Acclipse Document Manager

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1 Acclipse Document Manager Administration Guide Edition Acclipse NZ Ltd Acclipse Pty Ltd PO Box 2869 PO Box 690 Level 3, 10 Oxford Tce Suite 15/40 Montclair Avenue Christchurch, New Zealand Glen Waverley, Melbourne, VIC 3150 Ph: Ph: Fax: Fax: General General Support Support

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3 Contents Welcome Training... 1 Enhancement and support... 1 Open and close administration module... 2 Change administration password... 2 Layout Text menu... 4 Icon toolbar... 5 Folder tree... 6 Information panel... 7 Integration Integrate to Acclipse Practice Manager... 9 Select general settings... 9 Select storage locations Set up Contacts window Link documents to job codes Assign disbursement prompt to documents Integrate to APS Advance, Lawbase, MYOB Viztopia, or Sage HandiSoft (SQL) Select general settings Select storage locations Set up Contacts window Integrate to MYOB AO, Reckon Elite Tax, Sage HandiSoft, or Tax Assistant Select general settings Select storage locations Set up Contacts window Integrate to MYOB PMA Select general settings Select storage locations Set up Contacts window Integrate to Outlook Select general settings Select storage locations Set up Contacts window Update year folders Categories Add category Adjust category properties Rename category Adjust types of documents that can display in category Hide category Set category to custom view Protect category with password Move category Delete category Templates Create template Create style template Edit template Add merge functionality to template Add replace fields in template Add standard text mark in template Body start and end tags Assign template to document type... 42

4 Documents Adding documents Move or copy existing document Add new document Create new document with custom intranet view Replace existing document with updated version Import folder of documents Add link to website Set up document for joint use Open and view document Edit document Add links in document or spreadsheet Add merge functionality to document Adding body start and body end tags View body start and end tags Insert body start and end tags Add client fields Add replace fields with square brackets to document Add custom replace fields to document Notify team members of new and updated content Manage documents Move document up or down Sort documents in category Add document to additional category Protect document Set document as read-only Add notes about document Change document status Expire document Remove document Permanently delete document Manage document types Identify hidden documents Change document type Add custom document type Edit document type Delete document type Set up intranet view category or document Open custom view category in Custom View Editor Open intranet view document in Custom View Editor Custom View Editor functions Keyboard shortcuts Check spelling Cut, copy, and paste Paste from Word Paste plain text Undo and redo changes Find text in a document Replace text on page Adding links Create link to category Create link to document Create link to website Create link to address Edit link Remove link Add image Set image properties Set absolute position Insert current date and time Insert symbol Change text or background colour Add bulleted and numbered lists Convert to upper or lower case... 94

5 Add and modify table Add table Add row Remove row Add column Remove column Split or merge cell Delete cell Set table properties Set cell properties Set accessibility options Delete table Editing view options Invoicing Associate invoice with document Disable invoicing for document Manage team member profiles Add profile Edit profile Delete profile Add document to profile Remove document from profile Add team role Link document to role Reports General setup options Set home page Add logo and link it to website Highlight new or updated content Set follow-up period for tasks Add shortcuts to applications Customise Contacts window Add information fields to Contacts window Customise Search window Activate full text searching of client documents Set up document tracking Remove tracking from a document Set up auto replace fields Update software and content Update internet connection settings Update your version of Acclipse Document Manager Download update Apply update to server Apply update to workstation or terminal server Update content Add content provider as publisher Delete publisher Download content updates Review and apply content updates Acclipse Manager Activate Acclipse Manager Select storage options Select settings for all team members Select individual settings Access stored s Delete stored s Run usage report

6 Appendix APS Advance client fields MYOB AO client fields MYOB PMA client fields MYOB Viztopia client fields Outlook client fields Sage HandiSoft client fields Tax Assistant client fields Index

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8 Welcome This help file enables you as the administrator to use the password-protected administration module of Acclipse Document Manager. The administration module enables you to: Training Integrate Acclipse Document Manager to your client database Acclipse Practice Manager, APS Advance, Lawbase, MYOB AO/PMA/Viztopia, Outlook, Reckon Elite Tax, Sage HandiSoft (including SQL), or Tax Assistant Manage categories Add, edit, move, hide, protect, and delete categories Manage templates Create, edit, and add merge functionality to templates Manage documents Add, edit, move, hide, protect, and delete documents; add merge functionality; manage document types Set up intranet view categories and documents Customise the way categories and documents display in the user module using the intuitive Custom View Editor Set up invoicing Enabling invoicing, activate invoicing for selected documents Manage team member profiles Add, edit, and remove team member profiles Run reports Run reports to determine your organisation's use of documents, s, and invoicing Select custom settings Set home page, add your organisation's logo, create shortcuts to frequently used applications, set up document tracking Update software and content Update your version of Acclipse Document Manager, download and process new and updated content Manage s (if you have Acclipse Manager) Select filing settings, refile and delete filed s NOTE: Most changes you make in the administration module are reflected in the user module. To see your changes reflected in the user module, press F5. You might also need to close and reopen Outlook. MORE: For instructions on using the Acclipse Document Manager user module, refer to the Acclipse Document Manager User Guide or Help. If you would like training on Acclipse Document Manager, please contact the Acclipse Training Co-ordinator to schedule an appointment. Australia Phone: New Zealand Phone: Enhancement and support If you have any support queries, please contact Acclipse Support. Australia Phone: New Zealand Phone: Acclipse Document Manager Administration Guide 1

9 Open and close administration module To open the administration module: 1. Select Tools on the Acclipse Document Manager toolbar in the user module Administration. 2. Enter the password in the field provided. TIP: The default password is password. 3. Click Login. To close the administration module, select File Exit. Change administration password Preparing to log into the administration module When Acclipse Document Manager is first installed, the default password for the administration module is password. Acclipse recommends you change this immediately and ensure only you and other administrators in your organisation have the updated password. To change the password: 1. Open the administration module of Acclipse Document Manager. 2. Select Tools Change Admin Password. 3. Enter the existing password in the Old field. 4. Enter the new password in the New and Confirm fields. 5. Click Save & Close. Acclipse Document Manager Administration Guide 2

10 Layout The administration module includes the following areas: Text menu Comprises text menu options you can use to execute administrative changes Icon toolbar Consists of icon buttons you can use in place of some key text menu options Folder tree Displays the Acclipse Document Manager categories and subcategories Information panel Displays the documents in a selected category Layout of administration module Acclipse Document Manager Administration Guide 3

11 Text menu The table outlines the functions available from the text menu. File Import Import folder of documents Exit Close administration module Content Open Document Open selected document Move Up Move Down Move Left Move Right Sort Add to Team Member Add to Role Document Types New Category New Document Remove Document from Category Replace Document Delete Review and Apply Content Updates Upload/Download Content Updates Properties Move selected document or category up display order Move selected document or category down display order Move selected category left (up a level) on folder tree Move selected category right (down a level) on folder tree Order documents by name, description, date modified, or order added Add selected document to team member profile Add selected document to team member role Add document type Add new category to selected category Add new document to selected category or link to existing document or website Remove selected document from category Replace selected document with updated version Delete selected document or category Accept or delete content from publisher Download new content from publisher Open Properties window for selected document or category View Details Display additional details about documents in information panel Category Filter See which documents in selected category are hidden from user module Open Open selected item File To Delete File or refile s as Client, Internal, Personal, or Other/Spam Delete Reports Document List Report Run report to view all documents added or modified over specified time period Document Usage Summary Usage Summary Invoice Summary Run report on usage statistics for specified number of documents over specified time period Run report on number and percentage of s filed against each type by each team member over specified time period Run report to view invoices generated over specified time period Acclipse Document Manager Administration Guide 4

12 Tools Change Admin Password Change password for administration module Setup Global Applications Document Tracking Management Options Create shortcuts in Acclipse Document Manager to applications frequently used by all team members Discontinue tracking of a document Access options and settings for integration, ing, publishing, invoicing, document tracking, and more Help Administration Help Access online help files Check for Software Updates About Acclipse Document Manager Check for updated version of Acclipse Document Manager Check your current Acclipse Document Manager version and license details Icon toolbar The icon toolbar comprises icons that duplicate key functions you can access via the text menu. New Document New Category Show Team Members Review and Apply Content Updates Upload/Download Content Updates Open Selected Document Document Properties Edit Category Custom View Toggle Category File Type Filter Move Up Move Down Move Left Move Right Remove Document from Category Replace Document Delete Document Show/Hide Details Add new document to selected category or link to existing document or website Add new category to selected category Open Team Member Management window and add, edit, or remove team member profiles Accept or delete content from publisher Download new content from publisher Open selected item Open Properties window for selected document or category Open the Custom View Editor to set up a custom view category See which documents in selected category are hidden from user module Move selected document or category up display order Move selected document or category down display order Move selected category left (up a level) Move selected category right (down a level) Remove selected document from category Replace selected document with updated version Delete selected document or category Display additional details about documents in information panel Acclipse Document Manager Administration Guide 5

13 Folder tree The categories and subcategories on the folder tree represent the Documents menu in the user module. You can add, edit, or remove the default Acclipse Document Manager categories and subcategories. You can also change the display order of categories, hide categories while you modify content within them, and restrict access to particular categories by assigning passwords to them. The folder tree contains administrative categories that do NOT display in the user module. These include: Templates Business, document, and invoicing templates your organisation can use to ensure documents sent to clients are consistently and professionally formatted. Document Types Several subcategories of document types. Selecting one of these subcategories will list the documents that have been assigned to that type. Because team members can search according to document type in the user module, specifying the document type can make it easier to find content. Document types can also be associated with templates to ensure consistent formatting. Status Stores subcategories of documents from a publisher in Published, Draft, Deleted, and Expired categories. No Section Assigned Contains documents that have NOT been assigned to a category. These documents do NOT display in the user module, but can be accessed via the Search window. Invoicing Contains documents that (when printed) prompt team members to charge clients. If your organisation has Acclipse Manager you will have an category at the base of the folder tree. It contains Client, Internal, Personal, Other/Spam, and Deleted subcategories which store s team members have filed according to these categories. Administrative categories Viewing documents according to document type, in this case forms Acclipse Document Manager Administration Guide 6

14 Viewing documents according to status, in this case published documents Information panel Seeing which documents are set up for invoicing When you first open the administration module, the information panel displays the document usage report. To display the contents of folder tree categories in the information panel, select a category or subcategory. The following images provide examples of how the folder tree and information panel display in the user and administration modules. Compliance subcategory in administration module Compliance subcategory in user module Acclipse Document Manager Administration Guide 7

15 Integration You can integrate Acclipse Document Manager to the client database of any of these programs: Acclipse Practice Manager APS Advance Lawbase MYOB Accountants office, PMA, or Viztopia Microsoft Outlook Reckon Elite Tax Sage HandiSoft (regular or SQL) Tax Assistant Acclipse recommends integrating your client database with Acclipse Document Manager as this enables you to: Create templates and documents that automatically retrieve client details from your database. For example, you can add client fields to a letter template and have a client s name and address automatically added each time a team member creates a letter for them. Save a document directly into a client s folder using the Save Into button in Word or Excel. Save s directly into client folders (available with Acclipse Manager). Choose which client details to retrieve and display in the Contacts window. Create a default subfolder structure for storing documents and s in each client folder. For example, you could set up a Year folder containing Tax and Correspondence subfolders. NOTE: If you do NOT wish to integrate Acclipse Document Manager to your client database, select Tools Options Integration No Integration. Acclipse Document Manager Administration Guide 8

