Configuring initial data

After you successfully install and configure Control Desk components, you must complete several data configuration tasks before you use Control Desk.

1. Log in to Control Desk by entering the user name maxadmin and the password that you specified during the installation.
2. If you didn't set the SMTP server by using the Configuration tool, configure the SMTP server to send users email notifications of system events. To learn about the range of system properties in Control Desk, see the System properties information.
   1. From the Go To menu, select System Configuration > Platform Configuration > System Properties.
   2. In the Global Properties table window, use the filter feature to search for and expand the mail.smtp.host property.
   3. In the Global Value field, specify the SMTP host name.
   4. Select the mail.smtp.host check box.
   5. From the Common Actions menu, click Live Refresh.
   6. In the Live Refresh window, click OK.
   7. In the Global Properties table window, use the filter feature to search for the mxe.adminEmail property.
   8. Expand the mxe.adminEmail property and in the Global Value field, specify your email address.
   9. Select the mxe.adminEmail record check box.
   10. From the Common Actions menu, click Live Refresh.
   11. In the Live Refresh window, click OK.
3. Define a currency code.
   1. From the Go To menu, select Financial > Currency Codes
   2. Click New Row and specify a currency code and a description. For example, enter USD for United States of America Dollar.
   3. Click Save Currency.
4. Define item sets and company sets.
   1. From the Go To menu, select Administration > Sets.
   2. Click New Row.
   3. Specify an item set name. For example, enter IT Items.
   4. In the Type field, specify ITEM.
   5. Click New Row.
   6. Specify a company set name. For example, enter IT Comps.
   7. In the Type field, specify COMPANY.
   8. Click Save Sets.
5. Create an organization.
   1. From the Go To menu, select Administration > Organizations.
   2. From the toolbar, click New Organization.
   3. Specify an organization name. For example, enter EAGLENA, and enter a long description.
   4. Specify the base currency that you defined in step 3.
   5. Specify the item set and the company set that you defined in step 4.
   6. In the Default Item Status field, set the status to PENDING.
   7. Click the Sites tab and select New Row under the Sites table window.
   8. Specify a site name. For example, enter Factory01 and enter a long description.
   9. Click Save Organization.
6. Create a general ledger account component.
   1. From the Go To menu, select System Configuration > Platform Configuration > Database Configuration.
   2. From the More Actions menu, select GL Account Configuration.
   3. Click New Row.
   4. Specify a component name. For example, enter MYCOMPONENT.
   5. Specify a length for the component. For example, enter 5.
   6. Specify a type for the component. For example, select Alphanumeric.
   7. Click OK.
7. Apply changes to the database.
   1. From the More Actions menu, select Manage Admin Mode.
   2. Select Turn Admin Mode ON and click OK. This task takes several minutes to complete. You can click Refresh Status to view the progress.
   3. From the More Actions menu, select Apply Configuration Changes. Ensure that the status To Be Changed does not appear in the status column of the listed objects.
   4. From the More Actions menu, select Manage Admin Mode.
   5. Select Turn Admin Mode OFF and click OK. If you do not turn off Admin Mode, cron tasks fail.
8. Create a general ledger account.
   1. From the Go To menu, select Financial > Chart of Accounts.
   2. In the Organizations table window, select your organization.
   3. From the More Actions menu, select GL Component Maintenance.
   4. In the Components table window, select the component that you entered in step 6 and click New Row.
   5. Specify a GL Component value and a description, and then click OK. 
   6. In the GL Accounts table window, click New Row.
   7. Specify a General Ledger Account and click Save GL Account.
   8. From the Go To menu, select Administration > Organizations.
   9. Find your organization and select the record.
   10. In the Clearing Account field, specify the general ledger account that you created.
   11. Select Active.
   12. Click Save Organization.
9. Authorize a security group to modify a general ledger component type.
   1. From the Go To menu, select Security > Security Groups.
   2. Select the group that provides authorization. For example, select FINANCE.
   3. Click the GL Components tab.
   4. For each GL Component that is listed, select the Authorized check box. As a shortcut, you can select Authorize Group to Change All GL Component Types.
   5. Click Save Group.
10. Update the company-related accounts.
    1. From the Go To menu, select Financials > Chart of Accounts.
    2. Select your organization and from the More Actions menu, select Company-Related Accounts.
    3. Click New Row and specify the company type Courier.
    4. Enter an account number in the RBNI Account, AP Suspense Account, and AP Control Account fields. You can specify the same account number in each field.
    5. Click OK.
    6. From the More Actions menu, select Update Database and click OK.
11. Create a default insert site.
    1. From the Go To menu, select Security > Users.
    2. Find maxadmin and select the record.
    3. In the Default Insert Site field, specify the site name that you created in step 5.
    4. In the Storeroom Site for Self-Service Requisitions field, specify the same site name. 
    5. Click Save User.
12. Define work types. Work types denote the importance of the work task.
    1. From the Go To menu, select Administration > Organizations.
    2. Find your organization and select the record.
    3. From the More Actions menu, select Work Order Options > Work Type.
    4. Click New Row.
    5. In the Work Order Class field, select WORKORDER.
    6. Specify a Work Type. For example, enter MAJOR.
    7. Set the Start Status to In Progress.
    8. Set the Complete Status to Completed.
    9. Click New Row and repeat steps f-i to create another work order class with a different work type. For example, enter MINOR.
    10. Click New Row and repeat steps f-i to create a CHANGE work order class with a different work type. For example, enter SIG to represent a significant change.
    11. Click OK and click Save Organization.