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Core Set-up

    Table of contents
    1. 1. Atollon Business Growth Engine Set-up Introduction
      1. 1.1. Why you should invest your time?
      2. 1.2. Prerequisities
        1. 1.2.1. Mind-Mapping Software
    2. 2. Your Organization Structure
      1. 2.1. Set-Up Organization Roles
      2. 2.2. Atollon User Characteristics
      3. 2.3. Task Escalation Hierarchy
      4. 2.4. Organization Roles Set-Up Example
    3. 3. Set-up your Core Processes: Relationships
      1. 3.1. Analyse
      2. 3.2. Execute
      3. 3.3. What are your relations?
        1. 3.3.1. Set-up Folder Types
      4. 3.4. What is the life cycle of your relations?
        1. 3.4.1. Example Life Cycles
        2. 3.4.2. Set-up Folder States
      5. 3.5. What Atollon data connected with relations should be visible to users?
      6. 3.6. What additional information you need to track in connection to your relations?
        1. 3.6.1. Set-up Folder Form
      7. 3.7. Report your relation management progress
        1. 3.7.1. Relationships (Prospects, Clients, Partners, etc.) Overview
        2. 3.7.2. Contacts Overview Grouped By Status / Responsible Person
        3. 3.7.3. Set-up Reports
    4. 4. Set-up your Core Processes: Projects
      1. 4.1. Set-up Cases / Projects / Contracts / Services
        1. 4.1.1. Business Scenarios
        2. 4.1.2. Set-up Projects
      2. 4.2. What is the life cycle of Projects?
        1. 4.2.1. Different Project Life Cycle for different Project Types
        2. 4.2.2. Set-up Project Custom States
        3. 4.2.3. Set-up Activities
      3. 4.3. What information should be visible on Project details?
        1. 4.3.1. Set-up Tabs
        2. 4.3.2. Project Custom Form Fields
        3. 4.3.3. Set-up Project Form
      4. 4.4. Report your Projects / Cases / Contracts Progress
        1. 4.4.1. Project Overview
        2. 4.4.2. Project Statistics
        3. 4.4.3. Set-up Projects Reports
    5. 5. Set-up Core Application Features
        1. 5.1.1. Set-Up Tasks
        2. 5.1.2. Set-up Calendar
        3. 5.1.3. Set-Up Messages
        4. 5.1.4. Set-Up Time Sheet
    6. 6. Train your employees

    Atollon Business Growth Engine Set-up Introduction

    During a series of articles, we will try to help your organization set your processes within Atollon to help you grow your business. The first part I.: Core Set-up is the most difficult to understand. We try to give you as many documentation, help & examples as possible to help you do your first step on the road to successful deployment of Atollon to your organization. In case you find this too difficult to do it yourself, we advice to ask Atollon Consulting company to help you personally. In case you ordered Business Implementation service, this set-up is part of the professional consulting service and may serve you to better understand on how we set-up Atollon in your organization.

    Why you should invest your time?

    This job is the core part of your company development. Don't work in your business, but on your business. Atollon helps you describe your core processes so that they are repeatable. Repeatable processes will enable your organization scale, keep high quality standards and therefore improve satisfaction of your clients. In smaller organizations, this task may take you one or two days to complete, if you properly understand all tools necessary to do the set-up. (If not, we're here to help).


    We expect that your Atollon went through Express Implementation process, during which Users were created & basic Atollon set-up executed.

    Mind-Mapping Software

    We expect that you will provide us with simple charts that will describe your organizational structure, profiles & roles in your company, your customer relations, projects & processes, etc. Because it's quite difficult for anyone to describe this information in tables & relations, we advice you to take a look at mind mapping software, which will help you to draw diagrams. Diagrams will make your life easier and may help us better understand your needs.

    You can download free mind-mapping software FreeMind at: http://freemind.sourceforge.net/wiki....php/Main_Page

    Your Organization Structure

    Set-Up Organization Roles

    Organization Role is just a term used to make complex task more simple. In order to set-up Organization Role in Atollon system, we must use several entities, incl. User Profiles, User Roles, Groups, Types of Contract, set Internal / External Users, Folder Types, Contact information, etc.

