Defining Database Options

To open the Database Options page:

1. Select Tools > Options or press CTRL+O. The Options page appears.

2. Click Database from the Categories bar. The Database Options page appears.

On this page, there are four sections:

Initial Data
Multi-Site
Audit Log
Encryption

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Initial Data

The initial data section contains two features:

• Erase the application's default U.S. Postal Service ZIP Code data. Clicking Erase USPS Data will delete all ZIP Codes from your application. If you do this, you will need to manually re-enter all ZIP Code data in order to enable the automatic mapping between ZIP Codes, Zones, and Tax Codes. See the Managing ZIP Codes section for more details.

• Set your starting invoice number. To update your invoice numbers in ServiceCEO, please follow these steps.

  1. Before you begin, backup your database. For instructions, see the Backing up the Database section.

  2. Click Set Starting Invoice #. The Enter Starting Number dialog box appears.

  3. Type the number that you want to use for your first invoice in the system.

  4. Click OK. A warning dialog box appears, stating "This option will renumber any existing records that may already exist in your database. Are you sure you wish to continue?"

  5. Click OK.

We recommend that this option only be used when you are setting up the application.

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Multi-Site

This section is for users using ServiceCEO Enterprise ServiceCEO Enterprise is an expanded version of ServiceCEO with enhanced functionality designed to help you to manage an organization with multiple locations. The main difference between ServiceCEO and ServiceCEO Enterprise is the company structure - ServiceCEO Enterprise has a hierarchical organization model, starting at the top with the Organization, and then moving down into Regions, Branches, and Zones. Each organization can have an unlimited number of regions or branches.. To enable multi-site capabilities:

1. Select the Enable Multi-Site Functionality check box. The Feature Locked dialog box appears.

2. Type your Multi-Site Feature Code in the field.

3. Click OK.

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Audit Log

You can track the occurrence of changes made to jobs/schedules:

• Changing specific job values:

  • Status

  • Substatus

  • Team

  • Invoice notes

  • Duration

• Completing a job

To enable the capture of an audit trail:

1. Type the number of days for which you want to track events in the audit log in the Keep X days of audit log entries spin box.

2. Click Apply.

3. Click OK.

By default, all administrators will be able to see the audit log entries. All other users will need to be explicitly provided the right to see audit trails. See the Establishing Security Rights section for details.

To disable audit trail capturing:

1. Type 0 (zero) in the Keep X days of audit log entries spin box.

2. Click OK.

For more, see the Jobs Audit Log section of the User's Guide.

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Encryption

You can encrypt all customer credit card numbers and employee social security numbers in ServiceCEO. Doing so will encode these numbers in the ServiceCEO database so that no one without specific user rights will be able to view the full numbers.

To enable encryption:

1. Click Enable Encryption. The Enable Encryption dialog box appears.

2. Select the Encrypt Customer Credit Card Numbers check box to encrypt all credit card numbers.

3. Select the Encrypt Employee Social Security Numbers check box to encrypt all Social Security numbers.

4. Click Encrypt Data.

The encrypted version of the numbers is:

• Social Security Number. The last four digits will be displayed.

• Credit Card. The last four digits will be displayed along with the card type.

Once encryption is enabled, users with specific security rights to view and/or edit credit card numbers and Social Security numbers (specifically, the Customer - Payment Method Acct. Numbers and Employee - Social Security rights) will see the full version of these numbers. However, the actual numbers will be encrypted in the database, and users who do not have these security rights will see the encrypted version if the numbers. (See the Establishing Security Rights section for more information on Security rights.) In addition, any reports that normally display Social Security Numbers or Credit Card numbers will display these numbers as encrypted.

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