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Zoho integration

Contents

Introduction

Zoho Integration module allows a rich and powerful reporting and dashboards creation.

The system includes by default some queries to export data into your Zoho Reports account:

  1. Accounting: All the posted transactions in the general ledger.
  2. Payment schedule: Payment in details.
  3. Products by contract: A list of active contracts and all the products defined in it
  4. Reservations: All reservations in th system.
  5. Resource occupancy: All the resources, the status (Assigned or available), and if it is assigned, the reservation info.
  6. Sales invoices details:Sales invoice headers and lines details
  7. Search contacts: All contact details in the system.


Zoho Reports Integration

You will need to create a Zoho Reports free account to reproduce following steps at

https://reports.zoho.com

Configuring the Integration with a Zoho Account

Go to Openbravo and log in as “System Administrator” and go to Zoho || Zoho Integration

Header:

  1. Name: A describing name.
  2. Database: DAtabase name.
  3. Username: Name that identifies the Zoho Reports account user
  4. Password: The Password indicates the Password for this User Id. Passwords are required to identify authorized users.
  5. Active: There are two methods of making records unavailable in the system: One is to delete the record, the other is to de-activate the record. A de-activated record is not available for selection, but available for reporting. There are two reasons for de-activating and not deleting records:
    1. The system requires the record for auditing purposes.
    2. The record is referenced by other records. E.g., you cannot delete a Business Partner, if there are existing invoices for it. By de-activating the Business Partner you prevent it from being used in future transactions.

Defining the Importing Rules

Log in as System administrator and go to General Setup || Application || HQL Query Tool

HQL query tool allows a user to enter HQL queries in a window and see the results directly.

Queries make use of the Entities and Properties of the entity model. The entity model can be viewed on this location: Entity[1]Model.

Find additional information in the[2]user[3]manual.

Import rules:

  1. Name: A more descriptive identifier (that does need to be unique) of a record/document that is used as a default search option along with the search key (that is unique and mostly shorter). It is up to 60 characters in length.
  2. Zoho Table: Table in Zoho Reports to import to
  3. Import type: Defines how the importation will be done
  4. HQL: This is the query (HQL languaje) that defines the data to import to Zoho Reports.

It is important to explicitly define aliases for each field in the query, this aliases will be used as column names in Zoho Reports table.

  1. Column Aliases: This parameter is required for hql aliases that don't match names of columns in Zoho table. A JSON object with the following format:

{

"hqlCol1":"zohoCol1",

"hqlCol2:"zohoCol2",

...

"hqlColN":"zohoColN"

}

Where hqlCol* is the alias in the hql query and zohoCol* is the name of the zoho column.

  1. Matching columns: When importation type is update, this is a list of comma separated column names indicating which ones are used as identifier for the update.
  2. Active: There are two methods of making records unavailable in the system: One is to delete the record, the other is to de-activate the record. A de-activated record is not available for selection, but available for reporting. There are two reasons for de-activating and not deleting records:

(1) The system requires the record for auditing purposes.

(2) The record is referenced by other records. E.g., you cannot delete a Business Partner, if there are existing invoices for it. By de-activating the Business Partner you prevent it from being used in future transactions.

Scheduling the Import Rules

Import rules can be processed immediately (“Run immediately” schedule option) or schedule them to be run automatically.

Import Process

  1. Timing: When to run a Process Request - either immediately, at a later date or on a recurring basis.
  2. Security based on role: A flag indicating whether access to an item should be based on a user's role within the system.
  3. Start date: The date on which an item is due to start.
  4. Start time: The time at which an item is due to, or did, start.
  5. Frequency: The frequency is used in conjunction with the frequency type in determining an event. Example: If the Frequency Type is Week and the Frequency is 2 - it is every two weeks.
  6. Interval in seconds: Interval in hours between an event (such as a process execution).
  7. Repetitions: The number of times this element will repeat.
  8. Interval in minutes: Interval in hours between an event (such as a process execution).
  9. Hourly interval: Interval in hours between an event (such as a process execution).
  10. Number of repetitions: The number of times this element will repeat.
  11. Daily option: Option to run a Process Request on a daily basis.
  12. Daily_interval: The daily interval between executions of a process.
    1. A day in the week when the process runs can be defined (Mon-Sun)
  13. Monthly option: An option by which to schedule a Process in a monthly manner. The option can be a specific date within each month, the last day of each month, or the Nth selected day within each month, such as the first Wednesday of each month.
  14. Day of the week: A day within a week.
  15. Day of month: The specific date within each month. For example, specifying 15 will signify the 15th of each month.
  16. Finishes: Specify that this item should finish.
  17. Finish Date: The time that this item will finish.
  18. Finish Time: Request a process to be run in the background or scheduled.
  19. Schedule Process: Reschedule a previously (or currently) scheduled Process Request.
  20. Unschedule Process: Unschedule the Process.
  21. Status: Current status of a debt/payment.

The result of the import process can be checked in the process log:

Monitoring the Import Process

Process Log:

  1. Status: Current status of a debt/payment.
  2. Start Time: The time at which an item is due to, or did, start.
  3. End time: The time the process execution finished.
  4. Duration: Elapsed time from when the Process began to when the Process finished its execution. The result is displayed in an hours, minutes, seconds and milliseconds format (HH:MM:SS:sss).
  5. Process Log: The log of the Process execution.

Manage the your data in Zoho Reports

Once your tables from Openbravo have been imported to Zoho Reports, those tables will appear as tables in Zoho database. From there it is possible to start creating reports and objects using those imported tables as datasources.

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