    Atollon User Characteristics

    Here, we need from you to identify roles in your organization that should be supported by Atollon. Atollon tracks roles differently for the following functional areas:

    Atollon User Characteristics Influences
    User Profile

    User interface & funcions behaviour customization (for example Applications, Tabs, Task Workflow, System Custom Views, ...). This profile may still be set individually for each module based on module's presets.

    Does NOT have influence on access rights

    User Role

    Role applicable on Accounts & Projects (user responsible person for client, project-based roles)

    Has influence on access rights per Folder or Project

    Type of Contract

    User role that has influence on time evaluation. Used in project / client work price lists.

    Does NOT have influence on access rights

    User Group

    Typical assignment of access rights to users.

    Has influence on access rights in the whole system

    Internal / External Users Simple switch specifying whether the user is internal or external. Has influence on availability of functions. External users are restricted.
    Folder Types Just a container in Atollon Finder, storing User's documents, HR data, Work Contract, etc.
    User's Contact Contact information that may contain various details used just to better indentify contacts, incl. inclusion to Contact Groups.

    Task Escalation Hierarchy

    Task escalation hierarchy may copy your organization's structure. You may define person, who is supreme to the worker (consultant), who will be notified once the user does not fulfill her tasks on time.

    To Set-Up task escalation hierarchy, you should draw your organization hierarchy map.

    Organization Roles Set-Up Example

    The table below indicates just an example of the organization roles & access rights set-up instructions.

    Org. Role Profile Role Groups Contract Folder Hierarchy Int./Ext.
    Consultant General User


    Key Account



    Estimate Creators

    Consultant Junior / Senior Employee Bottom level Internal
    Manager Manager


    Key Account



    Estimate Approvers

    Consultant Senior / Manager Employee Top level Internal
    Advisor External User Consultant

    External Users

    Estimate Readers

    Consultant Senior External Users Bottom level External

    Set-up your Core Processes: Relationships

    The aim of this chapter on your road to successful deployment of Atollon solution in your company is to give you some ideas on how to set-up your Atollon to help you structure major part of corporate information and how to track core processes in Atollon.


    Think about your relations to 3rd parties or even internal people. Think about whether you can easily find processes within your organization that can be described and formalized. Are they well structured? If yes, you will have easy job adjusting Atollon. Are they not well structured? Do your homework and think, what processes are unique to your organization and try to describe them. Then read further and implement Atollon.


    We need to set-up main building blocks of Atollon now. Do not want to set-up everything at the same time. Better to improve in smaller steps every day or week all the time rather than big waves only once a year. In later stages, Atollon may help you automate some routine tasks within the execution of your processes, but let's do your homework first. Set-up your Atollon to bring you value very quickly. Use what is available now.

    Let's focus on your needs now.

    What are your relations?

    Atollon tracks relations using entity "Contact Folder". Atollon structures data within Atollon in Finder. Either starting by the Client Folder or by a Project Folder (depending on your type of business). Majority of businesses work for one or more clients primarily, therefore primary focus may be given to your Clients. In order to grow, you will also need to have Prospects. Later on, you may focus on Partners, Suppliers, your Employees or Candidates. All these people or organizations may have access to Atollon to share projects, documents, communicate, etc.

    Set-up Folder Types

    After you have identified your relations, set-up appropriate Contact Folder Types.

    We strongly encourage that you pay Atollon Consultant to do the configuration work for you. Studying Atollon Core set-up may take your valuable time, which you may invest into your core business and growth. If you have not ordered Atollon Business Implementation, you can do it yourself using the tools resources below:

    Understand Contexts and Finder

    Understand Contacts Configuration

    Create New Contact Folder Type

    What is the life cycle of your relations?

    Your relation with Prospect, Client, Partner or any other Account has some development. Before the client becomes Client, it becomes first Prospect. Each Prospect may enter Atollon in "Lead" phase, which just identifies the Prospect as future potential customer. Each Type of Contact may have different life cycle. Think about life cycle of your relations (Contact Types) and once you generate your scheme, set-up the Contact Folder States. They indicate the status (phase) of your contacts in Atollon.

    Example Life Cycles

    Below mentioned examples express some typical life cycles in Professional Services Firms, but they might be applicable generally as well.

