In this page, user will find more information about the Admin module and more specifically on :
- Alarm/ tasks
- Create a permanent alarm
- Contact email replacement
- Document template set up
- Field configuration
- Template library setup
- WAM rules setup
- Data transfer
- Email distribution list
- Automation status change
- Attachment library set up
- System prompt setup list
- Message channel & message format
Settings
Alarm/ Tasks
Setup - System Admin
Alarms and tasks is a feature that enables users to get notified of events in the system they would like to be aware of. An activated alarm is a notification trigged by a transaction event (for Transactional Alarms) or a permanent rule (Permanent Alarm).
Permanent Alarms – This type of alarms is created once to monitor all transactions in the System and are triggered for individual transactions. It is activated when a field value of any transaction in the system meets the alarm conditions. This function allows the HO user to set up standard alarms tracking the fields available for alarm module based on selected system.
For example on the “Latest Shipment Date”, “Expiry Date” or “Status”.
Transactional Alarms – A transactional alarm is an alarm created for a particular transaction. This type of alarms is activated when a field value of a specific transaction meets the alarm conditions. Transactional alarms can be set up inside of a transaction on a case by case basis. It enables users to set up reminders linked to specific transaction fields like ‘Status’ or dates such as “Latest Shipment Date” or “Expiry Date” and to other dates that are not linked such as a reminder to send a copy of non-negotiable set of documents to the buyer etc.
Permanent Tasks- A task is a notification to perform a certain action once a task conditions have been triggered. This function allows the HO user to set up standard task tracking the fields available for task module based on selected system.
Some use cases:
- Get notified when a guarantee is about to expire
- Get notified when a guarantee is ready for your review
The list of activated alarms will appear on the left column of the master home page.
The list of activated tasks will appear on the top section of the master home page.
In both cases, you can access the lists on their own dedicated page via the Menu button.
The user can also specify to send alerts by e‐mail.
Difference between alarm and task:
A task is only active when the conditions are met. i.e. If there’s a task activated when a guarantee is in Ready for Review status, the task will be automatically removed from the list when the guarantee is set to a different status.
An alarm does not get removed from the alarm list until you remove it. (Some may have an expiry set)
Create a permanent alarm
Click MENU-> Settings-> Alarm/Task Setup
Step 1: Click Create Alarm
Select the specification from Drop-down list:
[SYSTEM], e.g. Guarantee Issuance
[MODULE], e.g. Default
The Module field has the following options:
Default: You can create an alarm related to field conditions of a transaction.
Transaction Link: You can create an alarm related to event conditions of a linked transaction, i.e., changing linked transaction’s status or deleting a linked transaction.
Approval Module: You can create an alarm related to event approvals of a transaction, i.e., adding an approval on a transaction.
Ancillary Message: You can create an alarm related to event conditions of Ancillary Messages, i.e. changing message’s status or deleting it.
Message Box: You can create an alarm related to event conditions of Message Box i.e. when an error is detected, or payment is created
Quick Form: You can create a task related to event conditions of a quick form transaction, i.e., changing transaction’s status.
Data Transfer: You can create a task related to event conditions of data transfer i.e. when any data transfer event is completed.
After select, popup window appears, Click Create Alarm
Complete all the Alarm/Task details, at minima the mandatory fields : Name & Field conditions.
Use the Insert Variables button to retrieve System Fields for your Alarm/Task
Remember to Select the Option button: Tasks or Alarms
Create Notification Contact
User can choose to activate the alarm for the user only, the company or transaction party.
Field Conditions
Select the System Field & Operator condition from the list of values, remember to Click Add Field & Click Save
e.g. (GTI) Guarantee Status = Pending Completion
Field Conditions: (GTI) Guarantee Status
Operator: =Pending Completion
Click Save
Post Conditions: When you start creating transactions, the relevant parties will be notified via emails.
Deleting an alarm/task manually
Click on "menu" --> "Activated Task List" and then click on " Update Activated Task".
Once on the page with all the task, select the one(s) you wish to delete by selecting the tick box on the left and click on "delete for all users".
Click on the confirmation modal to confirm your choice. Please note this will affect all users & notification linked to this alarm/task.
Contact Email replacement
In case of a change of email, you can automatically replace the old email address with the new ones wherever it appears.
Document template set up
This functionality allows the user to create some document template such as cover letter.
You can choose the type of the template and all information related to it and who should see the template (group, company or subunit)
Then on the guarantee page, user can select, under the credit line, to see the cover letter and in which format.
Field Configuration - System Admin
This functionality allows the user to select and configure the fields displayed in GTI system for Internal Information folder. The fields on this page are user‐defined, user can tick: Visible and/or Mandatory.
Note: Tick checkbox “Overwrite” will make all the configuration back to default setting. Default: Visible and non‐mandatory.
Additionally, this functionality also allows users to configure Values in Drop-down list.
Assign Roles: Field Configurator Admin
Click MENU-> Settings-> Field Configuration
Internal Information
You will see Field Configurator page :
SYSTEM: Select from dropdown list, e.g. Guarantee Issuance
COMPONENT: Select from dropdown list, e.g. Internal Information
Click Next
The next page is to Edit the Field Configurator
For each <Label Text> line, Tick the checkbox against
<Visible>- Visible on the page
<Mandatory>-Mandatory with the red asterisk
<Default value> -Default on the page
Important: Do not tick the checkbox at the Top. The tick is to Select/Unselect the values. It will reset back to default setup.
For each dropdown menu, you can select: yes, no or conditional. Conditional option will allow the user to enter a formula (Javascript).
Click Save to configure, all the field configuration.
