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Send assignee formula

to navigate to your app settings from within an app click the gear wheel and select the app settings tab so first we're going to start with general settings and we'll check out appearance so here you can change the app icon app group and add a description so first we'll change the app icon so you can choose one of the preinstalled icons we have or you can choose a custom one and browse for those through your photos here so square photos will look best and the image max is 800 kilobytes so this icon is what's going to display next to your app name so here you can change the assigned app group so an app group is a group that enables you to manage the permission of multiple apps collectively so by default an app belongs to the public app group and can't own administrators can manage app groups within Kint own administration and then lastly we have the app description so this description will display at the top of your app it can include details about the app or instructions on how it should be used so you'll just enter your description here in the rich text box and then when you're all set with all of these you'll click Save so next let's take a look at color theme so this will change the color of your app and the color the records display so when choosing a color theme it's going to be applied to the record list screen create record screen edit record screen and the record details screen and then also any tables and graphs in which records are summarized so to set this just choose between one of these six colors and then click Save and then lastly for general settings we'll take a look at process management so setting up process management in an app will allow a workflow or process for multiple users to take action on so common uses could be a document review cycle or an expense review and approval process so required settings for process management are going to be status action and assignee so the status this will indicate the current status of the record examples for this would be in progress maybe under review or completed so an action so this refers to the operation of changing the status of the record so what happened that is allowing the assignee to change this to the next status so if you're working on a record in progress the action may be to send for review then the status would be under review and then the next action for the assignee could be sent back or approved and then lastly assignee so this is the user who is allowed to take those actions so one or more assignees can be set for each status so to start your configuration first you're going to want to decide on your statuses so here we have a very simple setup of just not started in progress and completed so a signing list for not started down here when we get started setting up our flow so you can choose between set to anybody or created by which would be who created the record so this is just for you to know who initiates the record to start the process and then next if we follow over here next we have branch criteria so this will help you filter out records to show different options based on a field so you don't necessarily have to set up bridge criteria if for all the records you need to take certain actions on but just that there's a specific like if this field equals this then there's these options and if this field equals this then here are some different options that you'd have to take for that so bridge criteria is a nice added feature for this but it's not required when setting this up if all your records need to have the same options for the next so next we have the status after the action is taken and then you can type in the action name so the action name will end this part and move it to the next status to the status after the action is taken so think of this over here as the buttons that you'd click to then put you into this status so I click one of these buttons and it'll take me to this next so then we'll go down to this next line and we would choose that next status in progress so basically now we're saying okay set to anybody if I click this start button it's gonna take me to impress and now we'll hop down here and check out what's gonna happen when that status isn't in progress so what we'll do next for in progress is who do we want to be in charge of taking that next step so you can either type in a user group or department here or you can add one of your fields within your app for selection for that automatic assignee for that so a good example of this is if you have an assignee field that's user selection you can have it automatically be assigned to whoever's listed in that assignee field and then we talked over here do any branch criteria yes or no and then what's the next action that this person in this status is allowed to take so we'll hop over here so it looks like the next an only option for this instance is to click the action button to complete the record and then the status after we click complete will be completed and then for longer ones you'll just add in the next statuses depending on what other actions you'd want to have so if we added another option here over here we could populate it into here and then when this is selected we just have to add another process for that next status so when you're ready to activate this you will click the enable process management button up here and then click Save and go ahead and update your app so it can be tricky to change your workflow once you have the records in different statuses so I recommend deciding on your flow first then create it in Cantone and test it out so you can't update the process management statuses that are currently in a specific status it won't let you update the app to make those changes so highly recommend writing out your steps ahead of time and then just doing a little test so for a deeper dive on process management you can check out our blog posts how to set up process management in AK in tone-up where I walk through a specific document approval process and how that would be set up so it has a little bit more steps than what we did today but definitely going to help you set up that process management then when you're all set we'll click Save we'll just and Salada this for now so next we're going to go down to notifications so let's start with general notifications so with general notifications you can have a notification sent when a record is added edited a comment is posted a status is changed or when a file is imported so you can add the user group or department you want to be notified and then you just check the boxes for what you want notifications to be sent and then just click X to the end to remove that notification so if there's a field for selection in your