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Basic Propel Configuration Tasks

This article describes how to create a minimum Propel configuration to use as a basis for further implementation. You will perform these general tasks:

A. Clone Permission Sets
B. Clone Profiles
C. (Optional) Rename Account object 
D. Create a Change Analyst Group and QA Group
E. Create Lifecycle "Parts and Documents"
F. Create Lifecycle "ECOs"
G. Create Auto-Numbers
H. Create Basic Item Categories
I. Create ECO Affected Items fields for Material Dispositions
J. Configure Basic Email Template
K. Configure Home Page Layouts (Classic)
L. Configure Lightning Home Page
M. Configure Propel Admin Options
N. Configure additional sample objects: Deviation, Stop Ship, ECR, SCAR
O. Configure Projects for Change/Quality Tasks
P. Create Custom Notifications for Changes/Quality
Q. Add Custom Fields to Permission Sets
R. Basic Testing

 

A. Clone Permission Sets

1. Clone the permission set Propel Full Use - Custom Fields:

Go to Setup
Search for Permission Sets
Find this permission set: Propel Full Use 
Clone it to this name: Propel Full Use - Custom Fields
API Name: Propel_Full_Use_Custom
Description: Allows users read and edit access to custom fields
After permission set is cloned, click on Assigned Apps
Add the app "PDLM.Propel (PDLM__Product_Lifecycle)" and "PDLM.Propel (PDLM__Product_Lifecycle_Lightning)"

2. Clone the permission set Propel Everyone (Read Only):

Find this permission set: Propel Everyone (Read Only)
Clone it to this name: Propel Everyone (Read Only) - Custom Fields
API Name: Propel_Everyone_Read_Only_Custom
Description: Allows users read access to custom fields
After permission set is cloned, click on Assigned Apps
Add the app "PDLM.Propel (PDLM__Product_Lifecycle)" and "PDLM.Propel (PDLM__Product_Lifecycle_Lightning)"

3. Assign yourself to four permission sets:

Open your user account. (Don't just edit it, you need to click on your full name to open it.)
On the top-left of the screen, click on Permission Set Assignments.
Assign yourself the following permission sets:

Propel Administrator
Propel Full Use
Propel Full Use - Custom Fields
Propel Import Data 

 

B. Clone Profiles

1. Clone the profile Standard Platform User:

Go to Setup
Search for Profiles
Find this profile: Standard Platform User
Clone it to this name: Propel Read Only User
Edit the new profile
Click Object Settings
For object Accounts: uncheck Create, Edit, Delete
For object Contacts: uncheck Create, Edit, Delete 

2. Clone the profile Standard Platform User AGAIN: (you need to do this so you can later set up the Home Page Layout for Change Analysts):

Go to Setup
Search for Profiles
Find this profile: Standard Platform User
Clone it to this name: Propel Change Analyst
Keep all settings the same.

 

C. (Optional) Rename Account object 

1. SITUATIONAL (Please verify before change): For Propel customer sites that use Propel only, and NO OTHER Salesforce functionality, rename the Account object to Manufacturer:

Go to Setup
Search for the word "tab"
Choose Rename Tabs and Labels
Go to the Accounts tab and choose Edit
Singular: Manufacturer
Plural: Manufacturers
Un-check Starts with vowel sound

 

D. Create a Change Analyst Group and QA Group

1. Change Analyst Group:

Go to Setup
Public Groups
New
Label: Change Analyst Group
Group Name: Change_Analyst_Group  *(Must be this exact name, with underscores)
Add appropriate users
Save

2. QA Group:

Create a Public Group called the QA Group with the Group Name (API Name) QA_Group.

3. For testing purposes, add your own user account to each group you created above.

 

E. Create Lifecycle "Parts and Documents"

The rest of the instructions in this article help you create a BASIC STARTER CONFIGURATION, to be added to and modified based on customer needs.

