In the administrator guides, you will find helpful information to manage and deliver your CRM system with proRM.


Under the menu area of the settings all proRM Relevaten listed entities are maintained. They were logically divided into groups to ensure a quick find.

proRM Licenses

Under this menu group you can manage the licenses necessary for proRM. Each user must have a license assigned so that the applications can be used. This assignment is done over the choice of security roles which are then distributed to the CRM user. Thus, echelons of licenses are possible. For employees who must use advanced features, they can be enabled on through security roles.

License Manager

Under the License Manager, you can manage all proRM licenses for all corporate units.

Purchase the solution

If your trial period has expired or if additional licenses are required they can be purchased in the online shop. In CRM it might happen that settings depending on the web browser will block Web content and not display the IFrame. Check therefore the browser settings if the page can not be displayed. If the settings of the browser has not been changed you will be asked at the first call if you want to display the Web content. You should answer the question with "always present" to see the content.

proRM Administration

Under the 'proRM 'Administration menu group, all entities which are used for configurations can be set and managed. According to the installed solutions this can differ from the following list, which describes completely all modules.

Booking types

The booking types are needed initial in the system, because it describes the type of booking. According to the businesses needs you can define a free name and specify a base type. In proRM, only the base type "Bookable" is linked with futher locig and is used for the invoicing. You can easily define other types.

Employee types

The employee types are used to subdivide your employees and resources in the system. As with all entities in CRM, it is later possible to create queries and reports on these records. So, Employee types can be 'Employed' or 'Trainee' which in the later operation of resource flow and load can be evaluated. Also these types of employees can be used for material or hardware to manage. If you rent out for example computersystems, you could create them as an "employee" and can assign them to a specific project.

Working Time Models

Under the working time models, all the employees work schedules can be centrally viewed and managed. These are created for employees and find use for your staff utilization review.


With the proRM Locations you can distributed your employees to different Locations. The Locations will also find use in the projects and can also be used to control the resource flow in your company. The Location serve primarily for the free disposition of your resources and must not be used in the system.


The exact resource flow of employees can be evaluated with the cost centers. A cost center can be assigned to each employee and project, which can be evaluated precisely by means of queries.

Skill Categories

Skill categories are the basic structure of the Employee skills. These must be created once in the system to divide the individual skills. The Skill Categories can be divided as you desire into division of language, programming, Softskill, and other Skills you find useful.


After you created categories of skill the skills in the entire system can be managed under this menu item. The skill root must be created only once and is then assigned to the employee according to their skill levels (these are managed from the allocation among the employees themselves).

Project Types

The different types of projects and recurring projects can be classified with the types of projects. It is possible in the system to divide projects for marketing (marketing project) or customers (customer project). Further, the project types can be used for a useful project management. This gives the possibility of queries to evaluate resource flow and load later.


Different VAT rates can be defined in the system under this menu item for invoicing.

License Administration

In proRM, the acquired proRM licenses are distributed using CRM security roles to what applications you want to use to the appropriate employees. It is possible despite a number of CRM users to allow access to the applications only to a small part of your employees.

proRM Licens

During the importation of a valid license key the standard security roles for proRM will be predefined for their use. They break up after the name of the installed solution and each start with "RM_". If your security policy provides for lower restrictions, default security roles can be converted on its own.

License usage for different Buisness Units

A license is required for each business unit who is to use proRM, because it is issued for business units. So it is possible to reflect the corporate structure and to restrict access to applications. The affected business units can be found in CRM in the business management.

Use proRM Licenses

Each CRM user must have the security roles for the application, which has been set in the License Manager. For example, If an employee must approve activity records, he needs the security role RM_Activitymanager. He can not use the application without this security role. It is important that the contingent of licenses shall not be exceeded because otherwise all licenses in the system lose their validity and the user cant use any application.


Each proRM license is applied to CRM user level. Here it is necessary to know the concept behind the corporate units and security roles.

Define the Buisness Unit

In CRM 2011 employees can be assigned to various business units, but each employee can be only assigned to one. This can be seen directly in the open employees form. For the use of proRM, it is necessary that the CRM user has been assigned to a business unit, which has proRM licenses. To change the Business Unit for multiple users, you can choose them in a listed view. Click the button "Change business unit" for a selection.

Assign Security Roles to Users

In CRM 2011, employees can have a variety of security roles. The security roles are divided in CRM in accordance with the available business units. Among the employees the existing security roles can be viewed and changed individually in the navigation panel. To assigned a variety of security roles to multiple employees, click the button "Manage roles" in the list view. Before you assign a security role, ensure that the security role is not assigned to any other user.

The Security Roles

Access rights are required for the use of proRM on the entities which must be installed with safety roles. Default security roles are provided in the product which can be used. If you have different safety requirements, please copy the existing security roles and add the new security roles. So, a reset is possible at any time. Note that all provided security roles work "additive" and must be assigned according to the CRM users.