app you can choose what notifications you want that person to get and if you check the box send updated comment notifications to all commenters then when a new comment is posted all the people who have previously commented are going to get notified that a new comment was added to that record even if they weren't specifically mentioned so when you're all set with that we'll click Save and now we're going to go to / record notifications so here you can add notifications to be sent when something specific happens within a record so you'll choose the field then set what it's equal to we'll just do an eagle and then over here you'd add who do you want to be notified so we'll just say it's something if the department is entered and it equals legal notify the wrists up or you can also choose a user selection field from your app to send a notification to whoever that specific person is and then lastly over here you just type in a summary so the summary is just when the notification is sent what action does this user need to take and then if you'd like to delete that just click the X all the way to the right and then save so lastly for this section we'll check out reminder notifications so here you can send out reminder notifications based around a date and time condition so we'll go ahead and click Add you're going to choose the date and time conditions you'll type out a summary so like the other one this is going to be displayed in the notifications and then to the right we're going to specify who we want to be notified by selecting a user group or a department or a user selection field within our app so a good example for this specific setting is if you had a customer app which included an expiration date for their account you could set a reminder notification to be sent 30 days before the expiration so you know that you need to reach out and just to note you can create up to 10 reminder triggers so if you were to set this for a field within a table a notification will be sent each time one of the fields meets the criteria so and then just to note two notifications will not be sent to those who do not have permission to the app or records and then just click the X to the right if you'd like to delete that M will save so next we'll hop over to the customization and integration section and we'll start with plugins so a plugin is a software module that you can install into an app to enhance its capabilities so here's where you'll add the plug-in to your app so in order to add a plug-in to the app first a Cantona administrator must install the plug-in to Kin tone administration so once you have the plugins installed into the platform we'll go ahead and click new select whichever plug-in you'd like for this app and click Add and then right here you're going to see the name you can change the settings here and then you have the description so now all you need to do is configure the settings for the plug-in so we'll click the gear wheel and then the settings for every plug-in are going to be different and you also may need to add fields to your form to complete whatever settings need to be set for that specific plugin and then when you're all set with your settings for the plug-in will click Save and then and your plugin will be working so now we'll go back to our settings we'll check out JavaScript and CSS customization so here you can upload files you created to Kin tone to customize your app so prior to development make sure you check out these JavaScript coding guidelines in our developer Network so JavaScript and CSS customization are not covered by Kent own support however you can check out our developer Network for insights from other Kent own developers so if you have some customization you'd like done by our team just reach out to support at Kent own calm and someone will get you in touch with the right person to schedule a scoping call once you're all set in here we'll click Save let's check out API token so use the API tokens to grant access to specific apps through the Kin tone REST API so the REST API provides functions to retrieve record information and update and delete records and upload and download files so we'll click generate then here's your API token and over here you can check the different boxes to grant different permissions for this token click the trashcan all the way to the right to delete and then we just click Save so if you have questions or would like more info on API tokens and look into a REST API please visit the Kim tone developer Network and then lastly for this section we have web hooks so you can utilize the web hook feature to connect to services outside of kin tone so it allows data and a record of an app to be sent to a particular endpoint in a certain format the kin tone web hooks is a good way to send data to an endpoint without the use of coding so setting up a web hook will only involve stating an endpoint and the timing you would like the data to be sent you would though have to set something up on the endpoint side so that this data could be caught and be used to your advantage so if you'd like to do this without coding you can use a cloud service like zapier or Microsoft flow to catch the kinder tone web hook data and connected to other services so to add a web we are going to click plus you're going to fill out the description or title the URL of the web hook endpoint the event trigger and then make sure it's activated with this check box and then when you're all set we'd click Save we'll just cancel this out for right now so you can find our information on using web hooks in our kinton developer Network and I encourage you to leverage that community that we have in that developer Network so the community is free so definitely check that out if you'd like to do some more advanced things in Canton but as always if you prefer you can also hire one of our sales engineers to build something out for you we'll go back to our app settings and take a look at permissions so we'll start with app permissions so here's where you can set app level permissions so these permissions will allow you to set who can view records which means who would be able to access or see the app add records edit records delete records manage the app and import from file or export to a file so add a new user group or department by entering their name up here next you'll choose the permissions you'd like to grant to them by checking the check boxes and you can delete all the way to the right so if you add a department you will notice that there's an extra box for permission inheritance but I didn't take a look at that so when checked the permissions apply to members of the child departments as well so you'll use the arrows to drag and drop the users groups in departments where you'd like to place them