¶ Navigation PVYbusiness-OS
¶ Introduction
When we started to design the Application, we had one thing in mind. Simplicity combined with possible automatisation, inside the Business-OS and possible Data within our other PVYapps and Services, and the outside world.
We designed views, which are dynamic changing based on your interaction or so called record classifications, status change and with that, possible next interactions are being displayed.
If you miss something, both in documentation or on feature set level, you can always come back to us, either over our customer portal or you can also suggest ideas or ask for help on a certain implementation in our community: https://community.pvy.swiss where also other Users can may share their expertise. But in fact, we would state, that non-coders can achieve 85% of possible customization over the built-in Studio.
In our Quick Start Guide, we go trough use case presented overall features of the Application.
Secondly we had in mind, that anybody who is just capable to think in a certain logic, how things shall be linked together, can customize the Application based on the needs alone, without a Software Developer.
¶ General Concept of Data Record View
We are all humans, but each of us like to have a different view to things. That is in our nature. You can put two guys on the border of a river, with the simple task of describing what you see on the other side of the river where there is a tree. The answers will shock you and both sees and weights different undeniable facts differently.
We call this the personalized perception of Data Management.
¶ Layouts | The personalized View Concept for Data Records
Some like to view record as items as a simple List-View, other prefer Cards or Tiles, with some context informations already visible and yet other people like to view it as Kanban View, based on Status of certain Record.
PVYbusiness OS supports 8 Views, where each user can customize it just with a few clicks based on the displayed Data Collection, what is important to him, to get things done.
¶ Available Layouts
- Table View
- Kanban View
- Cards View
- Calendar View
- Spreadsheet View
- Gantt View
- Time Sheet
- Map View
For each view you can set available field values in context available of the Detail Records in that given Data Collection, to Display it on your favorite view. Good to know is, that the views are not being stored into a cookie. They are being stored in the database related to your user and data collection you viewed, so they are then persistent. (Admin can delete it, based on request) You can also set the spacing between the Records, which is nice, if your eyes are not the youngest anymore.
Also important to know, that we have designed the System and its Menu Navigation Items the Views accordingly with the Informations as it shall be displayed for efficiency and common practice, but you can over steer that.
¶ Built-in Seach and Filter Options
For each Data Collection you have upper right corner a magnifying glass and filter icon, a click on it expands the search or filter field, or both of them. Its extremly powerful to search and lookup informations.
When you select records on a Field with Relation to Values or Data Records in other Collections in PVYbusiness OS, you have this search and filter view to. Often with a useful pre-defined filter, which is alwways being indicated in blue and a number count, how many filters are active. You can filter also Many to Many or Many to One Releations in a hierachical manner.
Upper Left, instead to use the left side bar navigation, you can also search for Modul/Collection, such as Task, Invoice etc and it list you those Menu Itesm instant on typing, even they are nested in the navigation tree.
Filtering is extremly powerful and done within a blinking eye. To add a filter on task, to display only projects where Project Manager is John Doe and “Due Date” is “equal or less than today”, but its not in Status “Complete” takes you 5 Seconds. Filters can be combined with “AND/OR” Operator and its order can be shifted by drag & drop. And then you can still can use search to nail down the list.
¶ Map view
In association with Map Tiles or PVYmaps, can be very powerful instrument, not only for Navigation but also Display your Client Data in this way.
Map View makes only sense in Contact, Lead or Prospect View, where an Address is associated. We utilize the OpenStreetmap Map, with all globally available layer. And it runs in our Datacenter as a copy, so no Data is being sent to the outside world, even geo request is handled within the application itself, and it loads only based on the coordinates the map sectors accordingly, you don’t become tracable. Same for our PVYmessenger.
¶ Spreadsheet view
The Spreadsheet view not only let you sort and filter, adjusting the column wide as in spreadsheet, you can click into the rows and change the values quickly.
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¶ Navigation & Data Collection Structure
Unlike on other CRM / ERP Systems, you can truly adjust your side bar Navigation in wide, as you like.
You can even change the color, both in Light and Dark Mode.
¶ Module Navigation Section
Since the PVYbusiness OS is really an Operating System for Organisation and Business Management in any aspect, we structure the power into Top Modules:
- Content
- Files
- Insights Dashboard Engine
- People and Teams
- Application Settings
- BPM Flows
- Schemata Manager
¶ Content
In this Section you will find all your data and content you create, from projects, tasks, actitives, sales up to your Website CMS Features
¶ Files
A top notch File Manager, also for Content Publishing. Standalone or connected to PVYfiles
¶ Insighs Dashboard Engine
A highly dynamic and customizable Dashboard and Reporting Engine
¶ People and Teams
Your Colleagues and Teams/Departement organized in in Teams. So you can look up someone and call or chat.
¶ Application Settings
Applicaton Main Settings for you Domain, Apperance and the Frontend Settings for the PVYbusiness OS inlcuded headless Content Management System
¶ BPM Flows
All our Automatisation Flows, Notificaton Triggers and the possibility to create your own
¶ Schemata Manager
A Backup Manager, splitted into the Core System and everthing else you customize, with restore.
¶ Inside the Content Module
¶ Inbox
PVYbusiness OS let you create Contact Forms, very simple, or also grouped and nested forms, to publish on your website on any place you like. All kind of Form Submits lands in Inbox. And from their you have the posibility to create a new Lead, new Tasks or new Project. It automatically save the Page and Form used for that submit which leads to a perfect Lead / Organization Lead Source classification.
¶ Conversations
PVYbusiness-OS allows you to have direct protected conversation with your clients or external project partners over the headless-cms integrated customer portal and these conversations are mostly in relation to an data record entry with your customer.
Project Tasks. Invoices, Feedback Collection, and so one. This keeps conversations private and also allows to submit sensitive data for orderfulfilment.
¶ Organizations
A part of our magic sits here. While on other solutions, you have usually for each of your Business Relation a own module, which can lead to data inconsisty specially if a Lead becomes a paying Customer or a Supplier becomes also a Customer, we have in fact only one Data Collection for all of them, which based on the record classification and its status, it has different fields, drowpdown and sections of informations. Converting a Lead is only a matter of a second, and all history is available after without nerving popups of Converting some of the Record into a new Record and Merge some of the contacts or not. Its all there.