16 Integrate to Acclipse Practice Manager Integrating Acclipse Document Manager with Acclipse Practice Manager involves selecting the general settings, specifying the Acclipse Document Manager storage locations, and setting up the Contacts window. Select general settings To integrate Acclipse Document Manager with Acclipse Practice Manager: 1. Open the administration module. 2. Select Tools Options. 3. Select the Integration tab. 4. Click the arrow beside the System field Select Acclipse Practice Manager. 5. Ensure the General tab is selected. 6. Contact Acclipse Support to ascertain your username and password. 7. Enter your server name or IP address in the field provided. 8. Enter the name of your database in the field provided. 9. Enter your user ID in the field provided. 10. Enter your password in the field provided. 11. Paste your practice URL in the field provided. 12. Select your Acclipse Practice Manager document directory: 13. Click the browse icon. a. Locate and select the directory. b. Click OK. 14. Tick these checkboxes to have client folders created automatically if they do NOT already exist: a. Automatically create client folder to have folders created automatically. b. Prompt before auto-creating to have team members prompted before a client folder is automatically created. The prompt enables team members to cancel automatic creation and manually set the client folder link. It also enables them to file a client document in a related organisation s folder. Selecting the general settings for Acclipse Practice Management integration Acclipse Document Manager Administration Guide 9

17 Select storage locations To select the storage locations for Acclipse Document Manager: 1. Select the Document Management tab. 2. Create a default set of subfolders in each client folder: NOTE: These subfolders are automatically created for each client. Acclipse recommends you create a yearly subfolder. If you do, you will need to create and select a new year subfolder at the turn of each calendar or financial year. a. Click Default Subfolders. b. Click the arrow beside Add Select Root Folder. c. Name the folder that will reside directly beneath each client folder (eg 2010). d. Click the arrow beside Add Select Child Folder to add additional subfolders in the root folder (eg , Scanned Documents). TIP: If you are using the Acclipse structure with a yearly subfolder structure for client documents, we recommend you create a default folder in the appropriate year folder. e. Select a default folder to save client documents in (2010). f. Click Set as Default. NOTE: Team members will still be able to navigate to a different subfolder (if required). 3. Tick Store Shortcut to store shortcuts in each client folder. 4. Follow these steps if you have Acclipse Manager and are storing shortcuts in each client folder: a. Click Select Folder beside the Reset Store Locations button. b. Select the appropriate root folder (eg 2010/ ). c. Click Set as Default to have client s saved in this folder by default. d. Click Reset Store Locations. NOTE: You need to reselect this button if you change the directory (eg at the turn of each year). 5. Follow these steps if you have Acclipse PDF Manager and wish to select a default folder to save scanned documents (eg faxes) in: a. Click Select Folder beside the Reset PDF Store Locations button. b. Select a folder (eg Scanned Documents). c. Click Set as Default. NOTE: Scanned documents created in Acclipse PDF Manager will now be saved to this folder by default. d. Click Reset PDF Store Locations. NOTE: You need to reselect this button whenever you change the PDF directory (eg at the turn of each year). Acclipse Document Manager Administration Guide 10

18 Set up Contacts window Selecting the storage locations To select the client fields you want displayed in the Contacts window: 1. Select your contacts tab. 2. Tick the client fields you want displayed in your Contacts window. TIP: If your client database does NOT contain associated partners and managers you should untick these options. 3. Click Save & Close. Acclipse Document Manager Administration Guide 11

19 Link documents to job codes If you have Acclipse Document Manager and have integrated it to Acclipse Practice Manager, you can link documents in Acclipse Document Manager to particular job codes. This enables you to access relevant procedures, checklists, and workpapers for the type of job you are working on under Related Documents in the Job Details screen. NOTE: Documents are only linked to jobs created after you have set up the links. For example, if you link a document to the code GEN it will NOT be attached to any existing GEN jobs but will be linked to GEN jobs created from now onwards. To link a document to a job code: 1. Open the admin module. 2. Locate and select the document you wish to link to a job code. 3. Open its properties window. 4. Select the Job Codes tab. 5. Select the required job code using the button provided. 6. Click Save & Close. Linking a document in Acclipse Document Manager to the GST job code in Acclipse Practice Manager Viewing the document linked to GST jobs Acclipse Document Manager Administration Guide 12

20 Assign disbursement prompt to documents You can have team members prompted to add a disbursement to a job (eg business coaching document) whenever they print a document from Acclipse Document Manager that is merged with an Acclipse Practice Manager client s details. To assign a disbursement prompt to an Acclipse Document Manager document: 1. Locate and select the document you wish to assign the disbursement prompt to. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Select the Disbursements tab. 4. Tick Create Disbursement. 5. Enter a disbursement amount in the field provided to override the amount specified for the disbursement (if required). 6. Click the browse icon beside the disbursement field Locate and select the required option Click OK. 7. Click Save & Close. Assigning an automatic disbursement to the selected document Acclipse Document Manager Administration Guide 13

21 If a document has a disbursement prompt assigned to it this will be indicated on the opening tab of its properties window. You can see a full list of documents with assigned disbursements prompts in the disbursements category on the folder tree. Seeing which documents have disbursement prompts assigned to them Checking whether a document has a disbursement assigned to it If you have assigned a disbursement prompt to a document, team members can apply the disbursement when they print the document or choose NOT to apply it. They can also adjust the disbursement amount and select the job it belongs to. Preparing to add a disbursement to a job Acclipse Document Manager Administration Guide 14

22 Integrate to APS Advance, Lawbase, MYOB Viztopia, or Sage HandiSoft (SQL) Integrating Acclipse Document Manager to your accounting software involves selecting some general settings, specifying the Acclipse Document Manager storage locations, and choosing which buttons to display in the Contacts window. The integration process for APS Advance, Lawbase, MYOB Viztopia, and Sage HandiSoft (SQL) is similar. Simply ignore any steps that do NOT apply to you. Select general settings To select the general integration settings: 1. Open the administration module. 2. Select Tools Options. 3. Select the Integration tab. 4. Click the arrow beside the System field Select APS Advance, Lawbase, MYOB Viztopia, or Sage HandiSoft (SQL). 5. Click the arrow beside the Filter by field Select None, Partner, Manager, or Partner & Manager M anager. NOTE: This step only applies if your database has Partner or Manager fields. The field you select will display when a team member selects a client while merging a document or saving an Ensure the General tab is selected. 7. Enter the appropriate SQL server details using EITHER of these methods: Tick Use Linked Server Enter the name of the linked server if it is NOT installed on the same SQL server as Acclipse Document Manager. Enter the name of the APS Advance, Lawbase, MYOB Viztopia, or Sage HandiSoft (SQL) database in the Name field. 8. Select the document directory containing all your client folders: a. Click the browse icon beside the Default Document Directory field. b. Locate and select the directory. c. Click OK. 9. Click Test Connection at the bottom of the Options window to confirm the integration settings are correct. 10. Follow these steps if the default folder link has NOT already been set up in your accounting software and you want client folders to be created automatically: NOTE: If you are integrating to APS you can either link your existing client folder structure into the APS Notes & Links section manually or use the APS Document Store. Acclipse does NOT recommend using the APS Document Store because once you have set your folder links your global settings CANNOT be modified. If there is no default folder link in APS, a new document folder will be created. The default folder link will be added to APS when you file an or use the Save Into button in Word or Excel. Tick Link with APS to integrate to the Notes & Links section in APS. a. Tick Automatically create to set the default folder link in your accounting software. b. Select EITHER of these folders: Client Name If your client document folders are set up according to client name. Client ID If your client document folders are set up according to client ID. c. Tick Prompt before auto-creating to have team members prompted before a client folder is automatically created. The prompt enables team members to cancel automatic creation and set the client folder link manually. It also enables them to file a client document in a related organisation s folder. Acclipse Document Manager Administration Guide 15

23 Select storage locations Selecting the general integration settings To select the Acclipse Document Manager storage locations: 1. Select the Document Manager tab integration. 2. Tick Store document information to create a link for every client document in your accounting software (NOT recommended). 3. Tick Display APS folder/matter to have access to all folder links set up for a client in your accounting software when you use the Save Into button. 4. Tick EITHER of these storage options if you have Acclipse Manager. Store information to create a link in your accounting software for all filed client s. Store shortcuts to have shortcuts stored in each client folder (recommended). 5. Tick Automatically create subfolders if you are using the default folder link for your accounting software and wish to create subfolders. 6. Create a default set of subfolders for each client folder: NOTE: These subfolders are automatically created for each client. Acclipse recommends you create a yearly subfolder. If you do, you will need to create and select a new year subfolder at the turn of each calendar or financial year. a. Click Default Subfolders. b. Click the arrow beside Add Select Root Folder. c. Name the folder that will reside directly beneath each client folder (eg 2010). d. Click the arrow beside Add Select Child Folder to add additional subfolders in the root folder (eg Correspondence, ). TIP: If you are using the Acclipse structure with a yearly subfolder structure for client documents, Acclipse recommends you create a default folder in the appropriate year folder. e. Select a default folder to save client documents in. f. Click Set as Default ault. NOTE: Team members will still be able to navigate to a different subfolder (if required). Acclipse Document Manager Administration Guide 16

24 7. Follow these steps if you have Acclipse Manager and are storing shortcuts in the client s folder: a. Click Select Folder beside the Reset Store Locations button. b. Select the appropriate root folder (eg 2010/ ). c. Click Set as Default. NOTE: Client s will now be saved in this folder by default. d. Click Reset Store Locations. NOTE: You need to reselect this button if you change the directory (eg at the turn of each year). 8. Follow these steps if you have Acclipse PDF Manager and wish to select a default folder to save scanned documents (eg faxes) in: a. Click Select Folder beside the Reset PDF Store Locations button. b. Select a folder (eg Scanned Documents). c. Click Set as Default. NOTE: Scanned documents created in Acclipse PDF Manager will now be saved to this folder by default. d. Click Reset PDF Store Locations. NOTE: You need to reselect this button whenever you change the PDF directory (eg at the turn of each year). Set up Contacts window Selecting the storage locations To select the client fields you want displayed in the Contacts window: 1. Select the Contacts tab. 2. Tick the client fields you want displayed in the Contacts window. TIP: If your client database does NOT contain associated partners and managers you should untick these options. 3. Click Save & Close. Acclipse Document Manager Administration Guide 17