    Contact Type Phases
    • Lead
    • Contact
    • Indicated Sales Opportunity
    (Sales Opportunity project is created under Prospect).
    • Won (Closed)
    (Sales Opportunity project is winning).
    • Lost (Closed)
    (Sales Opportunity is not winning).
    • Postponed
    • Current
    (Client Type was added to existing contact > converted from Prospect to Client)
    • Lost
    • Initial
    • Active
    • Closed
    • Potential
    • Active
    • Lost
    External User
    • Active
    • Closed
    (Please note that by changing status of External User to Closed, you do not remove the access of this user to Atollon)
    • Active
    • Closed

    Set-up Folder States

    Creating and updating Contact Folder States is easy. It is indicated in Create New Contact Folder Type tutorial lesson.

    What Atollon data connected with relations should be visible to users?

    Atollon may track various data about your relations (Contact Types). For some users information should be hidden, for some it would be too much to see all pricing details, sales orders, finance information, etc. Therefore Atollon allows you to set-up Tabs per each Contact Type as well as User's Profile at the same time.

    See Tabs Customization article to see how you can define visibility of functions in connection to Contact Types.

    What additional information you need to track in connection to your relations?

    Atollon helps you track simple databases using Atollon Forms functionality. It is possible to add custom fields on main Tab of each Contact Type. It is possible to add 2 forms on one Contact Folder - one based on Contact Folder Type, one based on Contact Folder Template.

    Forms may allow you to track various custom fields, such as:

    1. Edit field: allows you to add text information, such as "Main competitive advantage" or any other descriptive information.
    2. Checkbox: create your own checklists on Contact form. Do you track whether Service Contract is signed?
    3. Edit field (Date format): You can set any important Dates (Do you watch your Client's deadlines?)
    4. These are just examples. Follow the help resources below to add / edit your own Custom Fields for your Contact Types.
    5. Memo field: any additional notes that should be accessible from Contact Type's form

    Set-up Folder Form

    See Custom Forms manual to understand Forms and see how to create new or extend existing.

    Report your relation management progress

    You need to get results soon. Report on your changes or status of your relations. There should be at least the following reports created:

    Relationships (Prospects, Clients, Partners, etc.) Overview

    This below mentioned report will provide you with plain overview about your contacts, their status, responsible people and may contain Custom Form Fiels.

    This report should include the following fiels (schematically):

    Field Name Filtering (Example) Description
    Folder.Name N/A You should see the name of the client
    Folder.Type Prospect It may include other Types of Contacts as well (Supplier, External User, Partner, etc.)
    Folder.Custom Status N/A You want to be able to filter (on demand) for various states of your relations (ie Lead, Perspective, Current, Lost, etc.)
    Folder.Created From/To Optionally: Last 15 days You may indicate how many (and what exactly) new Clients, Prospects, etc. you created during last X days
    Last Contact Date Optionally: More than 30 days back You may indicate sleeping contacts. In combination with Custom Status, you may indicate whether there are Hot Prospects that you did not contact for last 30 days.
    Folder.Responsible Users.User N/A You want to see the responsible user
    Folder.Responsible Users.Primary True You are interested only in Primary Responsible User
    Folder.Global Form.Various Fields N/A You may want to include various Custom Form Fields. Global Form in Reporting is Custom Form defined at Folder Type.
    Folder.Account Form.Various Fields N/A Account Form is corresponding to Custom Form based on Folder Template

    Contacts Overview Grouped By Status / Responsible Person

    Alternatively, you can add Group By criteria to the report & Count on (usually) Name field, which may give you some basic statistics on how many new Prospects / Clients / Partners were created by responsible people. You may use the same report as Overview, plus you will add GroupBy criteria on Folder.Responsible User (1st) and Folder.Custom Status (2nd). The report will also indicate how many Prospects / Clients or Partners are in which state.

    Set-up Reports

    To learn about creating new reports, see the Reports documentation.

    Set-up your Core Processes: Projects

    Set-up Cases / Projects / Contracts / Services

    Are there any structured activities in connection to your relations?

    Implementing Business Cases, Projects or any kind of Services in Atollon and properly using them is worth the investment into Atollon itself. All these corporate activities are tracked using one entity in Atollon, called Project Folder (or just a Project). Apart from Simple Project, there may be more structured types of Projects used (Master / Slave Project relations for example). Each Business Scenario may be implemented as different Project Type in Atollon. Each Project Type has it's own Life Cycle, User Roles, Custom Forms, Tabs, Activities / Milestones, Workflow, etc.

    Business Scenarios

    There are the following examples of how Atollon Project Folders may be used.