1. If you don't see the Lifecycle tab at the top of the screen, click the "+" icon on the nav bar in Salesforce Classic and select Lifecycle:

2. Create a new Lifecycle.
    Name: Parts and Documents
    Type: Item

3. Create these phases:

Initial
Is First Phase (checked)
Order: 1
Next Phases: Initial, Prototype, Production, Inactive, Obsolete
Child Phases: Initial, Prototype, Production
Required Fields: (none)
Revision Sequence: 
01,02,03,04,05,06,07,08,09,10,11,12,13,14,15,16,17,18,19,20,21,22,23,24,25,26,27,28,29,30,31,32,33,34,35,36,37,38,39,40,41,42,43,44,45,46,47,48,49,50,51,52,53,54,55,56,57,58,59,60,61,62,63,64,65,66,67,68,69,70,71,72,73,74,75,76,77,78,79,80,81,82,83,84,85,86,87,88,89,90,91,92,93,94,95,96,97,98,99
No Change Control (Default): Checked

 

Prototype
Order: 5
Next Phases: Prototype, Production, Inactive, Obsolete
Child Phases: Prototype, Production
Required Fields: (none)
Revision Sequence: 
01,02,03,04,05,06,07,08,09,10,11,12,13,14,15,16,17,18,19,20,21,22,23,24,25,26,27,28,29,30,31,32,33,34,35,36,37,38,39,40,41,42,43,44,45,46,47,48,49,50,51,52,53,54,55,56,57,58,59,60,61,62,63,64,65,66,67,68,69,70,71,72,73,74,75,76,77,78,79,80,81,82,83,84,85,86,87,88,89,90,91,92,93,94,95,96,97,98,99
New Revision Required (Default): Checked

Production
Order: 10
Next Phases: Production, Inactive, Obsolete
Child Phases: Production
Required Fields: (none)
Revision Sequence: 
A,B,C,D,E,F,G,H,J,K,L,M,N,P,Q,R,S,T,U,V,W,X,Y,Z  (notice that "I" and "O" are intentionally missing)
New Rev and Approval Required (Default): Checked

Inactive
Order: 15
Next Phases: Prototype, Production, Inactive, Obsolete
Child Phases: Initial, Prototype, Production, Inactive, Obsolete
Required Fields: (none)
Revision Sequence: (leave blank)
Approval Required (Default): Checked

Obsolete
Order: 20
Next Phases: Prototype, Production, Inactive, Obsolete
Child Phases: Initial, Prototype, Production, Inactive, Obsolete
Required Fields: (none)
Revision Sequence: (leave blank)
Approval Required (Default): Checked

 

F. Create Lifecycle "ECOs"  

1. Create a new Lifecycle.
    Name: ECOs
    Type: Change

2. Create these phases:

 Initial
 Is First Phase: Checked
 Order: 1
 (Go to CHANGE Phase Behavior)
 No Approval: Checked

(Go to CHANGE Edit Behavior)

Delete Object: Checked (so that any user can delete changes in this phase)

 Leave Other Edit Fields 

 Doc Control
 Order: 5
 (Go to CHANGE Phase Behavior)
 No Approval: Checked

 (Go to CHANGE Edit Behavior)
 Edit Allow Group: Change_Analyst_Group

 Delete Object: Checked

 Delete Allow Group: Change_Analyst_Group

 In Approval
 Order: 10
 (Go to CHANGE Phase Behavior)
 Auto Advance Phase: Approved
 Auto Reject Phase: Doc Control
 Approve (and Release Affected Items): checked
 Auto Submit for Approval: checked

 (Go to CHANGE Edit Behavior)
 Un-check all Edit options

Approved
 Order: 15
 (Go to CHANGE Phase Behavior)
 No Approval (checked)

 (Go to CHANGE Edit Behavior)
 Un-check all Edit options

Implemented
 Order: 20
 (Go to CHANGE Phase Behavior)
 No Approval (checked)
 Is Closed Phase (checked)

 (Go to CHANGE Edit Behavior)
 Un-check all Edit options

 Canceled
 Order: 25
 (Go to CHANGE Phase Behavior)
 No Approval (checked)
 Is Cancel Phase (checked)

 (Go to CHANGE Edit Behavior)
 Un-check all Edit options

 

3. Create Phase Transitions for lifecycle "ECOs":

Initial --> Doc Control (no boxes checked)
Doc Control --> In Approval   (Allow Phase Transition Group: Change_Analyst_Group)
Initial --> Canceled (no boxes checked)
Doc Control --> Canceled   (Allow Phase Transition Group: Change_Analyst_Group)
In Approval --> Canceled   (Allow Phase Transition Group: Change_Analyst_Group)
Approved --> Initial  (Unrelease Affected Items; Allow Phase Transition Group: Change_Analyst_Group)
In Approval --> Initial  (Allow Phase Transition Group: Change_Analyst_Group)
Doc Control --> Initial   (Allow Phase Transition Group: Change_Analyst_Group)
Canceled --> Initial   (Allow Phase Transition Group: Change_Analyst_Group)
Approved --> Implemented  (Allow Phase Transition Group: Change_Analyst_Group)
Implemented --> Initial  (Unrelease Affected Items; Allow Phase Transition Group: Change_Analyst_Group)
Implemented --> Approved   (Allow Phase Transition Group: Change_Analyst_Group)

Note: Do not create a phase transition from In Approval to Approved. This happens with an auto-advance.