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- My Organizations
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- Private Customers
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- My Leads
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- Partners
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- Resellers
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- Suppliers
Please note, PVYbusiness-OS also supports the entire prospecting process, utilising cold calls or in conjunction with the Marketing Collection for Prospect Gathering over automated Campaigns with various Online Mediums.
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¶ Contacts
Contacts are Persons, which can stand a single entitiy without any relation to an organization or user. Beside of the main collection “Contacts” there is a view driven Collection called “My Contacts” which only list your own maintained or entered contacts.
- Contacts
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- My Contacts
¶ Customer Portal enabling
For Customers, who shall have access to your Customer / Partner Portal, to obtain Invoices, Shipping or Payment Status among other useful interaction within your Organisation, you need to enable these access on the Contact Level of a given Contact in relation to its Organisation.
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Please note, that if a new customer is being created automatically trough an eCommerce order on your website, the associated contact will be enabled from the System itself on checkout to have Customer Portal access. The flow looks like:
- Anonymous put an Item or Service in Basket
- Anonymous goes to Checkout and enter his Organization if so, or his residental details.
- Payment Option being displayed, if card payment is chosen, Payment Gateway triggers the payment and redirect the new Customer to the its Customer Portal Login after Payment is succesfully made, over a tokenised Login. System sends him his login credentials, with the notice to create a password or choosing Login by Code.
Customer Details are being created on PVYbusiness-OS and Flag for “Has client login” is set to true.
For Customers or Leads manually processed with Deals and Quote sent, you need to check this flag manually and run the Flow on the Customer right Side Panel: Create CP Access
¶ Sales
You can manage your entire sales proceess, manually, in teams, with review or without any approval either manually, semi-automated withing your users, of fully automated over the ecommerce features built-in to your headless-content management system.
- Deals
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- My Deals
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- My Team Deals (L)
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- Activities
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- My Activities
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- Proposals (Quotes)
- 1 My Proposals
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- Team Dashboard
¶ Proposal & Quote Templates
On the Application Settings, you will find a Menu Entry for Proposal Templates. These Templates are for reuse and can be linked optional to an existing Project Template. If you send out a Proposal with a linked Project Template, and Lead or existing Customer is accepting this Proposal/Quote online, the Project will be generated but set as inactive. Your Team will receive an Notification about.
Using the Studio, its also possible to let Customer choose a Project Start Date on Proposal Acceptance, if you want to populate and calculate everything automatic. Best practice is to set the Start Date based on your Team Utilisation manually to avoid time and resource conflicts.
¶ Projects
A fully fledged Project Management with HR Utilisation and Expenses Management, including Project Templates, which can be triggered by an Sales or Deal Stage, PVYbusiness OS let you manage your Projects, regardless if its for Order Fulfillment, Internal or Product Management / Life Cycle Management very efficiently.
- Projects
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- My Projects
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- Internal Projects
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- Fulfilment Projects
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- Partner Projects
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- Project Gantt
¶ Project Costcenter
The Simple Selector as a Radio Button between an Internal Project or Customer Project changes some of the Layout Fields and Logic in the Project Record itself. An Internal Project does not need all the overhead regarding Billing, Billed and Non Billed Timesheets on Tasks but it does requires for example some Cost Factor Fields, such as Estimated Hours, Spent Hours, Internal Costs for this Projects and linked Timesheets with booked hours from your team. You can further allocate a Costcenter if you want, for example: Product Design or Marketing for it, where your Management can pull out in the Insight Modul time based some KPI Values about the financials for a project or costcenter in general.
¶ Introducing Project Classifications
Since almost everything in Life is a project, where Project are often similar structured, they differ in type depending on the business application or business area. And the necessary information and data that is mapped, as well as processes, have different requirements.
So PVY.swiss has introduced a unique Feature in Project Management (a few more we did) and its corresponding Tasks:
- Project Classification
We have structured the Project Classification in General Business Units within an Organisation, and defined for each of these Business Unit or Departements, accordingly the Fields and Function which has to be on a project detail overview and also on task level.
A simple Example:
A Marketing Team needs different Inputs and Variables in a Project and on its Tasks, then your Product or Software Development Team.
Therefore, we made Project Classificatons with a useful set of integrated functions and standard features you expect on this Units:
- Standard
- Fulfilment
- Development
- Documentation
- Marketing
- Business Development
- DevOps
Each of this classification loads a different set of fields, which also have different relatonships into other Data Collections within PVYbusiness OS or where needed, also Linking Data or URLs to External Platforms, commonly used in that particular business field, which also reflects the expected outcome of such a project. It is obvious, that a Documenation Project about a new Product has a different outcome than a Marketing Project or a Product Design Project.
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And the good message is: You can with just a few minutes effort adjust these values or adding other input fields or relational fields when needed. But Caution. We designed everything with two things in mind: General Purpose and keep it simple, so your team also use it fill the data accordingly. What is currently in, gives you already enterprise level KPI Values on Insights, and also takes care, what you can bill and what not.
¶ Project Templates
PVYbusiness-OS let you automate repeating Tasks and repeating Project Scopes, based on your Service Portfolio, with Project Templates. These can be triggered from Quote Level, Deal Level or Invoice Level and it will be automatically assigned to the Buyer of the Service as Organization and given Contact on Quote or eCommerce Order. We deliver a few examples, and we are also capable to create Tasks with dependencies and relatives dates to be completed to its predecessor task.
This a really powerful and well-thought features. However, we take the Human Ressource true Utilisation Rate applicable in consideration, but not any overbooking of similar Projects within the same time period. For a simple reason: In some industries, they work with more external resources than internal resources, and then its simply a question to book more resources. But you can always the project start date around, and all sub tasks and mile stone are being re-caclulated accordingly.
¶ Computed Task Start Date and End Dates
Project Templates let your create entire Project Workflows, based on Organisation Expierience. It let you define the grace period, after an quote is being accepted as a start date, lets say 7 days, if it has been created automatically. On Manual Project Generation, you can set the start date manually.
Each Tasks, Sub Task has an Duration in Hours or Days, and you can choose, when the next task is being started, in relative dates,
Relatives Dates can be set from Start of the Project or end of the Project, for Start Days, Due Days.
