Settings

Severa 3 has two kinds of settings: company-wide and user. Company-wide settings are identical for all users, while user settings can differ from user to user. Changing the settings requires sufficient access rights.

The system also comes with a number of default searches, which each company and each user can modify according to their preferences. For more information, see Advanced search.

Severa 3 is delivered with default settings, some of which are industry specific. Administrators with sufficient access rights can modify company-wide settings.

Industry-specific default settings:

• User access right profiles
• Business units
• Lead source
• Sales process
• Case types
• Keywords
• Work types
• Overtime options

Other default settings:

• Contact roles
• Account type
• Account level
• Communication methods
• Invoice status
• Tax percentages¹⁾

All settings can be accessed through the Settings page (see figure below).

Figure: Settings page

In the Organization section you can specify the following information:

• Business units: The business units of your company.
• Pricelists: Price lists are used for cases. You can define several price lists for your company and select the suitable price list for a specific case. A price list contains set prices for all work types in your company, overtime multipliers and the default single price. Note that you can only set overtime multipliers once you have specified the overtime options. (For more information on overtime options, see Work time and travel settings.)
• Organization info: Contain the details of your company, user interface settings (e.g. the currency used in the system) and visual settings (e.g. whether your company logo is printed on invoices and reports).

To create a new business unit:

1. Click Settings and then click Business units.
2. Enter a name for the business unit in the New field and click Save.
3. Change any of the default settings for the new business unit. The default settings are derived from the company settings. For information on the different options, see Managing organizational information and visual settings below.
4. Click Save.

To edit business units:

1. Click Settings and then click Business units.
2. Modify the existing business units as necessary.
   • To edit the business unit information, click the on the applicable row, change the details and click Save.
   • To disable a business unit, click Disable on the applicable row. If you disable a business unit which is in use, it is still used for existing users, but cannot be used for new users.
   • To delete a business unit, click Disable on the applicable row and then click the icon. If you delete a business unit which is in use, you can link the effected users to another business unit on the dialog window that opens.

To create a new price list:

1. Click Settings and then click Pricelists.
2. Enter a name for the price list in the New/Name field and click Save.
3. Specify a single hourly rate in the Default single price field. This rate is used when you use a price list in cases, but select to use only one rate for all work.
4. Enter the hourly rates for all work types. These rates are used for reported work hours for each work type.
5. Enter the overtime multiplier for different overtime options.
6. Click Save.

To edit price lists:

1. Click Settings and then click Pricelists.
2. Modify the existing price lists as necessary.
   • To edit the prices or to change the name of a price list, click the on the applicable row, change the prices/name and click Save.
   • To set a price list as the default price list, click Use as default on the applicable row. The price list you select as the default is used for all new cases on the Pricing for hours & travels section of a new case. Note that you cannot set a disabled price list as the default.
   • To disable a price list, click Disable on the applicable row. If you disable a price list which is in use, it is still used for existing cases, but cannot be used for new cases. You cannot disable the default price list.
   • To delete a price list, click Disable on the applicable row and then click the icon. If you delete a price list which is in use, you can link the effected cases to another price list on a dialog window that opens.

To edit organizational information:

1. Click Settings and then click Organization info.
2. Modify the existing information as necessary.
   • Organization: The name of your company.
   • Business ID: The registered identification number of your company.
   • Language: The user interface language.
   • Timezone: The time zone used in the calendar.
   • Currency: The currency used in the system.
   • Formatting: The presentation order, separators, and so on, of figures, dates, and other similar entries.
   • Address, Postal code, City, Country: The address details of your company headquarters.
3. Click Save.

To edit visual settings:

1. Click Settings and then click Organization info.
2. To display your company logo on invoices, check the Invoices box under Show logo on.
3. To display your company logo on reports, check the PDF reports box under Show logo on.
4. To change your company logo, click Browse under Logo, locate the appropriate image file, and click Upload logo. If you want to create a white box around the logo, check the Put logo in white box box. The image file must be in one of the following formats: JPG, PNG or GIF. The maximum width of the logo is 200 pixels.

You can specify the following information in the Account and contact settings section:

• Industries: The business fields of your customers. All active industries are shown in a drop-down menu when you add a new account.
• Contact roles: Different positions customers' contact persons can hold. All active roles are shown in a drop-down menu when you add a new contact person.
• Communication methods: Different means of communication with contact persons, such as e-mail and various phone numbers.
• Segmentation: Ways to group customers. By default, customers are grouped according to their account level and type, but you can add any number of different groups.

