Userguide - WebToGo

WebToGo Userguide for IDA - Integrated Data Access 

Userguide 

IDA – Integrated Data Access 

The experience of being always connected 

© WebToGo Mobiles Internet GmbH 1


Table of Contents 

IDA User Guide............................................................................................................3 

1 The Menu..............................................................................................................3 

2 Searching and Statistics.......................................................................................5 

3 Lists.....................................................................................................................8 

4 Main Forms.........................................................................................................10 

5 Special IDA Modules...........................................................................................13 

5.1 The Calendar.................................................................................................13 

5.2 The Project Plan.............................................................................................16 

5.3 The Tree View...............................................................................................18 

5.4 Reservations Module......................................................................................20 

5.4.1 Calendar Controls....................................................................................22 

5.4.2 Reservation Types and Categories..............................................................22 

5.5 Absence Calendar..........................................................................................22 

5.5.1 Calendar Controls....................................................................................24 

5.5.2 Absence Types and Categories..................................................................24 



IDA User Guide 

WebToGo's Integrated Data Access is a Web-application to access company data. One of its 

greatest strengths is that it can be quickly and easily expanded to cover new Objects. It is 

therefore a challenge to write a specific user guide for one IDA implementation. But there is a 

lot of generic IDA functionality common to all objects, which is discussed in the first section of 

this guide. 

The second section will discuss some IDA standard applications with some specific modules. 

Again, the details in your implementation might be different. 

Finally, most of the visual appearance of IDA can be set as a style for each specific user. So the 

icons, colors and fonts might not match the ones you can see. 

1 The Menu 

When you log into IDA, you will normally see the menu on the left: 



This is your main navigation tool around the application. 

1. The logo will bring you back to the page you see after login. This should provide a 

sensible overview of your most important tasks, but can be set specifically for each 

user. 

2. This is your username. 

3. The question marks can be found throughout IDA. They contain helpful information and 

hints about how to use certain functionalities. Either the question mark is a link and you 

can obtain the information by simly clicking on it, or it contains the information in a 

tooltip, which will be showing when hovering the mouse above it. Following the link will 

open a new page in the current window. The form that was opened at the time you 

retrieved the support can be found at the bottom of the page. 

4. Clicking will log you off. 

5. The Bookmark button : If there is a page in IDA that you would like to view 

repeatedly, such as a special statistics report, you can bookmark it, such that you can 

access it with a click of a button. 

6. This will lead you to the Settings. Under the first tab, the "Team Setings", you have the 

possibility to specify how you would like to receive notifications from the system. Email, 

IM, SMS and those in combination are the options you can choose from. If you 

also have purchased our Instant Messaging solution WebToGo InterAct, you can assign 

your InterAct user account to your team member entry to be notfied through InterAct. 

In addition you may want to specify whether your calendar is showing after login or not. 

You can also define the appearance of IDA by setting a style. IDA is currently available 

in english and german. Further language support will follow. If you prefer to log on 

automatically, check "Remember Login" to be authenticated by a Cookie. Checking 

"Buttons" will determine whether you see the action buttons gathered at the top of the 

menu right beneath the database selection. These buttons grant access to certain 

modules depending on which groups you are assigned to. Action Buttons are explained 

in more detail below. You can also change your password by entering your new 

password twice in the corresponding fields and saving the data. 

Under the tab "Email Settings" you can enter a signature that will be attached to the 

end of every e-mail you send through the system. Checking "Quote" takes effect if you 

are replying to an e-mail and will add the past conversation to the e-mail you are 

currently sending. If you have one or more alternative e-mail adresses, you can add 

them here as aliases. 

The tab "Support Settings" provides several adjustments regarding customer support. 

These settings are only applicable if your purchase of IDA includes the support module. 

First you can set up the language used for customer support. Filling out the field "Alias" 

will be helpful if you don't want to use your real name sending support e-mails. Another 

option that comes in helpful is to specify an e-mail address exclusivly for support emails. 

In the field "Truly" you can enter a salutation that will be added automatically to 

every support e-mail you send. 

7. Database selection: If you have rights to access more than one database through IDA 

(such as the system administration database as well as the user database), then these 

databases will be listed here for you to select from. They can be listed as icons or in a 

dropdown field. 