When Designing a Project Template, it is helpfully to put all Tasks in Gantt View, Mark or Count the Days, adding based on Expierence a percentage or 2,3 days as a grade period, before next one starts. This way you can assure, not to press your employee to hard, and keep your deadlines realistic.
Further more, instead of Task assigment to an indivdual User/Emplyoee, you can also assign it to a team. Doing so, all in the team sees this task and next free employee can pick it up, if qualified for it.
¶ Like on Standard Tasks, you dan define a Task as:
- Task
- Milestone
- Meeting
- Deliverable
If its a task, your customer has to submit informations, such as Text, Graphics or more detailed Informations, you can mark this already on Project Template Task Detail, for “Is Visible to Client”, which makes sense for Task Type “Deliverable” and also allocate a Form to the customer, which he has to fill or any other embedded Content. Forms you can either manage in PVYbusness OS or in PVYforms. later you ad as embbed Link to the task.
¶ Project Generation Options
You can generate over the BPM Flow Buttons on Customer Detail View a Project and choose any existing Project Template, or you can generate from any Project List View a new Project based on Project Template or you can automate that on Quote Level, if a Lead or Customer has accepted the Quote online by its signature, the referenced Project Template is being populated automatically.
It’s magic.
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¶ Dynamic GANTT Chart with Dependencies!
Project let you Display GANTT Chart with Task Dependecies, Dates and Task Utilization in Percentage, colored.
¶ Tasks
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- My Tasks
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- Kanban
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- Calendar
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- Tasks Gantt
¶ Task Progress Bar
The Tasks Progress Bar displays you the current progress of an single task or an task who has dependencies to Subtasks, while on a single Subtask, the Progress Bar indicates only this specific one.
The Progress Bar is available for Tasks and Projects List Views, as well in Detail Layout Mode.
The progress is being calculated by 2 Factors: Estimated Hours versus Spent Hours, and Task Stage. However, it can be easy adjusted to change the color to red, for example if a Task remains to long in a certain stage or completion range is 60% but deadline nears.
¶ Introducing Project Tasks Classifications
Similar as on Project Level, we classify the Tasks in the same way, for the simle reason, that a Parent Project is maybe classified as a Marketing Project, but this Marketing Project requires a Landing Page or Special Event Registration Page, therefore some Development and DevOP Tasks are included in the whole Process, as well Documenation. Also each Task Classification loads a different Layout of Fields and Relationships dynamically on selecting the Classification.
We call this a swiss made “Holistic Project Management Solution”
¶ Client Task assignment
Communication is everything. Regardless if your are Business or a Single Entrepreneur, you always have in Order and Project Fufilment external Stakeholder and Information Provider. The Project Management of PVYbusiness OS let you choose very specific on Task Level, if this Task requires Input or Interaction from the Customer itself, and therefore it will be published on the Dashboard in the Client Area of the connected Headless CMS System for this Customer. Beside of Task Input, Aproval, or Document Upload, the Customer can also comment on this particular assigned Task, which comes straight back into your task detail view.
Furter more, you can also push embedded content, such as a PVYsforms, PVYcal to the Customer or a Video or external Link. This is very handy, for example in a Pre-sales process to gather additional informations or when Customer needs to submit specific a File, such as a Logo or Product Sheet, to fulfill the Project Task.
¶ Notifications
A On-System Notfiication on the System let you know, that there was filed interaction for that particular Project Tasks from your Customer and it contains the link to the Data Record which got updated.
¶ Timesheets & Tracking
The built-in Time Tracking let Users book their spent working time against Projecttasks and Issues. Each Task or Issue has Start/Stop Button to book time on it. Users have access to their personal Timesheets and also can file their spent time there in the Timesheet.
The Timesheet Functionality also support different Leave Types such as for:
- Sick leave
- Education
- Event
- Holiday
- Bridge
- Compensation
You can define for each User a Supervisor for Timesheet and Leave Approval. Leave Types can be adjusted like everything else in the collection for it as System Adminstrator.
¶ Built-in Timer (Start/Stop)
Users can either use the built-in Start/Stop Timer and pre-select their Task-Actitiy, which is fully customisable or the can also start on the Project, Project Tasks or Issue Detail Record to add a new Timesheet entry. We designed time tracking in a way for the most flexibility, since one user may like to head to the Start/Stop Timer, where other users are Record focused, and track their time on a Task Level they are working on, and others are maybe paper focused, and entering their spent times based on paper notes on lunch and evening to the system. That is all possible. Further more, there is a mobile app: PVYtimer (shall be in the Appstore Q2/2025) and Web Browser Extension too, which let user book their spent time instantly without heading into PVYbusiness OS.
- Booking spent time Timer driven with the built-in Start/Stop Timer
- Booking spent time Mobile App driven, without the need to be logged into PVYbusiness OS
- Booking spent time Web Browser Extension driven from any Web Browser, without the need to be logged into PVYbusiness OS
- Booking spent time Task driven
- Booking spent time manually List Entry driven
¶ Timer Tracker Task-Activties & Cost Center
Users can choose an activty to track their spent hours, regardless if it is connected to a Project Task or Issue. Every Organisation has so called “Administration-Overhead” where employees spend time which are neither billable nor has an impact on Sales Level, but it does have an impact on cost level. Therefore, we give following options:
- Book time with Standard Task Activties without linking to a Project Task or Issue
- Book time with Standard Task Activties with linking to a Project Task or Issue
- Book time with Task Activities linked to an “Persistant-Task” for Cost Center Identification
¶ Manage Task-Activties
In System Settings, HR-Settings you can define and change your Time Tracking Task-Activties. Task Activities can be defined with following options:
¶ Link a Task-Activity to a Persistant Task
- To keep a track of repetively Tasks, which are not billable, to let users file their spent time to a Persistant Project with just a few Persistent Tasks, defined as a Cost Center.
- Time Spent Billable, you can define if this activity is allowed to bill or not
In the Insight Dashboard Module, you have plenty Dashboards, also for your organisation defined Cost Centers. That gives any organisation without the need of big configuration a deep insight into their operational costs. For sure you can link also Purchase Invoices/Purchase Subscriptions, Expenses beside of Sales Activities to a Cost Center.
A Cost Center will summeraize all the workers time spent, purchases, expenses, internal projects or external projects and sales income to it, and also gives you several reports on demand, such as a P/L Report on Cost Center Level.