To create a new industry:

1. Click Settings and then click Industries.
2. Enter a name for the industry in the New field and click Save.

To edit industries:

1. Click Settings and then click Industries.
2. Modify the existing information as necessary.
   • To change the name of an industry, click the icon on the applicable row, enter a new name and click Save.
   • To disable an industry, click Disable on the applicable row. If you disable an industry which is in use, it is still used for existing accounts but cannot be used for new ones.
   • To delete an industry, click Disable on the applicable row and then click the icon. If you delete an industry which is in use, you can link the effected accounts to another industry on a dialog window that opens.

To create a new contact role:

1. Click Settings and then click Contact roles.
2. Enter a name for the contact role in the New field and click Save.

To edit contact roles:

1. Click Settings and then click Contact roles.
2. Modify the existing information as necessary.
   • To change the name of a contact role, click the icon on the applicable row, enter a new name and click Save.
   • To disable a contact role, click Disable on the applicable row. If you disable a contact role which is in use, it is still used for existing contacts, but cannot be used for new ones.
   • To delete a contact role, click Disable on the applicable row and then click the icon. If you delete a contact role which is in use, you can link the effected contacts to another contact role on a dialog window that opens.

To create a new communication method:

1. Click Settings and then click Communication methods.
2. Enter a name for the communication method in the New field.
3. Select the communication method by checking the applicable box. The following options are available:
   • E-mail
   • Fax
   • Messenger
   • Phone
   • Mobile phone
   • IP phone
4. Click Save.

To edit communication methods:

1. Click Settings and then click Communication methods.
2. Modify the existing information as necessary.
   • To change the name of a communication method, click the icon on the applicable row, enter a new name and click Save.
   • To disable a communication method, click Disable on the applicable row. If you disable a communication method which is in use, it is still used for existing contacts, but cannot be used for new ones.
   • To delete a communication method, click Disable on the applicable row and then click the icon. If you delete a communication method which is in use, all contacts with the applicable communication method details will lose that information.

To create a new group:

1. Click Settings and then click Segmentation.
2. Enter a name for the group in the New main group field and click Save. The name you enter is used as the title of the group.
3. Enter a name for a group item in the New sub group field, select the main group you just created from the drop-down menu and click Save. The name you enter appears as a check box item under the group title in the Segmentation section of all accounts.
4. Repeat step 3 until you have created all the necessary subgroups.

To edit groups:

1. Click Settings and then click Segmentation.
2. Modify the existing information as necessary.
   • To change the name of a group/subgroup, click Edit on the applicable row, enter a new name and click Save.
   • To disable a group/subgroup, click Disable on the applicable row. If you disable a main group, all of that group's subgroups are also disabled. If you disable a group/subgroup which is in use, it cannot not used for existing accounts, nor can it be used for new ones.
   • To disable a group/subgroup, click Delete. Note that you can only delete a group after you have deleted all its subgroups. If you delete a subgroup which is in use, you can link the effected accounts to another subgroup on the dialog window that opens.

You can specify the following information in the Case settings section:

• Lead sources: Indicates the origin of the case.
• Case keywords: List of keywords which can be used to categorize cases. All keywords can be used in searches.
• Sales process: The sales process of the company. The sales process consists of a sales stage and status. The sales process can be used to monitor ongoing cases. Closed cases can be marked won or lost for reporting purposes.

To create a new lead source:

1. Click Settings and then click Lead sources.
2. Enter a name for the lead source in the New field and click Save.

To edit lead sources:

1. Click Settings and then click Lead sources.
2. Modify the existing lead sources as necessary.
   • To change the name of a lead source, click the icon on the applicable row, enter a new name and click Save.
   • To disable a lead source, click Disable on the applicable row. If you disable a lead source which is in use, it is still used for existing cases, but cannot be used for new cases.
   • To delete a lead source, click Disable on the applicable row and then click the icon. If you delete a lead source which is in use, you can link the effected accounts to another lead source on the dialog window that opens.