    Project Type Description

    Sales Opportunity

    In Atollon, Sales Opportunity is one of the Project Folders. Sales Opportunity is created in one of the initial States (for example Potential) and may change it's status during the Life Cycle of the Sales Opportunity in your company.

    Sales Opportunities may be closed as Winning / Lost or Postponed and handed over to production OR they can continue with the production itself, just adding few more states (ie In Production, To Be Delivered, Delivered, Finished, etc.) In such a case, we call it a Business Case (instead of just Sales Opportunity. Business Case is more complex and involves both sales phase as well as the delivery / production / shipment phase.

    Service / Case

    Simple production projects indicating your company provides its services to the client. This Project Folder is used to track all activities in connection with the service, whether the service is called "Consulting", "Legal Case" or "Support".

    In Atollon, Projects are customizable to the level they will support your daily activities with your clients, track all communication, tasks, documents, etc.

    Project Just a simple Project is used for classical Project Management as well. You may want to add more Activities (in PM called "Milestones") into Project automatically or as soon as they are requested by client.
    Contract You may use Atollon Project Folders to track also Contracts for you. It is expected that the Contract requires some fulfillment from your side, ie tracking time spent on servicing customer, providing customer with regular service activities, etc.

    Once you find out what types of Projects you need to create, go ahead and make a set-up (if it is not provided by Atollon consultants).

    Set-up Projects

    You must first create new Project Type "Case", add one or more Project States and create Project Template. Afterwards, you must setup Folder Types > Relations to allow creating the Project (based on it's Project Template). For example, Folder Type "Client" may want to create Project "Case" based on the Project Template of the same name.

    See the New Project Type guide to know how to set-up new types of business activities: Cases, Sales Opportunities, Projects, Contracts, etc.

    What is the life cycle of Projects?

    Projects have two methods of indicating their progress throughout their "life" within your company. You can indicate Project status either using Custom States or using Activities. The table below shows you the main features of both methods. It is possible to combine them as well.

      Custom Status Activity
    Indicate final status of Project Yes No (Several Activities on Project may be open at the same time)
    Store all communication, tasks, time sheet, documents in connection to Project phase. No Yes
    Create Custom Form to indicate details of the Project phase. No Yes
    Indicate status of several Project phases running at the same time No Yes
    Report time sheet, tasks, etc. per Project phase No Yes
    Track history of changes Yes Yes
    Add more Project phases when needed No Yes

    Different Project Life Cycle for different Project Types

    It is essential that each Project Type may have different Life Cycle. Please see below some examples using only Custom States.

    Project Type Custom Status
    Sales Opportunity
    • Initial
    • Presentation
    • Contract
    • Won
    • Lost
    • Postponed
    • Set-up
    • In Progress
    • Waiting for Other Party
    • Waiting for Client's Approval
    • Approved / Finished
    • Postponed
    • Canceled
    • Archived

    Business Case

    (used for short-term/quick cases, usually, when Sales Opportunity + Project is not used instead)

    • Enquiry
    • Proposal
    • In Progress
    • Refused
    • Delivered
    • Canceled
    • Archived
    Professional Service
    • Initial
    • Active
    • Closed
    • Archived
    • Initial
    • Active
    • To be renewed
    • Ended
    • Archived

    Please see below examples of Projects containing both Custom States and Activities in the same time.

    Project Type Custom Status Activity
    Software Development
    • Initial
    • Active
    • Closed
    • Archived
    • Change Request
    • Phase A
      • Phase A.1
      • Phase A.2
    • Testing A Phase
    • Phase B
    • Testing B Phase
    • Support
    Design Production Process
    • Preparation
    • In Progress
    • Finished
    • Archived
    • Brief
    • Artwork
    • Corrections
    • Final

    Each Activity may be created when creating new Project automatically. Activity may also be added at any time during the execution of the Project. Activity may also be structured in Tree (there may be sub-activity).

    Set-up Project Custom States

    To set-up Custom States, see how new Project Types are entered. By amending Project Type > States, you define the basic indication of Project Life Cycle.

    Set-up Activities

    Visit New Activity Type guide.

    What information should be visible on Project details?

    This chapter is similar to configuring applications and features visibility on Folder. You may want to reduce number of Tabs displayed for different User Profiles. Projects enable similar Tabs as Folders. Some of them might also be missing or vice versa. For example Sales Opportunity Tab is available only for Projects, Campaign Overview is available only for Master Projects, etc.