A simplyfied Cost Center Structure may look like:
- General Business Administration
- Product/Portfolio Design or Development
- Marketing Activties
- Sales Distribution
- Procurement Costs
And it is crucial for every organisatin to have one click overview, to see and identify how their business units are performing. Noteworthy, there are always units, which are part of any successful business, who are not self-sufficient in term of Cost/Revenue Allocations. But that’s normal.
¶ Permission Management on Team Level
Based on Teams, you can define different Permissions, what a user can see, enter and change.
¶ 9 Day Fortnight Shift Support
Timesheet supports the flexible Logic for 9 Days Work with an granted additional day for recovery every second friday, which is in many Organisations, which works in multiple shifts for continous operations a de-facto Standard. Therefore, this Feature has to be enabled on User Level and Supervisor has to be choosen. The System calculates its leave for every second friday dates automatically.
¶ 4 or 5 Day Week Support
By Default, a user is set to 5 days a week, with the set daily hours of work time. You can choose 4days a week, and choose the day he has off.
It is possible to extend this, let’s say for different workload contracts, for part-time workers.
¶ Human Ressource Utilisation Settings
In PVYbusiness OS you can define for each User following Paremeters, which will be taken in Considation for Project Management Man Power Utilisation, Internal Cost per Hour and external Sales Rate per Hour. Further more you can specifiy his Engagement-Type such as:
- Employeed internal - Workload in Percentage and Task Utilisation Rate
- Freelancer external - Workload in Percentage and Task Utilisation Rate
- Personnel leasing - Workload in Percentage and Task Utilisation Rate
and if you wish you can file the Contract as File as well, beside some other settings.
¶ Project Billing Settings
Each Project and Project Template has a Billing Section, for creating new Invoices, adding Expenses and also Settings how this is Project is billed:
- Based on Quote - Fixprice
- Based on Quote - Floating
- Based on Contract - Budget or Hours
- No Billing
These Settings suits both, small Web Agencies or Developers and Enterprise Customers. There is always the Option to make things more complicated, and for sure you can extend it over the Studio, but we used to say: “Keep it simple but getting things done”.
¶ Business Logic for each of these Settings
When you file expenses to a Project, you can flag this espenses to be charged to Customer. If set, creating an Invoice out of an Project Detail View from Billing Section will include these Expenses. When creating a new Invoice from Invoice Menu, available Expenses to Bill are listed.
Fixprice means, that booked hours from your team against the Project Tasks and related Project Issues are not taken into calculation.
Floating means, that each moment you create a new Invoice, not billed hours of your Team Members will be invoiced based on the Hourly Sales Rates set to those involved Users.
Contract means, that you can define a monthly budget or monthly maxium spent hours for that project. If you have an Budget Overflow of spent hours, you have two options:
- Bill anyway - the booked hours will be fully charged, even your out of Budget (Usuall you talk to the Customer first about)
- Shift to next - the overflow on hours will be marked for the next invoice cycle.
¶ Billing
- Invoices
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- Open Invoices
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- Payment Reminders
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- Payments
- Expenses
¶ Manual - Automatic - Recurring
Billing is the most important part on any Organization. If you can’t bill your clients your provided work, goods or services, you are quickly lost and burried. (Not all ERP Vendors out there, understand that meaningful sequence). PVYbusiness OS lets you create an Invoice manually, out from a converted/accepted Quote, and if there is an underlying Subscription or Maintenance Contract running, it does the recurring billing automatic for you to.
¶ Integrated Payment Gateways for Online Payment
Customer can pay, based on Customer Settings and Organization Settinbgs, either by Cash, Wire Transfer, BitCoin or Credit/DebitCard straight out from the Customer Portal. (Apple Pay, Samsung Pay, is also being supported). You can also bill out from a specific project or all project on a monthly base, where your provided Project Work is being billed to the customer, based on a Price per Project or based on HR Settings for the Task Resolver Sales Price on spent hours. When an Invoice is generated, you still can edit this, adding discount or adding open Expenses to that particular Invoices.
¶ Automatic Payment Reconcilement for Invoices & Purchase Invoices
For each Invoice, which a customer paid online over Credit Card, the system automatically allocates the Payment Receipt with its last 4 digits of the used Credit Card to the Invoice and mark the Invoice as paid.
For Wiretransfer, you can upload a CAMT File, which you can export from your online banking. Then go to “Reconsile” Menu in Billing, and choose the CAMT File from your desktop, specificy the Start Period Date and End Period Date. The System will reconsile it automatically. If there are a difference, such as not paid reminder fee, the Report Indidicates that and the Invoice remains open but partially paid.
We highly recommend to schedule those CAMT File weekly multiple times, since the System also sends out the Reminder for Unpaid Invoices automatically. A proofen schedule cycle is:
- Monday
- Wednesday
- Friday
If you prefer this to do only on a weekly base, please change on System Settings the Grace Period for Reminder from its default Vaule 4 days to 8 days. We made it easy for you, its a drop down for 4, 8, 15, 19, 25, 33 and 64 days, which covers for all common used Payment Terms, such as 7, 14, 21, 30 and 60 Days.
¶ Workflow for Automatic Project Billing
There is a Flow available, which is by default inactive. If set to active, it will work as follow (Values can be adjusted):
Flow runs on 26 Day of each day 05:00 in the morning. It will create for each Customer with ongoing Project, set to be billed either by the Floating or Budget Method, any unbilled Hours from all your Project Members who are booking hours against that Project.
It will further generates for each of them an automated E-Mail with PDF Attached and Link to Customer Portal to review the details or pay online.
¶ Expenses
Expenses can be marked to be billed to customer and also for Reimbursement to the employee. It offers to add a Photo or PDF of the Expenses.
If an Expense is marked as billable only, without a project assigned to it, on next customer invoice the system shows you available Expenses to bll for this Customer.
On adding an Invoice Line Item, you have 3 Options given by default:
- Standard Item / Service
- Billable Expenses
- Custom Item
Chosing Billable Expenses, gives you the System Search and List View, where you can search and filter available unbilled expenses, and it shows you also the real value of that expenses. You can define while adding this expenses, to accept this value, overide it.
It can be, based on your User Role and its connected Access Policies, that you have certain option not given, such as the Price Override Checkbox Allowance.
