Client's Section Manual |
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CONTENTSAdministrators guide: Getting Started1. Adding Users Configuration1. Preferences Applications1. Getting Started Administrators Guide1. Adding Users
2. Using GroupsGroups are a good way to classify people in a large company. As the administrator, it is a good idea to create groups using the user groups menu under the configuration menu. This way, the groups that a person is added to is set by an administrator for extra security. Groups in CLIENTS AREA work differently than groups in a *nix operating system. If a user creates a group, only he/she has permissions to add or remove users to and from that group. In this sense, the owner of the group acts as an administrator in some form. To resolve conflicts with users, it might be a good idea as the administrator (as in login=administrator) to create groups for users that cannot be changed. This will protect your users if the happen to drop someone out of their group or add some one that does not belong. The only way that an administrator can delete edit a group created by a user is to login as that user, and then proceed to make necessary changes to the group. File ownerships acts in the same manner in which a user, rather than the administrator, has to authorize viewing/modifying of files. 3. Removing UsersTo remove users, click on the users menu in the administrator menu. Click on the X next to the user you want to delete. 4. Editing User Information
CONFIGURATION1. PreferencesThis section covers basic preferences. Highlight the configuration menu with your cursor and click on preferences. Here you can set up your choice of languages, colors, separators and date/time display format. To switch to another theme, click on the drop down menu next to Theme: and select a theme that suits your needs. Remember, themes will only stay the same on your computer, when you go to a different computer, you will have the default theme selected again. Themes are on a per browser basis. 2. Using GroupsGroups are a great way of handling a large amount of contacts that can be broken down into sections. Working with groups is easy to do, efficient, and a time saver. To add a group you will go to User Groups under the Configuration menu. To add a group you will click on add and this will bring you to another section. In this section you will type in the name of the group, and check off the selected members of this group. To remove a group, you can simply click on the X next to the name of the group that you want to delete. To edit the group, click on the group name, and add/remove any member that you want from the group. As the owner of the group, no other member can modify your group. 3. Managing your informationTo manage your personal information, highlight configuration and click on Your Account. This will allow you to edit any details about yourself. You will notice for options to choose from above the information tab. These options are Security / Privacy / Statistics. We will discuss the security and privacy tabs in the next sections. Statistics however is a way to view when your account was created, the last time you logged in, and how many times you logged in. This is a good way to see if anyone has been in your account without your knowledge. If your computer was being repaired on Tuesday, and you remember logging in once, but the statistics show that you have logged in 10 times, than it might be time to talk to your administrator(s) and change your password. 4. SecurityIn this section, you can do the following : Change your password It is a good idea to change these every so often. Remember weak passwords are easily figured out. Although it may be easier to remember a password such as your birthday, it is not a good idea to have this as a password. Your secret answer/question should be something that only you, and well maybe your wife/husband if you trust them, should know. 5. Logging OutLogging out is imperative! I cannot stress enough how important it is to log out when you are done with your session. To logout of CLIENTS AREA, simply click the logout button. Logging out is the best way to prevent someone from viewing you information and changing your settings. I would advise logging out even if you will only be away from the computer for 10 minutes. APPLICATIONS1. Getting StartedWelcome to CLIENTS AREA. Let's start from the beginning. If you have an administrator, you will have to ask him to make an account for you and any other members that will be using CLIENTS AREA. If a new employee is added to your company and will be using CLIENTS AREA, please ask your administrator to create the account and let him/her know what modules to enable for the new user. Remember, it is important to assess the integrity of your employees, if a person is new to the company, you may want to limit their permissions to certain schedulers and projects. 2. Logging inWhen you get to your CLIENTS AREA URL, (web page) you will be asked for your login and password. Enter the appropriate values and proceed to the welcome page. If you are getting an error message upon login, please write down what the error message says and contact your administrator. If it says wrong user name or password, you probably made a typo. Remember to make sure that CAPS LOCK is off and if you are using the numerical keypad, that NUM LOCK is set to on. These are common errors that can cause an incorrect login. 3. File ManagementThe file manager is useful for on-line storage of documents and other important files. The file manager feature is much like using your local file manager ie. Windows Explorer, Nautilus, & Konquerer. - Uploading files To put files on the server, click the upload button. In this section, you will be asked to browse for local files. Select the files that you want to put on the server and click on the OK button. Remember, there is a file size limit on files to be uploaded, if the file(s) selected exceed the limit on uploads, the file(s) will not be put on the server. - Creating new folders To create a new folder, click on the new folder tab, and name your new folder. - Switching between folders To switch between folders, you must click on the folder in which you want to browse. When you are in this folder, when you click the upload tab, files will be placed into that folder. - Deleting files and folders To delete a file, click on the box next to the file, and click on the delete icon. You can also select multiple files by checking the boxes next to them, and click on delete. You can also remove folders this way by doing the procedure described above. Folders do not need to be empty to remove them, so be careful when you erase an entire folder. - Folder Properties Folder properties show information about a folder. To view the properties of a folder, check the box next to the folder and then proceed to click the properties icon. The properties of a folder will tell you detailed information about the folder selected. You will notice a tab on the bottom of the properties page that says "activate sharing". If you click this tab followed by clicking on the OK tab, two new tabs will appear