25 Integrate to MYOB AO, Reckon Elite Tax, Sage HandiSoft, or Tax Assistant Integrating Acclipse Document Manager to your accounting software involves selecting some general settings, specifying the Acclipse Document Manager storage locations, and choosing which buttons to display in the Contacts window. The integration process for MYOB AO, Reckon Elite Tax, Sage HandiSoft, and Tax Assistant is similar. Simply ignore any steps that do NOT apply to you. Select general settings To select the general settings for MYOB AO, Reckon Elite Tax, Sage HandiSoft, or Tax Assistant: 1. Open the administration module. 2. Select Tools Options. 3. Select the Integration tab. 4. Click the arrow beside the System field Select MYOB AO, Reckon Elite Tax, Sage HandiSoft, or Tax Assistant. 5. Click the arrow beside the Filter by field Select None, Partner, Manager, or Partner & Manager nager. NOTE: This step only applies if your database has Partner or Manager fields. The field you select will display when a team member selects a client while creating a document or saving an Ensure the General tab is selected. 7. Select the MYOB AO data directory: a. Click the browse icon beside the Data Directory field. b. Locate and select your accounting software data folder on the Browse for Folder window. c. Click OK. 8. Select the document directory containing your client folders: a. Click the browse icon beside the Default Document Directory field. b. Locate and select the directory. c. Click OK. 9. Follow these steps to have client folders created automatically if they do NOT already exist: a. Tick Automatically create. b. Select EITHER of these folders: Client Name If your client folders are set up according to client name. Client ID If your client folders are set up according to client ID. 10. Tick Prompt before auto-creating to have team members prompted before a client folder is automatically created. The prompt enables team members to cancel automatic creation and manually set the client folder link. It also enables them to file a client document in a related organisation s folder. Acclipse Document Manager Administration Guide 18

26 Select storage locations Selecting your accounting software data directory To select the storage locations for Acclipse Document Manager: 1. Select the Document Manager tab. 2. Create a default set of subfolders in each client folder: NOTE: These subfolders are automatically created for each client. Acclipse recommends you create a yearly subfolder. If you do, you will need to create and select a new year subfolder at the turn of each calendar or financial year. a. Click Default Subfolders. b. Click the arrow beside Add Select Root Folder. c. Name the folder that will reside directly beneath each client folder (eg 2010). d. Click the arrow beside Add Select Child Folder to add additional subfolders in the root folder (eg Correspondence, ). TIP: If you are using the Acclipse structure with a yearly subfolder structure for client documents, Acclipse recommends you create a default folder in the appropriate year folder. e. Select a default folder to save client documents in. f. Click Set as Default ault. NOTE: Team members will still be able to navigate to a different subfolder (if required). 3. Tick Store Shortcut to store shortcuts in each client folder. 4. Follow these steps if you have Acclipse Manager and are storing shortcuts in each client folder: a. Click Select ect Folder beside the Reset Store Locations button. b. Select the appropriate root folder (eg 2010/ ). c. Click Set as Default to have client s saved in this folder by default. d. Click Reset Store Locations. NOTE: You need to reselect this button if you change the directory (eg at the turn of each year). Acclipse Document Manager Administration Guide 19

27 5. Follow these steps if you have Acclipse PDF Manager and wish to select a default folder to save scanned documents in: a. Click Select Folder beside the Reset PDF Store Locations button. b. Select a folder (eg Scanned Documents). c. Click Set as Default to have Acclipse PDF Manager scanned documents saved to this folder by default. d. Click Reset PDF Store Locations. NOTE: You need to reselect this button whenever you change the PDF directory (eg at the turn of each year). Set up Contacts window Selecting the storage locations To select the client fields you want displayed in the Contacts window: 1. Select the Contacts tab. 2. Tick the client fields you want displayed. TIP: If your client database does NOT contain associated partners and managers you should untick these options. 3. Click Save & Close. Acclipse Document Manager Administration Guide 20

28 Integrate to MYOB PMA Acclipse Document Manager integrates with MYOB PMA via Outlook. You use the Acclipse AddressBook to import client data into Outlook. From Outlook, you import client data into Acclipse Document Manager. This is NOT a direct, real-time link so you need to re-import data each time a client is added or updated in MYOB PMA. Integrating Acclipse Document Manager with MYOB PMA involves selecting the general settings, specifying the Acclipse Document Manager storage locations, and setting up the Contacts window. Select general settings To select the general settings for MYOB PMA integration: 1. Open the administration module. 2. Select Tools Options. 3. Select the Integration tab. 4. Click the arrow beside the System field Select MYOB PMA. 5. Click the arrow beside the Filter by field Select None, Partner, Manager, or Partner & Manager. NOTE: This step only applies if your database has Partner or Manager fields. The field you select will display when a team member selects a client while creating a document or saving an Import your client details into Outlook from your MYOB PMA database: a. Click Import Clients into Outlook. b. Click the arrow on the AddressBook Data Import window Select MYOB PMA. c. Click the browse icon beside the Enter the data directory field Locate and select the MYOB PMA data folder. d. Click OK. e. Click the browse icon beside the Outlook Contacts Folder field Locate and select the Contacts folder you wish to import the client data into. f. Click Save & Close. g. Tick Clear this Folder to clear the Outlook Contacts folder before importing (or re-importing) the client details. IMPORTANT: If you tick this option, any existing contact details that do NOT match the contact details from your MYOB PMA database will be removed. h. Edit the Mappings field (if required). i. Click Import. 7. Import your client details from Outlook to Acclipse Document Manager: a. Tick the options containing the client details you wish to import. b. Click Import Contacts into Acclipse. 8. Click the browse icon beside the Default Document Directory field. 9. Locate and select the directory the client folders reside in. 10. Click OK. 11. Tick these checkboxes to have client folders created automatically if they do NOT already exist: a. Automatically create client folder to have folders created automatically. b. Prompt before auto-creating to have team members prompted before a client folder is automatically created. The prompt enables team members to cancel automatic creation and manually set the client folder link. It also enables them to file a client document in a related organisation s folder. Acclipse Document Manager Administration Guide 21

29 Select storage locations Browsing for a document directory To select the storage locations for Acclipse Document Manager: 1. Select the Directories tab. 2. Create a default set of subfolders in each client folder: NOTE: These subfolders are automatically created for each client. Acclipse recommends you create a yearly subfolder. If you do, you will need to create and select a new year subfolder at the turn of each calendar or financial year. a. Click Default Subfolders ers. b. Click the arrow beside Add Select Root Folder. c. Name the folder that will reside directly beneath each client folder (eg 2010). d. Click the arrow beside Add Select Child Folder to add additional subfolders in the root folder (eg Correspondence, ). TIP: If you are using the Acclipse structure with a yearly subfolder structure for client documents, Acclipse recommends you create a default folder in the appropriate year folder. e. Select a default folder to save client documents in. f. Click Set as Default fault. NOTE: Team members will still be able to navigate to a different subfolder (if required). 3. Tick Store Shortcut to store shortcuts in each client folder. 4. Follow these steps if you have Acclipse Manager and are storing shortcuts in each client folder: a. Click Select Folder beside the Reset Store Locations button. b. Select the appropriate root folder (eg 2010/ ). c. Click Set as Default to have client s saved in this folder by default. d. Click Reset Store Locations. NOTE: You need to reselect this button if you change the directory (eg at the turn of each year). Acclipse Document Manager Administration Guide 22

30 5. Follow these steps if you have Acclipse PDF Manager and wish to select a default folder to save scanned documents in: a. Click Select Folder beside the Reset PDF Store Locations button. b. Select a folder (eg Scanned Documents). c. Click Set as Default to have Acclipse PDF Manager scanned documents saved in this folder by default. d. Click Reset PDF Store Locations. NOTE: You need to reselect this button whenever you change the PDF directory (eg at the turn of each year). Set up Contacts window Selecting the storage locations To select the client fields you want displayed in the Contacts window: 1. Select the Contacts tab for MYOB PMA integration. 2. Select the client fields you wish to display. TIP: If your client database does NOT contain associated partners and managers you should untick these options. 3. Click Save & Close. Acclipse Document Manager Administration Guide 23

31 Integrate to Outlook When you integrate your Outlook Contact folder(s) with the Acclipse Document Manager client database the link is NOT a real-time one. You need to regularly re-import your Outlook contact information to ensure your client details are up to date. Integrating Acclipse Document Manager with Outlook involves selecting the general settings, specifying the Acclipse Document Manager storage locations, and setting up the Contacts window. Select general settings To select the general settings for Outlook integration: 1. Open the administration module. 2. Select Tools Options. 3. Select the Integration tab. 4. Click the arrow beside the System field Select Microsoft Outlook. 5. Click the arrow beside the Filter by field Select None, Partner, Manager, or Partner & Manager. NOTE: This step applies if your database has Partner or Manager fields. The field you select will display when a team member selects a client while creating a document or saving an Import your client details from Outlook: a. Tick the folders in the Select Outlook Contact field that contain client details you wish to import. b. Click Import Contacts. 7. Select the document directory containing all your client folders: a. Click the browse icon. b. Locate and select the directory. c. Click OK. 8. Tick EITHER of these checkboxes to have client folders automatically created if they do NOT already exist: Automatically create client folder to have folders created automatically. Prompt before auto-creating to have team members prompted before a client folder is automatically created. The prompt enables team members to cancel automatic creation and manually set the client folder link. It also enables them to file a client document in a related organisation s folder. Microsoft Outlook General tab Acclipse Document Manager Administration Guide 24

32 Select storage locations To select the storage locations for Acclipse Document Manager: 1. Select the Directories tab in the Outlook integration screen. 2. Create a default set of subfolders in each client folder: NOTE: These subfolders are automatically created for each client. Acclipse recommends you create a yearly subfolder. If you do, you will need to create and select a new year subfolder at the turn of each calendar or financial year. a. Click Default Subfolders. b. Click the arrow beside Add Select Root Folder. c. Name the root folder (eg 2010) that will reside directly beneath each client folder. d. Click the arrow beside Add Select Child Folder to create as many default subfolders in the root folder as required. TIP: If you are using the Acclipse structure with a yearly subfolder for client documents, Acclipse recommends you create a default folder in the appropriate year folder. e. Name the child folder (eg Correspondence, ). f. Select a default folder to save client documents in Set as Default. NOTE: Team members will still be able to navigate to a different subfolder (if required). 3. Tick Store Shortcut to store shortcuts in each client folder. 4. Follow these steps if you have Acclipse Manager and are storing shortcuts in each client folder: a. Click Select Folder beside the Reset Store Locations button. b. Select the appropriate root folder (eg 2010/ ). c. Click Set as Default to have client s saved in this folder by default. d. Click Reset Store Locations. NOTE: You need to reselect this button if you change the directory (eg at the turn of each year). 5. Follow these steps if you have Acclipse PDF Manager and wish to select a default folder to save scanned documents or faxes in: a. Click Select Folder beside the Reset PDF Store Locations button. b. Select a folder (eg Scanned Documents). c. Click Set as Default to have incoming Acclipse PDF Manager documents saved to this folder by default. d. Click Reset PDF Store Locations. NOTE: You need to reselect this button whenever you change the PDF directory (eg at the turn of each year). Selecting the storage locations Acclipse Document Manager Administration Guide 25

33 Set up Contacts window To select the client fields you want displayed in the Contacts window: 1. Select the Contacts tab for Outlook integration. 2. Tick the client fields you want displayed. TIP: If your client database does NOT contain associated partners and managers you should untick these options. 3. Click Save & Close. Update year folders If your Acclipse Document Manager client subfolders are set up according to calendar or financial year, you need to create and select a new year subfolder at the turn of each calendar or financial year. To do this: 1. Select Tools Options. 2. Select the Integration tab. 3. Select the Document Management or Directories tab. 4. Click Default Subfolders. 5. Click the arrow beside Add Select Root Folder. 6. Enter 2010 in the New Folder field. 7. Press Enter. 8. Select the 2010 folder. 9. Click Set as Default. 10. Click Save & Close. Changing the default year subfolder to 2010 Acclipse Document Manager Administration Guide 26