If an Expenses is allocated to a project, it will be added automatically, either with a linked Item or as Title of that particular Expenses on the next Invoice for this Customer for that given Project.
¶ Manual Project Billing
In the Insights Module, you have several Dashboards, such as for Project Managers, Sales Managers. On the Project Manager Dashboard you have a section for a dynamic Report, which also forecast future Project Revenue, based on ongoing Projects and estimated workload on it. But you can also run very simply by a press of an button a report, to see, unbilled spent working hours on a project, summarized by projects. From there you can enter the project and go to the billing section, generate a new Invoice manually and the system automatically lines up every item based on Timesheets and Tasks. You can even choose to line up Thimesheet Entry Details or just Project Task Items with spent hours and it takes automatically the sales rate of this particular human resource.
¶ Procurrement
We are of the opinion that, in addition to the sales side, procurement should also be properly represented. We do not offer a Full Accountig Solution, since every Country has its own rules, but we offer that you have perfect overview with automatisation, correct KPI Values, and perfect maintained financial figures. Based on your size of organization, you may need workflows such as documented request for quotation from your supplier side, smaller organizations may only need to enter the received quotation and convert it to an Inbound Invoice for Creditor Management.
- Request for Quotation
- Purchase Quotation
- Purchase Invoices
- Recurring Purchase Subscriptions
- Open Invoices
- Payment Reminders
- Payments
- Expenses
Recurring Purchase Subscriptions, can be managed by the Subscription Collection not only for sales but also for inbound costs, such as Telecommunication or Internet Subscriptions to name a few. It is also capable to include a variable consumption part. If activated, the recurring inbound purchase invoice is automatically created, put as draft, so you just need to enter manually the variable part of the consumption on top and file it as “Confirmed”. For fix value based recurring Purchase Subscription, the System generates the Purchase Invoice automatically as confirmed. Optionally you can file the PDF Invoice or Scan to it, just by Drag & Drop.
¶ Service Level Agreement
The Service Level Management of PVYbusiness-OS can be utilized for Service related Service Level Agreements, as its common Internet, VoiP Provider or Hoster and ICT & MSP Companies, but also, if you are a Goods & Service Procucers, lets say you Produce Elevators, which requires on a regulary base some Maintenance, or Electronical Cicruit Switches, which you sell to Power Plants. Often such physical products are then also underlying to an Service Contract and Service Level Agreement.
- Define a SLA
- Type Standard or Paid
- SLA Coverage (Weekdays, Start, End Time)
- Time to Act (hrs)
- Time to Restore (hrs)
- Escalation Stages
- Exchalation Methods
- Associated SLA Product if SLA Type is Paid
¶ Subscriptions & Contracts
More and more Organizations selling their Services in a form of Subscription, not only Telcos, SaaS Providers or Hosters. Also Bookkeeping agencies or PR Agencies tend to offer their Services in a kind of Base Subscription, with optional consumables. We took care of that ina never seen ease of use subscription collection, which let you, if you grant, even let your customer manage it from the Client/Customer Portal. And it computes for you all the important KPI Values on top, issues the automated Invoices in the defined Period your customer agreed to buy, and also covers some legal aspects, required in some countries for cancelation, grace period and notfiiciation management, both for renewals and cancelation. Noteworty to say, we manage both sides: Purchase & Sales side.
- Sales Subscriptions
- Subscription Item
- Type of Subscriptions
- Your Own Plans
- Your Own Bundle Plans
- Service Plans
- Support Plans
- Sla Plans
- Subscription Parameters
- Line Items from os_items
- Which are Type:
- Subscription
- SLA
- Which are Type:
- Billing_Period:
- Monthly
- Quarterly
- Annualy
- Contract_Start_ Date:
- Minimum_Contract_Period:
- Dropdown:
- 12 Months (Default)
- 24 Months
- 36 Months
- Dropdown:
- Cancelation Notice Settings:
- 30 days in Advance
- 60 days in Advance
- End of Subscription/Renewal Notification (Flow)
- To Customer
- 40 Days in Advance
- 70 days in Advance
- To allocated Team, Owner:
- 50 days in Advance
- 80 days in Advance
- Flow Notification with Link to Customer, Contract, compute annual contract value, total contract value
- Grace Period Allowance, if cancelation date is missed:
- 3 days
- 5 days
- 7 days
- To Customer
- Line Items from os_items
- Purchase Subscription
- Subscription Item
- Type of Subscription
- Telecommunication
- Domain & DNS
- Software as a Service
- Accounting & Consulting
- Server & Hostings
- Rent / Building
- Subscription Parameters
- Line Items from os_items or Custom Line Items. Default, Custom Line Items
- Billing_Period:
- Monthly
- Quarterly
- Annualy
- Contract_Start_Date:
- Minimum_Contract_Period:
- Dropdown:
- 12 Months (Default)
- 24 Months
- 36 Months
- Dropdown:
- Cancelation Notice Settings:
- End of Subscription/Renewal Notification (Flow)
- To Owner of Contract
- To allocated Team
- 50 days in Advance,
- 80 Days in Advance
¶ Website (Headless CMS)
From here you manage your entire Website, for content, eCommerce if needed, blog articles and we really took care to offer PVYbusiness OS Customer a state of the Art Website Builder, with many features and enhancements, so you can focus truly on content and story telling. Images or Videos will be automatically rendered responsove for any kind of Format or Video Link. You can also re-use any kind of Blocks on several places / structure within your Website over again. Dedicated Section for Blogs, with Kanban View, Team Review before Publishing to automated Publishing and Unpublishing, is all in.
- Pages
- Blog Page
- Product Page
- Page Blocks
- Posts
-
- Workflow
-
- Calendar
-
- Alll Posts
-
- Categories
- Team
- Testimonials
- Globals
- Redirects
- Forms
- Navigation
- Navigation Items
- main
- footer
- Navigation Items
¶ Blocks
Blocks are re-usuable, both in the management and publication to your Website, but also within quotes, proposal you can work with blocks.
