Administration – Introduction

The first signed up ‘user’ is immediately established as the ‘Main Administrator’ of any TrivaeoCloud or CloudWorksIT Company instance. Someone has to go first right?  Having signed up and claimed the underlying Company by name for the instance the first user is set up as the main administrator.  Unlike other IT Administration gigs the role with the Trivaeo Business Applications Suite is one of ‘configuration’ versus ‘installation’.

Once you have logged in for the first time as an ‘Administrator’ our templates will typically establish you with a role that includes ‘Administrator’ and ‘Purchase Administrator’.
Administrator sets up roles, permissions, access to applications and configures the overall platform to suit the needs of the company concerned

Purchase Administrator has a primary role associated with paying for and monitoring the use and entitlements/access of a company users to its business applications

Don’t be intimidated by the Administrator role.  There is nothing ‘technical’ about the role, it is more an operational role that is responsible for setting up the platform so that it meets the operational needs of the company using it.  There are no command scripts, shells, SSH or backend interactions of any form.  All administration occurs in the same ‘user interface’ and front-end that your company users use and see.  It is configured so that if your user permissions include the Administrator function that menu links to Administration Tasks and Options will appear for you.  There is no secret back-door login, or other way of administering the platform.  You do it all as a regular user of the solution but with more entitlements and privileges.

How does the Trivaeo Platform Work?

The entire Trivaeo Business Applications Suite is deployed as a single instance; globally.  It is heirarchical in nature. Each level of the heirarchy defines what is expressed to users at that level, what they can see, what they can use and how it presents itself.

This means that the entire global user community enjoying the benefits of using the platform are doing so on what is effectively a single ‘instance’.  But, each Company is strictly limited to seeing and manipulating their own data. It is impossible for data to leak from one part of the heirarchy to another.

The layout of the ‘instance’ at a Company level is defined by deployment templates that Trivaeo manufactures.  The templates control the look, feel and in many cases the underlying functionality. It’s all on the same substrate but can look and behave differently depending on the solution type you sign up for, the packages in that solution and the templates used to support that package.

This architecture makes it possible for a global network of Trivaeo Business Partners to package and present the Trivaeo platform distinctly to their own customers and clients; with all the moving parts they need; in the language they need; with the functionality and components they need.

This has resulted in an identical substrate being able to support the intrinsic business operations needs of Banks, Currency Exchange Banks, Charities, Large National Companies, International Pharmaceuticals Distribution and Logistics all the way down to the local Plumber, a local Brewing Company or the hairdresser.  It’s all the same solution bedrock; with the behaviour, look and feel described by the templates that were used to create the packages.  The packages contain the applications.

As an Administrator signing up to set up your instance for your company you are doing so on the basis of having selected the appropriate package.  The package contains the applications you needed, is priced transparently and is usually prepared well in advance by either Trivaeo or our Business Partners.  The very cool thing about this type of ‘bundling’ of applications is whilst you sign up for Package A at a specific rate per month/annum per user you can then use the Administrative features to purchase additional packages; often containing different applications and entitlements.  Think of it like LEGO™ – the package you buy is like a Kit.  It contains everything you need to do what the kit contains.  But, the Kits work together and you can use parts of Kit A to make something new with Kit B; often beyond the wildest dreams of the product managers at Lego themselves!

Trivaeo technology is made up of about 79 (always changing!) application elements. For example, Customer Relationship Management is a single major application; but is made up of a lot of sub-applications; like Leads, Contacts, Orders, Companies, Opportunities and so on.  When Trivaeo creates new applications capability it is always completely integrated with everything else in the entire suite.  As an administrator; you don’t have to worry about integrating one thing with another. It is already done.  Just like with Lego, you know you can buy any kit and the bricks will snap together.  This is exactly how Trivaeo technology works.  It lends Trivaeo incredible advantages.  These include;

  1. Supportabilty – we know all clients and all companies are using the identical application layers.  We cannot end up with different versions being used by different clients.  An issue reported by any single user on our platform is reporting the issue on behalf of the entire ‘global’ community of businesses and companies using the technology
  2. Agile Development – we publish new releases onto the platform seamlessly every 14 days. Without fail.  You never have anything to do; no upgrades, no regression testing, no installations and no planned downtime to work around
  3. Seamless Configuration – if your business has been using CRM, Documents Management and Team Rooms for 3 months and decides to add the Project Management application capability then the entire history of everything is immediately available to the Project Management user.  A CRM user who accepts an order from a customer will be asked ‘Do you want to create a project from this order?’.  At no point will you, as an administrator, have had to have logged in and done any form of integration between CRM and Projects.  This deep ‘bonding’ of the applications means your job as an Administrator is far easier than you can imagine!