Note that all of the above items will be covered by the system message field, whenever 

a system message is sent. System messages are normally sent only once, so a refresh 

will bring back these controls. 

8. Action buttons: These are buttons that execute actions or lead you to a certain module 

independent of the particular entry you are currently looking at in the database. An 

example might be your calendar or the project plan. 

9. Your bookmarks list: IDA allows you to bookmark selections and pages that you have 

opened for faster access. This is particularly useful for complex queries such as the 



number of purchases for a particular product during the last week, where a single click 

is easier rather than re-entering all the selection criteria. To bookmark a page, you only 

need to click the bookmark icon when you are on the page you wish to revisit regularly. 

A new entry will appear under the heading "Bookmarks" in the menu, with a blank field 

next to it, where you can enter the name. After having entered and saved the name, 

you can visit the bookmark by clicking on it. Alternatively you can delete it again, by 

clicking on the delete button next to it. Normal users cannot modify bookmarks. 

10.This is the main section of the menu. It contains the objects you have access to, sorted 

by the groups you belong to. For each object you can open a search form, by clicking on 

the entry itself. Holding the mouse above an item will give you additional information 

about the object, if available. If you have permission to add new records, you can click 

on the new record icon ( ) to the right of the entry to add your data. 

11.Clicking will hide the menu to make additional space on the screen. You can bring it 

back by clicking . 

12. and allow you move the menu across to the other side of the screen (if there is 

other content visible). 

2 Searching and Statistics 

A typical search page will look like either of these images: 



At the top you see the object you are searching. On the left are a list of possible search criteria 

defined by your system administrator. Next to each of these fields is a search operator field 

with entries from the list below, depending on the data type of this field. Then there is an input 

field where you can enter your search term. And on the far right, there are statistics functions, 

if you want to display a statistics graph, rather than searching for entries. These will only 

appear if you are in statistics mode. You can toggle from normal to statistics mode, either 

clicking on "Show Stats" or "Hide Stats". To do a search, you click on "Go". To do statistics, 

you click on "Stats". For some forms, an "e-mail" button might also appear. From this you can 

select recipients of a mailing list, if the object you are searching for has an e-mail address field 

and your administrator has set it as such. 

Here is a list of the search operators: 

= Equals exactly (but case independent) 

Does not equal 

~ Contains (text only) 

!~ Does not contain (text only) 

-* Starts with (text only) 

*- Ends with (text only) 

> is larger than (numbers and dates only) 

< is smaller than (numbers and dates only) 

/ between two values (numbers and dates only) 

? 

ignore this parameter - only used for checkboxes, where "=" will only return the entries 

where this field is unchecked. 

In the field to the right of the operator you can enter values you wish to search for. Lines 

where you leave this field empty are ignored. If you enter several conditions, they will all have 

to be met. 

There are a few special values you can enter in these input fields: 



• You can enter and in a single line. For example to get all the names 

starting with "a" or with "b" you would enter: 

• You can enter the current date as "Date()" and for instance today + 5 days by entering 

"Date()+5". Therefore, all contacts that took place yesterday would be returned by: 

• You can enter a condition compared to another field. For example for all users where 

the first name matches the surname you could enter: 

or 

Note that you have to enter the field labels between the opening and closing brackets 

exactly as they are displayed on the IDA forms. 

• You can also enter comparative values compared to the field name in the database. This 

is not typically visible to the user, but might be useful in cases where a form contains 

several fields with the same label. In this case your system administrator might be able 

to help you. 

Pressing "Go" will lead you to your search results. By default up to 10 entries will be shown on 

a page. If there are more than ten search results, you will see a list of pages at the bottom and 

can move through them one by one. If you wish to see a different number of entries per page, 

you can enter a number in "Max. Entries". This number will be remembered for your session. 

Alternatively, you can do statistics on this object, by pressing the "Stats" button. If you do not 

see the "Stats" button, then you either do not have rights to do statistics or you simply need to 

click "Show Stats". 

For statistics, you can additionally chose functions for individual fields in the dropdown field on 

the right of each row (again this field will disappear if your search view is collapsed or you 

have no rights for statistics). The most commonly used function is "Group", which means that 

the graph that you will see when you click on Stats will be broken up according to the different 

values of the field you have decided to group. If you do not select another function, your 

statistics will simply return the number of entries that exist for each value. As an example, you 

can group tasks by status and would obtain results looking like this: 



Of course, you can combine statistics functions with search criteria: 

Alternatively, you can select one of the following functions, which will only yield sensible values 

for numeric fields: 

SUM 

Instead of the count of the entries corresponding to your search criteria, you will see 

the sum. This is particularly useful if you would like to see the running total of a 

purchase. 