and then one thing to note priority goes from top to bottom so whatever is on the top is what the system goes by so you'll want to keep this in mind as you create your permissions so if you notice I am the app creator so since I'm the app creator I'm also a part of the everyone group but since app creator the app reader settings are set above the everyone settings I'm gonna be able to do the things that everyone can do so everyone can't manage an app but I can manage the app because I'm also the app creator which is listed above the everyone group and I have permission to manage the app so a tip the most important feature I think should be set within every app you create is making sure no one has access to delete records except for the app administrator this way you won't have any data accidentally deleted and on top of that I actually recommend even taking it away from your app creator because we all make mistakes if you ever need to delete it you can always come back into your app settings and add the delete feature back and then when you're all set I recommend changing it back so that you don't have access to delete either so we'll save those when we're all set and we'll go to record permissions so this is where you can filter out records so only certain people have access to specific records based on a field value so I'll go ahead and click Add we'll choose a field to go off to set the restrictions so if this field includes or does not include over to the right is who's gonna have that notification so we'll go ahead we'll just say Department is equal to legal so I only want myself to be able to see those records and to edit those I don't want anyone else to be able to do anything with them so now if we save this if the department is equal to legal only I can see it so one thing to note is you can also reorder the permissions here so we'll add in another name so the topics priority also works within this within this record permission so the top takes the top takes priority over what's underneath it so that's just like the same with the app permissions so once you're all set setting up your record permissions we can go ahead and click see you will just cancel out of this one though so lastly for our permissions we have field permissions so before we go into this just want to note that not only does these specific settings set in the app have priority on what's on top it also has priority between the app level the record level and this last field level so not only do the individual permissions have top top down priority but these three permission levels do too so app level takes priority of a record level and the record level takes priority over field level so even if someone has something so they can view everything in those record permissions if they don't have access to view the app in the app permissions then it doesn't matter what the the record permissions say because top takes priority that app setting permission is going to take priority over what's in that record permission setting so now lastly for this field settings so this is where you can block specific fields from being seen by certain people so even if they can see the record they will not see the field you restrict access to here so a good example for this is if you have social security numbers or credit card numbers in an app so you may want to limit the people who can see that information so to add one here we'll just click app you'll choose the specific field that you would like to hide from the drop-down and then over here just like the ones before you're going to decide who has permission to view this you'll click X all the way to the right to delete and when you're all set we'll click Save so always remember that top takes priority when setting your app permissions so now let's take a look at our Advanced Settings so categories so this allows you to categorize the records by different groups and subgroups so this feature is great for organizing content such as videos sales collateral and marketing content it's also a great feature for an FAQ whether it be an FAQ for your product or for individual departments to explain processes and answer questions so make sure to check the Box use categories to enable the feature and next you'll start to fill out the category tree so click the plus here to add in a new category and then you can click the plus underneath to add in more subgroups so you can configure up to five levels of hierarchy once you enable this feature a new field is going to display it's going to be added to your app form so it won't show on your form settings tab but it will show in your records so it's going to resemble a multi choice field and will show the categories that you enter here in your category tree so when doing your records in the list view your categories will also display on the left side so you can quickly navigate to the records within those categories so just to take a quick look I pulled up this other app that does have categories displayed so this is what your categories look like on the side and then if you go ahead and click into the record this categories box is going to pop up so when you edit the record select which category I'd like that to be in can add it to more than one save when we go back to all videos now it lives there when I click into that category so once you're all set setting up your categories will you'd click Save all right so going to take a look at localization so you can name your app and fields in Japanese English and simplified Chinese and then depending on the users language settings the appropriate language will display so for example if your if you name your app in both English and Japanese the app name will be displayed in English for the English user interface and then in Japanese for the Japanese user interface so user can change their language in their account settings so when you toggle through these different tabs you can choose the what information you'd like to display and then when you're all set with renaming any of this for your localization we're gonna click Save so next we'll go to title field so the title site here will display on record details notifications search results and also the record list title when using kin tone on your mobile device so by default the title field is set to the topmost text field on the app forum if no text field is available the title field will be set to the record number so if you'd like to customize this from this drop-down you can select a specific field to be used as your record title and then after you choose your new title we're gonna go ahead and click Save then we'll go to miscellaneous settings we got lots of good stuff in here so this first one check the box to show thumbnails to show a thumbnail if there's an attachment