    See Activity Panel Settings to see what features & tabs are available for Projects. Then think about what tabs should be visible to your User Profiles.

    Set-up Tabs

    See Tabs Customization article to see how you can define visibility of functions in connection to Project Types. Customization of Activity Types tabs is work-in-progress.

    Project Custom Form Fields

    Think about what information should be entered by users on each Project. Atollon allows you to use two forms, one based on Project Type and one based on Project Template.

    Various Project Types: Case, Sales Opportunity, Project, Contract, etc. may have different requirements to track static information. You may want to add several custom fields, such as Date, Edit fields, LIsts, etc.

    Set-up Project Form

    Get more details about Custom Forms.

    Report your Projects / Cases / Contracts Progress

    How you should report progress of your structured activities? There is a range of reports for Projects available in Atollon. You should focus on those that bring you highest value now. See the example below:

    Project Overview

    Below mentioned Project Overview will provide you with basic information gathered about your Projects.

    Field Name Filtering (Example) Description
    Folder.Name N/A You should see the name of the client
    Project.Name N/A You should see the name of the project
    Project.Type Case It may include other Types of Projects as well (Sales Opportunity, Project, Production, Contract, Service, etc.)
    Project.Custom Status N/A You want to be able to filter (on demand) for various states of your Projects (ie Initial, Active, Closed, Postponed, etc.)
    Project.Created From/To Optionally: Last 15 days You may indicate how many (and what exactly) new Cases, Service Contracts, Sales Opportunities, etc. you created last 2 weeks.
    Project.Last Contact Date Optionally: More than 30 days back You may indicate sleeping projects. In combination with Custom Status, you may indicate whether there are Active Projects, where was no recent communication.
    Project Responsible Users.User N/A You want to see the responsible user for the Project.
    Project Responsible Users.UserRole N/A Indicate the Role of the Responsible User.
    Project Responsible Users.Primary True Once you are interested only in Primary Responsible User
    Project Global Form.Various Fields N/A You may want to include various Custom Form Fields. Project Global Form in Reporting is Custom Form defined at Project Type.
    Project Form.Various Fields N/A Project Form is corresponding to Custom Form based on Project Template
    Project Contact.Person.First Name N/A You want to get contact information about external Project contact. Used primarily to send Mass Mail to Project external contacts.
    Project Contact.Person.First Name N/A  
    Project Contact.Person.Salutation N/A Once using the Project Overview for sending Mass Mail, it would be nice to see, whether you filled-in Salutation in External Contact details. If so, you can send customized Mass Mail.
    Project Contact.Primary Contacts.E-mail N/A Indicate, whether the External Contact has E-mail available.

    The above mentioned Project Overview report may be used for several purposes:

    • Get information about Project status
    • Get information about recent Project activity
    • Get information about Project responsible people
    • Send Mass Mail to Project external contacts

    Project Statistics

    You may use the report above, by adding Group By criteria into the Report results, you may get the following statistics:

    • Number of Projects by status
    • Number of Projects by responsible user
    • ...

    Set-up Projects Reports

    See Reporting Administration for more details.

    Set-up Core Application Features

    Start using available features in connection to your Core Processes as soon as possible. Easiest feature to use immediately are Tasks. Once you adopt them, start using Messages, learn how to use internal & external communication. If you need to track time of your colleagues on performing their jobs, start using Time Sheet immediately.

    Set-Up Tasks

    In order to use Tasks properly, you should first set-up Type of Work. You can set-up Type of Work within web interface.

    Set-up Calendar

    There is no special need to set-up calendar, except Types of Work (Event), if needed.

    Set-Up Messages

    There may be several types of Messages used in Atollon. The major Message types are pre-set, you can even customize your own (based on supported communication tools), if necessary.

    Set-Up Time Sheet

    Time Sheet requires set-up o Types of Work, as well as Tasks. Nothing else is needed. For Atollon Professional Edition, you may follow by setting-up Prices Lists of work, Work Contract Types set-up, Billing Set-up, etc.

    Train your employees

    Once you set-up the core processes of your business in Atollon, prepare training of your employees, show them how you prepared your organization's Finder structure, show them what is expected from them. In later chapters, Atollon will help you "motivate" your employees to use Atollon even deeper and consistently.


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