Max This will return the maximum value amongst those selected. 

Min This will return the minimum value amongst those selected. 

Avg This will return the average value amongst those selected. 

Cut 

This is a special function which requires that you enter a condition in the input field. 

Your result will then be grouped according to whether this condition is met or not. For 

instance, you could enter 

to see the number of 

tasks that have a status higher than finished or lower than finished. 

If you wish to group a field and apply one of the other functions at the same time, you can use 

the "-" operator. 

3 Lists 

When you enter search criteria that match more than one existing record that you are allowed 

to see, then clicking "Go" on the search form will return a list which will look a bit like the 



example below. Which fields are actually shown in the list is determined by your system 

administrator and can be changed easily: 

Opening, Saving and Deleting 

You can access an entry in a list by pressing the "Open" button (4). Depending on your rights, 

you might also be able to modify an entry in the list and then press the "Save" button (2). 

Again depending on your rights, you might also see the "Delete" button (3). Please note that 

you have to save or delete each entry individually. If you would like to recover the last entry 

you have deleted in a list, you can click the "Recover" button (7). This will open the recovered 

entry, if one is found. IDA keeps track of all items you have ever deleted that match your 

search criteria, not just those deleted during the last session. 

Sorting 

If you would like to sort the list by one of the shown columns, you only have to click the field 

label in the table header. When you click on the left part of the label, the entries will be sorted 

in ascending order, while the right part will sort them in descending order. IDA will remember 

all fields you have sorted by, with the last field clicked being the first in the sort order. So if 

you would like to sort this example by "Status" and then by "Priority", you would click on 

"Priority" first and then on "Status". 

Opening related entries 

If one of the fields you see in a list is linked to a different object, you will see an "Open Related 

Entry" button (1), that will lead you to the related object. Note also, that in this example the 

"Owner" field is a dropdown menu. But when a dropdown field with many entries is included in 

a list, IDA automatically turns it into a read-only field as the html code required for a list of 

dropdowns would significantly slow down the page transmission. You can modify this field then 

by opening the entry and looking at it in a main form. 

Paging 

Depending on whether you have entered a value in the "Max. Entries" field on the search form, 

you will get the default of up to 10 entries showing on one page or another number. If there 

are actually more search results, then you will see page numbers of the search result showing 

at the bottom (5). The current page you are on is shown in red, the others are shown in blue. 

You can open the corresponding page simply by clicking a number. You can also use the arrows 



to navigate through the different pages (6). 

Exporting Data 

IDA allows you to export data from lists to either a comma-separated-values file (8), which you 

can open in a spreadsheet application like Microsoft Excel or as an HTML table (9), which you 

can print or copy and paste into other applications. 

4 Main Forms 

When your search criteria returns one record or you open an entry in a list, you will see this 

entry in a main form, like in the example below: 



Tabs 

The main form might have one or several tabs (1,2). The first tab will correspond to the name 

of the object in the menu. The active tab is shown in a different colour. You can open the other 

tabs simply by clicking on them. Please note that data on each tab is saved separately. 



Dashboard 

There might be fields above all the tabs in the space referred to as the dashboard (3). These 

will not change regardless of which tab you are on. The data in these fields will also be saved, 

regardless of the tab you are on. 

New Records 

If you enter a new record, you will see a form very similar to the main form. The only 

difference is that there are no tabs (as only one tab can be saved at a time). Depending on the 

form definitions, different tabs will appear as different sections on the main form. 

Special Fields 

A form might contain some required fields. These are marked in a colour set by your system 

administrator - typically red (4). When you try to save with one of these fields left blank, an 

error message will appear. Some fields might also be set to be read-only by your system 

administrator, even though you can edit other fields on the form. In some special cases, the 

data available in one dropdown field is dependent on the value selected in another dropdown 

field. In this case, you will have to save the record to update the other list. 

Links and Locators 

A form might also include links to other objects. These are typically shown in blue (5,6). 