34 Categories The categories containing your content are located in the folder tree. You can add, edit, move, sort, hide, protect, and delete categories. Add category To add a category to the folder tree: 1. Select a category to house the new category in. TIP: To add a category to the top level, select Documents on the folder tree. 2. Add the new category using ONE of these methods: Select Content New Category. Click the New Category icon. Right-click the category Select New Category. Press Shift+Insert Insert. 3. Enter the name of the new category in the Title field. 4. Tick or untick the types of documents you wish to display in the category. NOTE: If the document type for a document does NOT match the category it is located in, it will NOT display in that category in the user module. To see which documents in a category are hidden from the user module, click the Toggle Category File Type Filter icon. 5. Tick Do not display to hide the category from the user module (if required). 6. Tick Category has custom view to enable users with access to edit the category using the Custom View Editor. 7. Enter a password in the Password field if you wish to restrict access to the new category in the user module. IMPORTANT: The password will only restrict access to this category. Subcategories within the category will remain accessible unless you assign a password to them too. 8. Tick Do NOT display if you wish to hide the category from the user module. TIP: You might wish to hide a category while you are working on it. 9. Click Save & Close. NOTE: If you do NOT see your changes reflected in the user module, press F5 to refresh your screen. Acclipse Document Manager Administration Guide 27

35 Adjust category properties Adding a new category You can make the following changes to a category: Rename it Adjust the types of documents that can display in it Hide or show it in the user module Enable or disable it for custom view Assign or remove a password Rename category To rename a category: 1. Select the category. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Enter the new title in the field provided. 4. Click Save & Close se. Acclipse Document Manager Administration Guide 28

36 Adjust types of documents that can display in category To change the types of documents that can display in the category: 1. Select the category. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Tick or untick the document types as required. 4. Click Save & Close. Hide category NOTE: If the document type for a document does NOT match the category it is located in, it will NOT display in that category in the user module. To see which documents in a category are hidden from the user module, click the Toggle Category File Type Filter icon. You can hide a category from the user module. This is useful when you are working on documents contained in it. Once you have finished with the documents, you can show the category in the user module. To hide a category: 1. Select a category. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Tick Do not display to hide the category. NOTE: To show the category again, untick Do not display in user module. 4. Click Save & Close. Acclipse Document Manager Administration Guide 29

37 Set category to custom view You can set a category so it displays like a web page in the documents area of the user module. Once you have done this you can open and edit the category using the Custom View Editor. To set a category to custom view: 1. Select the required category. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Tick Category has custom view. TIP: Click Edit to open the Custom View Editor and customise the way the category displays in the user module. 4. Click Save & Close. NOTE: When a category has been set to set to custom view, it will have a web tree. icon on the folder MORE: See Set up intranet view documents for information on using the Custom View Editor to set up intranet documents and categories. Setting a category to custom view so you can edit it using the Custom View Editor Acclipse Document Manager Administration Guide 30

38 Protect category with password You can restrict access to a category for particular team members by only giving the category password to specific team members. This enables you to securely store sensitive content in a convenient location where only management, for example, can access it. NOTE: The password will only restrict access to this category. Subcategories within the category will remain accessible unless you assign a password to them too. To assign a password to a category: 1. Select the category. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Enter a password in the Password field. NOTE: To remove a password from a category, delete the contents of the Password field. 4. Click Save & Close. Trying to access a password-protected category The title and description of a document in a password-protected category will display in search results. Consequently Acclipse recommends you rename a document if it has a sensitive title or description. If a team member tries to open a document in a password-protected category, they will be prompted to enter the password for the category. Move category You can move a category up, down, left, or right to change the order in which it display in the administration and user modules. To do this: 1. Select the category or subcategory you wish to move. 2. Change the order using ONE of these methods: Select Content Move Up or Move Down. Click the Move Up or Move Down icons. Right-click the category Select Move Up or Move Down. 3. Move a subcategory to the category above or below it using ONE of these methods: Select Content Move Left or Move Right. Click the Move Left or Move Right icons. Right-click the category Select Move Left or Move Right. Acclipse Document Manager Administration Guide 31

39 Delete category Before you can delete a category, you need to remove all the documents contained in it. To delete a category: 1. Select the category you wish to delete. 2. Delete it using ONE of these methods: Select Content Delete. Click the Delete icon. Right-click the category Select Delete Category. Press Delete. 3. Click Yes to proceed with the deletion. Acclipse Document Manager Administration Guide 32

40 Templates Applying templates to documents ensures consistent formatting, helps standardise your client correspondence, and saves hours of formatting time. Templates are especially useful for client documents and invoices. You can adjust the default Acclipse templates to suit your organisation s requirements, create new templates with replace fields and standard text marks, associate templates with particular types of documents, and more. Before you add documents to Acclipse Document Manager, we recommend you set up your templates. All templates are stored in the Templates category on the folder tree, which contains the following types of templates: Business Used when team members merge documents (eg letters and fax sheets) Document Used when you create new Acclipse Document Manager content (eg checklist and procedure templates) Invoicing Applied when invoices are generated Types of templates Example of business templates team members can use when merging documents Acclipse Document Manager Administration Guide 33

41 Create template You can add as many templates as you like. For example, you could create a report business template for team members to use when sending a report to a client. To create a new template: 1. Select the Templates category. 2. Select Business, Document, or Invoicing as required. 3. Right-click the white space in the information panel Select New Document. 4. Ensure Create New is selected. 5. Click the arrow below Create New Select the required template type. TIP: Select Word Document if you are creating a business or invoicing template. 6. Ensure Enable Document Collaboration is NOT ticked. 7. Enter a name for the template in the field provided. 8. Enter a description and keywords in the fields provided. 9. Click the arrow beside the Type field Select Other. 10. Click Finish A blank Word document opens. 11. Enter and format text in the template as required 12. Save your changes. Creating a template Acclipse Document Manager Administration Guide 34

42 Create style template You can create a template that specifies your organisation s font style size and apply this to intranet documents using the Create Document feature. To create a style template: 1. Select the Templates category. 2. Select Business. 3. Right-click the white space in the information panel Select New Document. 4. Ensure Create New is selected. 5. Click the arrow below Create New Select Word Document. 6. Ensure Enable Document Collaboration is NOT ticked. 7. Enter a name for the template in the field provided (eg style template). 8. Enter a description and keywords in the fields provided (if required). 9. Click the arrow beside the Type field Select Other. 10. Click Finish A blank Word document opens. 11. Position your cursor where you wish the contents of the intranet document (or typed text from Word) to be inserted when you merge the document with your template using the Create Document feature. 12. Click Standard Text Mark on the Acclipse Merge Fields toolbar. TIP: If you do NOT see this toolbar, select View Toolbars Acclipse Merge Fields. 13. Select the standard text mark you have inserted. 14. Apply your font and style to the selected standard text mark (eg Verdana 10 pt). TIP: Ensure the style is set to Normal in the Styles in Formatting field. 15. Save your changes. Setting up a style template In this example Verdana 11 has been applied to the standard text mark Acclipse Document Manager Administration Guide 35

43 View of document before it is merged with a style template View of document after it is merged with a style template In this example the font has been changed from Times New Roman 12 to Verdana 11 Edit template You can modify the default Acclipse templates or your own templates at any stage. For example, you can adjust the font used in the template to suit your organisation s requirements and add your logo. To adjust an existing template: 1. Select Templates on the folder tree. 2. Select the required category. 3. Select the template. 4. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 5. Click Edit Document. 6. Make the required changes. TIP: You can add replace fields and a standard text mark to a template. 7. Save your changes. Acclipse Document Manager Administration Guide 36

44 Add merge functionality to template You can add replace fields and a standard text mark to a template using the buttons on the Acclipse Merge Fields toolbar in Word. TIP: If you do NOT see the toolbar, select View Toolbars Acclipse Merge Fields. Acclipse Merge Fields toolbar in Word 2003 Acclipse Merge Fields buttons under Insert tab in Word 2007 Add replace fields in template Acclipse Merge Fields buttons under Insert tab in Word 2010 Replace fields prompt team members to enter appropriate information when they merge a document with the template. If there is more than one instance of a replace field in a document, this is indicated as linked and all instances of the field are replaced with the text the user enters in the Replace Fields window. To insert replace fields: 1. Open the properties window of the template you wish to edit. 2. Click Edit Document. 3. Position the cursor where you wish to insert the field. 4. Press the open square bracket [. 5. Enter a description or prompt for the field. 6. Press the closed square bracket ]. Acclipse Document Manager Administration Guide 37

45 In the following example [name], [your name], and [your role] have been added as replace fields. These prompt team members to enter relevant information when they merge a document with the template. Adding replace fields to a template Replacing fields in a report document merged with a report template Acclipse Document Manager Administration Guide 38

46 Add standard text mark in template A standard text mark specifies where content should be inserted when a document is merged with a template. Standard text marks are usually inserted in the body section of a template. For example, you could have a letter template with an introduction, then a standard text mark, and then a closing section. When a team member merges a document with this template, the document text will display between the introduction and closing section (ie the document will form the body of the letter). To add a standard text mark to a template: 1. Open the properties window of the template you wish to edit. 2. Click Edit Document. 3. Position the cursor where you wish to insert the standard text mark. TIP: Ensure the Insert tab is selected if you are using Word 2007 or Click Standard Text Mark on the Acclipse Merge Fields toolbar or group. 5. Save your changes. Inserting a standard text mark (Word 2003) Inserting a standard text mark (Word 2007) Acclipse Document Manager Administration Guide 39

47 Body start and end tags When you set up your documents in Acclipse Document Manage you can include body start and body end tags to specify which section of a document should be included during a merge. For example you could place tags around the core information in a document. When you merge a document containing body start and end tags with a template that has a standard text mark, the area between the body start and end tags will be inserted where the standard text mark is located in the template. MORE: See Add Body Start and Body End tags for more information on adding body start and end tags in a document. Example of body start and end tags in a document enclosing the key part of a document The following images illustrate the process of merging a document containing body start and end tags with a template containing a standard text mark. View of template containing standard text mark Acclipse Document Manager Administration Guide 40

48 View of document containing body start and end tags before it is merged with this template View of document merged with this template The text between the body start and end tags has been inserted where the standard text mark was located in the template. Nothing outside the body start and end tags has been added during the merge Acclipse Document Manager Administration Guide 41

49 Assign template to document type You can assign a document template (eg a checklist template) to a document type. If you do so, new documents of that type will automatically be created with the assigned template, saving you time and ensuring consistent formatting. To assign a template to a document type: 1. Select Content Document Types. 2. Select a document type. 3. Click the arrow beside the Default Template field Select the required document template. 4. Click Save & Close. Assigning a default template Acclipse Document Manager Administration Guide 42

50 Documents Your organisation s documents display in their respective categories in the information panel. To view available descriptions for document titles: 1. Select a category. 2. View the descriptions for the documents contained in it using EITHER of these methods: Select View Details. Click the Details icon. Adding documents Viewing document descriptions Once you have set up your templates you can add documents to Acclipse Document Manager by: Importing documents or a folder of documents from your computer Moving or copying existing documents Creating new documents Adding links to websites Acclipse Document Manager Administration Guide 43