- Hero
- FAQs
- Quote
- Columns
- Form Section
- Testimonial Group
- Logo Cloud
- Block Logocloud Logos
- Team Block
- Call to Action
- Rich Text
- Steps
- Divider
- Gallery
- Video
- Button Group
- Raw HTML
¶ Workflows in Content Publishing
Workflows are best used in a Kanban View of an Particular Data Collection, such as Deals or BlogPost. For Blogpost for example the default Workflow for Blog Posts are:
Draft
In Review
Scheduled
Published
Archived
While you can configure these Stages and also perform manual processing of an item, using drag and drop between those stages/status, you can utilise Flows to shift the data record based on trigger and status changes automatically.
¶ As for example:
A drafted Blog Post is manually shifted by Drag & Drop to Status “In Review” or in Record Data Set manually changed to that.
The Reviewer selected in Blog Post receives a Notification to “Review that Blog Post” with a Deadline before planned Publishing Date.
The Reviewer approves the Blog Post. The Flow shifts that automatic after review is confirmed, to Scheduled. The Status Scheduled publish the Blogpost automatic. If an End Date is given, that blogpost stays in this Stage. If no Enddate is given, another Flow shifts that after its being published scheduled, to the Status/Stage Published. For Items, who has an given End Date, (For Example "Next Upcoming Webinars) the Item is automatically unpublished and pushed to Archive. Our Headless CMS also allows you to display “Archived” Blogposts, such as for Webinars, if you want, which make sense, if you integrate “Webinar Recording” for example and you want to make that browsable for new upcoming visitors and potential customers of your websites.
Using Flows with Status or Triggers on Change, can be extremly powerful and helps to optimise your content or sales pipeline.
¶ Page Super Header
For certain published Pages you may want to have beside the default CSS based Grid and Header Layout to add some extra stuff in header section. You will find an example on the Detail View if you Visit https//pvy.swiss/apps/$appname . You see Action Button upper right, where you can get quick access to Documenation, Release-Notes and so one. You can also display additional Information to be faded in, including embedded Vidoes.
¶ HelpCenter
The HelpCenter is built-into the Frontend, means your Website, and allows an anoymized Interaction beside of publishing helpful guidance to your potentional customers. Help Collections let you group articles about certain things, can be legal stuff, product or service related things, from how to up to what is covered or included. Visitors of your Website can browse published help articles by group, search over all specific withing these Help Collections, and also rate the article, if it solved their question or not, and leave a comment, visible only withing the PVYbusiness-OS and its related Rating. There are no user data collected, however, we set a cookie for that function to enable these interactions, but all what you see is a “Unique-Visitor-ID”. The Feedback form is protected by PVYcaptcha, and only fades in, if a Website Vistor rate the publsihed Article.
- Help Collections
- Help Articles
- Help Feedback
¶ Marketing
Any Organization has some Marketing Activities, for supporting the sales process of its sales team, or if you are a NGO or Charity you for your fundraising. The Marketing Collection of PVYbusiness-OS is kept simple, but gives you a powerful tool, to handle every kind of campaign you need to raise, to fulfill your targets. From offline print ads, email and online campaigns with not only computed KPI Values, but also automated and trackable Landing Page deployments, automated, with optional Partner Logo Display, External involved Agencies and Influencers til to Project Management, to get things done on time.
Campaigns sports Campaign Type(s) Targeted Audience, Targeted Products or Services, Product related to the Targeted Lead Type you want to earn, such as: Sales Qualified Lead (SQL), Product Qualified Lead (PQL), Campaign Qualified Lead (MQL), Service Qualified Lead (SeQL), Non-Qualified Lead (NQL). It included the Classification of Targeted Platforms and Media up to Goals Management, Cost per Lead and KPI Values for CTA and Tracks computed Revenue out of an Compaign, putting these figures in relation with the real costs for a specific campaign. And thanks to LNKR.ch you can include High-Resolution QR-Codes into your Offline Print Medias, Poster and keep a track, how effectful they where.
- Campaigns
- Landing Pages
- Lead Sources (System Setting)
¶ Acquisition/Prospects
Acquisition is part of the Sales Process, where you work mostly very focused with segmented lists, either by E-Mail or Cold calls. Its the Preliminary stage to Leads and you classify contacts or organizations you like to acquire, as Prospects. Thanks to the easy and well structured import / export function of the PVYbusiness OS, for any kind of data, with its built-in functions such as calling the prospect directly or contacting them by e-mail, you have a simple but very powerful tool that also has an activity log. By success, you can convert an Prospect with all its historical data into a lead, and from this moment he resides in PVYbusiness-OS Master Collection for any kind of organizational data.
- Prospects
-
- Kanban
-
- My Prospects
¶ Product Management (PLM: Product Life Cycle Management)
Regardless if you manage own physical or virtual products or a service, it has a life-cycle. Iterations. Versions. And propably needs to be documented on certain level, for assembling, processes, and may have an association to a Product you also sell. And for that you may also want to have certain feedbacks, statistics, such as Quality Issues, Claims, New enhanced Version and so one. We call it “little MRP”, because we like to give you some basics and we are sure, you come back with a requirement catalog.
- Product
- Versions
- Release Notes
-
- Kanban
A Product can be allocated to a Cost Center, and Project for Development, as well with the built-in release Management / Product Versioning for Update Projects, where time can be tracked and automatically allocated in this particular Cost Center.
¶ Documentation Automatisation with PVYwiki
Regardless if you procude physical Products or virtual goods, both have in common, that they require a certain level of Documenation.
The Built-in BPM Flows generates automatically the link for your Wiki and Website, based on pre-definablye patterns as a slug, where the ${Productname} as part of the URL to the Destination, is being populated accordingly for consistency.
Connected with PVYwiki, the API will be triggered, in our particular case to generate a new Wiki Entry in English with the correct structure, based on a Template with the “Base Structure” for this Kind of Documenation, and it files also for each new product or iteration of a product, a new Task into our Documenation Project. Because we know, people are not primary lazy, but have many things in their mind. So that the automated way to get things done, also on documenation level.
The BMP Flow, the Strutucture of the URL and also the Fields on the PLM Collection can be adjusted within a couple of minutes to meet organisations requirements. It works with any external system, if it supports REST-API. And if not, you have at least the correct slug to add it manually. It is extremly helpful in terms of proper information management.
¶ Built-in Special Features for Web and Software Developers
If you do Web Projects or Software Projects, you may want to utilize new or existing GIT Repositories, DevOps Deployment Nodes and maybe automatic Feedback over built-in Forms on this Applications. Further also Jenkins is referenced in our case.