Clicking the link will open this related entry. Please note that if you have made a change, the 

link will only be updated when you save the record (7). Link fields will often be dropdowns (6), 

so that you can select an entry from a list. If the list is too long, then a locator symbol will be 

shown instead (5). Clicking this symbol will bring up a special variation of the search form for 

that object (see below). This allows you to search for and select the entry you want. To delete 

the entry in the field, you would open the locator and either search with criteria that do not 

return any records or you can click on the "Clear" button (13). All of these actions will bring 

you back to the main form you were working with. 



Help 

When you see a question mark next to a label (6) then additional information about the 

purpose of this field is available as context help. This should be the case whenever a label is 

not self-explanatory. 

Saving and Deleting 

You can save (7) and delete (8) records according to your rights. Depending on your style 

settings, each record might show the author, creation date and the last modification next to 

the save and delete buttons (9). 

Related Lists 

A main form might contain one or more related lists. An example are the "Email Aliases" (10) 

for a "Person" above or the "Subtasks" associated with a "Project" below. The entries on a list 

are all saved and deleted independently from the main form - they correspond to separate 

entries in a different table in the database. This allows you to store any number of e-mail 

aliases for a person or issues for a task. 

There are two types of list: 

1. Lists with not so many fields are just modified from within the list, like in the example 

above. To enter a new entry, you simply fill in the blank line (12) beneath the lines with 

the existing entries (11) and press the save button. 

2. If the list contains a more complicated object, then there will be a separate main form 

for the object and a new entry will be created by clicking on the "New" symbol (14) 

above the list. Such lists will also have an "Open" icon (15) - much like a list of search 

results. 

All lists on main forms can be sorted and might have several pages of entries (16), just like the 

lists you obtain as a search result. If there is more than one page and you would like to show 

more or fewer entries per page, then you can click the 

You can also export the data in such lists (19,20). 

(18) or the (17) button. 

5 Special IDA Modules 

5.1 The Calendar 

The IDA calendar is a powerful and versatile workforce tool, that provides an immediate 

overview of your current activities and the ability to share these with your colleagues. 

Typically, you will see your calendar on the right of the screen, when you log into IDA. 

Whether it shows only the current day or the current week is determined by your system 

administrator. You can also see a blown up view of the whole month - or in fact - any number 



of days you like. To show just a single day, simply click on the day of the week you wish to 

see. To go to a bigger view, click the expand button in the top left corner , or simply extend 

the horizontal scale . 

The day view The week view 

The calendar displays the following objects: 

The month view 

• Appointments and contacts, including periodic events. These are displayed at their 

respective time in the calendar. In the day view, the title of the appointment is shown. 

In multi-day view, there will be a folder icon, which will show the title as a tool-tip. 

Periodic events are shown as , personal events are shown as , private events are 



shown as and regular events are shown as . Clicking on the icon will open the 

• 

appropriate entry. 

Tasks and Issues: These are displayed at the bottom of the day on which they are due 

to be finished. Finished tasks and issues are shown as , open tasks and issues are 

shown as and overdue tasks and issues are shown as . 

• Holidays and Weekends. Holidays and weekends are shown in a different colour. 

Holidays are also marked by the icon, which will also tell the user what the holiday is. 

• Birthdays of team members and your contacts. These are shown with the icon and 

• 

will give the name of the person whose birthday it is. Clicking on the icon will lead you 

to the respective "Team" or "Person" entry. 

Absences and business trips: These are marked in a different colour on the calendar. 

Tool-Tip help on the icon will give you details about the trip. 

• Anniversaries: These are appointments you set on a yearly repeat and lasting the 

whole day. They are marked like birthdays. 

You can set which of your calendar entries you would like to keep private. All other entries will 

be visible to your colleagues, but you can still mark them as either business or personal. When 

you add another person to a meeting, who has another engagement entered in his calendar at 

that time, you will receive a warning with a link to the prior engagement. 

The following icons help you control the layout of the calendar: 

Move backward in time 

Move forward in time 

Expand the number of days shown 

Decrease the number of days shown 

Increase the number of hours shown 

Decrease the number of hours shown 

Go to the calendar full screen view 

Displays all your team members in a list. From here you have quick access to their 

calendars and utilization charts to easy add appointments or to view their workload. 

This displays a single day view with details of the entries on that day. 

