The setup wizard

Owned by Peter Schöll
Okt. 14, 2024
9 min read

In the setup wizard, you enter all the data you need for your work with Scopevisio step by step. Only the yellow fields are mandatory; you can fill in all the others later. For professional work, however, it makes sense to enter as much information as possible.

This article describes all sections of the setup wizard for the maximum scope of functions, i.e. Scopevisio Enterprise Suite. Depending on the line you have booked and your applications, the setup wizard may not have all the sections shown here.

Wizard - the start page

This is where the initial setup of Scopevisio begins. If you want to set up your company completely right now, you should have the following documents ready:

  • Company address, telephone number and fax number

  • Your house bank details

  • Your e-mail access data

  • Tax number

  • Value added tax identification number (VAT ID)

If you are not yet able to enter some of the details directly, you can repeat the set-up steps at any time and fill in the missing fields.

Company

  1. You can drag and drop or upload your logo from another location to this area.

  2. Enter your company data.

  3. You can use the small plus signs to add further elements, e.g. further contact persons or (under Communication) further telephone numbers and e-mail addresses.

  4. Here you can enter other names for "Customer" and "Project" if something else is common in your industry or company, e.g. "Client" instead of "Customer" and "Case" or "Patient, File" etc. instead of "Project".

User

Enter your user data in this form. These are stored in Scopevisio Contact Management and can be viewed by other users.

Contact profile

Click on the company icon to upload your photo to the application.

Address

Enter your address. Click on the address name in the square brackets to enter additional addresses, such as delivery or billing address.

Communication

Enter your e-mail address and your company's telephone and fax numbers here. You can add further telephone numbers using the plus symbols.

Personal details and notes

Enter further information about your company here if required.

Last changes

Here you will find a list of the time and originator of changes to the data entered in all set-up steps.

Company data

Taxation details

Select your responsible tax office and enter your tax number and VAT number.

Own house banks

Enter your bank details here. You can add further bank details using the plus sign. Determine which bank you use for direct debit collection. To enter a G/L account and a transit account, you must first enter a standard chart of accounts in the Finance setup step.

Description

Use this field if you want to enter further information about your company data.

Last changes

Here you will find a list of the time and originator of changes to the data entered in all set-up steps.

Communication

E-mail notification

Receive information about new events by e-mail to your stored e-mail address. Determine at what interval and for what type of event you would like to be notified.

Correspondence e-mails

Documents such as incoming invoices or information about your contacts are sent to the application via your personal e-mail address (1) and saved there in the appropriate place.

Assign an alias that is easy to remember. Copy the address using the copy button and paste it into your e-mail program (e.g. Outlook). You can then send emails that you want to save in Scopevisio to this address - possibly via BCC.

For security reasons, Scopevisio only accepts a limited number of e-mail addresses as senders. If required, enter up to five additional permitted e-mail addresses (e.g. your private e-mail address, an e-mail address of an external call center) from which you would like to send e-mails to the application.

Scopevisio e-mails

Enter the data of your mail client's server. Your business e-mail address will be displayed as the sender address of the documents that you send from the application.

Note: One email address can be set up per company.

  • If you use Outlook 365, you can connect to your account via OAuth. To do this, please select "Office 365" from the drop-down menu and then click on the "Connect to account" button. Depending on your Outlook company settings, this may first require the approval of your Outlook administrator. After receiving approval, you will receive an email from Outlook. After this email, you must start the process again using the "Connect to account" button.

    • Note: If nothing is sent via the e-mail address for 90 days, you must reconnect to the account.

  • If you use a public webmail service (e.g. GMX, Web.de T-Online or Google Mail), you can automatically determine the access data.

  • Enter your sender e-mail address and a sender name in the corresponding fields.

  • Click on the Configure automatically button.

  • The SMTP server settings are retrieved and entered by the application.

  • Now enter the password for your e-mail inbox.

  • You can check the settings by sending a test e-mail.

Note: If the automatic configuration fails, you can also set up the SMTP server manually.

Determine SMTP access data

If the automatic configuration does not work, you can find the SMTP access data on the website of your e-mail provider.

You can find an overview of SMTP access data for popular e-mail providers at https://www.patrick-canterino.de/pop3-smtp/.

If you use your own e-mail server in your company (e.g. Microsoft Exchange, Lotus Domino or Sendmail), ask your administrator for the SMTP access data. The prerequisite for sending e-mails with Scopevisio is that "SMTP relaying" is activated on your e-mail server.

