Setting up Proxuma from scratch

Proxuma gives you both automation and fast planning in one system. It's secured, robust, and straightforward - all features you seek in a planning tool.

• Sneak peak of Proxuma
• Onboarding steps
• Using Proxuma for the first time
• Configuring Autotask's SL and creating API user
• Wrapping up Proxuma's setup process including billing and API credentials
• Adding users and customizing Proxuma based on your organization's requirements 
• Quick tour of Proxuma
• Personalization of Planning Dashboard
• Creating Task and Tickets

• Security Levels (SL)
  

  Security Levels are necessary to configure a set of security levels for each Managed Service Provider (MSP). Each internal resource and co-managing user is assigned a security level in Autotask that controls their access to features and data in an Autotask instance.
  
  

• Application Programming Interface (API)
  APIs are responsible for how applications communicate by controlling the requests and responses each application initiates.
  
  

• API user
  An API user is the individual who was granted access to interact with the API.
  

Here’s what you can expect from Proxuma:

• Fully Automated
• Wide range of API Integration
• Flexibility and Freedom
• Speedy and seamless Autotask Synchronization

Say goodbye to the lengthy planning process and say hello to our simple drag-and-drop feature! Sign up and get a 14-day no, question-asked money-back guarantee.

Interested in using Proxuma? Follow our easy onboarding steps below:

1. Register your company

2. Wait for approval

3. Create a new Security Level in Autotask

4. Create API User in Autotask

5. Change your Proxuma password

6. Setup billing

7. Input API credentials

8. Setup your Proxuma account details

9. Setup Proxuma settings and creating new users

10. Quick tour of Proxuma

11. Filter and personalize dashboards

12. Creating tasks and tickets

📝Note: Taking every step in this onboarding process is important, especially the initial setup for Autotask and Proxuma. Since Proxuma relies on all the data from Autotask, both configurations should be correct. 

Sit back and relax as we guide you through all the steps you need to onboard with Proxuma successfully. 

You will need a couple of steps when you plan to start using Proxuma:

• Step 1: Register company
• Step 2: Wait for approval

Register your company at https://www.proxuma.app/register

Be sure to complete all fields with a red asterisk (*). If your registration is successful, you will receive a registration email confirmation. 

📝Note: Before going to Step 2, please wait for your approval first. Expect your approval within 24 hours, so hold tight! 

In a hurry? You can send an email to our support team here to give you quick approval. 

Once your registration is approved, we will be sending your Proxuma username. Click the link to start changing your password. 

While waiting for your approval, start setting up your Autotask's SL and API. Here are the steps that you must complete:

• Step 3: Create a new Security Level in Autotask
• Step 4: Create API user in Autotask

While waiting for your approval, let's set up your Autotask account first.

1. Log in to your Autotask account.🔒

2. Hover your mouse over the Main Menu.🖱️

3. Hover over the Admin option again and select Company Settings & Users.🔧

4. Expand Resources/Users (HR) and click Security Levels.👥

5. Select API User from the License Type options.🔄

6. Make a copy of API User (System) (API-only).🔑

7. Rename the copy to API Proxuma (or any other which makes it easy to identify).🔄

8. Scroll down to the Other and Web Services API section.🌐

9. In the Other section, activate Can create Webhooks and set maximum number of Webhooks to 50.🔗

10. In the Web Services API, activate Can login to Web Services API if that isn't activated yet and set permissions to Full Permission.🔓

1. Log in to your Autotask account.🔐

2. Hover your mouse over the Main Menu.🖱️

3. Then, hover over the Admin option again and select Resources (Users).👥

4. Hover your mouse over the New option and select New API User.🖱️

5. Complete all fields marked with a red asterisk.🔴

⚠️Don't forget: Choose the correct Security Level with sufficient rights like impersonation and webhooks as we did in Step 3.

6. Click the Generate Key and Generate Secret buttons.🔑

💡Pro tip: Clicking each button will generate the API Username and Password to connect to Proxuma. You will use these keys once you start syncing Autotask with Proxuma. 