This displays the days as columns with entries for every hour. 

This displays the weeks as columns with entries for every day. 

This displays the months as columns with entries for every day. 

These two buttons help you to toggle between an expanded and a narrow view of the 

calendar. By default, the narrow view as explained above is displayed. Using the expanded 

view by clicking on will always show also the enries for hours, even if a whole month is 

displayed. Clicking on takes you back to the narrow view. 

+ Show more contact types, i.e. phone-calls or e-mails in addition to appointments 

- Show fewer contact types 

New entries are entered into the calendar as "Appointments" by simply clicking on a time slot. 

The date and the time will be pre-filled to the nearest hour. Checking "Private" will keep the 

entry hidden from all other users. A team member and a contact person can be added 

immediately. You can also decide to invite your entire business unit or even the whole 

company. Further individual attendees, detailed repeat settings and other information can be 

added after you have saved the entry. 



5.2 The Project Plan 

IDA project management allows you to organize your work in a hierarchical structure, where 

any task entry can contain any number of other task entries, much like a folder on your 

desktop. In this way, all work that is done in your organisation can be depicted, with different 

levels of management gaining a quick overview at their required resolution. The easiest way to 

visualize current progress is to look at a section of this hierarchical task structure through a 

gantt chart module. This can be opened from any task, by pressing the "Proj. Plan" button, or - 



if you wish to enter at the top - by pressing the "Proj. Plan" button in the menu. 

The current task you are looking at is shown in bold on the third row. Tasks that contain 

subtasks are shown as brackets and milestones are shown as diamonds. Follow-on tasks or 

also graphically shown with arrows. 

You can navigate upwards by clicking on the "Parent" or downwards by clicking on any of the 

tasks shown below. You can also add a new subtask for the current task by clicking on the new 

entry symbol to the right of the task. Clicking on the folder icon will open the "Task" form for 

the corresponding entry, while clicking on the name of a task will return a subsection of the 

Gantt Chart View. 

Determine how deep you want to explore each task, i.e. whether you want to see just the 

subtasks, or also the subtasks of the subtasks and so on, by changing the "Depth" value: Click 

on the "+" or "-" signs next to it. You can also drill down into tasks with subtasks individually, 

be clicking on the icon or you can hide the children by clicking the icon. 

Change the time-scale by clicking on the "+" or "-" sign next to "Zoom". 

Display only the open tasks or all tasks by clicking on the respective link next to "Mode". 

Move backwards and forwards in time by clicking on or . When these symbols are shown 

next to a task, it means that this task extends beyond the shown time frame into the past or 

into the future. 

The bars in the Gantt Chart denote the anticipated time extent of a task. If you are in "Show 

Priority" mode, the colour will denote the priority of a task, otherwise it will denote the status. 



Beneath the tasks, you can see the resources involved in the tasks displayed, as well as their 

over-all work-load during this time-span. Green bars represent under-utilization, black bars are 

full load and red and above indicates a team-member who is somewhat overworked. The teammembers 

are represented by their initials. Clicking on one of the coloured bars will open the 

tasklist of the corresponding team-member. Weekends and holidays are taken into shown as 

while vacations are shown as . 

Clicking "+" and "-" next to "Priority" will determine how many tasks will be displayed in the 

project plan. Is the number low, only the tasks with the highest priority will be shown. This 

way you can hide the less important tasks. 

The multi-colored entries to the left of the tasks show the person in charge of the task. Clicking 

on the initials will open their "Team" entry. You can hide this column and the utilization by 

clicking on "Hide Team" at the bottom. But note that also the graphical representation of the 

team-members workload will then disappear from the project plan. 

The "Task Type Filter" control at the bottom allows you to hide all different types of tasks 

provided in IDA individually. 

5.3 The Tree View 

IDA uses tree views as a graphical representation of hierarchical structure of various objects. 

These include the Support Database in IDA Support, website navigation in IDA CMS and the 

Org Chart in IDA CRM. All of these tree views are similar. You can open them from any object 

within the tree by opening this entry and pressing a button. For instance, to see the Org Chart 

of a company, you open the company and click on "Chart". 



Then you can navigate through the tree by clicking on any of the sub-entries (this will just give 

you a subsection of the tree) or the actual entry itself, by clicking on the folder symbol. You 

can also collapse or expand individual nodes with the and buttons. Additional information 

will be displayed about each entry, such as the preferred language of a person in an Org Chart, 

or the preview of web-page in the CMS module. 