51 Move or copy existing document To copy or move a document on your computer to Acclipse Document Manager: 1. Select the category or subcategory you wish to add the document to. 2. Open the New Document window using ONE of these methods: Select Content New Document. Click the New Document icon. Right-click the category Select New Document. Press Insert. 3. Select Link To. 4. Ensure Existing Document is selected. 5. Upload the document: a. Click the browse icon beside the Filename field. b. Locate and select the document. c. Click Open. 6. Select EITHER of these options: Move Document Moves document from current location to Acclipse Document Manager. Copy Document Retains copy of document in current location and adds copy to Acclipse Document Manager. 7. Tick Enable document collaboration to enable more than one person to use the document simultaneously. NOTE: Documents set up for collaboration are NOT searchable. 8. Enter a title for the document in the Name field. 9. Enter a description for the document in the Description field. 10. Enter keywords in the Keywords field. 11. Specify an expiry date for the document to make it unavailable after a specified date (if required): a. Tick Expires. b. Select an expiry date. 12. Click the arrow beside the Type field Select a document type. NOTE: If a document template is associated with the selected document type it will NOT be applied to this document. The copied document will retain its formatting and layout. Document templates are only applied when entirely new documents are created. 13. Tick the categories you wish to display the document in. 14. Associate an invoice with the document (if required): a. Enter a default invoice description in the Invoice Text field. b. Enter a default amount (exclusive of GST) in the Invoice Amount field. c. Tick Create Invoice. 15. Click Finish. Acclipse Document Manager Administration Guide 44

52 Adding an existing document to Acclipse Document Manager Acclipse Document Manager Administration Guide 45

53 Add new document To add a new document: 1. Open the New Document window using ONE of these methods: Select Content New Document. Click the New Document icon. Right-click the category Select New Document. Press Insert. 2. Ensure Create New is selected. 3. Click the arrow in the field beneath Create New Select ONE of these file types: Word Document Excel Document PowerPoint Document Simple Document TIP: The Simple Document option adds a short item directly to the user module. It is generally used for news items. The description text is limited to 256 characters. If you require a more extensive document description, select Word Document instead. 4. Tick Enable document collaboration to enable more than one person to use the document simultaneously. NOTE: Documents set up for collaboration are NOT searchable. 5. Enter a title for the document in the Name field. 6. Enter a description for the document in the Description field. 7. Enter keywords in the Keywords field. NOTE: Depending on the team member's view settings, the document description and keywords might not display. 8. Tick Expires to have the document available for a specified time period (if required). 9. Select an expiry date. 10. Click the arrow beside the Type field Select a document type. NOTE: If a template is linked to the document type, the template layout, formatting, and content will be applied to your new document. 11. Tick any additional categories you wish to display the document in. NOTE: If the category has NOT been set up to display the selected document type, it will NOT display in the user module. 12. Associate an invoice with the document (if required): a. Enter a default description for the invoice in the Invoice Text field. b. Enter a default amount (exclusive of GST) in the Invoice Amount field. c. Tick Create Invoice. 13. Click Finish The new Word, Excel, or PowerPoint document opens. Acclipse Document Manager Administration Guide 46

54 Adding a new document to Acclipse Document Manager Acclipse Document Manager Administration Guide 47

55 Create new document with custom intranet view When you create an intranet view document it displays in the user module like a web page instead of opening in another program like Word or Excel. Intranet view documents are marked with an intranet icon in the administration module and with a web icon in the user module. To create an intranet view document: 1. Open the New Document window using ONE of these methods: Select Content New Document. Click the New Document icon. Right-click the category Select New Document. Press Insert. 2. Ensure Create New is selected. 3. Click the arrow in the field beneath Create New Select Intranet Document View. 4. Enter a title for the document in the Name field. 5. Enter a description for the document in the Description field. 6. Enter keywords in the Keywords field. 7. Tick Expires to have the document available for a specified time period (if required) Select an expiry date. 8. Click the arrow beside the Type field Select a document type. 9. Tick any additional categories you wish to display the document in. NOTE: If the category has NOT been set up to display the selected document type, it will NOT display in the user module. 10. Click Finish The new document opens in the Custom View Editor. 11. Set up the new document as required using the HMTL editor buttons. MORE: See Set up intranet view documents for information on using the Custom View Editor to set up intranet documents and categories. Preparing to add an intranet view document to Acclipse Document Manager Example of intranet view document added to the News category Acclipse Document Manager Administration Guide 48

56 Example of unopened Intranet view document in the user module Replace existing document with updated version If you update a document you have added to Acclipse Document Manager, you can replace the existing version with your new version, instead of having to delete and re-add the document. To replace a document in Acclipse Document Manager with an updated version of it: 1. Locate and select the document you wish to replace. 2. Replace the document using EITHER of these methods: Select Content Replace Document. Click the Replace Document icon. 3. Click the browse icon Locate and select the updated version of the document Click Open. 4. Select EITHER of these options: Move Document to move the updated document from its location to Acclipse Document Manager. Copy Document to copy the updated document from its location to Acclipse Document Manager. 5. Click OK. 6. Click Yes to confirm your intended action. Replacing a document with an updated version Acclipse Document Manager Administration Guide 49

57 Import folder of documents In addition to adding content from suppliers to Acclipse Document Manager, you can import any folder containing subfolders and documents. For example, you might wish to import a large folder on your hard drive containing several subfolders. When you import a folder, any subfolders contained in it remain intact. A copy of the folder remains in the original location. To import a folder of documents: 1. Select File Import. 2. Select the folder of documents you wish to import: a. Click the browse icon beside the Directory field. b. Locate and select the folder. c. Click OK. 3. Enter a name in the Publisher field if you are importing documents from an external source. 4. Enter your name in the Author field. 5. Click the arrow beside the Document Type field Select the document type. TIP: If you are importing a diverse range of documents, select Other as the Document Type. NOTE: If there is a document template associated with the selected document type it will NOT be applied to the imported documents. Document templates are only applied when entirely new documents are created. 6. Click the arrow beside the Status field Select EITHER of these options: Draft Documents display in the Draft subfolder under Status on the folder tree. They remain hidden from the user module until you change their status to published. Published Documents display in the user module as soon as they are imported. 7. Select a category to import the documents to: a. Click the browse icon beside the Category field. b. Select a category or subcategory to house the folder in or create a new category by selecting the location for the category and entering a name for it in the New Category field. c. Click OK. 8. Click Import Documents. NOTE: If the folder contains several subfolders and documents, the import process will be slower. Each document is indexed to enable full text searching, which can further slow the process. 9. Click Yes to proceed with the import. Importing a folder of documents from your computer Acclipse Document Manager Administration Guide 50

58 Add link to website You can add links to websites your organisation uses frequently. This is similar to adding documents. To add a link: 1. Select the category or subcategory you wish to add the link in. 2. Open the New Document window using ONE of these methods: Select Content New Document. Click the New Document icon. Right-click the category Select New Document ument. Press Insert. 3. Select Link To. 4. Select Website. 5. Enter the address of the website in the URL field. 6. Enter a title for the link in the Name field. 7. Enter a description for the new document in the Description field. 8. Enter keywords in the Keywords field. NOTE: Depending on the team member's view settings, the document description and keywords might NOT display. 9. Tick Expires to have the document available for a specified time (if required) Select an expiry date. 10. Click the arrow beside the Type field Select a document type. TIP: Select Other if the existing document types do NOT apply. 11. Tick any additional categories you wish the links to display in. 12. Click Finish. Adding a website link Acclipse Document Manager Administration Guide 51

59 Set up document for joint use You can set up a document to enable more than one person to work on it simultaneously. If you do, this is indicated in the document s properties. NOTE: Documents set up for collaboration are NOT searchable. To set up an Excel or Word document for collaboration: 1. Open the administration module. 2. Open the New Document window using ONE of these methods: Select Content New Document. Click the New Document icon. Right-click the category Select New Document. Press Insert. 3. Tick Enable Document Collaboration. Ensuring several people can work on a new document you add Checking a document s properties to see whether several people can use it simultaneously Acclipse Document Manager Administration Guide 52

60 Open and view document To open and view a document: 1. Select a document in the information panel. 2. Open it using ONE of these methods: Select Content Open Document. Click the Open Document icon. Right-click the document Select Open Document. Press Enter. 3. Close the document without modifying it. Edit document To edit a document: TIP: To modify a document, you need to open it using the Edit Document button on the Document Properties window. 1. Select the document. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Click Edit Document. 4. Make the required changes. 5. Save the document. 6. Click Save & Close on the Document Properties window. Preparing to edit a document Acclipse Document Manager Administration Guide 53

61 Add links in document or spreadsheet The Link Document button enables you to insert links in a Word or Excel document to other documents in Acclipse Document Manager. To insert links in a document: 1. Open the properties window for the document. 2. Click Edit Document. 3. Locate the cursor where you wish to add the link or highlight the text you wish to convert to a link. TIP: Ensure the Insert tab is selected if you are using Office 2007 or Click Link Document The Select Document(s) window opens, displaying your documents. 5. Select the relevant document category. 6. Select the required document. 7. Click OK The title of the selected document displays as a link in your document. Adding a link in a Word document to another document in Word 2003 Adding a link in a Word document to another document in Word 2007 Acclipse Document Manager Administration Guide 54

62 Add merge functionality to document Adding a link in an Excel 2003 spreadsheet to another document You can add merge functionality to a document using the buttons on the Acclipse Merge Fields toolbar. These buttons enable you to: Add client fields that will be automatically replaced with details from your client database Add replace fields that prompt team members to enter information Add body start and body end tags to specify which section of a document should be merged Add a standard text mark to specify where content should be inserted Acclipse Merge Fields toolbar in Word 2003 Acclipse Merge Fields toolbar in Word 2010 TIP: If you do NOT see these functions, you can access the relevant FAQ at Acclipse Document Manager Administration Guide 55

63 Adding body start and body end tags You can use body start and body end tags to demarcate which section of a document to include when an instance of the document is merged with a template and with client details. Inserting the tags enables you to: Exclude extra spacing at the top and bottom of the document when it is merged with a business template (eg a letter or fax template). Exclude any instructions or comments in the document that you do NOT want included in the client version of the document. Exclude structure that is NOT required for client documents. For example, you could exclude the default address and date of a letter provided by a content publisher. When you set up your documents in Acclipse Document Manager you can include body start and body end tags to specify which section of a document should be included during a merge. For example you could place tags around the core information in a document. When you merge a document containing body start and end tags with a template that has a standard text mark, the area between the body start and end tags will be inserted where the standard text mark is located in the template. Example of body start and end tags in a document enclosing the key part of a document Acclipse Document Manager Administration Guide 56

64 The following images illustrate the process of merging a document containing body start and end tags with a template containing a standard text mark. View of template containing standard text mark View of document containing body start and end tags before it is merged with this template Acclipse Document Manager Administration Guide 57

65 View of document merged with this template The text between the body start and end tags has been inserted where the standard text mark was located in the template. Nothing outside the body start and end tags has been added during the merge Acclipse Document Manager Administration Guide 58

