Set Up the VF360 System

Click here to see this page in full context

Set Up the VF360 System

To log into VF360:

For information regarding the first login, see Log into ViewFlow360.

Type the VF360 URL in your browser to access the VF360 login screen.
In the Email Address field enter your email address (which is also your user name) and in the Password field enter your password.
Check the box Keep me logged in to save your login information (optional).

Select the language you want to use in your VF360 GUI.

To navigate among the VF360 screens, select the Menu icon and select the view you need.

To access the VF360 help site, select Help & Support in the menu.

User Types

Root administrator

The root administrator has all the rights in VF360, to view, set and define all the parameters.

Global user

The root administrator can define Global Users, who have partial administrator privileges. They can see all the accounts in the system and their data, and, if they have red/write permissions, they can also make changes.

There are two types of global users:

Users with read/write permission, who can see all the available information, can add or delete account users, and can make/save changes.

Users with read-only permission, who cannot see all the information in some of the screens, cannot add or delete account users, and cannot make changes (the Save button is not available).

Monitoring user

The root administrator and the global users with read/write permissions can define users as Monitoring Users. The monitoring users can have Read or Read/Write permissions and can only manage the accounts belonging to their own enterprise. The Monitoring user has the same role as a Global User, but for a restricted group of accounts.

You only see the data regarding the accounts you manage.

Organization user (the Contact Person defined for an organization)

The Organization Admin User can add the user roles, such as Organization User, Account, and Account User in the system under their respective organization.

Account user (the Contact Person defined for an account)

You can add separate accounts and for each account (company) you can add different account users by navigating > Accounts and Users > System Users > Add User > Account User.

IMPORTANT: The users defined in the Account can only access the data of their own company.

The root administrator

When you log into VF360, the default screen is the Dashboard, which offers a big picture of all the accounts and their essential information.

For information regarding the Reports, see Set_Up_the_VF360_System_Reports.

For information regarding the Alerts, see Set_Up_the_VF360_System_Alerts.

For information regarding the Accounts and Users, see Set_Up_the_VF360_Accounts_and_Users.

For information regarding the Settings, see Set_Up_the_VF360_System_Settings.

Profile Settings

In this section you must enter the general settings of VF360, like the root administrator information, the global hot folder, the map dashboard settings and so on.

Contact parameters – the root administrator’s information

Field	Description
User Name	The administrator’s user name.
Telephone	The administrator’s contact number.
Login Email	The email the administrator uses to log into VF360.
Notification Email	The email where the administrator receives system notifications.
SERVER NAME	Server name used for naming the purchases Reference field in Menu > Purchase Report.
Date Format	The format of the dates this user sees in the system. The options are DD/MM/YYYY and MM/DD/YYYY.

SMTP Server

Set up the smtp.office365.com email server (the server address, the user name and the password for access).

Field	Description
Address	The server address: smtp.office365.com
User Name	The administrator’s Office 365 Address.
Password	The administrator’s Office 365 Password.
Test Email	Select to send a test email to the Administrator’s notification email. Upon successful test mail, you can see the following message:

GlobalHotFolder Parameters

The path to the Global Hot Folder can be:

A UNC Path (in Universal Naming Convention format) if you use a network folder location. In this case the access to the folder is performed with user name and password for any Windows user who has sufficient permissions to read from/write to this location.
A path to a folder on an FTP server. In this case you must use the format ftp://ftpservername.com/foldername. The connection to the FTP server can be tested by selecting the folder icon next to the path. If the path, the user name and password are correct, the content of the FTP folder opens in a new browser tab.

Field	Description
Path	The unique input folder where VF360 expects the files from all the Coretex systems of all the accounts.
User Name	The user name for reading from the global hot folder.
Password	The password of the user represented by the User Name.

Product Type

Set the product type, as appropriate. Product type is applicable only to the System Administrator and Account.

Field	Description
WORKFLOW MONITORING	Default state - ON . In case Toggle is turned OFF, the Workflow monitoring is disabled in the system for Organization Users, and Accounts.
WORKFLOW REPORTS	Default state - ON . In case Toggle is turned OFF, the Workflow reporting is disabled in the system for Organization Users, and Accounts.
SERVERS MONITORING	Default state - ON . In case Toggle is turned OFF, the Servers monitoring is disabled for the system for all users.

Field

Description

WORKFLOW MONITORING

Default state - ON .

In case Toggle is turned OFF, the Workflow monitoring is disabled in the system for Organization Users, and Accounts.

WORKFLOW REPORTS

Default state - ON .

In case Toggle is turned OFF, the Workflow reporting is disabled in the system for Organization Users, and Accounts.

SERVERS MONITORING

Default state - ON .

In case Toggle is turned OFF, the Servers monitoring is disabled for the system for all users.

