Standard Actions
Package: BASIC
1. General
In all modules, various actions are available depending on the module.
In the upper right area of a detail view, the Actions button (three-dot icon) is located, which can be used to carry out actions.
By clicking the Actions icon (three-dot icon), a popup menu opens showing all actions available for this module:
Actions – Popup Menu
Which actions are available to a user can be configured via the settings in Profiles.
Actions for which a user has no permission are not displayed.
If an action that creates a new, linked record is carried out from a record (e.g. Create Appointment), an overlay for the quick creation of the record opens. The exception are Billing modules (e.g. Invoices, Sales Orders): due to the product block, the full creation view opens here.
2. General Actions
In brainX, there are actions in the detail view of modules that are available in most modules.
Overview of all general actions available in brainX:
| Action | Function |
|---|---|
| PDF Export | A PDF file is generated for the record, based on a template selectable from the Templates module. The function is described in detail in the PDF Export section. |
| Recommend | A recommendation email is sent to other users for the record. The function is described in detail in the Recommend section |
| Copy | The record is copied with all field values. The function is described in detail in the Copy section. |
| Delete | The record is deleted and moved to the Recycle Bin module. The function is described in detail in the Delete section. |
| Change Tracking | Opens the change tracking view, which shows all changes made to the record. The function is described in detail in the Change Tracking section. |
2.1. Functions of the General Actions
Which general actions are available in which modules is described in the respective sections of the Modules documentation.
2.1.1. PDF Export
For a PDF export to be executed, it is necessary that the Background Task "PDF Export" has the status "active".
A PDF file can be generated for the record — based on a selectable template from the Templates module.
After clicking the PDF Export action, the PDF Export popup opens.
Popup "PDF Export"
The popup is divided into the Template and Options sections.
Template
The following fields/functions are available:
-
Select → Selection list of PDF templates available for the module. If no PDF templates exist for a module yet, a corresponding notice is displayed.
-
Create button → Opens the creation view for a new PDF template in the Templates module
-
Reload button → Reloads the selected template
-
Set as Default Template button → Sets the selected template as the default template
-
Language → Selection list for the language to use
-
Filename → Filename(s) of the generated PDF file; can also be changed manually
Options
The following fields/functions are available:
- Without Header → Toggle to set whether the PDF file should be exported with/without a header
- Without Footer → Toggle to set whether the PDF file should be exported with/without a footer
In the next step, the export type is selected. After clicking the Export button, a flyout menu opens with the export type actions:
- Standard → Normal export; the PDF file is generated and placed in the browser's download folder without a reference to the record
- Export with Reference → The PDF file is generated and placed in the browser's download folder, including a reference linking the PDF file to the record
- Export as Reference → The PDF file is generated and is not placed in the browser's download folder, but is referenced to the record
If the generated PDF file is sent directly as an email, suitable recipients are automatically suggested. These can be selected and applied; they are entered directly into the recipient field of the email.
Popup "PDF Export" – Export Options
2.1.2. Recommend
Using the Recommend action, a recommendation can be sent via email.
After clicking the action, the Recommend popup opens:
Popup "Recommend"
In the popup, the recipient group (one or more users and/or groups) is entered in the Please select who the recommendation should be sent to field; these recipients will then receive the recommendation by email. If a group is selected as the recipient, the email is sent to the email address stored for that group. If no email address is stored for the group, the email addresses of the individual users in that group are used.
The recommendation email is sent as a "bulk email" (one email to all recipients).
A corresponding message can be written in the Message to recipients field. The field is pre-filled by default with the text "The following entry might be of interest to you.", which can be replaced or supplemented.
Since recommendations (emails) are sent using the user's default mailbox configured in the Email Accounts module, it is necessary that the user has set up at least one mailbox in the "Email Accounts" module.
If the user has not set up an email account, the message "Please add an email account in the corresponding module first." is displayed.
2.1.3. Copy
Using the Copy action, a record can be copied.
After clicking the action, the edit view of the record opens, with all field values taken over from the record being copied.
2.1.4. Delete
Using the Delete action, a record can be deleted.
After clicking the action, a confirmation dialog opens with the question "Do you really want to delete this entry?".
If the Confirm button is clicked, the record is deleted from the respective module and moved to the Recycle Bin. By clicking Cancel in the confirmation dialog, the deletion is aborted and the detail view of the record is displayed again.
2.1.5. Change Tracking
The change tracking integrated in brainX offers the ability to permanently save changes (field changes, references, etc.) to records and to view them again at any time.
Using the Change Tracking action, the changes sidebar is displayed.
Sidebar "Changes"
In the Changes sidebar, it is now possible to see who made which changes and when.
If a large number of changes have been made to a record, it is possible to search specifically for certain changes.
To display the change filter, simply click the Filter Changes icon (funnel icon). The filter area opens with the Filter by and Value selection list fields.
Sidebar "Changes" – Filter
The Filter by selection list contains the following values:
- Field
- User
- Date
- Special Changes
The Values selection list contains — depending on the selection in the Filter by field — further filter options:
- Field → Selection list of all fields that have been changed so far
- User → Selection list of all users who have made a change
- Date → Input of a date
- Special Changes → Selection of all special changes
Changes to positions and position groups in product blocks are also shown in the change tracking.
When a reference field in a module is changed, this change is also shown in the change tracking of the referenced record.
3. Module-Specific Actions
Which module-specific actions are available in which modules is described in the respective sections of the Modules documentation.