66 View body start and end tags You need to switch on Bookmarks to view the body start and body end tags. You can do this using EITHER of these methods: Follow these steps if you are running Office 2003: 1. Select Tools Options. 2. Ensure the View tab is selected. 3. Tick Bookmarks. 4. Click OK. Follow these steps if you are running Office 2007: 1. Select the Office button Word Options. 2. Click Advanced. 3. Tick Bookmarks under Show document content. 4. Click OK. Follow these steps if you are running Office 2010: 1. Select the File tab. 2. Click Options. 2. Click Advanced. 3. Tick Bookmarks under Show document content. 4. Click OK. Making Bookmarks visible in Word 2003 and 2007 Acclipse Document Manager Administration Guide 59

67 Insert body start and end tags To insert body start and body end tags: 1. Open a Word document. 2. Place your cursor at the beginning of the text you want included in the client version of the document. TIP: Ensure the Insert tab is selected if you are using Office 2007 or Click Body Start on the Acclipse Merge Fields toolbar or group. 4. Place your cursor at the end of the text you want included in the merged version of the document. 5. Click Body End. 6. Save the document. In the following example, the body start tag has been placed immediately before the body of the letter. TIP: Acclipse recommends you place body start and body end tags around the content of a letter so that the rest of the letter details are excluded. This prevents the date, address, and salutation details doubling up when team members merge the document with a letter template. Adding a body start and a body end tag to a document in Word 2003 Acclipse Document Manager Administration Guide 60

68 Adding a body start and a body end tag to a document in Word 2007 Acclipse Document Manager Administration Guide 61

69 Add client fields You can add client fields, a date, and a document reference field to a document. If you add client fields to a document or template they will automatically be replaced with the relevant details from your client database each time a team member creates an instance of the document for a client. MORE: See the appendix for a list of available client fields for APS Advance, MYOB AO, MYOB PMA, MYOB Viztopia, Outlook, Sage HandiSoft, or Tax Assistant integration. Adding an automatic date field inserts the current date whenever the document is opened. Adding a document reference generates a unique number each time the document is merged. To add client fields, a date, and a document reference field to a document or template: 1. Locate the cursor where you wish to insert the client field. TIP: Ensure the Insert tab is selected if you are using Office 2007 or Click Client Field on the Acclipse Merge Fields toolbar The Insert Client Field window opens, displaying available fields and action buttons. 3. Select the required client field from the list (eg address1) Click Field. 4. Add additional client fields using the action buttons as required: Enter Adds a return Space Adds a space Tab Moves the cursor to the next tab position Comma Adds a comma 5. Click Auto Date to insert an automatic date field. 6. Click Doc Ref to have a unique number generated each time the document is merged. 7. Click Close. Inserting client fields using Word 2003 Acclipse Document Manager Administration Guide 62

70 Add replace fields with square brackets to document Replace fields prompt team members to enter appropriate information when they merge a document with a template. If there is more than one instance of a replace field in a document, all instances of the field will be replaced with the text the user enters in the Replace Fields window. You can either use square bracket or custom form replace fields. Square bracket replace fields are ideal for regular replace fields while custom form fields cater for more complex requirements. Acclipse recommends square brackets because they are easy to use and support the standard text mark functionality in Acclipse Manager. MORE: See Microsoft Word Help for more information on custom text form fields. TIP: If your organisation has Acclipse Manager and you wish to include documents in the body of an , you should use square brackets. The body of an is in text-only format and does NOT recognise form fields. To insert replace fields using square brackets: 1. Place your cursor where you wish to insert the field. 2. Press the open square bracket [. 3. Enter a description or prompt for the field. 4. Press the close square bracket ]. Replace fields in a document Acclipse Document Manager Administration Guide 63

71 Add custom replace fields to document To add a custom form replace field to a document: 1. Open the properties window for the document you wish to edit. 2. Click Edit Document. 3. Use EITHER of these methods to display the Text Form Field icon: Select View Toolbars Forms if you are using Word 2003 to display the Forms toolbar. Follow these steps if you are using Word 2007: a. Select the Office button Word Options. b. Select Popular. c. Tick Show Developer tab in the Ribbon. d. Click OK. 4. Place your cursor where you wish to insert the replace field. 5. Use EITHER of these methods to insert the field: Click the Text Form Field icon on the Forms toolbar if you are using Word 2003 A grey field appears in your document. Select the Developer tab if you are using Word 2007 Click the arrow beside the Legacy Tools icon Click the Text Form Field icon. 6. Double-click the grey form field. 7. Enter the required text for the field in the Default Text field. 8. Click OK. Forms toolbar in Word 2003 Text Form Field icon in Word 2007 Acclipse Document Manager Administration Guide 64

72 Notify team members of new and updated content Notifier enables you to send an to all team members that lists up to 100 documents added or updated over a specified time. To set up Notifier and send the 1. Open the administration module. 2. Select Tools Options. 3. Select the Notifier tab. 4. Update the Changes Since fields with the required date and time. 5. Enter a subject for the notification in the Subject field. 6. Enter the introductory text for the body of the in the Message field. NOTE: This text will display above the list of new and updated documents. 7. Click Preview to view the list of new documents. a. Select the Recipients tab to view the list of addresses the message will be sent to. b. Untick any team members who should NOT receive the (if required). c. Click Send . NOTE: If you do NOT wish to preview the , click Send at the bottom of the Options window. 8. Click Save & Close. Setting up Notifier Acclipse Document Manager Administration Guide 65

73 Manage documents Previewing the documents that will be listed as new in the notification You can edit a document, move it up or down the display order, have it appear in more than one category, protect it from automatic content updates, mark it as read-only, identify whether it is hidden from the user module, add notes about it, change its status, expire it, remove it, and delete it. Move document up or down You can change the order in which the documents in a category display in the user and administration modules. To do this: 1. Select the document you wish to shift. 2. Move it using ONE of these methods: Select Content Move Up or Move Down. Click the Move Up or Move Down icons. Right-click the category Select Move Up or Move Down. Acclipse Document Manager Administration Guide 66

74 Sort documents in category You can order documents in a category by clicking the following column headers in the information panel or selecting Content Sort: Name Documents are listed according to title in alphabetical or reverse alphabetical order. Description Documents are listed according to description in alphabetical or reverse alphabetical order. Modified Documents are listed according to the date they were modified in ascending or descending order. Order Documents are listed according to ascending or descending order number. Sorting documents in a category according to name Acclipse Document Manager Administration Guide 67

75 Add document to additional category When a document is added to Acclipse Document Manager, a category is assigned to it. You can move the document to a different category or copy it to additional categories. Documents will only display in the categories they are assigned to. To add a document to another category: 1. Select the document you wish to add to an additional category. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Select the Section(s) tab. 4. Tick the categories you wish to add the document to. 5. Untick the categories you wish to remove the document from. 6. Click Save & Close ose. NOTE: You can also add a document to an additional category by dragging and dropping it. Adding document to additional category Acclipse Document Manager Administration Guide 68

76 Protect document You can adjust the contents of documents supplied by a content publisher. If you do so, Acclipse recommends you protect the document from future updates and note your changes in the Notes tab of the Document Properties window. This ensures future updated versions of the document from the content publisher will NOT be published automatically. To protect a document from future automatic updates: 1. Select the document. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties ies. 3. Ensure the Details tab is selected. 4. Tick Protect This prevents future updates to the document from your content publisher replacing the current version. NOTE: If you click the Edit Document button on the Document Properties window, a document will automatically be protected. 5. Click Save & Close. Protecting a document from automatic content updates Acclipse Document Manager Administration Guide 69

77 Set document as read-only When you create a new document in Acclipse Document Manager it is automatically set as read-only. Team members can adjust the contents of the document by creating a version of it for a client using the Create Document feature. The changes they make will NOT replace the document you created. To ensure a document is set as read-only: 1. Select the document. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Ensure the Details tab is selected. 4. Tick Read Only. 5. Click Save & Close. Ensuring a document is set as read-only Acclipse Document Manager Administration Guide 70

78 Add notes about document To add notes about a document: 1. Select the document. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Select the Notes tab. 4. Enter your notes in the Notes field. 5. Click Save & Close. Change document status To change the status of a document: Adding a note 1. Select the document. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Ensure the Details tab is selected. 4. Click the arrow beside the Status field Select ONE of these options: Published Document displays in user module. Draft Document is hidden from user module. Deleted Document is removed from user module. 5. Click Save & Close. Acclipse Document Manager Administration Guide 71

79 Expire document If you want a document hidden from the user module from a certain date, you can set an expiry date for the document. To do this: 1. Select the document. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Ensure the Details tab is selected. 4. Tick Expires. 5. Click the arrow beside the Expires field Select an expiry date. 6. Click Save & Close. Setting an expiry date Acclipse Document Manager Administration Guide 72

80 Remove document You can display a document in more than one category. Removing a document from a category does NOT delete it, but moves it to No Section Assigned on the folder tree. If you remove a document that resides in more than one category, a popup window will inform you of the other location(s) of the document. To remove a document from a category: 1. Select the category containing the document. 2. Select the document. TIP: To select several documents, hold down Shift while you press the up or down arrows. 3. Remove the document using ONE of these methods: Select Content Remove Document from Category. Click the Remove Document icon. Right-click the document Select Remove Document from Category. 4. Click Yes to confirm the removal. Example of message indicating additional location of removed document Acclipse Document Manager Administration Guide 73

81 Permanently delete document To permanently delete a document from Acclipse Document Manager, you need to change its status and then delete it. To permanently delete a document: 1. Click the expand icon beside Status on the folder tree. 2. Select Deleted. 3. Select the document you wish to delete. 4. Delete the document permanently using ONE of these methods: Select Content Delete. Click the Delete icon. Right-click the document Select Delete Document. Press Delete. 5. Click Yes to confirm the deletion. Permanently deleting a document Acclipse Document Manager Administration Guide 74

82 Manage document types Acclipse Document Manager includes a default list of document types. You can add your own document types and change the document template associated with a document type. You should assign a document type to each document. Doing so enables team members to search for documents according to type. Identify hidden documents If a document's type does NOT match the category it is located in, it will NOT display in the user module. To determine which documents in a category are visible or hidden in the user module: 1. Select a category or subcategory. 2. See which documents in the category are visible in the user module using ONE of these methods: Select View Category Filter. Click the Category Filter icon. Right-click the category Select View Category Filter. 3. View all documents in the category using ONE of these methods: Select View Category Filter. Click the Toggle Category File Type Filter icon. Right-click the category Select View Category Filter. Documents visible in the user module Icon is red All documents in the category Icon is green Acclipse Document Manager Administration Guide 75

83 Change document type To change a document type: 1. Select a document. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Ensure the Details tab is selected. 4. Click the arrow beside the Type field Select the required type. NOTE: If the document type you require is NOT on the list, click the browse field Create a new document type. 5. Click Save & Close. icon beside the Type Add custom document type To add your own document type: Changing the document type 1. Select Content Document Types. 2. Click the New Item icon. 3. Enter a name for the new document type in the Description field. 4. Enter comments about the new document type in the Details field (if required). 5. Select a default template to use as a base whenever you add a new document of this type. 6. Untick Active if you want the new document type to remain hidden from the user module until you are ready to show it. 7. Click Save & Close. Acclipse Document Manager Administration Guide 76