at the top of the properties dialog box. They are labeled "Read Permissions" and "Write Permissions". This is an introduction to the next section on File Sharing. - File Sharing OK, you now have the properties dialog opened with your two new tabs. When you go to the Read Permissions tab, you will see a number of users and groups. Select the users and groups that you want to be able to allow other members to view. The selected people will have permission only to read the files, but not to delete or modify the files on the server. NOTE: When you share a folder, you are sharing all files and folders within your shared folder, unless you manually specify this. For example the Folder "Casey" is shared and it contains 18 files and two folders containing 22 files a piece. All of these will be available to other users. When you make a shared folder, it is good practice to consider who will be viewing it and what you want to share and not share. Personal Documents and letters should not be placed in a Shared Folder or sub-folder of a shared folder. To manage your shares, click on the sharing icon. From here you can remove any existing shares. This will not remove any of the files in them, it will only remove the rights of any other member to view your shared folder(s). - Using the search feature Let's say you have a lot of files uploaded, and you cannot locate one. The file search feature is a great way to track down files. To invoke a search, simply click on the search icon, and proceed to the search dialog. There you can type in a keyword to search through your files if you remember the name of it. If you remember the time when you uploaded the files, you can search by date. Simply click on the box(es) next to modified after and/or modified before. - Using refresh If you have uploaded files, and the do not yet appear in your folder(s), you can click the refresh button. If it takes a while, you may just be using a slow connection, and/or the web server on the other end is experiencing a lot of traffic. 4. Address Book
- Adding Contacts: To add contacts, click on the add button and fill in all of the proper information followed by clicking on the OK button. - Selecting members to e-mail to: Click on the members tab and select the members to add to your address book. After you have made your selection, click on "Add selected users to contacts" or if you have groups already set up, you may use the drop down menu to add these members to an already created group. - Working with Groups To add a group, click on the groups button and add a group of your choice. Using groups is helpful when you want to send a message to a large number of people. Working with groups is very efficient for newsletters and announcements. Once you have created a group, you can add members to your group by clicking on the CONTACTS button and move contacts to and from groups. To remove a group, go to the groups section and click the X next to the group you want to delete and confirm removal. - Viewing your contacts To view all of your contacts, click on the contacts button. This will show you all of the contacts that you have, and the groups they are in. To expand a group, you must click the plus tab. -Exporting your contacts To export your CLIENTS AREA address book, click on the export icon and select your method of CSV. In most cases, the default is just fine unless a specific client needs CSV to be in a particular format. Click on OK and you will be prompted to save the file. You can then import this list in to your local mail client. 5. Working with menusYou will notice, below the header of each page, a menu tool bar. These include Application, preferences logout, etc.. The menus are there to navigate to the desired page of your choice. To use the menus, place your mouse over the desired section to invoke a drop down menu. Then, move your mouse down to the desired application and single click on it. For example, if I am in the scheduler section and have completed scheduling, and now I want to add a contact to my address book, I simply mouse over the applications section and click on Address Book, it's that simple. 6. Project ManagementProject management is a great way to manage your time and services. It allows you to keep track of many different services, including billing. To start, you must ask yourself the following questions: "What am I offering? What are my rates? How do I begin?" -Setting up fees To begin setting up fees, first select Projects from the menu, and then select the fees tab on the top right hand corner. You will see the text New Fee at the top, and will click on it. -Setting up clients This is not done directly in Project Management, your clients will be available through your contacts list or address book. They are added this way to better integrate the way that projects and services are handled. It would be wise to set up the customers you intend to consult before creating your project. -Starting the Project To begin, you will click on Projects while on the Project Management application. You will click on new project. This will take you to a screen in which you can name your project, select your client, and comment on the details of your project. This will be the ground upon which you will build your new projects. With many projects, descriptive names and comments can help a great deal. -Entering the data We have our fees, and our project, so now it is time to build the project. The way that has been implemented in CLIENTS AREA is highly structured and organized for easy time tracking, and accurate billing. To begin, click on Enter Data. This will bring you to a screen in which you can enter your hours, break times, apply rates and fees, and select which projects to work on. To enter data, select the employee ( usually the creator of the project, which in most cases is yourself! ), select the client, select which fee you will be using for that specific client, select your date, enter your times, and add any comments is desired. An example would be as follows: The calendar located to your left is an easy way to set the date on which you are working on. All you have to do is click on the date on which you desire to enter your hours. After you have entered data, you should see a summary of what was entered. Below that, CLIENTS AREA will display a summary of your logged hours, and the monetary values for those hours according to the fee that you selected. -Viewing your data To view your data, CLIENTS AREA has implemented a well refined search tool specifically for project management. Click on Load Data. This will give the option to display data in various ways, such as by employee, client, and project. Data can also be searched by day, week, blocks of days, months, and all. To see all projects from the employee Joe, you will select Joe from the employee section by click the button to the left, and selecting the appropriate name. If we wanted to view all work done for client "X", the client button would be checked, and client X would be selected. To view all of the work done between the second and fourth weeks of July, you would use the Show >From feature, and select the appropriate days. |