7. Select the Integration Vendor option and choose Proxuma - Resource Planning & Project Management from the list.🛠️

8. Select the Line of Business you want to associate with the resource, then click the right arrow icon to add the line of business (optional).📈

9. Review all the details you've added and click the Save & Close button.💾

You can proceed to step 5 if your registration is approved. Once you receive an email from us, complete these steps:

Step 5: Change your Proxuma password

Step 6: Setup billing

2. To start logging in to Proxuma, type your new password.🔑

You can add your credit card details once you successfully log in to Proxuma. Your first 14 days are free, but we will auto-charge your subscription plan once your trial ends using this credit card. 

💡Pro tip: Choose our Yearly or Three-year plan for a worry-free payment arrangement. 

1. Paste your Autotask's Client ID and Secret that you copied earlier from Step number 3. Autotask and Proxuma will now sync and the sync time will depend on the volume of your date in Autotask.🔄

2. If the sync is complete, you receive an email that all your data in Autotask is fully synchronized with Proxuma. You will also receive a notification in Proxuma that all your data is synced successfully.🔄

3. Congratulations on reaching this part! At this moment, all your data in Autotask are downloaded in Proxuma. Now, it's time to set up your Proxuma account. Please proceed to step 8.🎉

To make sure that your Proxuma account details are correct, there are a couple of tabs that you need to go through.

1. Click the My Organisation tab to verify the correct details. Be sure to click the Save Changes button if you are done updating your organization's information.💼

2. Next, update your profile. Click your username and select My profile.👤

3. You can change your profile image and update the information from this section.✏️

4. Once done, click Save changes to apply the changes you've made.💾

Once your account details are updated, it's time to configure Proxuma's Settings and Resources. After this setup, we will add a new Proxuma user to start building your team. 

Here's how you can do it:

1. First, go to the Settings tab and select General.⚙️

2. Configure all applicable settings to fully customize Proxuma to your organization's requirements.🔧

💡Pro tip: Here's a complete set of articles on how to configure your Proxuma's General Settings.🛠️

3. If you're done configuring Proxuma's General Settings, the next step is setting up Users.👥

Here's an article that will help you set up the users in Proxuma.

4. Next, start adding users by navigating to the Users tab. You can start adding users by clicking the + Add User button.👥

📝Note: There will be adjustments to your billing once a user is added, and the rates for Engineer, Planner, and Manager are different. You can contact our sales team to learn more about your billing. 

5. To activate a user, click the View Profile button.👤 

7. Once done, click Save.💾

All the initial requirements and steps are completed from this point on. These next steps will help you familiarize yourself with the different sections and tools you can use inside Proxuma. Additionally, you will learn how to customize your Planning dashboard and the filters you can use to maximize efficiency. It is crucial to master and get familiarized with the Planning dashboard because this is where most of the work will be done in your organization.

Here are the steps that are covered in this section:

• Step 10: Quick tour of Proxuma
• Step 11: Filter and Personalize Dashboards 

Now that the needed Autotask and Proxuma configurations are set up, it's time to know more about Proxuma. Most of your work is performed on the Planning Screen. From here, you can create tasks and tickets, which will be listed in the To plan section. 

The Planning Screen holds all service calls that are already scheduled and assigned to one of your resources. Need to create a service call? Creating a service call is so simple. Just drag and drop a To plan item, add a few details, and Proxuma will do the rest.

Another feature of Proxuma that you will surely enjoy is its flexibility. It lets you customize your layout and filters in the Planning screen to make all your planning faster and easier.

There is also the Capacity Graph which lets you quickly view the Total Planned and Left Capacity. If ever you are overbooked, you will get a red-colored bar. This section can be hidden by clicking the Graphs button located in the Planning Screen's upper-right-hand corner.

If a task or ticket is created, you will find them in the Plan bucket. Drag and drop a Plan Bucket item towards the Planning Screen to start generating a Service Call. 