84 In the example below, an FAQ document type has been created and associated with an FAQ template. When you create a new Word document with this document type, Word will open and display the FAQ template as the base for the new document. When a team member uses Search to find the new document, they will be able to search according to the FAQ document type. Edit document type To edit an existing document type: Adding a document type 1. Select Content Document Types. 2. Select the document type you wish to edit. 3. Modify the name of the document type in the Description field (if required). 4. Modify the description for the document type in the Details field (if required). 5. Click the arrow beside the Default Template field Select a different template (if required). 6. Tick or untick Active as required. 7. Click Save & Close. Delete document type To delete a document type: 1. Select Content Document Types. 2. Select the document type you wish to delete on the left. 3. Click the Delete icon. NOTE: If a document type has been assigned to any existing documents you will NOT be able to delete it. Acclipse Document Manager Administration Guide 77

85 Set up intranet view category or document Once you have set up a category or document for custom view you can use the Custom View Editor to display images, document content, links to documents, and more right inside the documents area of the user module. The Custom View Editor is similar to Word. It enables you to add and format text, images, links, tables, and more. NOTE: If you are familiar with HTML you can also edit an intranet view category or document in the code, however this is NOT required. Example of intranet view document in user module Using the Custom View Editor in the administration module to edit an intranet view document or category Acclipse Document Manager Administration Guide 78

86 Open custom view category in Custom View Editor To open and edit a category that has been set up for custom view: 1. Select a category that has been set up for custom view. 2. Open it in the Custom View Editor using ONE of these methods: Click the Edit category custom view icon. Right-click the custom category Select Edit Custom View. Access the properties for the category Click Edit. Preparing to open a custom view category in the Custom View Editor Open intranet view document in Custom View Editor To open and edit an intranet view document you have added: 1. Locate and select the intranet view document. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Click Edit Document. Acclipse Document Manager Administration Guide 79

87 Custom View Editor functions The table outlines what you can do with the Custom View Editor buttons. Save Print Spelling Cut Copy Paste Paste from Word, strip font Paste Plain Text Undo Redo Find and Replace Hyperlink Manager Remove link Image Manager Set Absolute Position Insert Date Insert Time Save your changes Print the selected page Check for spelling errors Cut selected text or item Copy selected text or item Paste copied item Paste preformatted text from Word Retain formatting but remove unwanted HTML tags Paste text that has no formatting (eg from Notepad) Undo previous action Redo action you have just undone Find and replace text on a page Insert a link to a website or address or create links within a page Remove a link you have added Edit, upload, and manage images Set an image to adjust relative to another element on the page and drag it to the required position Insert current date Insert current time Insert Symbol Insert symbol (eg ) Bold Italics Underline Strikethrough Align Left Align Centre Align Right Bold selected text Italicise selected text Underline selected text Add a line through selected text Align selected item left Align selected item centre Align selected item right Acclipse Document Manager Administration Guide 80

88 Justify Remove Alignment Numbered list Bulleted list Increase Indent Decrease Indent Foreground colour Background colour Stretch text to align with each margin Remove any alignment you have applied to the selected text Convert lines of text to numbered list Convert lines of text to bulleted list Increase indentation of text Decrease or reverse indentation of text Change colour of selected text Change colour of background behind selected text SuperScript Raise and reduce the size of selected text or number (eg x2) SubScript Convert to upper case Convert to lower case Insert table Insert Row Above Insert Row Below Delete Row Insert Column to the left Insert Column to the right Delete Column Merge Cells Horizontally Merge Cells Vertically Split Cell Delete Cell Cell Properties Table Properties Lower and reduce the size of selected text or number (eg H2O) Convert selected text to upper case Convert selected text to lower case Insert a table with as many rows and columns as required. Access the Table Wizard window to modify the table design, properties, cell properties, and accessibility settings. Insert a row above the selected cell Insert a row below the selected cell Delete the selected row Insert a column left of the selected cell Insert a column right of the selected cell Delete the column of the selected cell Merge a selected cell with the adjacent cell to the right Merge a selected cell with the adjacent cell below Split a merged cell into two cells Delete selected cell Open Table Wizard window and adjust cell height, width, alignment, background colour, background image, and more Open Table Wizard window and adjust table height, width, alignment, background colour, background image, cell spacing and padding, borders, and more Acclipse Document Manager Administration Guide 81

89 Show/Hide Table Border Design HTML Preview Show or hide a table border in the editing view Edit the document using the Custom View Editor buttons Edit the document in HTML Preview any changes you make to a document Keyboard shortcuts The table lists the keyboard shortcuts you can use instead of the Custom View Editor buttons. Check spelling Save CTRL+S Copy CTRL+C Bold CTRL+B Print CTRL+P Paste CTRL+V Italics CTRL+I Cut CTRL+X Find and Replace CTRL+F Underline CTRL+U You can click the spelling icon to run a spell check at any time. When you do, words that are spelled incorrectly or that the spellchecker does not recognise are highlighted in yellow. When you click a highlighted word, a list of suggested corrections displays. You can select one of the suggested corrections to accept it, or select one of these options: Ignore Ignore the highlighted word for the selected document Ignore all Ignore all instances of the highlighted word that appear on the document TIP: Instead of selecting Ignore or Ignore all, you can leave the words you do NOT wish to change highlighted and click Finish spellchecking ecking when you have changed the words you wished to modify. Change manually Change the word manually using the field provided TIP: Click an area outside the spell check window to hide it. To display the window again, click a highlighted word. Click Finish spellchecking to finish making corrections while there are still words highlighted in yellow. Click Cancel if you wish to cancel the spell check and reverse any corrections you have applied. Running a spell check Acclipse Document Manager Administration Guide 82

90 Cut, copy, and paste You can cut, copy, and paste text or other items in your document. There are also specialised Paste from Word, strip font, and Paste Plain Text buttons. Paste from Word If you wish to retain the formatting of text you are copying from a Word document, you can paste it into the document using the Paste from Word, strip font icon. To do this: 1. Copy the required text from a Word document. 2. Open the document in the Custom View Editor. 3. Click the Paste from Word, strip font icon. Paste plain text Using the Paste from Word, strip font icon to retain formatting applied to text copied from a Word document You can paste text that has no embedded formatting (eg from a program like Notepad). To paste plain text: 1. Copy the required text (eg from a Notepad document). 2. Position the cursor in the required position. 3. Click Edit. 4. Click the Paste Plain Text icon. Pasting plain text from Notepad to an intranet view document Acclipse Document Manager Administration Guide 83

91 Undo and redo changes When you modify an intranet view document, you can undo and redo your changes by clicking the Undo and Redo icons. You can also click the arrows beside these icons to view and select a specific change or set of changes you wish to undo or redo. Find text in a document Selecting the particular actions you wish to undo You can search for a word or phrase in an intranet view document. To do this: 1. Open the Custom View Editor for the required document. 2. Click the Find and Replace icon. 3. Ensure the Find tab is selected. 4. Enter the word or phrase you wish to find. 5. Tick or untick Match case to restrict the search to the case of the term as you entered it. 6. Tick or untick Match whole words to restrict the search to whole words, rather than sections of words. 7. Select Up or Down to specify the direction of the search. 8. Click Find Next. TIP: You can also press CTRL+F to find an item. Searching for the word risk in a document Acclipse Document Manager Administration Guide 84

92 Replace text on page To find and replace a word or phrase in a document: 1. Open the required document in the Custom View Editor. 2. Click the Find and Replace icon. 3. Select the Replace tab. 4. Enter the text you wish to find in the Find field. 5. Enter the replacement text in the Replace With field. 6. Tick or untick Match case to restrict the search to the case of the term as you entered it. 7. Tick or untick Match whole words to restrict the search to whole words, rather than sections of words. 8. Select Up or Down to specify the direction of the search. 9. Click Find Next. 10. Click Replace to replace the highlighted text. 11. Click Replace All to replace all instances of the text item. Adding links You can add a link in an intranet view document to: A category or document in Acclipse Document Manager A web page An address Create link to category To add a link to a category in Acclipse Document Manager: 1. Open the required intranet view document in the Custom View Editor. 2. Position the cursor where you wish to insert the link. 3. Select Insert Category Link. 4. Select the required category. 5. Click Select. Adding a link to a category Acclipse Document Manager Administration Guide 85

93 Create link to document To add a link to another document in Acclipse Document Manager: 1. Open the required intranet view document in the Custom View Editor. 2. Position the cursor where you wish to insert the link. 3. Select Insert Document Link. 4. Select the required category to locate the document. TIP: You can select All Published to view a list of all published documents. Alternatively you can select Document Type and the appropriate subcategory to view documents according to type. You can also locate documents by selecting the category in which they are stored. 5. Select the document. 6. Click Select. Adding a link to a document Acclipse Document Manager Administration Guide 86

94 Create link to website To add a link to a page in an external website: 1. Select the text you wish to convert to a link. 2. Click the Hyperlink Manager icon. 3. Ensure the Hyperlink tab is selected. 4. Enter or paste the required web address in the URL field. 5. Modify the text in the Link Text field that the visitor will click to access the link (if required). NOTE: If you selected a word in your document before opening the Hyperlink Manager, the word will appear in the Link Text field. 6. Enter text in the Tooltip field that users will see when they hover on the link. 7. Click OK. Adding a link to a website Acclipse Document Manager Administration Guide 87

95 Create link to address To create a link in a document that takes users to an address: 1. Select the text you wish to convert to an link. 2. Click the arrow beside the Hyperlink Manager icon. 3. Select the tab. 4. Enter the address in the Address field. 5. Adjust the text in the Link Text field (if required). 6. Enter a subject for the in the field provided. 7. Click OK. Edit link To edit a link: Setting up a link to an address 1. Right-click the link you wish to edit Select Properties. 2. Adjust the link as required. 3. Click OK. Preparing to edit a link Acclipse Document Manager Administration Guide 88

96 Remove link To remove a link you have added: 1. Place your cursor on the link. 2. Remove the link using EITHER of these methods: Click the Remove Link icon. Right-click the link Select Remove Link. Add image Preparing to remove a link To add an image to a document you have open: 1. Position the cursor where you wish to insert the image. 2. Click the Insert Image icon. 3. Locate and select the required image Click Open. Inserting an image in the intranet view document you have open Acclipse Document Manager Administration Guide 89

97 Set image properties You can adjust the size, border, alignment, and label for an image. To access these options: 1. Right-click the image Select Set Image Properties. 2. Adjust the numbers in the Width and Height fields. TIP: To have the width and height adjusted in relation to each other, click the lock/unlock icon so that the icon locks. 3. Click the arrow beside the Border Colour icon Select a colour for the image border. 4. Click the arrows beside the Border Width field to select the required width. 5. Enter a tooltip for the image in the Image Alt Text field that users will see if they hover on the image. 6. Enter a description for the image in the Long Description field (if required). 7. Click the arrow beside the Image Alignment field Select the required option. 8. Adjust the Margin fields as required. 9. Click OK The image is added to your document. Adjusting the properties of an image Acclipse Document Manager Administration Guide 90

98 Set absolute position You can apply absolute positioning to an image if you wish to drag it and have it display in relation to another element in your intranet view document. To apply absolute positioning: 1. Select the required image. 2. Click the Set Absolute Position icon. 3. Drag the image to the required location. 4. Click Save. Applying absolute positioning to an image and dragging it to the required position Acclipse Document Manager Administration Guide 91