 

G. Create Auto-Numbers

1. Optional: Create Autonumber "Parts and Documents": 100001, 100002, 100003 (notice that numbers start with 1. This is standard sequential numbering so that Excel will never strip off leading zeros.) If this number format is not appropriate, create one or more different auto-number formats.

AutoNumber Name: Parts and Documents
Prefix: (blank)
Suffix: (blank)
Length: 6
NextNumber: 100001

2. Create Autonumber "ECO Number" in this format ECO-00001, ECO-00002:

AutoNumber Name: ECO Number
Prefix: ECO-
Suffix: (blank)
Length: 5
NextNumber: 1

 

H. Create Basic Item Categories

Create these Categories:

1. Category Name: Part
Type: Item
Lifecycle: Parts and Documents
Autonumber: Parts and Documents

2. Category Name: Document
Type: Item
Lifecycle: Parts and Documents
Autonumber: Parts and Documents

3. Category Name: ECO
Type: Change
Lifecycle: ECOs
Autonumber: ECO Number

 

I. Create ECO Affected Items fields for Material Dispositions

1. Go to Setup
2. Go to Create, Objects.
3. Choose Affected Item
4. Go to Custom Fields & Relationships.
5. Create new Custom Field

***********************************

Field Type: Picklist
Field Label: On Order
Enter values, with each value separated by a new line
Values:

N/A
Use As-Is
Rework
Scrap
See Notes

(Next, Next, Save & New)

***********************************

Field Type: Picklist
Field Label: WIP
Enter values, with each value separated by a new line
Values:

N/A
Use As-Is
Rework
Scrap
See Notes

(Next, Next, Save & New)

***********************************

Field Type: Picklist
Field Label: Finished Goods
Enter values, with each value separated by a new line
Values:

N/A
Use As-Is
Rework
Scrap
See Notes

(Next, Next, Save & New)

***********************************

Field Type: Picklist
Field Label: Stock
Enter values, with each value separated by a new line
Values:

N/A
Use As-Is
Rework
Scrap
See Notes

(Next, Next, Save & New)

***********************************

Field Type: Picklist
Field Label: Field
Enter values, with each value separated by a new line
Values:

N/A
Use As-Is
Rework
Scrap
Recall
See Notes

(Next, Next, Save)

***********************************

6. You should still be looking at the Affected Items object.
7. Scroll down to Field Sets.
8. Edit the field set Affected Items.

Add these fields, in this order:

On Order
WIP
Finished Goods
Stock
Field
(Move the Notes field to the bottom)

 

J. Configure Basic Email Template

Configure the ECO approvals to use the correct email template:

1. Setup
2. Approval Processes
3. Manage Approval Processes For: Change Phase
4. Open Standard Propel Approval 20
5. Choose Edit...Notification Templates (on Edit drop-down list)
6. Note that the Approval Assignment Email Template is blank. Search for a new email template using the magnifying glass icon.
7. By default the Unfiled Public Email Templates are displayed. Change the search to Propel Email Templates.
8. Assign this email template: Request for an Approval
9. Save

Do the same for Standard Propel Unanimous Approval 20

 

K. Configure Home Page Layouts (Classic)

Put the Approval widget on the home page:

1. Setup
2. Home Page Layout
3. Choose New
4. For Existing Home Page Layout, choose None
5. Enter Custom Home Page Name: Propel Home Page - Standard User

Check these options:

User Items to Approve
Calendar


Click Next

Put the widgets in this order:

User Items to Approve
Calendar


Click Save & Assign

Assign to: Standard Platform User, Propel Read Only User

6. Make another home page layout called this: Propel Home Page - Change Analyst

Use these widgets, in this order:

User Items to Approve
All Items to Approve
Calendar

Assign to this profile: Propel Change Analyst

If this is a Propel-only installation, also assign to this profile: System Administrator. If not, clone the System Administrator profile and call it "System Administrator - Propel".

