Setting up management rules

Management rules are additional parameters that enable various features in Akuiteo.

The setup screen for management rules can be accessed in Desktop Application > Tools > Setup > General setup > Special parameters > Management rules.

By default, the Management rules setup menu shows the list of management rules and application controls enabled in Akuiteo.

To search among all management rules, whether they are enabled or not, click on  at the top right of the screen to display the search criteria.

1 Open the desired management rule.
2 Go to the tab of the desired company and check Enable.

The management rule can be enabled:

  • On one ore multiple specific companies;
  • On the ***** company in order to enable it on all companies.
3 Specify the desired parameters and save.

For leave requests (Desktop Application > My Akuiteo > My leave requests), allows you to automatically calculate the End date from the Start date and the No. Days.

The management rule contains the Allow input of the end date parameter:

  • If Yes is selected, the End date field can be manually specified for the leave request.
  • If No is selected, the End date field is disabled and only the duration can be specified.

Allows you to define the display of custom data in the General information tab of projects (Management > Projects).

When the management rule is enabled, the display of custom data is determined by the configuration of the management rule instead of displaying the first 5 custom data fields.

The management rule contains the following parameters:

  • Number of CD to display (0 = hide all): Specify the number of custom data fields to display. If the field is empty, 5 custom data fields are displayed. If 0 is specified, no custom data is displayed.
  • Number of columns to use: Specify the number of columns to display for the custom data. This field is required for the management rule to take effect. If 0 is specified, no custom data is displayed.
  • Index of the first custom data (empty = display from the lowest to the highest index number set up): Specify the position of the first custom data field to display based on the rank numbers of the custom data. If the field is empty, custom data fields are displayed from the first one.

Example

The following custom data fields are set up for projects:

  • Budget in rank number 1,
  • Contract number and Status in rank number 2,
  • Last tracking date in rank number 3.

I specify 4 in the Index of the first custom data (empty = display from the lowest to the highest index number set up) management rule parameter.

The first custom data field to be displayed on the project record sheet will be Last tracking date since it is the 4th custom data field based on the rank numbers.

Allows you to set the resource to take into account when generating the schedule from a quotation or a sales order.

By default, the resource specified on the sold product sheet is taken into account for the scheduled item generated, even if the quotation line contains a resource specified.

When the management rule is enabled, the resource specified on the quotation line is taken into account instead for the scheduled item generated.

The management rule contains the If yes in free area 1 is selected, then the calculation is based on the delivery date rather than on the delivery date -1:

  • If Yes is selected, the end date of the scheduled item will be the delivery date.
  • If No is selected, the end date of the scheduled item will be the day before the delivery date.

Allows automatic historization of supplier orders (Management > Purchases > Purchase orders) when they are received via Edit > Receiving an order by quantity / Receive the purchase order by amount, or by right‑clicking on the lines > Receive the selected lines. Historizing an order allows you to keep a record of the original order as it was before reception. For a non‑historized order, each order line will be deleted after it is received.

When the management rule is enabled, the window prompting the user to historize the order is no longer displayed during partial or full reception of the order, and historization is performed systematically.

Allows you to define the information displayed in the opportunity blocks of customer or prospect record sheets in the Sales Portal > CRM > Customers then Actions tab.

By default, the displayed information includes the expected signature date, the amount, the number of days, and the pipeline.

When the management rule is enabled, this information is replaced by the fields whose codes are specified in the Content to display on the card parameter of the management rule.

The available codes are listed in the description of the management rule.

Note

Up to 4 values can be displayed. If more than 4 codes are entered in the management rule, only the first 4 will be considered and displayed in the opportunities.

Example

In the CLI_ACTIVITES_OPP management rule, I specify MONTANT;DEVISE;PROBABILITE in the Content to display on the card parameter.

On a customer record sheet (Sales Portal > CRM > Customers and then Actions tab), the opportunity blocks thus contain the Amount, Currency and Probability columns.

Used to enable the management of color indicators on customer record sheets.

When the management rule is enabled, each customer can be linked to color indicators (up to 3 per customer). Those colors give additional information on customers and their meanings are specific to each company.

Then, a customer's color indicators are displayed:

  • from the Desktop Application, on each sales object and on each issue from the customer.
  • from the Sales Portal, on each sales object of the customer.
  • from the Help Desk Portal, on each issue from the customer.