To return to the menu, simply click on and to bookmark this particular view, you can click 

on . 

5.4 Reservations Module 

This module manages reservations for facilities and displays them in a calendar. The calendar 

can show all the reservations for a specific facility, for a type of facilites or for all facilities. The 

latter mode enables the user to see if there are vacancies of specific facility type, how many 

reservations there are in a certain time slot or whether it is fully booked. 



• If there are no reservations, the timeslot will appear in the normal background color and 

clicking on a slot allows the user to enter a new reservation. 

• If there are some reservations but also vacancies, the timeslot will appear in yellow and 

the number of existing reservations will be displayed. Clicking on the number will show 

the existing reservations. If you click just to the right of the number, you can enter a 

new reservation for that timeslot. 

• If all facilities of the current type are fully booked, then the timeslot will be shown in 

red, with the number of bookings indicated. Clicking the number will show the existing 

reservations. You can not enter a new reservation for that timeslot. 

At the bottom, all the facilities of the current type or the number of facilities of the 

current type are shown, so the user can easily work out how many vacancies are left. 

Your administrator might also prefer you to see the number of remaining vacancies, 

rather than the number of existing reservations. 



5.4.1 Calendar Controls 

At the top of the calendar, there are four controls that allow you to toggle the 

timescale: 





These buttons also allow you to change the timespan covered: 

Takes you back in time. 

Takes you forward in time. 

Extends the hours per day visible. 

Reduces the hours per day visible. 

You can also click on the column headings to get a close-up view of a specific timespan. 

In this way, you will get from the month view to the week view to the day view to the 

day view with detail. 

5.4.2 Reservation Types and Categories 

The reservations calendar will allow you to differentiate according to reservation 

categories and facility types. You can click on the corresponding links at the bottom of 

the calendar, to toggle between a view of "all" or a specific type or category 

respectively. 

Both "Types" and "Categories" can be set freely by your administrator. Selecting a 

certain type of facility will either give you a list of all the facilities of that type beneath 

it, or just the number of facilities of a certain type, if there are more than a pre-defined 

number of facilities of that type. This number is pre-set to 10, but can be changed by 

your administrator for your installation. 

5.5 Absence Calendar 

This module visualizes absences for team members in a calendar. The calendar can 

show absences for an individual team member, for all team members from one unit or 

for all team members. The latter mode enables the user to see how many members of a 

unit are available at any one time, which is particularly useful in the vacation planning 

of a help-desk, for instance. 



• If there are no absences, the timeslot will appear in the normal background color 

and clicking on a slot allows the user to enter a new absence. Absences can also 

be entered from the team member form. 

• If there are some absences but also remaining team members, the timeslot will 

appear in yellow and the number of absences will be displayed. Clicking on the 

number will show the existing absences. If you click just to the right of the 

number, you can enter a new absence for that timeslot. 

• If all team members of the selected unit are absent, then the timeslot will be 

shown in red, with the number of absences indicated. Clicking the number will 

show the absences as a list. You can not enter a new absence for that timeslot. 

At the bottom, all the team members of the current unit or the number of team 

members in the current unit are shown. Your administrator might also prefer you to see 

the number of team members, rather than the number of absences. 



5.5.1 Calendar Controls 

At the top of the calendar, there are four controls that allow you to toggle the 

timescale: 





These buttons also allow you to change the timespan covered: 

Takes you back in time. 

Takes you forward in time. 

Extends the hours per day visible. 

Reduces the hours per day visible. 

You can also click on the column headings to get a close-up view of a specific timespan. 

In this way, you will get from the month view to the week view to the day view to the 

day view with detail. 

5.5.2 Absence Types and Categories 

The absence calendar will allow you to differentiate according to absence types and 

team units. You can click on the corresponding links at the bottom of the calendar, to 

toggle between a view of "all" or a specific type or category respectively. 

Both "Types" and "Categories" can be set freely by your administrator. Selecting a 

certain unit will either give you a list of all the team members belonging to that unit 

beneath it, or just the number of team members in a unit, if there are more than a predefined 

number of team-members in the unit. This number is pre-set to 10, but can be 

changed by your administrator for your installation.

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