For Web Publishing, you can create a new Webpage for this particular app, based on your Web Design and activate “Super Header” which gives Visitor an Action Button, with automatically populated links for more product informations, such a Link to the Product Documentation, a Help or FAQ Section or even a Video embedded from Youtube, Vimeo or PVYmedia.
That being said, its already an extremly powerful PLM to manage your Product and Service Catalog in highly automated but still lightweigh way.
¶ MRP
We did not include a Manufacturing Resource Planning Module yet. But its everything there in the backend, including guided steps with on screen approval and checklists, also suitable for Electronic Equipment Manufactures, for example for PINs Allocation and Checks. It is one of these areas, which differs heavy on requirements, even if two companies does the same.
Therefore, we at PVY.swiss are happy to guide you with a tailored project to include it based on real assembling lines or production steps. Also QR-Code or EAN Code for consumables items are not a problem.
¶ Issue Tracker
Every Organisation run into Issues, whenever they are internally project related, a customer has an issue with an delivered product, service or even a claim for warranty or wrong invoicing. Issues shall be tracked, nailed down and improve product quality, organisatin management and finally customer satisfaction. The built-in issue tracker is also avaialble on the headless-cms for your Customer Portal on your Website. It does not support e-mail in to allocate an issue, but an API. Following Views for Issues has been implemented
-
- Kanban
-
- My Issues
-
- Bugs
-
- Claims
On each of these view you can also switch the Layout Mode to “Gantt View” which gives you time series of filed issues. This helps to identify for example, if during a certain period (Days, Weeks, Months, Years) more issues has been filed, and may help you to make the link, if you have shipped a new product out first time or an update for a Web Site or Software Application. The Fields are kept simple, to get things done fast, but we offer over the API also a deep integration for Software Developers, Web Publisher with PVYbugtracker.
Each Issue has an Issue Creator/Owner and a Reviewer. Optionally, if it is allocatable, you can link an Customer Organisation and a Contact to it.
¶ Issue Types
To classify your issues in a meaningful way, you can file an issue as an:
- Product Issue
- Project Issue
- Customer Claim
- Feature Suggestion
Based on the issue type, the detail view and its field set is being changed dynamicly, so a product issue can be linked to a Product and its Iteration/Version on PLM Level or an Service, where a customer claim can be further narrowed down as Invoice Issue, Product Defect, Warranty Claim and so one.
¶ Issue Classification
Issue Classification are being utilized by Tags, which are like the rest of the system fully customizable to meet your real life scenarios. They are also filterable or searchable in List or Kanban Views.
¶ Issue Tracker in Conjunction with PVYbugtracker / GitHub / GitLab Server
You can utilise the Routing Features of PVYbugtracker to file instead directly to an GitHub or Gitlab Project ID over its API into PVYbusiness OS over API. This makes sense, if you integrate a kind of Feedback Form into your Software Apps or Website to let your User report Feedback, Bugs, Issues, Feature Request and you like to pre-qualify them on Business OS Issue Tracker. For such an Scenario, there is a Flow available, which can be edited to match the URL to your PVYbugtracker and Git Repo. Once an Issue is qualified, it submits by Flow over API the Issue to the Project Issues on Github or GitLab Server and prevents clutter for your Developers.
The Flow is named as: Issue Tracker to Git. Please note, if your collect anonymous SysLogs from Device where the Feedback has been triggered (you can let choose the User to attach using the Code Fragments of PVYbugtracker), those files are stored in Files on PVYbusiness OS Issue Detail View. You can enable or disable in the Flow, if that ZIP is being sent to the Issue Tracker on Github or GitLab Server.
¶ Settings
These settings differ from the Application Settings and are specific for your business operations.
- Items / Services
- Units
- Consumables (API)
- Freight Forwarders
- Transport Types
- Tracking IDs
- Stock & Fulfilment
- Settings
- Fulfilment Partners API
- Warehouses
- Deal Stage
- Quote Templates
- Project Templates
- Email Templates
- Payment Terms
- Payment Gateways
- Tax Rates
- Industry & Sectors
- HR Settings
- Timesheet Settings
- Leave Types
- Task Activties
- Providers
- Telecom Provider
- SaaS Provider
¶ Insights
We summarize our Reporting Engine, which is easy of use also for customization, in the Module Insights, where you can find pre-defined Dashboards, alter these or create entirely new Dashboards with just a little efforts with the Dashboard Builder.
Each User has hits own dashboard, which he also can customize by him self, which gives him real time mettrics about his due, past and realized actitives, such as:
- Open Tasks, Past Due Tasks
- Next “Upcoming Tasks”
- Booked Spent hours VS. Expected Hours
- Sales made, Due Activties such as Calls, Meeting, Tasks for Sales related things
Allocated Issues to Review
¶ Dashboards
- Standard
-
- My Dashboard (All Users)
- Additional: Issues
-
- Sales Pipeline (One Off Revenue)
- Additional: Sales Pipeline Monthly recurring (Same Metrics)
-
- Help Center Feedback (broken)
-
- Manager
-
- Project Manager
-
- Product Manager
-
- Sales Manager
-
- Marketing Manager
-
- Finance Overview
- Cashflow Actual - Forecast
- Sales Turnover
- Purchase & Expenses
- Billable man-hours
-
- HR Overview
- Aquisiation & Leads
- Count of Unassigned Leads
- Average Lead Conversion Time
- Leads No Activities greater than Variable X in days
- 10 Customer Success
- Issues Metrics, Lists
- PLM Product with Issues vs Release vs In Service
- Finance Overview
-
¶ File Library
The File Library you are looking for. Elegant but quick and dirty, integrated in any detail form you want, and also utilized for web publishing. And it’s best, you can connect it, like on PVYwiki, to your PVYfiles ! So in fact, you have one central place for all your files, with versioning support, regardless if kept private or public published to your website. But the built-in File Manager works fantastic aswell without PVYfiles. We suggest to make this choice on start, in Application Settings.
¶ Static & Dyncamic Structering
Of course you can change the structure as you like, we just give you a guide, how it works the useful way. It’s worthy to mention, that we also support dyncamic creation of folders or sub folders automatically. For Example: Each new Organization you add, regardless of your Business Relation to it, becomes automatically a subfolder with the Name of that “Organization” in the Directory 3. Organizations.