Email Notifications Settings

Set the notifications you want the root administrator to receive at the Notification email you set for them in the Contact Parameters earlier in this window.

Field	Description
SALES	The Credit alert email message is sent when the Credit balance value reaches the value set in the Threshold1 field for Pre-paid contracts Accounts. Expiring contract: one month prior to contract expiration based on ‘Contract expiration date’ in Account profile; two weeks prior to contract expiration; one day prior to contract expiration; once contract has expired. Monthly overall report (contains all the data available in the table in the Reports > Dashboard page) Monthly overage report (contains data for accounts which have negative balance for at least one of the monitored flow steps).
FINANCE	Missing invoices - weekly emails are sent on Monday for every "purchase action without invoice" uploaded. Credits purchased - once credit amount is purchased for Account with Pre-paid contract. Monthly overall report (contains all the data available in the table in the Reports > Dashboard page) Monthly overage report (contains data for accounts which have negative balance for at least one of the monitored flow steps)
WORKFLOW ERRORS	Notification for each change of the workflow state; Notifications for keep alive messages; Notifications for each XML which cannot be parsed: unknown customer - account cannot be read in XML ('event customer_name' element) timestamp in future - future date provided in XML (‘time_stamp’ element) unknown error - the XML structure cannot be parsed See details in the Alerts Dashboard.
H/W ErrorS	Notification for each change of hardware state. Notification Keep alive messages. Notifications for each XML that cannot be parsed: unknown account - Account cannot be read in XML ('accountName' element); timestamp in future - future date provided in XML (‘timeStamp’ element); unknown error - XML structure cannot be be parsed. Notifications for event, when the Maintenance mode is ON/OFF for the Account server. See details in the Alerts Dashboard.
SOFTWARE/MODULES ERRORS	Notification for each change in the system/module state. Notification for Keep alive messages. Parsing error for system XML. Notifications for event, when the Maintenance mode is ON/OFF for the Account system/module. See details in the Alerts Dashboard.
SOFTWARE/MODULES VERSION & LICENSES NOTIFICATIONS	Notifications when the System/Module is installed. Notifications that the System/Module is about to expire (based on Expiration date). Notification that the System is up to date - the latest available System version has been installed by the Account. Notification that a new version of the System/Module is available. The security Code entered during System and Module reporting via the Monitoring Agent application, does not match any Code in the system.

Map Dashboard Settings

Each account (Coretex system) has a status representation on the Map Dashboard. Their status can be Working, Idle, Error, Fatal Error, and so on. In this section you must set the criteria according to which a Coretex system is in one state or another.

For example, if you select 15 in the Fatal Error field, it means that after 15 processes events ending in error in less than two minutes, the Coretex system in that location receives the status Fatal Error.

You can define, for example, that Coretex is in working state if it has processed at least eight events in two minutes, and in Idle State if it does not process anything for 3 minutes.

The settings apply to all the accounts.

Field	Description
Working State	The number of successful events processed in two minutes which show that the Coretex account (tenant) is in working state. For example, if Coretex processes at least 10 events in two minutes, its status is Working.
Idle State	The time interval since the last processed event [minutes] which defines that the Coretex account (tenant) is in an Idle state. For example, if Coretex does not process any event for three minutes, its status is Idle.
Back to Working State	The time interval passed since the previous processing error [minutes]. For example, if three minutes have passed since the last error, the Coretex account is back to Working state.
Error State	If the processing of this number of events ended in error in a two-minute interval, the Coretex account (tenant) is in Error state.
Fatal Error	The number of events whose processing ended in error in a two-minute interval, which causes the Coretex account (tenant) to be labeled as Account in Constant Error.
TIME TO NO KEEPALIVE	The number of minutes that should pass since the last parsed XML with ‘Monitor’ flow step, so that the ‘No keep alive’ alert for Workflow state can be triggered.

The two-minute interval is fixed and cannot be configured.

Server Monitoring Parameters

Set the time intervals for server monitoring with the installed Monitoring Agent.

Field	Description
SCANNING INTERVAL (min)	The number of successful events processed in two minutes which show that the Coretex account (tenant) is in working state. For example, if Coretex processes at least 10 events in two minutes, its status is Working.
OK STATUS TIME (%)	The time interval since the last processed event [minutes] which defines that the Coretex account (tenant) is in an Idle state. For example, if Coretex does not process any event for three minutes, its status is Idle.
H/W KEEPALIVE INTERVAL (min)	The time interval passed since the previous processing error [minutes]. For example, if three minutes have passed since the last error, the Coretex account is back to Working state.
H/W NO KEEPALIVE TIME (min)	If the processing of this number of events ended in error in a two-minute interval, the Coretex account (tenant) is in Error state.

Change Administrator Password

To change the password of the administrator’s account, enter the old password, the new password in the New password and Confirm password fields and select Change.

To view/hide the password as you type it, select the icon.