field with an image in the format bitmap gif JPEG or PNG so when you click the thumbnail the image will display and its actual size unless it's larger than your browser in which case it's going to adjust to fit that browser next we have app code so the app code refers to a code for identifying an app so the app code set will be reflected in record numbers for example if I put this app code as customers which I did already do then the record number for this would be kin tone - 1 and for my second record I added in it'll sorry and I can tell customers so it's going to say customers - 1 that's gonna be the record number when I add in my second record it's going to be customers - 2 so if you don't have an app code set it's just going to be record number one record number two record number three but when it is set you have customers - one customer - two and so on so a record number with an app code also turns into a link when Britain in can't own apps or spaces and it's going to take you to that specific record so if I go to a space and I type in customers - one I click into that it's gonna take me to that first record in this customer's out so please note once this is set it cannot be changed as you can see here I've already set mine so I can't change that up it must be unique across apps and the code must start with a letter so it can contain up to 64 letters and numbers so next we have bolt deletion so you if you enable bulk deletion of records then anyone with permission to delete records will have the option to bulk delete so to use bulk deletion you would first enable it here then save and update your app open up a view which includes the records you'd like to delete click the ellipses to the right and then you'd click bulk delete so a new option will be there it's the same spot where you export records so this feature is disabled by default and I highly recommend keeping it disabled until you need it and then immediately disable it so you can't undo a deletion of records so super important to remember so next we'll do change history so by default track change history of records is enabled so this allows you to see the history of a record see any changes that have been made to it who made those changes and also allows you to restore it to a previous version so to view history you just open up a record and click the clock icon to the right under the comment icon so if you disable this feature then all of the history for your records is going to be deleted and then also by default enabled comments is enabled so this allows users to comment on the side of records and if you don't want anyone commenting on records you'll just uncheck this box to disable that feature so next over here we can set the significant digits of numbers around so total number of digits here you can specify the maximum total number of digits that includes the decimal part between the integer 1 to 30 and then number of decimal places to round set an integer between 1 and 10 rounding so you'll select the rounding method for the decimal part choose round to the nearest even number round up or round down so in this setting is change the number and calculated fields in an apple update to reflect what is here the next time the record is updated so you will have to edit that record and then save again for it to update to whatever new settings you set and then lastly changing the first month of the fiscal year so when using the graph or some feature you can summarize data per quarter with the value in the date and time field so by default the first month is set to January so when you're all set making these changes we're going to click Save so next we have actions so with app actions users can create a new record in a destination app containing details from this original source app so this is done via a button in the source app so to create a new action button we'll click new you're going to enter the title of your action the source is the current app so you won't need to enter that next we have target so this is the app you'd like to push the information from this app into field mappings the information in which the fields in this app need to be placed on what fields in that target up and you can add more by clicking this plus icon and then lastly for this available to so only the people listed here will be able to see that action button within the app so these are the only people who can use the feature so to edit an action you'd go ahead and click the pencil icon and then here we'd see the name who it's targeting so for this example a good example for an Action Button is this is a customer app so I have an action button called create activity log so that's the button that I'm clicking and what it does is it pulls the customer information from the customers app it pulls a few things over to the activity log app so that I can log the specific activity I had that customer in the activity log path so I think for this one we have it pulling over company name so if I click create activity log it's gonna automatically pull over that company name into that other app and then if you'd like to delete we just click the trashcan over to the right and then we'll go back to settings so our last section that we have is management so we'll start with preview so use this feature to test your app before updating when using this function none of the data you create or edit is saved in the app so simply just to preview what that's going to be so notice our categories if we enable bat here and click preview so notice our categories that we created those display here in our preview so we can take a look at what that looks like so you may not be able to test all the features set so for example you need to update the app before testing process management or actions so preview allows you to see the basic outline of the app but for certain things like the process management or the action button you will need to update the app to test out those changes and then lastly we have delete this app so here you will delete your app if it's no longer useful to you and your team once you delete an app you can't undo it so apps referred to as datasource apps by other apps or templates those can't be deleted so you're going to get an error message if you have something linked to it so to delete those apps you will need to remove the field or field settings for that and then once you're all set and you're totally positive that you want to delete the app you'll go ahead and click delete but we won't do that here for this one so this concludes your training for app settings so just make sure at the end when you're all done with setting up your new app settings you click update app for them to take into effect so thanks for watching today's training on the features of app settings