Setting Up an Organization

Open Settings and configure the organization-level defaults.

Currency is a single organization-wide setting: every deal, proposal, and price list in the organization uses the same currency.

Other settings to review at this stage:

Organization settings covers each setting in detail. Password policy and sign-in protection explains the password rules and what happens when a password expires.

Create employee accounts for everyone who will use the system. Each employee needs a name, an email address and an initial password that meets the password policy. The username is optional: if you leave it blank, it is generated from the email address.

New employees can sign in immediately, but they will see very little until you assign them to groups and give those groups roles with permissions.

Employees covers account creation and management.

Create the employee groups your organization needs — for example, by team, region, or function. Groups serve two purposes:

Add the employees you created in step 2 to the appropriate groups.

Employee groups covers group creation and membership.

Create roles that define what actions each group of employees can perform. The permission model has two axes:

Assign roles to employee groups. An employee’s effective permissions are the union of all roles from all groups they belong to.

Grant the Sign-in log permission to whoever audits sign-ins, because no role has it by default. Grant Reset password and End sessions, at group or organization scope, to the roles of your helpdesk, so that helpdesk staff can help an employee who forgot a password or lost a device with only those two permissions. Tell them to confirm who is asking before they act, for example by calling the employee back at a number already on record.

Roles and permissions covers the permission model, role composition, and field-level permissions.

Define the criteria (classification labels) that your teams will use to tag deals, customers, and inventory. Each criterion has a scope — it can apply to customers, deals, inventory items, or any combination.

Criteria covers creation and scoping.

Import your display inventory — digital screens and printed surfaces. If your organization uses CityScreen Play for digital displays, enable synchronization so the display catalog is pulled automatically. Printed displays are managed directly in CityScreen Deals.

Inventory covers display management. CS Play integration covers synchronization setup.

Define the entity types your organization needs: document types (invoices, contracts, booking orders), counterparty types (agencies, media owners), directory types (regions, product catalogs), report types, and any other structured records.

For each entity type, define its fields — the names, data types, and behavior of each field. Fields can be strings, numbers, dates, links to other records, sets, collections, maps, or computed expressions.

This is the most time-consuming step. The structure you define here determines what your documents look like, what data your processes can act on, and what your teams fill in day to day.

The entity system covers entity types, fields, and expressions in detail.

For each document type, create one or more templates that define how generated documents look. Templates use placeholders to pull values from the deal, proposal, customer, and entity type fields you defined in step 7.

Templates covers template creation and placeholders.

If your organization uses process automation, model your BPMN processes. Processes can automate document generation, email notifications, task assignments, entity updates, and deal state transitions.

Publish a process to make it available. Processes can be started manually or triggered by entity events.

Define processes after entity types and templates are in place, because process service tasks reference entity types by name and document generation tasks use templates.

Process automation covers modeling, publishing, and monitoring.