  

L. Configure Lightning Home Page

1. Go to Lightning.

2. Confirm that you're on the Propel Home Page.

3. Click on Setup (the little gear) and choose "Edit Page"

4. On the left pane, locate the widget "Items to Approve". Drag it over to the right.

5. Remove other widgets so that only these are left:

UserItemstoApprove (choose "Visualforce" on the left, then search for "UserItemsToApprove" under the VisualForce Page Name on the right) 
Recent Records
Today's Tasks

6. Save and Activate.

7. Choose: Assign this Home page to specific profiles

(Next)

Assign to these profiles:

Standard Platform User
Standard Platform User - Change Analyst
Standard Platform User - Read Only
Standard User
System Administrator (if this is a Propel-only installation)

Next, Activate, Save.

 

M. Configure Propel Admin Options

1. Turn on APEX batch job for Top Where Used in reporting:

Go to Propel Setup and click Admin Settings.

Go to Items and Enable "Calculate Top Where Used"

2. Go to General Settings and Enable "Reset Approvals when Moving To Previous Phases on Change/Quality"

 

N. Configure Additional Sample Objects

Configure additional Auto-Numbers, Lifecycles and Categories for a standard implementation:

1. DEVIATIONS

Create Deviation Auto-Number format DEV-00001

  • Autonumber Name: Deviation
  • Prefix: DEV-
  • Length: 5
  • NextNumber: 1

Create Deviation Lifecycle of Type Change

Create Phases:

Initial

Order: 1
Is First Phase: Checked
No Approval
Leave other settings as-is

Doc Control

Order: 5
No Approval
Edit Allow Group: Change_Analyst_Group
Leave other settings as-is

In Approval

Order: 10
Auto-Submit for Approval
Auto-Advance Phase: Deviation Active
Auto-Reject Phase: Doc Control
Edit Allow Group: Change_Analyst_Group
Leave other settings as-is

Deviation Active

Order: 15
No Approval
Edit Allow Group: Change_Analyst_Group
Leave other settings as-is


Deviation Expired

Order: 20
No Approval
Edit Allow Group: Change_Analyst_Group
Expire Affected Items
Leave other settings as-is

Canceled

Order: 25
No Approval
Edit Allow Group: Change_Analyst_Group
Is Cancel Phase
Leave other settings as-is

 

Create Phase Transitions

Create category for Deviation

  • Name: Deviation
  • Type: Change
  • Lifecycle: Deviation
  • Autonumber: Deviation

Create custom fields for Deviation (create custom fields on the Change object, then associate the fields by the API name to the Deviation category):

Deviation Start Date - Type: Date, Permissions: System Administrator (will change later)

Deviation End Date - Type: Date, Permissions: System Administrator (will change later)

 

2. STOP SHIPS

Create Stop Ship Auto-Number format SS-00001

  • Autonumber Name: Stop Ship
  • Prefix: SS-
  • Length: 5
  • NextNumber: 1

Create Stop Ship Lifecycle of Type Change

Create Phases (Use logical options on phases; use Deviation settings as a general guideline)

Initial - Order: 1, Is First Phase: Checked
Doc Control - Order: 5
In Approval - Order: 10
Stop Ship Active - Order: 15
Stop Ship Expired - Order: 20
Canceled - Order: 25

Create Phase Transitions:

Create category for Stop Ship

  • Name: Stop Ship
  • Type: Change
  • Lifecycle: Stop Ship
  • Autonumber: Stop Ship

Create custom fields for Stop Ship (create custom fields on the change object, then associate the fields by the API name to the Stop Ship category):

Stop Ship Start Date - Type: Date, Permissions: System Administrator (will change later)

Stop Ship End Date - Type: Date, Permissions: System Administrator (will change later)

 

3. ECRs

Create ECR Auto-Number format ECR-00001

  • Autonumber Name: ECR
  • Prefix: ECR-
  • Length: 5
  • NextNumber: 1

Create ECR Lifecycle of Type Change

Create Phases ((Use logical options on phases; use Deviation settings as a general guideline) :

Initial - Order: 1, Is First Phase: Checked
Doc Control - Order: 5
In Approval - Order: 10
Approved - Order: 15
Canceled - Order: 20

Create Phase Transitions

Create category for ECR

  • Name: ECR
  • Type: Change
  • Lifecycle: ECR
  • Autonumber: ECR

 

4. Sample Quality Object: SCAR

It's best to set up one Quality object also. If contract manufacturers will be logging into Propel, consider creating this:

Create SCAR Auto-Number format SCAR-00001

  • Autonumber Name: SCAR
  • Prefix: SCAR-
  • Length: 5
  • NextNumber: 1

Create SCAR Lifecycle of Type Quality

Phases (use logical settings):

Initial - Order: 1, Is First Phase: Checked
Doc Control - Order: 5
In Approval - Order: 10
Supplier Notification - Order: 15
Closed - Order: 20
Canceled - Order: 25

Create Phase Transitions

Create category for SCAR

  • Name: SCAR
  • Type: Quality
  • Lifecycle: SCAR
  • Autonumber: SCAR

Create Custom fields for SCAR:

Supplier Name (Lookup to Account object)

Supplier Response (Long Text)

(Note that Quality objects will have many more custom fields; this is simply a starting point.)