To set color indicators on customer record sheets, customer indicators must be set up beforehand from the Desktop Application > Tools > Setup > General setup > Sales > Customer color option management.

Reference

For more information about the setup of color indicators, refer to Color indicators.

Once color indicators are set up, they can be applied to each customer record sheet.

Reference

For more information about adding color indicators for a customer, refer to Applying color indicators.

Allows you to define delegations when a manager is on a leave in order to control employees timesheets.

When this management rule is enabled, the My Akuiteo > My delegations menus is available in the Desktop Application and allows you to set up delegations to another manager in order to control employees timesheets during the leave of the manager.

When the Portail collaborateur Domain> Changer De Collaborateur label feature flag is enabled, this delegation also allows the manager to access and manage the calendar and activity of an employee of this delegation from the Web Portal > Employee > Timesheets and schedules and My activity.

In this case, if the manager has the:

  • 161213 TOOLS RESOURCE DELEGATIONS DELEGATE TO ALL RESOURCES FOR APPROVALS DMF, then they can see all employee under its set up delegation.
  • 161209 TOOLS RESOURCE DELEGATIONS DELEGATE TO ALL RESOURCES FOR TIME DMF then they also see all non-generic employees of the company.

Important

This feature requires the feature flag Portail Collaborateur domain > Facilitation Saisie Temps label.

For the management rule to work:

  • SAML authentication must be enabled and set up (see Configuring the SAML authentication).
  • An AES encryption key must be configured on the Akuiteo server. This key is the -Dak.secret parameter when starting the Akuiteo server.
  • The connection to Exchange via Microsoft Graph API must be configured (see Configuration for Microsoft Graph).
  • The timesheet entry mode for timesheet entries must be set to hours-minutes or hours-hundredths (see Time input mode).

Used to extract events from employees' external calendars to generate corresponding timesheet entry suggestions from the Web Portal > Employee > Timesheets & schedules.

The management rule contains the External calendar parameter, enabling you to define the calendar tool in use. Only the OUTLOOK value is available.

The calendar email address taken into account for each user matches their corresponding user code.

Note

Assignment prediction can also be set up to automatically predict assignments for generated suggestions.

For more information, refer to Setting up AI assignment prediction.

Allows automatic signature of quotes (Management > Purchases > Quotes) when converting them to orders in Edit > Convert to order.

When the management rule is enabled, the window prompting the user to sign the quote is no longer displayed when transforming it into an order, and the signature is performed systematically.

Used to enable the budget control function.

Reference

For more information, refer to Budget control.

Allows you to connect to the Bsoft connector.

When this management rule is enabled, the organizations , courses and sessions can be synchronized to Bsoft in order for the trainees to access the electronic signing.

Important

A subscription to Bsoft is required to enable the connection.

Before enabling this management rule, contact your Akuiteo project manager.

Reference

For more information about the use of the Bsoft connector, see Using the Bsoft connector..

Allows you to schedule a trainer for multiple training sessions for the same day.

When this management rule is enabled, the total training sessions duration for the trainer is no longer controlled.

Reference

For more information on training sessions, see Managing training sessions.

Allows you to input manually the invoice or credit note number when creating an invoice or a credit note from the purchase and sales chain.

When the rule is enabled, the following DMF must be enabled:

  • 020520 SALES INVOICES FORCE INVOICE CREDIT NOTE NUMBER for the sales chain.
  • 040619 PURCHASE INVOICES FORCE INVOICE CREDIT NOTE NUMBER for the purchase chain.

Enables the use of the new Microsoft Outlook as the email software for sending emails from Akuiteo.

When the management rule is enabled:

  • The Office automation menu is available in the Akuiteo preferences (Desktop Application > Edit > Preferences > General > Office automation).
  • The Microsoft Outlook (new) option can be selected as the email software from the Akuiteo preferences.

Reference

For more information, refer to Office automation.

Allows you to use the schedule and input timesheets in hundredth hours from the Desktop Application and the web portals.

This management rule allows you to create scheduled items in hours hundredth without having to specify a start and end date. Thus, it is only necessary to specify the duration in hours hundredth of the scheduled item.

