test to ensure
that you’re retrieving the appropriate e-mail records.
2) Click Here to continue and see
how an e-mail query is used in an event
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1) We’ll look at an event that notifies the
tech support manager if any support questions
are received via e-mail.
2) Click on the event called:
“Forward Support E-Mails to
Tech Services Manager”
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Demo: Event Queries
Click on any of the tabs
to take a closer look at how
an e-mail event is designed . . .
Just like any other KnowledgeSync Event,
an e-mail response event begins with a
description and priority.
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Demo: Event Queries
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to move to it
You specify the query that retrieves the
appropriate incoming mail messages.
Since this query is pre-designed to look at all mail
sent to a specific address, there are no additional
“trigger parameters” for this event.
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By combining KnowledgeSync’s e-mail response and
report distribution components, we can instruct
KnowledgeSync to automatically generate a report
of past support calls for the client who has e-mailed
in their support question.
(This report will then be forwarded, along with the
original e-mail, to the support manager.)
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In this example, KnowledgeSync is automatically
attaching a “policies and procedures” document
for handling e-mail support calls to the recipients
of this event’s alert message.
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The “Copy” tab allows you to take any reports or
files that are associated with this event and copy
them to the recipients desired location.
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In this example, KnowledgeSync is taking details
from the incoming e-mail message and is
re-directing this data to the support manager.
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In addition to re-directing an incoming mail message,
KnowledgeSync can also take the contents of an
incoming mail message and re-direct it to an alternate
device, such as a recipient’s fax.
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Incoming mail message data can be
redirected to a pager for instant alerts.
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Posting incoming mail message data to a
web page is one of the fastest and easiest
ways to ensure that it gets distributed to
the people who need to know about it.
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When a mail message is received, KnowledgeSync can use
its “Action” capabilities to automatically add or update
information in an underlying database with the data from
the incoming message.
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The e-mail response system is also able to “connect” an
incoming message to the corresponding record in an
underlying database, allowing KnowledgeSync to alert
the appropriate account manager or other responsible
parties.
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1) Since incoming e-mail can be very time-sensitive, KnowledgeSync
lets you specify how often you wish it to check for the receipt of new
messages – as often as every minute.
2) Click here to continue and see
how a “triggered e-mail event” appears
in the KnowledgeSync Monitor
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1) The history of all incoming mail messages is tracked
in the KnowledgeSync Monitor. This includes what mail
accounts are being monitored, what messages have been
received, who’s been notified, via what means, and when.
2) End of E-Mail Response Demo;
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