This article is aimed specifically at people who have an Administrator role with customers who subscribe to the Advanced and Enterprise plans on the Aidi platform.
In Aidi, a Configuration menu is available for Administrators. This menu allows you to configure certain elements, such as the display of the project reference and purchase orders, automatic budget approvals, the units of measurement used, etc.
This article is intended as a tool to help you understand the impact of each of the configuration elements, so that you, as an administrator, can make the right decisions when choosing configurations for your organization. All configurations are applied to all projects and users in your environment.
Budgets and Financing Configuration
Authentication / Connection Configuration
The Configuration menu is located in the Admin section of the primary sidebar.
Here's a description of each item in the configuration list and its impact on the relevant Aidi pages.
General Configurations
- Only Contacts See Project: When this box is checked, users who are not designated as project contacts will not be able to view the project in question. This feature is useful for managing project visibility, to avoid each user ending up with a long list of projects on which he or she is not involved.
If the box is unchecked, all users of an administrative unit can see the projects associated with that same administrative unit. You can then manage contact permissions on the project in the project Contact section, restricting read-only rights to the project as required.
- Use Project Reference in place of Aidi code: When a project is created in Aidi, a code is automatically generated by Aidi. This code is made up of the Asset code, the asset sub-line code, if applicable, and a sequential number generated by Aidi. Note that if the project asset is modified, the code will be modified to take account of the new asset.
However, Aidi also allows you to add a project reference. By default, when a project is created, this reference is the same as the code generated by Aidi, but you can modify it in the project Details page, to comply with your internal project nomenclature and thus enable you to find your projects more easily.
Checking this box in the Configuration menu enables you to search for projects by reference code instead of the Aidi code, and to display the Project Reference code instead of the Aidi code in the project list. The Project Reference field is also added to the project creation mode, enabling you to enter your internal reference number as soon as the project is created.
- Use Purchase Order Reference in place of Aidi code: In the same way as for the project reference, when a purchase order is created, a code is created by Aidi. A reference number that is the same as the code is created at the same time. You can modify the reference so that it corresponds to the nomenclature you use internally, making it easier to find your purchase orders.
Budgets and Financing Configuration
- Automatic budget approval if amount = previously approved: If the total amount of a new budget version is equal to the previous Approved budget version, when the user clicks on the Send for approval button, this new budget version will be automatically approved.
This function is particularly useful when changes are made to individual budget items without changing the total budget amount. In such cases, with this option checked, re-approval of the new budget version would not be required.
- Automatic budget approval if amount <= financing: If the total amount of the budget is less than or equal to the associated financing, when the user clicks on the Send for approval button, this budget will be automatically approved.
- Automatic budget approval if amount < approved budget: If the total amount of a new budget version is less than the previous Approved budget version, when the user clicks on the Send for approval button, this new budget version will be automatically approved.
- Allow to approve budget if financing < budget amount: Allows you to approve the budget even if the financing has not yet been entered in Aidi, or if the financing is less than the budgeted amount.
✏️Note: Financing must be sufficient to cover the sum of committed amounts (purchase orders, change orders, operating expenses) for the component when these are sent for approval.
- Link a new financing (and a new revision) only to budgets In Preparation: This configuration allows you to choose whether a new financing or financing revision should be linked to all existing budgets or only to budgets In preparation.
When this box is checked, new financing or new revisions are only associated with budgets In preparation status. This preserves the historical links between budget versions and their financing or financing revision. On the other hand, the functionality becomes a little less flexible. For more details on this subject, please refer to the Financing and revision management article.
- Payment request mandatory for invoice: This configuration makes payment requests mandatory for invoice processing on all purchase orders. This means that the “Payment requests required for Invoice” box is checked by default in the Purchase order information section. However, it is possible to uncheck the box in the purchase order if required.
Display Configuration
- Display homepage: The Home page is the page with a photo you see when you first log in to Aidi. If this feature is not enabled, users will be directed to the Initialize →Project → Project list page. The selected project will be the last one viewed.
- Unit of measurement: Selects metric or imperial units, which determines whether the weather displayed in the logbook is in Celcius or Fahrenheit degrees.
- Show Schedule module: Linked to the legacy schedule module, which is generally no longer used. This box should not be checked unless otherwise indicated.
- Show Scheduler/Tasks module: Displays the Scheduler/Tasks module available from the Planning menu. This box should be checked, unless your organization has chosen not to use the Aidi scheduler.
Authentication/Connection Configuration
- SSO change password URL: If you're using Single Sign-On (SSO), this URL link redirects the user to their corporate password-change login page.
- Inactivity time: You can manage the time of inactivity in Aidi before the application disconnects the user from the application.
Reports Configuration
- Report logo URL: Reports generated from the Report Center can display your logo. Simply enter your logo URL here and it will appear on the reports. This feature is currently being rolled out to all our standard reports.
- Password protection for reports: This feature is currently being implemented, and will eventually be used to lock Excel reports extracted from Aidi.
- Report main HEX color: Feature coming soon. This feature is part of a gradual roll-out of reporting functionality.
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