What does this mean for you?

In simple terms it means you have nothing too complex to worry about!  You can focus on deciding how you want your users to work together, what they can see and use and what the application contains at a user interface level.

But, and big BUT, is that the Trivaeo technology is modular, it is packaged in many different ways; which means it is almost impossible for Trivaeo to describe in advance what you should expect after logging.  Broadly we can do so, but not in great detail.  The package you bought may use templates created by a business partner; meaning that what you see and what you need to do will differ somewhat from the generic information provided here in these user guides and manuals.  However, that said, there are lots of overlaps and most of the templates orientate themselves around the same underlying core principles.  But, for now, just have in the back of your mind that what Trivaeo exposes here in our standard user documentation may look and feel different to what you are using; hey, it’s not our fault.  That’s what happens when you play with Lego!

But, now the good news!  Most of your role as the company administrator is to get things set up using simple forms and tick boxes!  You require no coding experience, you don’t need to be a developer and you don’t need a Masters Degree is Computer Science to understand the terminology.  Our technology is designed to be enjoyed by business people; not techies!  Our solutions are used by Yoga Instructors, Plumbers, Hairdressers and you can be sure of one thing; no matter how great their primary product and services are very few will also be computing whizzkids.  Our entire Administration layer is designed to recognise that your business and your company operation is your primary objective.  Our job is to make that easy for you; not hard or complex.

If the package you signed up for only includes the CRM element then all you’d see is Global Settings, Process and Collaboration and CRM Admin.  As your business adds additional applications from the Suite then the relevant Admin layer appears automaticallyl.

The administrators users guides in this section fully describe every element of each configurable option in each administrative area.

The Trivaeo Administrators main menu


For most applications across the Suite the field labels and the options in dropdown lists available to your users are configured by you, the administrator.  We use a concept of ‘dictionaries’ to make this very easy for you to manage yourself.  Each application area has its own dictionary where all the available words are stored.  Some can even be entered dynamically by your users in the base applications.  A dictionary is nothing other than a list of Words.  The applications access their underlying dictionaries in many places; sometimes to describe the fields and sometimes as elements to be picked from by a user; for example a dropdown list of ‘account types’.

Typical Administrators Workflow

Let’s assume you’ve just signed up for a Trivaeo solution package in some form; perhaps from one of our Global Partners.  After logging in you should expect to configure the solution for your business first at a high level; and then at a more detailed level for your users.  That is exactly how to go about it.  In simple terms; these are the typical things to do, and they don’t take long at all;

  1. Setup Your Company – Logo, addresses, Tax ID’s, Phone Mumbers, Bank Accounts, Office Locations
  2. Set up your Tax Rates (VAT etc)
  3. Sign in to Xero (for accounting integration) and to Mailchimp (for marketing automation) if you aim to use them
  4. Set up your Company Financial Year and Sales Targets

That’s it, that’s the basic bits.  The rest are a function of your package and what you want to configure at the next level.  The next level of configuration effort usually includes;

  1. Setting up your Dictionaries
  2. Setting up your Meeting Rooms (for the bookings calendar!)
  3. Setting up permission groups so when you begin adding users from your company to the solution that they see what they need to see, no more, no less
  4. Set up your Company working calendar or calendars
  5. Set up your catalogue of Products and Services that your business sells to its clients

Well, you are just about done!  The other configuration items are all application specific.  There are some additional cool things you might like to try experimenting with as your familiarity with administration, like;

  1. Customising the applications with the Custom Tab Builder.  Let’s say for example for every customer you have you need to record the serial number of their boiler.  Great, use the Custom Tab to add a field to your business called ‘BoilerSerial’ and tell it which apps to show in.  Job done!
  2. Set up scrolling Ticker announcements for your company users
  3. Build up your own Process Flows that describe how work and ‘stuff’ flows through your business
  4. Set up Team Rooms where your users and invited self-service (external) users can collaborate on projects or tasks
  5. Integrate your business operations platform with your website to collect sign-ups for your newsletter or bookings to your calendar; automatically
  6. Set up Activities and Activity Statuses so that your departments can use drag and drop interfaces to show the work they are doing and how far along they are with each piece of work or task

Day to day your administrator role may include adding new users, adding self-service users, manipulating dictionaries or tweaking workflows and processes that your business uses.  As a purchasing administrator (if it isn’t you) you will be assigning application licenses from your package to your uers, cancelling or purchasing new subscriptions within your package or packages and keeping the commercial side of your use of our technology in order. You may review invoices, download them and so on.  Note, you have zero backup responsibilities or other system administration tasks at all.