 

O. Configure Projects for Change/Quality Tasks

If users will be creating tasks as part of Change or Quality processes, also configure Activities and Projects to reduce the number of fields. Not all fields are relevant for simple Change or Quality-related tasks. (Unique per setup - follow up with Implementations)

 

P. Create Custom Notifications for Changes/Quality

Note that each Change or Quality Lifecycle has a "Doc Control" phase. You need to notify the members of the Change Analyst group when a Change/Quality object has been submitted to Doc Control.

First you'll need to set up Change and Quality URLs.

1. Go to Setup, Create, Objects.

2. Open the Change object.

3. Create a new, custom field:

Data Type: Formula
Field Label: Change URL
Field Name (API Name): Change_URL
Formula Return Type: Text
(Next)
Enter this value for the actual formula: Left($Api.Partner_Server_URL_400, Find("force.com", $Api.Partner_Server_URL_400) + 9) & Id
(Next, Next, Save)

4. Now go to the Quality object.

5. Create a new, custom field on the Quality object:

Data Type: Formula
Field Label: Quality URL
Field Name (API Name): Quality_URL
Formula Return Type: Text
(Next)
Enter this value for the actual formula: Left($Api.Partner_Server_URL_400, Find("force.com", $Api.Partner_Server_URL_400) + 9) & Id
(Next, Next, Save)

 

6. Now you will set up a Phase Notification. Go to the Lifecycles tab.

7. Choose the lifecycle ECOs.

8. Click on the button Phase Notification.

Create New
Active (checked)
When Entering Phase: Doc Control
Notification Type: Send Email, you may also optionally select Post Chatter
Recipient: Users/Groups, select Change Analyst Group
Email Template:

*******************************

 

Dear member of the Change Analyst Group,

{!Change.Name} has been submitted for your review.

Title: {!Change.Title__c}

Click on this link to go to the ECO: {!Change.Change_URL__c}

Thank you, Propel

*******************************

9. Optional: Create a sample Phase Notification for the Quality object SCAR.

Open the lifecycle SCAR.
Click on the button Phase Notification
Create New
Active (checked)
When Entering Phase: Doc Control
Notification Type: Send Email, you may also optionally select Post Chatter
Recipient: Users/Groups, select QA Group
Email Template:

*********************************

Dear member of the QA Group,

{!Quality.Name} has been submitted for your review.
Title: {!Quality.Title__c}

Click on this link to go to the SCAR: {!Quality.Quality_URL__c}

Thank you, Propel

*********************************

 

Q. Add Custom Fields to Permission Sets

You have created many custom fields on many objects. Edit each "custom" permission set, go to the Object Settings and add the appropriate read or edit permissions on each custom field . Objects to touch:

Item Revision
Change
Quality
Affected Items
Assembly
Manufacturer Part
Manufacturer Item

Process:

1. Permission Sets > Custom Fields (Propel Full Use and Read Only) >  Object Settings > Verify that read only does not have Edit Access for any custom fields. Also verify that Full Use does have Edit Access for all custom fields.

 

R. Basic Testing

The instructions in this document cover a basic, starter configuration to use as a basis for a formal implementation. Before continuing with further configuration you should spend some time testing. Test the following:

1. Create an Item

2. Create a BOM

3. Create a Manufacturer.

3. Create a Manufacturer Part.

4. Add a Manufacturer Part to an Item.

5. Add a file attachment to an Item.

6. Create an ECO.

Add an Affected item to the ECO.
Test the disposition fields you created on the Affected Items tab (On Order, WIP, etc.)
Route the ECO through its entire workflow.
Confirm that the Affected Item was released.
Confirm that you can move backward in the ECO.
Confirm that email notifications were successful, both at the Doc Control status and at the In Approval status.

7. Create one of each other type of Change/Quality object. Test the entire process as described in Step 6, above. Note that affected items should ONLY be released on ECOs and not any other type of Change/Quality object.

 

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