So if you create Quotes/Proposals, or a new Project with its Tasks, and you upload or allocated Files to it, it will automatically create the Subfolders accordingly to this Organinzation, such as:
-
- Organizations
- Tesla Inc.
- Invoices
- Projects
- Improve Passenger Shielding from Electric Radiation
- Customer Uploads
- Conceptional Design
- Research & Solution
- Proof of Concept
- Improve Passenger Shielding from Electric Radiation
So the Folder “Improve Passenger Shielding from Electric Radiation” is being created automatically with the value of its Project Name, where the “Folder Customer Uploads” is being created when you allocate a Task to the Customer with “Visible in the Client Portal” to be completed by Customer and when he provides a file for it. Where “Research & Solution” is Project Task flagged as Mile Stone, where all provided Files in Tasks are stored there.
This helps to keep and maintain the law & order of files the easy way. If you want to have numeric design pattern to name your folders, or you prefer to have Number as Project-Identfier, you can easely customize it in Studio according to your needs.
¶ 1. Public
¶ 2. Private
¶ 3. Organizations
¶ 4. Uploads
¶ All Files
¶ My Files
¶ Recent Files
¶ User Directories
¶ All Users
¶ Administrator
¶ Client
This Role is here for interaction between an enabled Customer Portal on your integreated Headlesss-CMS with eCommerce Features. If you enable a Customer Contact manual, or it got enabled by Flow, he is assigned into this Role, which allows him to see his Invoices, Quotes, Assigned Tasks or Forms on the Login Section of your Website. He also can pay invoices over the Pay Button in the Customer Portal utilising the enabled Payment Gateways.
¶ Team Member
This is one Example Team, with the permission to all available Features of the Systems, but no Feature or System Settings, Usually you want to structure your Teams, as for example:
- Executives
- Accounting
- Sales
- Support
- Product Management
- Marketing
- Project Management
You are entirely free, which features and functions you choose (collections) in the Permission Management, available on the PVYbusiness OS Setting Section.
¶ Website API
¶ Application Settings
¶ Backend & Frontend Settings
¶ Module Bar Settings
¶ Security Settings
¶ File & Storage Settings
¶ PVYbugtracker Integration
Define based on your Git Repo Location, how and where you feed your Software Developers
¶ PVYtimer Integration
Connect PVYtimer into Project Task Time Tracking, Issue Tracking and ServiceDesk Features.
¶ Mapping & Basemaps
PVYbusinsess OS and PVYmessenger utilizing Maps & Services, which runs as our own Map Service, called PVYmaps, in our Datacenter and not in Public Cloud.
With 2 Billions additional Objects, High-Resolution Satelite Imagery, daily updated, you can further utilise Maptiles, to Display your ERP / CRM Data privately on Maps on a usefull manner. And with confidence, no one other can see, what you see. Or you can share your Live Location, where the data is being delivered straight from the same environment, which provides your Application Data, straight from Local Net. Such neat things we call: Privacy by Design.
PVYbusiness-Suite let you instrumentalise the Mapping Service into your Views and Operations, based on your requirements.
Therefore, you can let display customer, suppliers, leads or any other point of interest, with the GEO Coordinates on a map, where the system transforms the address into a point on the map. To display to your users additional useful information, about this point, you can utilise any Data and Data in Relation as a Tile for the User. We offer the both leading Map Tile Services so you can create your own visual and content driven Map Tiles in relation of a current view of a particular data model.
¶ Mapbox (USA)
You need to create an API Account on Mapbox. Software or Web Developer Skill required in JS. They offer a comprehensive
Documentation.
¶ PVYmaps (CH)
You need to ask our support for more informations,but we constantly building our documentation and refererences here.
¶ FAQ
If you want to utilise that feature, you can ask for help or customization work on us.
¶ Image Editor
¶ Data Model
¶ Access Control
¶ Flows
- Flow Manager
¶ Appearance
¶ Bookmarks
¶ Translations
¶ Extensions
Overtime, we add further Functionality to the System on Updates. Here you can disable unwanted features. Use with care.
¶ Report Bug
Opens a Form, where you can submit a Bug if you found one. It will find the way to us. You can attach screenshot only.
¶ Report Feature
Opens a Form, where you can suggest a new Feature.
¶ Documentation Link
Opens this Documenation here.
¶ Mail & Print Templates
Here you can configure your visual apperance for PDF Print Documents and Mail Notifications. Both are based on HTML, which gives you the freedom to exactly adjust both the PDF Documents and Mail Templates as you want to be withing your Corporate Design Guidances.
¶ Liquid
Liquified HTML is being used as the Base for your Header and Footer Section. **Learn more about Liquid ** You can use beside of HTML as well CSS to bootstrap your design and make it responsive.
¶ Mail Templates
Mail Templates are being utilised on some standard System Notifications and further, to reflect your work flows, from the Flow Extension.
¶ Standard System Notification
¶ Record Creation
If the System creates itself, either by a Flow, Trigger or over API from the Headless CMS System, aka your Website, the System creates you a Mail Notification to that specific record, to the Record Owner User. Same applies, if another user creates a new Data Records, such as a Project or Qutote, and sets you as the owner.
Record creation to the Owner
- Projects
- Task
- Quote
- Deal
- Payment
or in short for all Data Collections on creation set to an owner.
¶ Comments on Record
Further, the system triggers a Mail and Built-in Notification if another user has mentioned you on a Data Record. The Mail Notification always includes a Time Stamp when being triggered, and the Link to the specific data record.
¶ Standard shipped Flow Notification
To support your Business Processes, PVY.swiss utilize the built-in BPM called “Flows” to send you notifications on chnage of a record, either by status, assignment or due date. The Full list of this comprehensive automated notification, which you can particular disable, if not needed, you can find here:
¶ Flow Notification Overview
¶ Design of the Liquid Mail Template
The Mail notification “Base E-Mail Template” consist of 3 Sections:
- Header
- Body
- Footer
Where you design the Header and footer once, and body as the real dynamic template based on your requirement. Learn more about coding your own and how you can manage your Mail Notification update proof.
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¶ Read the docs
If you are a Customer of PVY.swiss or one of our Customers, who already using PVYbusiness-OS, then check out our Customer Portal Documentation.