To create a new keyword:

1. Click Settings and then click Case keywords.
2. Enter a name for the keyword in the New field and click Save.

To edit keywords:

1. Click Settings and then click Case keywords.
2. Modify the existing keywords as necessary.
   • To change the name of the keyword, click the icon on the applicable row, enter a new name and click Save.
   • To disable a keyword, click Disable on the applicable row. If you disable a keyword which is in use, it is still used for existing cases, but cannot be used for new cases.
   • To delete a keyword, click Disable on the applicable row and then click the icon. If you delete a keyword which is in use, you can link the effected cases to some other keyword on the dialog window that opens.

To create a new sales stage:

1. Click Settings and then click Sales process.
2. Enter a name for the sales stage in the New/Sales stage field.
3. Select the status from the Sales status drop-down menu.
   • In progress: The sales case is ongoing.
   • Won: The case resulted in an order.
   • Lost: The case did not lead to an order.
4. Enter the likelihood of closing the case in the Probability field. The value should be 100 for won cases and 0 for lost cases. For ongoing stages, the value is company-specific.
5. Click Save.

To edit sales processes:

1. Click Settings and then click Sales processes.
2. Modify the existing sales processes as necessary.
   • To change the name, status or probability, click the icon on the applicable row, make the necessary changes and click Save.
   • To disable a sales process, click Disable on the applicable row. If you disable a sales process which is in use, it is still used for existing cases, but cannot be used for new cases.
   • To delete a sales process, click Disable on the applicable row and then click the icon. If you delete a sales process which is in use, you can link the effected cases to another keyword on the dialog window that opens.

You can specify the following information in the Work time & travel section:

• Work types: All jobs or roles in a company. A work type can be productive or nonproductive. Work hours reported for productive work types can be billed to the customer. All internal work types are nonproductive, as they cannot be billed to the customer.
• Overtime options: All multipliers applied for work done outside normal work hours. Overtime multipliers can be linked to project cases and users can then report any overtime on their work time entry sheets.
• Travel items: All options for reporting travel hours and costs. Travel items are available on the users' work time entry sheets. You can create travel items which are charged on a per diem or mileage basis. If necessary, you can also create travel items which are charged on a custom basis.

To create a new work type:

1. Click Settings and then click Work type.
2. Enter a name for the work type in the New field.
3. If applicable, check the Non productive box.
4. Click Save.

To edit work types:

1. Click Settings and then click Work type.
2. Modify the existing work types as necessary.
   • To change the name of a work type or toggle its productivity value, click the on the applicable row, change the name/productivity value and click Save.
   • To set a work type as the default work type, click Use as default on the applicable row. The work type you select is used as the default for new users. Note that you cannot set a disabled work type as the default.
   • To disable a work type, click Disable on the applicable row. If you disable a work type which is in use, it is still used for existing users, but cannot be used for new users. You cannot disable the default work type. Note that disabled work types are still available for existing and new price lists.
   • To delete a work type, click Disable on the applicable row and then click the icon. If you delete a work type which is in use, you can link the effected users to another work type on the dialog window that opens.

To create a new overtime option:

1. Click Settings and then click Overtime options.
2. Enter a name for the overtime option in the New/Name field.
3. Enter the multiplier percentage in the Multiplier field.
4. Click Save.

To edit overtime options:

1. Click Settings and then click Overtime options.
2. Modify the existing overtime options as necessary.
   • To change the name or multiplier of an overtime option, click the on the applicable row, make the necessary changes and click Save.
   • To disable an overtime option, click Disable on the applicable row. If you disable an overtime option which is in use, it is cleared from all hours that have not been invoiced and can no longer be used for reporting.
   • To delete an overtime option, click on the applicable row and then click the icon. If you delete a work type which is in use, you can link the effected overtime option to another overtime option on the dialog window that opens.

To create a new travel item:

1. Click Settings and then click Travel items.
2. Enter a name for the travel item in the New/Name field.
3. Enter the cost of the travel item in the Price field.
4. Select the type of the travel item from the Travel item type drop-down menu.
   • Mileage: The cost of the travel item is based on covered mileage.
   • Per diem: The cost of the travel item is a fixed daily fee.
   • Other: Any custom travel item type used in your company.
5. Click Save.

To edit travel items:

1. Click Settings and then click Travel items.
2. Modify the existing travel items as necessary.
   • To change the name, price or type of a travel item, click the icon on the applicable row, make the necessary changes and click Save.
   • To disable a travel item, click Disable on the applicable row. If you disable a travel item which is in use, it is cleared from all hours that have not been invoiced and can no longer be used for reporting.
   • To delete a travel item, click Disable on the applicable row and then click the icon. If you delete a travel item which is in use, you can link the effected travel item to another travel item on the dialog window that opens.

