System Setup - Roles & Permissions
In CIMS each user is assigned a role or placed in a group. This determines what they can and cannot do within the system. The roles are:
The permissions granted to each role are configurable and site specific. In other words you can decide which features are to be allocated to each role at your site. Sites with a few staff may decide to give everyone all the roles where as larger installations, especially ones with accounts departments may be more specialised
To grant rights and permissions to the roles, and to remove them do the following:
1. From the main ring menu select "Manage The System"
2. Select "Roles and Permissions"
3. The Roles and Permissions grid will be displayed. Edit this accordingly
4. Click the "Save" button at the bottom of the screen to implement your changes
The List of Roles and Permissions and their meaning are listed below
Gives access to the financial reports and system audit trail.
Artist can belong to departments for accounting purposes. This allows the user to create the relevant departments. Typically used by the finance department
Each Artist can have notes recorded against them. In addition to the notes, the person adding the notes and the date the notes are added are recorded. This allows users to edit the Artist Notes
In CIMS Jobs are allocated to Artists. In other words Artist are those that carry out the contracts. This allows the user to create Artists records (names, addresses, contact details etc). The Artist record also contains financial details and accounting codes and so this is typically carried out by the Finance department. Artist refers to the person who is going to carry out the work
In CIMS, Jobs are allocated to Artists. In large installations it may be necessary to "hide" some of the Artist's details from users. This may include sensitive financial details and accounting codes. This button allows users to "View" Artists for the purpose of allocating them jobs or assigning contracts without proving the ability to create or edit the Artists record.
Every action carried out in CIMS is recorded in the audit log. System transactions are recorded by type, by user, by date and time and by Job. The audit trail provides security and confirmation that activities have been carried out. It also helps with system recovery should anything go wrong, for example, accidental deletion of data by users. This button provides users with the ability to view the audit log.
Billing: Delete Saved Invoices
CIMS processes invoices using outstanding Fee and Expense balances. If for any reason an invoice is incorrect CIMS allows their deletion. Deleted invoices are recorded in the audit trail. This button allows users to delete invoices and would normally be used by the finance or accounts department
Billing: Manage Invoices and Payments
CIMS processes invoices using outstanding Fee and Expense balances. This button allows the users to generate advance invoices, fee invoices, expense invoices, final invoices, credit notes and to record payment against invoices
Billing: Manage Payment Terms Options
CIMS generates invoices and each invoice has a line for payment terms, for example "By Return", "By a specific date", "Within a specific period". This button allows the user to create, edit, add to the list of payment terms which can be inserted in an invoice
CIMS contains a "Portfolio Management System". This a library lending system for hard copies of Artist Portfolios. It records, the current location of a portfolio and the queue of those requesting to view if one exists. It also records who has the portfolio, how long they have had it and who the next person in the queue is. This button enables the user to access and manage the portfolio management system
CIMS contains and portfolio management system and this button allows users to "view" the location and history of portfolios (which clients have viewed it and when they did so
In CIMS Jobs are contracts made with "Clients". CIMS allows producers or users to add comments to each client, similar to a CRM (customer relations management system). In addition to the comments, the system records the username and the date. This button allows the user to "Add" comments.
In CIMS Jobs are contracts made with "Clients". CIMS allows producers or users to add comments to each client, similar to a CRM (customer relations management system). In addition to the comments, the system records the username and the date. This button allows the user to "Delete" notes added to the client record
In CIMS Jobs are contracts made with "Clients". In certain circumstances it may be desirable to stop or put a block on contracts with given clients, for example where there are outstanding payments due for previous work. This button allows the user to stop new jobs being allocated to specific clients. It is typically used by the the finance or accounts departments
In CIMS Jobs are contracts made with "Clients". The client differs from a contact because it has additional attributes relating to such things as invoice addresses, account codes and discounts. This button allows users to create and edit clients and is typically used by the accounts or finance departments
In CIMS Jobs are contracts made with "Clients". Clients are Companies and Contacts with which you have a special relationship i.e. have worked with in the past or hope to work with in the future. This button allows users to export the list of Clients to their working environment, e.g. desktops, home folders etc. The list is exported in CSV format and can be opened by all popular spreadsheets. This button allows users to export the list of Clients.
In CIMS Jobs are contracts made with "Clients". It may desirable, especially in large installations, to distinguish between viewing a client, for example displaying a pick list of clients to allocated a job to, and creating, editing or deleting a client. This button allows the user to view clients.
CIMS contains a powerful Contacts Management System. In addition to the normal attributes, companies can be "tagged" with company type attributes to make for easy searching and retrieval. This button allows users to create and edit companies.