To check whether the access data you have entered is correct, you can then send a test e-mail (by clicking on the button of the same name).

Teamwork

With the DMS Teamwork document management system, you can take advantage of all the benefits the cloud has to offer. Collaborate with your employees anytime and anywhere in teams and exchange documents via Teamwork - even those that you have not created in Scopevisio.

Use this form to define your settings for Teamwork access.

Teamwork login data

Click on the Test access data button to check whether your Teamwork web access is working.

Teamwork weblogin

This link opens the Teamwork website in your browser, which you can log into with your chosen password and which you can also use to access all documents from your tablet.

Application behavior with Teamwork

  • Versioning table exports All tables in Scopevisio that you have previously saved using the export function can be saved in Teamwork. Determine whether you want to add a new version of the existing document or a new document when repeatedly uploading the same content.

  • Document sharing If you manually upload documents from Scopevisio to Teamwork, they are only visible to you. If you would like to share individual documents directly with specific teams, you can display the corresponding dialog when uploading.

Attachments for comments

Here you decide whether documents that you attach to comments on your contacts are automatically uploaded to Teamwork or not.

Document stamp

Choose whether you want to leave your documents unchanged when uploading to Teamwork or add a cover sheet or status stamp.

Automatic document synchronization

In addition to manually uploading external files, you can automatically synchronize receipts that you have created in Scopevisio. To avoid multiple uploads, only one user can activate automatic synchronization. To do this, select the option 'Synchronize under my name'. All PDFs created in Scopevisio (quotes, orders, invoices, etc.) are uploaded to Teamwork. Automatic synchronization takes place every 15 minutes.

External link Document layout

Select a layout for sending document links from Scopevisio here.

Standard collections Here you define whether documents are automatically shared in standard collections or not. This means, for example, that documents that you attach to a task or contact are visible or shared with other users in the standard collection Tasks or Contacts.

My Teamwork profile

As soon as user groups have been created in Teamwork, the Teamwork groups to which you belong are displayed under the Groups link.

Billing

The details in the Billing section are important for your billing documents. They are automatically transferred when you create potentials, quotations, orders, invoices, etc. in Scopevisio.

Quantities and prices

Specify how many decimal places should be entered for product quantities and prices in your billing documents and whether prices should be displayed as net or gross.

The information under the item Quantity calculation is relevant for the conversion of orders into invoices.

Billing and finances

The payment status is normally determined automatically via financial accounting.

Under Sales documents, specify whether you want to post your outgoing invoices to a Conto-pro-Diverse or create a separate customer account for each invoice recipient.

Finances

Setting up the chart of accounts

Define your chart of accounts here. A suitable chart of accounts is recommended based on the legal form and sector specified under Company. If in doubt, please check with your tax advisor whether the chart of accounts is the right one, because once it has been set up, it cannot be changed later.

Digital document management

You can scan receipts, e.g. incoming invoices, and send them to Scopevisio by e-mail to post them in the software.

With the help of prepared cover sheets, which you can download via the highlighted link, the individual receipts are differentiated from one another. The OCR scan recognizes the cover sheets and splits a large PDF file back into the individual receipts. The document type is noted in the document worklist.

My financial year

Select the financial year in which you would like to start your postings.

Banking

Configuration of payment transactions

Select the number of items from which you want to automatically create payment advice notes for your payments. You can send these to the recipient of the payment, for example.

Use the drop-down menus to determine the purpose of your payments.

Own house banks

Enter your house bank and (via the small plus symbol) any other bank details here. Use the mouse to select the account you wish to use for direct debit and click on the button.

Note: You can only enter a G/L account and a transit account once you have selected a chart of accounts.

Settings

My Scopevisio2Go apps

If you use our mobile apps, you can have a link to the apps sent to you via these buttons. You can use this link to easily open the apps on your smartphone or tablet.

Behavior when closing

We recommend that you close forms with confirmation. This prevents you from accidentally deleting entries that have not been saved.

Financial settings

Enter whether you want to post via accounts or business transactions. Non-accountants sometimes find it easier to post business transactions as these do not require any accounting knowledge.

You can also specify whether you only want to be able to post bank transactions and change external document numbers with a confirmation prompt.

First steps

Click on the links to call up various interactive tours. We recommend that you watch the tours; this is the best way to familiarize yourself with Scopevisio.