proRM security role for CRMACCESS TO MODULE? License ConsumptionSpecific functionalities / Description
RMUse of proRM Entities in Sitemap-Fundamentally Role to use proRM – should be assigned to every User who should work with proRM
RM - Activitymanager - AKV--Enables permissions to handle the approving process of bookings – needed for Application Approval Manager
RM - AdministratorUse of proRM Entities in Sitemap-Give full access to all proRM Entities and enables functionality in  License Manager
RM - Bookingmanager - BuchungsverwalterUse of proRM Entities in Sitemap-Enables Permissions to control the Booking process – needed for Application Tracking Manager
RM - Bulk Bookingmanager - MBVBulk Booking-Enables permissions to rebook bookings – needed for Application “Bulk Booking” (similar to RM - Activitymanager - AKV)
RM - Employee - MitarbeiterUse of proRM Entities-Fundamentally Role to use proRM – should be assigned to every User who should work with proRM
RM - Invoicing - Rechnungsstellung--Enables permissions to handle the Invoicing process
RM - Personalmanager - Personalverwalter--Enables permissions to create/edit Resource
RM - Projectmanager - Projektverwalter--Allows to create new Projects and manage existing Projects
RM - Projectmanager Lite - Projektverwalter Reduziert--Allows to create new Projects and manage existing Projects – only for own Projects
RM_Bulk_BookingBulk BookingA Bulk Booking LicenseEnables permissions to use the Application
RM_Employee_GanttResource GanttA Employee Gantt LicenseEnables permissions to use the Application
RM_Fast_Time_TrackFast TrackingA Fast Time Track LicenseEnables permissions to use the Application
RM_Gantt_ChartProject GanttA Gantt Chart LicenseEnables permissions to use the Application
RM_InvoicingInvoicing ManagerA Invoicing LicenseEnables permissions to use the Application
RM_Outlook_AddInOutlook TrackingA Outlook AddIn LicenseWithin this Security Role the user will be able to work with the proRM Outlook Addin – provided that the CRM Outlook Addin is installed
RM_Project_CockpitProject Cockpit (obsolete)A Project Cockpit LicenseEnables permissions to use the Application
RM_Project_ControllingControlling ManagerA Project Controlling LicenseEnables permissions to use the Application
RM_Project_PlanningBudget PlanningA Project Planning LicenseEnables permissions to use the Application
RM_Project_Template_EditorTemplate EditorA Project Template Editor LicenseEnables permissions to use the Application
RM_Project_TreeProject TreeA Project Tree LicenseEnables permissions to use the Application
RM_Resource_AllocationResource Allocation (in development)A Resource Allocation LicenseEnables permissions to use the Application
RM_Resource_PlanningResource PlaningA Resource Planning LicenseEnables permissions to use the Application
RM_Sales_AssistantSales AssistantA Sales Assistant LicenseEnables permissions to use the Application
RM_Skill_ManagementResource AssignmentA Skill Management LicenseEnables permissions to use the Application
RM_Time_TrackingTracking ApplicationA Time Tracking LicenseEnables permissions to use the Application
RM_Time_Tracking_ApprovalApproval ManagerA Time Tracking Approval LicenseEnables permissions to use the Application
RM_Time_Tracking_ManagerTracking ManagerA Time Tracking Manager LicenseEnables permissions to use the Application
RM_WorkloadWorkloadA Workload LicenseEnables permissions to use the Application

The Employees

It is recommended to assign employees in the system the security role of "RM employee/Mitarbeiter" for general access to the new entities and features. Hereby the employee will have access to the Time Tracking function in the system.

The Human Resources Manager

The role of the HR Manager is required to manage the employee in addition to the employee role. The HR Manager is responsible for creating and maintaining the employee and has access to internal pay rates and workin time models. The security role "RM - Personalmanager/Personalverwalter" is required for this purpose.

The Projectmanager

The role of the project manager is required to manage projects and their resources which is set on the security role of the "RM - Projectmanager/Projektverwalter". With this role, it is possible to create projects and to manage them. After the role is assigned, a new project form is unlocked which allows you to manipulate projects. If this role is not assigned to the CRM user, there is no way to change projects, but these employees have only access to the details of a project.

The accountant

In addition, the role of the invoicing party is required for preparing invoices (or billing). You must assign the security role of the "RM - invoicing/billing" for the user. With this role, it is possible to create invoices in the system.

The Activity Manager

Before invoices can be created, the activity records of the employees of the project must be checked and approved. This approval is done by the individual project manager applied on the projects, which are cared for by him or can be unlocked centrally. To manage the covered services in the invoices the central role of the activity Manager can be deployed. The security role of "RM - Activitymanager/AKV" is used for this.

The Booking Manager

For the central record of activity records or to manage them, an additional security role is required. With unlock of this function, the beneficiaries employees can book activities for other employees, modify, or view them. This requires the security role of the "RM - Bookingmanager/Buchungsverwalter".


In CRM the processes (workflows) can only be adjusted by the owner. When updating proRM, a process will be disabled in CRM, so that it can be overwritten. To disable a workflow, the logged in user must be the owner.

Preparation for the Import and update of the proRM solution

Before the upgrade of the proRM solutions, all processes in the CRM system relating to proRM must be applied. This is necessary to import the update successfully. This includes all processes in the system under: "Settings-> process Center processes->" and assign them to your own user.

proRM Update/installation

All updates for proRM are provided as a CRM solution and can be imported easily. To note is that when you uninstall proRM all created records will be removed. Thus, existing systems should be upgraded only without uninstalling the solutions previously, to keep the data.

Installing proRM

After the download of the solutions, the modules will be installed after starting with the proRM 2013 Basic module. Note that the modules need to be uninstall in the opposite order, should proRM no longer be required. The following things are required so that the solutions can be installed without any problems:

  • proRM Solution (unpacked)
  • CRM-Administrator Rights
  • A running reporting service

Update of an existing installation

When you update an already installed proRM installation there are to consider a lot. That all changes can indeed be applied when you update the solution choose the "Override" function . Important is also that you have the rights and that you are the owner of the proRM processes, as these can be updated only by the owner. For an existing installation can be updated following things are required:

  • proRM Solution (unpacked)
  • CRM-Administrator Rights
  • A running reporting service
  • Owner of all RM-Processes

Uninstallation of proRM

To uninstall proRM, go to the settings under solutions and delete proRM. Please note that when you uninstall proRM all proRM data is lost. If you want to perform an update, the uninstallation is not necessary.