Post Conditions: Go to Transactions>Guarantee List to test the configuration setup in Internal Information, create a new Guarantee Transaction or retrieve any existing transaction, Click [Edit Internal information] button to enter the page to check the Field Configuration setup
Drop-down list
Another Field Configuration to share
[SYSTEM]: Guarantee Issuance
[COMPONENT]: Drop-Down Fields (Main Application)
Click [Next]
The system values can be transferred to the drop-down list.
Default Value can also be selected on the right of the screen.
Template Library Setup - System Admin
Template can be prewritten for documents like user manual, work instruction. User can upload File to the Template Library for online reference. The uploaded files can be linked to the screen-id and view under [Useful Resources].
Assign Roles: Template Library Admin
Click MENU->Settings->Template Library Setup
Complete all the Fields.
DOCUMENT DESCRIPTION: e.g. SN TEST PROCEDURE
LINK TO SCREENS: Screen ID, e.g. SC010D (Master homepage)
FILE NAME: Choose your file attachment, e.g. SN Test1.docx
Go to the Bottom Right, Click Upload File
If you’ve attached the wrong file, on the same page SC046A, you can tick the file Delete checkbox, Click Delete
Post Conditions: Master Home Page, Top Right Useful Resource, you will see your file attachment
WAM Rules Setup - System Admin
“WAM” stands for Workflow Approval Module. This functionality provides the users with additional transaction approval flow for reviewing and approval of transactions. This is done by configuring required approval requirements (e.g. by amounts, transaction types, transaction parties, etc). Create Workflow Approval process following company internal control (e.g. Transaction Status, Conditions, Authorised Limit, Approvers)
You cannot edit created WAM rules. You will have to delete a WAM rule, and then to create a new one.
Assign Roles: WAM Admin
Click MENU->Settings ->WAM Rules Setup
You will see the Rule System Selection
Top right, you will see System & Transaction Type. Choose the value to add a new WAM rule.
- [System]: Select from the list of Value: Guarantee Issuance, Guarantee Receipt, etc
- [Transaction Type]: Select Transaction, Amendment, Extend or Pay or Reduction
- Go Top Right, Click Add New Rule
Enter the Rule Administration page
- Rule Details
| Rule Name | your name text |
| Rule Text | your name text |
| Rule Priority | Order: Strongest : 1 à 2 à 3 |
| Transaction Status | Select from the list of values, e.g. Pending Completion |
Tips : create different rules with numbers that are not TOO closed, in case there is some WAM rules changes in the future Rules, for example:
1 : HIGHER PRIORIY
10 : LOWER PRIORITY
2. Add Conditions & Approval Process
Complete the Conditions and Approval Process for your WAM rule
Complete all the information and Click Save Rule
Data transfer
To upload transaction that has been issued outside of GlobalTrade. This page will display the record uploaded during the transfer if any.
Click on “ File Upload” to upload a new one, this will open a new page where user will be able to drag and drop a file.
User will be able to upload the file by clicking on “ Choose file”. Then he will need to select for which information the update should be done, for example here module Guarantee issuance –> Update the internal information of guarantees.
Email distribution list
To create group email function for notifications.
Automation Status Change
This functionality allows the user to create automatic change in the status of a transaction. Just enter the condition and the status of the transaction that needs to changed based on this transaction.
NOTE: Once you have filled in the information for a rule, an Add Condition button will appear. If you would like the rule to depend on more than one condition, click Add Condition then add the additional conditions. A Remove Condition button will appear beside each additional condition. Click on Remove Condition to remove the corresponding rule to the left of it
Trigger
Event: Use this if you want the status change to occur right away once the action which created the conditions has taken place. For example, if you would like a guarantee to be set to Applied status if the WAM approval is set to fully approved, the action of adding the last approval will trigger the automatic status change rule
Service: Use this if you would like the system to check once a day for any transactions that match the rule conditions and make the status change.
Select System: This field corresponds with the GlobalTrade system you would like to create the rule for - GTI, LCE, GTR, etc.
Transaction Type : Choose whether you want the status change rule to be for the main LC/Guarantee or amendments.
From Status: The rule will only change the status on transactions that are in the status specified in this field.
To Status: Choose which status you would like this rule to set transactions to.
Field: The is the part of the transaction where the system will look to see if the conditions are met. For
instance, if you would like to automatically set transactions to Expired what are 30 days past the
expiry date, this field will tell the system to look at the Expiry Date field.
Condition and Qualifier: The system will check the field specified in the “Field” setting for the conditions met in this setting. If the conditions are met, the status change will occur.
NOTE: If Qualifier is a text box, enter the number of days.
Under Rules, there is a check box to the right side of each rule. Checkmark the box for the rule you want to delete, then click Delete Selected.
Attachment Library Set up
To upload documents that are regularly used, such as T&Cs. To set up a new document, click on “new attachment” and enter all mandatory information. Enter a name, for which message it should be available as well as the sub-units concerned.
System Prompt Setup List
This function allows user to configure System Prompt through various System module, Screen ID, Transaction type & Status button. The prompt will give system's readiness and allows user to select & perform next task efficiently.
Click MENU->Settings->System Prompt Setup List
Click Add Rule
Select relevant parameters to setup and Click Save
Message channel & message format
Message Channel : Method of exchanging information with a bank.
Message Format: Format in which the related message is sent.
| Channel Channel | Message Format |
| SWIFT FIN | SWIFT message |
| E-Mail, Paper/Fax, @GlobalTrade | SWIFT message, RTF file, PDF file |
| DVS | |
| Konsole |
File Attachment Channel: Method of sending/ receiving supporting documents.
| File Attachment Channel | Description |
| SWIFT File Act | Sent by SWIFT network |
| Sent by E-mail | |
| Paper/ Fax | Sent by Paper/Fax |