Ensure to drag the item to the correct resource person. If you assigned it to a different person, move that service call item to the right resource found in the Planning Screen.

You will see different modules on the main menu on your screen's left side.

From here, you will see these modules:

• Planning: The Planning tab is your workbench in Proxuma. From here, all service calls are created from the To plan section.
  
  

• Users: The Users tab contains all accounts created in Proxuma. You can edit a user, send a password reset if they forgot their passwords, and delete a user from here.
  
  

• Projects: Inside the Projects tab, you will quickly view all the projects you've created for all the companies you work with. All projects are listed with their corresponding schedule and the project itself.
  
  

• Notifications: One of the most important sections in Proxuma. All activities, such as synchronisation updates, ticket creation, and all transactions performed within the system, can be found here, with their corresponding status code generated from Autotask.
  
  

• Logs: All login and API logs can be found here. Login logs are all records from active users who successfully or failed to log in to the system. Furthermore, API logs are logs from Autotask and provide all the API instances performed and all specific errors via status codes.
  
  

• Settings: The Settings tab contains the General, Email, and SSO settings. The General settings are all Proxuma-related configurations such as time zone, Planning Screen settings, Planning defaults, etc. The email settings take care of all the configurations that you need to set up Proxuma's Outlook Sync and the Appointment Layout. Last, the Settings tab contains the SSO setup, which lets you configure your Single-Sign On (SSO) and Multi-Factor Authentication (MFA) login to Proxuma.
  
  
• AI Settings: This tab focuses on Proxuma's automation. Several AI customizations, available for both Planning and Projects, allow you to easily customize the outcome of your automation.
  
  

• My organisation: If you need to update the details of your organisation, then this is where to do your edits.
  
  
• Billing & Subscription: Click this section to view your account's Invoice, Payment, and Subscription.
  
  

• Profile: In this section, you can update your basic account information and profile image in Proxuma.
  
  
• Logout: Click this button to log out to Proxuma.

This next part is fun because we will make your work even easier. Proxuma's filters are so powerful that you can set the items that you want to see. Let's say you want to view all tickets only, or you want to view all tasks that are created for a specific company. These scenarios can be done quickly. You can also combine different filters to narrow down the results that you are looking for.

You can filter both (a) Planning Screen and (b) Plan bucket items and choose the filters that you want to use on each applicable section.

Another helpful feature is the ability to save your layout and filters. Saving them means that you can keep your chosen filters and pick your desired date view or hide the capacity graph in your Planning Screen. Since you saved your layout, it will remain intact once you log back into Proxuma.

Once everything is up, it's time to start creating your first task and ticket in Proxuma. In this last section, you will find this last step:

• Step 12: Creating Tasks and Tickets

Congratulations! Everything is set, and it's time to create your first task and ticket in Proxuma. 

Here's how you can do it:

1. On the Planning Screen, click the + New button.➕ 

2. Select Create Task or Create Ticket.🎫

3. Complete all the required information asked and click Create.📝

4. Click Plan bucket.📁

5. Drag the Plan Bucket item towards the Planning Screen.📝

6. Add any changes, but if there are none, click the Add to planner button.✅

7. Done! You just created a new Service Call. Wasn't that quick and easy?👍

8. Here's one more thing, if you click the title of a service call item in your Planning Screen, you will be redirected to Autotask, and you'll see the actual task you created using Proxuma!🔗

That's it! You already have a basic knowledge of Proxuma, and you can now add more plan items. It is easy to learn the platform, and we are sure you'll enjoy using it. If you need any more help, you can click the Chat icon to chat with one of our specialists.

Generate Autotask's API credentials (Client ID and Secret)
A quick guide on generating your Autotask's API Credentials and grabbing both the Client ID and Secret Key that is needed when syncing Proxuma and Autotask for the first time.

Appointment Filters
Using Proxuma's Appointments Filter to quickly display appointments and events from your Outlook account.