In the Invoice section you can specify the following information:

• Status: The different statuses invoices can have.
• Bank accounts: Your company's bank accounts. These are included in all invoices created in Severa 3.
• Tax %: The different tax percentages available for fixed fees and work and travel hours.
• Invoice numbering: The numbering system used for invoices. The default numbering starts from 1001. The number grows incrementally by one for every new invoice (excluding draft invoices, which are not numbered).

To create a new invoice status:

1. Click Settings and then click Status.
2. Enter a name for the status in the New field and click Save.
3. Click the icon next the new status.
4. Check the applicable status boxes.
   • Read only: The invoice cannot be edited.
   • Invoice number: An invoice number is added to the invoice.
   • Waiting payment: The invoice has been sent to the customer, but no payment has been received.
   • Sent: The invoice has been sent to the customer.
   • Paid: The customer has paid the invoice.
5. Enter a short description for the new status in the Description field.
6. Click Save.

To edit invoice statuses:

1. Click Settings and then click Status.
2. Modify the existing statuses as necessary.
   • To change the name, the description, or other data of a status, click the icon on the applicable row, make the necessary changes and click Save.
   • To change the display order of the statuses, use the and icons.
   • To disable a status, click Disable on the applicable row. If you disable a status which is in use, it is still used for existing invoices, but cannot be used for new invoices.
   • To delete a travel item, click Disable on the applicable row and then click the icon. If you delete a status which is in use, you can link the effected invoices to another work type on the dialog window that opens.

To create a new bank account:

1. Click Settings and then click Bank accounts.
2. Enter a name of the bank in the New/Bank account field.
3. Enter the International Bank Account Number (IBAN) in the Bank account number field.
4. Enter the Bank Identification Code (SWIFT code) in the BIC code field.
5. Repeat steps 2-4 for all of your company's bank accounts.
6. Click Save.

To edit bank account:

1. Click Settings and then click Bank accounts.
2. Modify the existing bank accounts as necessary.
   • To change the name, bank account number, or BIC code of a bank account, click the icon on the applicable row, make the necessary changes and click Save.
   • To disable a bank account, click Disable on the applicable row. Disabled bank accounts are not shown on draft invoices.
   • To delete a bank account, click Disable on the applicable row and then click the icon.

To create a new tax percentage:

1. Click Settings and then click Tax %.
2. Enter the percentage in the New field.
3. Click Save.

To edit tax percentages:

1. Click Settings and then click Tax %.
2. Modify the existing tax percentages as necessary.
   • To change a tax percentage, click the icon on the applicable row, enter a new percentage and click Save.
   • To set a tax percentage as the default price list, click Use as default on the applicable row. The percentage you select as the default is used as the default percentage on all new invoices.
   • To delete a tax percentage, click the icon on the applicable row. Note that you cannot delete the default percentage.

To change the invoice numbering:

1. Click Settings and then click Invoice numbering.
2. Enter a new starting number in the Next invoice number field.
3. Click Save.

Users can customize the Severa 3 dashboard and saved searches to optimize the system's support for their individual work processes. For information on customizing your dashboard, see Dashboard. For information on customizing your searches, see Advanced search.

Users can also edit their personal information and change their password.

Most of your personal information is editable; however, you cannot change your business unit or supervisor, or any settings on the Work contracts and Access rights sections.

To edit your personal information:

1. Click My account on the sidebar.
2. Click Edit on the applicable section.
3. Make the necessary changes.
4. Click Save.

To add your photograph to your personal information:

1. Click My account on the sidebar.
2. Click Browse at the bottom of the page.
3. Locate your photograph and click Upload picture. The image file must be in one of the following formats: JPG, PNG or GIF. Large image files are automatically scaled down.

The photograph is only displayed on the Settings page. You can remove the photograph by clicking the link beneath the photograph.

Passwords should be changed frequently for information security purposes. You should also change your password whenever you suspect your password has become compromised. Always use secure passwords. A secure password contains upper and lower case letters, numbers, special characters and is at least eight characters in length.

To change your password:

1. Click on Settings in the top menu.
2. Click on Personal details in the User section.
3. Below the various sections, click on the Change password button.
4. Enter your existing password in the Current password field.
5. Enter a new password in the Password field.
6. Re-enter the new password in the Confirm password field.
7. Click on Change password.