When this rule is enabled, schedules in the Desktop Application are no longer available:

  • Management > Projects and Edit > Schedule;
  • Management > Projects > Phases and project tasks tab > right-click on a line > Project task graphic schedule and Phase's graphic schedule.
  • Management > Projects > right-click on a selection of results > Graphic schedule of selected projects;
  • Management > Projects > right-click on a selection of results > Schedule of resources by project;
  • Management > Sales > Quotations then Edit > Schedule > View the schedule;
  • My Akuiteo > My schedule or My Akuiteo > My graphic schedule when the PL_CHARGE management rule is enabled;
  • My Akuiteo > My schedule;
  • People > Employees then Edit > Graphic schedule.

Furthermore, the PlanningExchange batch and Akuiteo's Training module are not compatible with the activation of this management rule.

Important

This management rule cannot be enabled and disabled like a standard management rule. Indeed, scheduled items created with the management rule enabled will not be correctly displayed with the management rule disabled.

The PLG_HHCC management rule is not compatible with the PLG_HORODATE management rule.

Allows you to use the timestamped schedule, with a start and end hour for each schedule item from the Desktop Application and the portal.Project

Important

This management rule cannot be enabled and disabled like a standard management rule. Indeed, scheduled items created with the management rule enabled will not be correctly displayed with the management rule disabled.

The PLG_HORODATE management rule is not compatible with the PLG_HHCC management rule.

Used to hide one or more of the following fields on scheduled item forms: Full day, Ends at noon, Starts on the afternoon, Online meeting and Color.

Note

The Full day box is still always checked by default for scheduled items created from leave requests, even if the Full day field is hidden.

To define the fields to hide, specify the corresponding codes in the Information to hide for the schedule block field of the management rule:

  • JOURNEE_ENTIERE for the Full day field;
  • TERMINE_A_MIDI for the Ends at noon field;
  • COMMENCE_AM for the Starts on the afternoon field;
  • REUNION_VISIO for the Online meeting field;
  • COULEUR for the Color field.

Codes must be separated by commas.

Allows you to define information displayed on scheduled items of the Web Portal > Employee > Timesheets & schedules.

When this rule is enabled, the information displayed by default is replaced by the one indicated in the following parameters:

  • Information to display for a scheduled item in list view;
  • Information to display for a scheduled item in column view;
  • Information to display when hovering over a scheduled item.

The available codes are listed in the description of the management rule.

The Display task comment parameter allows you ton when Yes is selected, to show the comment task in the details of it from the scheduled item. The task details is available when the user has the 061604 PROJECT PROJECT TASKS SEARCH DMF.

Allows you to define information displayed on timesheets of the Web Portal > Employee > Timesheets & schedules.

When this rule is enabled, the information displayed by default is replaced by the one indicated in the following parameters:

  • Information to display for a timesheet in list view;
  • Information to display for a timesheet in column view;
  • Information to display when hovering over a timesheet.

The available codes are listed in the description of the management rule.

The Display task comment parameter allows you ton when Yes is selected, to show the comment task in the details of it from the timesheet. The task details is available when the user has the 061604 PROJECT PROJECT TASKS SEARCH DMF.

Permet de prendre uniquement en compte les plannings ayant une date postérieure à la date d'arrêté dans le calcul du RAF (Reste À Faire) dans le menu Reconnaissance du CA (Comptabilité > Travaux périodiques).

La règle de gestion contient le paramètre Prendre quand même les temps mais uniquement non brut (version 3.5 et > 3.7) :

  • Si Oui est sélectionné, les temps passés non bruts ayant une date postérieure à la date d'arrêté sont également pris en compte dans le calcul du reste à faire.
  • Si Non est sélectionné, seuls les plannings ayant une date postérieure à la date d'arrêté sont pris en compte.

Allows checking by default the Show contacts at site box in the 360-degree view of customer record sheets (People > Customers/Prospects then 360 degree view > Contacts).

The management rule contains the YES: Allows you to hide this box parameter:

  • If Yes is selected, the Show contacts at site checkbox is hidden from the sales dashboard and therefore cannot be unchecked.
  • If No is selected, the Show contacts at site checkbox remains visible from the sales dashboard and therefore can be unchecked.

Allows you to enable the Training module in Akuiteo.

In the FORMATION_LIGHT pour activer la version Light field, specify FORMATION_LIGHT to enable the light training of Akuiteo.

Reference

For more information about the Light training module, see Prerequisites.