Currencies and default Exchange Rates: Manage
CIMS works in multiple currencies. Estimates, invoices and payments can be made using currencies of the users choice. This button allows the user to manage the default exchange rates between the various currencies and the CIMS installation base currency.
Fee Type Options: Create and Edit
In creating Jobs, CIMS records estimated and actual Fees and Expenses. This button allows the user to create a list of Fees which users creating jobs can pick from.
There are three types of Fee. These are
Job Call Sheet Notes: Add notes
The call sheet is a descriptive summary of the job along with details of location, and contact details of participants. These are automatically generated. This button allows the user to add notes or free text to the call sheet
Job Estimates: Create and Send
Users of CIMS creates jobs by associating an artist with the details of the job, fees, expenses and dates. Estimates or quotations are automatically generated and consists of detailed line items as well as summaries. This button allows the user to generate an estimate and automatically email it to the client as well as providing the ability to copy to other recipients
Job Expense Type Options: Create and Edit
In creating Jobs, CIMS records estimated and actual Fees and Expenses. This button allows the user to create and edit the list of expense types that those creating jobs can pick from. This is typically done by the finance, accounts or system administrator during configuration but Expenses (and Fees) can be added at any time
There are four types of Expenses:
In creating Jobs, CIMS records estimated and actual Fees and Expenses. The button allows user to edit existing Job Expense types
In creating Jobs, CIMS records estimated and actual Fees and Expenses.This button allows users to edit existing Job Fee types.
Job Status Options: Create and Edit
CIMS records the current status of jobs. This can be used to monitor the progress of a job through the system and to act as triggers for activities such as billing and raising invoices. Typical statuses are unconfirmed, optioned, confirmed, cancelled. The button allows users to create and change Job Statuses
Job Type Options: Create and Edit
There maybe the need to record and analyses jobs by type, for example Advertising, Casting, Commercials, Editorial. This button allows the user to create and edit flags which show the category of jobs
Job: View/Edit Artist Commission
CIMS is designed for use by Peer Agencies and Production Companies. These typically act as agents for artist and charge a commission on Jobs. CIMS caters for a standard commission rate, variable commission depending on Artists and variable commission depending on client. For example where an artist has a pre-existing relationship with a client one rate of commission can be charged for work with that client, and a different one for work with other clients. This button allows the user to view and edit artist commission rates. Typically this would used by the finance or accounting department
The main function of CIMS is the creation of jobs, associated estimates, the recording of actual fees and expenses, invoicing and billing. CIMS also has Contacts Management and Portfolio Management modules. This button allows users to create and edit jobs. Note that in large installations contacts management may be carried out by non production staff or outsourced. CIMS can be accessed from anywhere there is internet access
This button allows users to view Jobs but not to edit or change the job details.
CIMS has a powerful Contacts Database Management System which contains Companies classified by company type, and People classified by their roles at companies. Each company has the usual address attributes as well as Skype, Twitter and Facebook credentials. Each company can have multiple contacts, each of which inherits the company's address attributes, and can have their own. For example a person working at company A will have the companies address and contact details, as well as their own including direct phone line, mobile etc. This button allows users to create and edit people / individual contacts
This button allows users to export the list of contacts to an external environment such as the user home folder or desktop. This is useful for publicity and marketing through direct mail and mail merge. The data is exported in CSV format and can be used by all major word processors and spreadsheets
Position in Company Options: Create and Edit
CIMS has a powerful Contacts Management system consisting of Companies and Contacts. Each company can have multiple contacts, each with their own attributes such as addresses, email, twitter and skype and including position in company or role. This button allows users to create and edit the list of contact positions.
Contact positions can be combined by renaming one to the other. If a position is renamed to another, all the contacts with the former are given the latter thereby combining the two groups.
In Peer Agencies and Production Companies, producers are those that manage the artists and their contracts. CIMS stores details of the producers and their contact details and reproduces these in the call sheet. This button allows the user to create and edit Producers.
This button allows the user to assign rights and permissions to groups. This is usually done by the site administrator
CIMS has a powerful Contacts Management system consisting of Companies and Contacts. Each company can have multiple contacts, each with their own attributes such as addresses, email, twitter and skype and including position in company or role. This button allows users to create and company tags.
Company tags can be combined by renaming one to the other. If a tag is renamed to another, all the companies with the former are given the latter thereby combining the two groups. For example if there is a tag called Accountants assigned to 20 companies and there is another tag named Accountancy Companies assigned to 60 companies, renaming the former to the later will result in a tag called Accountancy Companies assigned to 80 companies.
This button allows the user to create and edit other users. It is normally done by the site administrator
VAT Rates: Edit European VAT Rates