99 Insert current date and time You can add the current date and time to your document. This is useful for recording when the content in the document was last updated. Alternatively, you might wish to specify the date and time from which information you are adding to a document applies. To add the current time or date to your document: 1. Position the cursor where you wish to insert the current date. 2. Click the Insert Date icon. 3. Place your cursor where you wish to insert the current time. 4. Click the Insert Time icon. Insert symbol Adding the current date and time to an intranet view document You can add one of the following symbols to your document by clicking the arrow beside the Insert Symbol field and selecting the required symbol. Adding specialised symbols to an intranet view document Acclipse Document Manager Administration Guide 92

100 Change text or background colour You can change the colour of the text and the background behind it. To access these options: 1. Select the required text. 2. Click the arrow beside the Foreground Colour icon to change the colour of the text Select a colour. 3. Click the arrow beside the Background Colour icon to highlight the text Select a colour. Changing the font colour of the selected text to blue and highlighting it with an orange background Acclipse Document Manager Administration Guide 93

101 Add bulleted and numbered lists You can convert selected lines of text to a bulleted or numbered list and use the Indent To create a bulleted or numbered list: icon to create sublists. 1. Select the required text. 2. Click the Bullets icon to create a bulleted list or the Numbering icon to create a numbered list. To create a sublist: TIP: Acclipse recommends you use bulleted lists for options or points and numbered lists for steps that should be performed in a particular order. 1. Create a bulleted or numbered list. 2. Select the lines you wish to convert to a sublist. 3. Click the Indent icon. TIP: Click the Outdent icon to have a sublist revert to the original bulleted or numbered list. Convert to upper or lower case Creating a bulleted list and sublist You can convert text to upper or lower case by selecting it and clicking the Convert to upper case lower case icons. or Convert to Converting text to upper case Acclipse Document Manager Administration Guide 94

102 Add and modify table You can add a table to your intranet view document and adjust it using the buttons in the table toolbar. Table toolbar Insert table Insert Row Above Insert Row Below Delete Row Insert Column to the left Insert Column to the right Delete Column Merge Cells Horizontally Merge Cells Vertically Split Cell Delete Cell Cell Properties Table Properties Show/Hide Table Border Insert a table with as many rows and columns as required. Access the Table Wizard window to modify the table design, properties, cell properties, and accessibility settings. Insert a row above the selected cell Insert a row below the selected cell Delete the selected row Insert a column left of the selected cell Insert a column right of the selected cell Delete the column of the selected cell Merge a selected cell with the adjacent cell to the right Merge a selected cell with the adjacent cell below Split a merged cell into two cells Delete selected cell Open Table Wizard window and adjust cell height, width, alignment, background colour, background image, and more Open Table Wizard window and adjust table height, width, alignment, background colour, background image, cell spacing and padding, borders, and more Show or hide a table border in the editing view Acclipse Document Manager Administration Guide 95

103 Add table To add a table to a document: 1. Position the cursor where you wish to insert the table. 2. Click the arrow beside the Insert Table icon Hover on the blank squares to select the required number of rows and columns Click the selection. NOTE: You can adjust the number of rows and columns later. 3. Select the edge of the table that displays in your document. 4. Drag a square to enlarge the table. Add row To add a row to your table: Adding a table with four rows and five columns 1. Position the cursor in the cell above or below which you wish to add a row. 2. Add a row above or below it using ONE of these methods: Click the Insert Row Above or Insert Row Below icon. Right-click the cell Select Insert Row Above or Insert Row Below. Right-click the cell Select Set Table Properties Select the Table Design tab Click the Increase or Decrease icons to add or remove rows. Adding rows above or below the selected cell Acclipse Document Manager Administration Guide 96

104 Remove row To delete a row: 1. Select a cell on the row you wish to delete. 2. Delete the row using EITHER of these methods: Click the Delete Row icon. Right-click the cell Select Delete Row. Add column To add a column to your table: 1. Position the cursor in the cell to the left or right of which you wish to add a column. 2. Add a column left or right of the cell using ONE of these methods: Click the Insert Column to the Left or Insert Column to the Right icon. Right-click the cell Select Insert Column to the Left or Insert Column to the Right. Right-click the cell Select Set Table Properties Select the Table Design tab Click the Increase or Decrease icons to add or remove columns. Remove column To delete a column: Adding a column left and right of the selected cell 1. Select a cell in the column you wish to delete. 2. Delete the column using EITHER of these methods: Click the Delete Column icon. Right-click the cell Select Delete Column. Acclipse Document Manager Administration Guide 97

105 Split or merge cell You can merge a cell with the one below or right of it. Once you have merged a cell you can split it to return it to its original state. To access these options: 1. Position the cursor in the cell you wish to merge. 2. Select EITHER of these options: Merge the selected cell with the cell to the right of it using EITHER of these methods: Click the Merge Cells Horizontally icon. Right-click the cell Select Merge Cells Horizontally. Merge the selected cell with the cell below it using EITHER of these methods: Click the Merge Cells Vertically icon. Right-click the cell Select Merge Cells Vertically. 3. Split a cell you have merged using EITHER of these methods: Select the merged cell Click the Split Cell icon. Right-click the merged cell Select Split Cell. Merging cells horizontally and vertically Acclipse Document Manager Administration Guide 98

106 Delete cell To delete a cell: 1. Select the required cell. 2. Delete it using EITHER of these methods: Click the Delete Cell icon. Right-click the cell Select Delete Cell. Preparing to delete a cell Acclipse Document Manager Administration Guide 99

107 Set table properties You can adjust the cell height, width, alignment, background colour, background image, and more using the Table Wizard window. To access these options: 1. Open the Table Wizard window using ONE of these methods: Click the Insert Table icon Click Table Wizard. Click the Table Properties icon. Right-click the table Select Table Properties. 2. Ensure the Table Properties tab is selected. 3. Adjust the table width and height: a. Enter a value in the Height field or click the arrows to adjust the table height. b. Enter a value in the Width field or click the arrows to adjust the table width. NOTE: When you adjust the cell height, all cells in the same row are resized uniformly. When you adjust the cell width, all cells in the same column are resized uniformly. 4. Click the arrows beside the Cell Spacing field to adjust the spacing between cells. NOTE: Cell spacing is the space between each cell. The higher the number you select, the greater the spacing between each cell. 5. Click the arrows beside the Cell Padding field to adjust the spacing between the contents of a cell and its border. NOTE: Cell padding is the spacing between the contents of a cell and its border. 6. Click the arrow beside the Alignment field Select an alignment option (if required). 7. Click the arrow beside the Background Colour field Select a background colour for the table. 8. Click the Image Source icon to select a background image for the table (if required). 9. Enter text in the Id field (if required). 10. Click the arrow beside the Border Colour field Select the colour for the border lines. 11. Click the arrow beside the Border Width field Select a number to specify the border width. 12. Click the icons below Border, Vertical, and Horizontal to select the table lines you wish to apply a border to. 13. Click OK. Acclipse Document Manager Administration Guide 100

108 Setting the table properties Acclipse Document Manager Administration Guide 101

109 Set cell properties You can change the height, width, background, and more for one or more cells you select. To access these options: 1. Access the cell properties area using ONE of these methods: Click the Cell Properties icon. Right-click a cell in the table Select Cell Properties. Right-click a cell in the table Select Table Properties Select the Cell Properties tab. 2. Resize one or more cells: a. Select the cell(s) you wish to resize. TIP: Press CTRL while you click the required cells if you wish to select more than one cell. For example, if you want to resize a whole column, select all the cells in that column. b. Click the arrows beside the Height field to adjust the cell height. c. Click the arrows beside the Width field to adjust the cell width. 3. Click the arrow beside the Content Alignment field Select the required option. 4. Click the arrow beside the Background field Select a background colour for the cell. 5. Click the Image Source icon Locate and select a background image for the cell that you have uploaded to the Image Manager window Click Insert. 6. Enter text in the Id field (if required). 7. Tick no text wrapping to disable text wrapping. 8. Click OK. Adjusting the properties of the selected cells Acclipse Document Manager Administration Guide 102

110 Set accessibility options To set the accessibility options for a table: 1. Open the Table Wizard window using ONE of these methods. Click the Insert Table icon Click Table Wizard. Click the Table Properties icon. Right-click the table Select Table Properties. 2. Select the Accessibility tab. 3. Enter a value below 2 in the Heading rows field. 4. Enter a value below 3 in the Heading columns field. 5. Enter a caption in the Caption field This will display above the table. 6. Click the arrow beside the Caption Align field Select the required alignment for the caption (if applicable). 7. Enter a summary in the Summary field (if required). 8. Tick Associate cells with headers (if required). 9. Click OK. Setting the accessibility options for the selected table Acclipse Document Manager Administration Guide 103

111 Delete table You can delete a table from your document using EITHER of these methods: Select the table border so that small squares display around it Right-click it Select Delete Table. Position the cursor below the table Press Backspace. Editing view options Preparing to delete a table You can view the document you are editing at a size you select. You can also display or hide the table border in the Custom View Editor. Adjusting these options does NOT affect the appearance of the page in the user module. To adjust these viewing options: 1. Click the arrow beside the Zoom field Select the required viewing percentage. 2. Click the table border until small squares display around it. 3. Show or hide the border using EITHER of these methods: Click the Show/Hide Table Border icon. Right-click the table Select Show/Hide Border editing area. icon to show or hide the table border in the Choosing to show the table border and adjust the viewing size Acclipse Document Manager Administration Guide 104

112 Invoicing The invoicing settings enable you to turn invoicing on or off for all Acclipse Document Manager content, enter a GST rate, determine subsequent invoice numbers, and choose to record or generate invoices. NOTE: The Invoicing tab is NOT available if you are integrated to Acclipse Practice Manager. To set up invoicing: 1. Select Tools Options. 2. Select the Invoicing tab. 3. Tick Enable Invoicing to switch invoicing on. TIP: You can untick Enable Invoicing to temporarily switch off invoicing throughout your organisation. You might like to do this while setting up invoice descriptions and amounts for a chargeable document. 4. Enter the number for the next invoice in the Next Invoice Number field (if required). NOTE: Invoice numbers go up in increments of one. 5. Enter the GST rate in the GST Rate field. 6. Click the arrow beside the Invoice Template field Select ONE of these options: Do NOT print invoices Create a record of the invoice without generating it. Select invoice when printing Generate an invoice and enable team members to select the required template. TIP: Select this option if you have created several templates for different situations. Automatically create invoice item Create invoices automatically. Standard Invoice Template Apply the standard Acclipse template. 7. Click Save & Close. Setting up invoicing Acclipse Document Manager Administration Guide 105

113 Associate invoice with document If you associate an invoice with a document, the user will be prompted to record or generate an invoice when they merge the document. To associate an invoice with an existing document: 1. Locate and select the document you wish to associate with an invoice. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Select the Invoicing tab. 4. Enter a default description in the Invoice Text field Team members will be able to adjust this description as required. 5. Enter a default amount (exclusive of GST) in the Invoice Amount field Team members will be able to adjust this amount as required. 6. Tick Create Invoice. 7. Click the browse icon beside the Disbursement field Select a disbursement (if required). 8. Click Save & Close. NOTE: You can also set up invoicing when creating a new document. Associating an invoice with a document In addition to associating an invoice with a document you need to: Enable invoicing across Acclipse Document Manager Check the global invoice settings Choose whether to use the Standard Invoice Template included in Acclipse Document Manager or adjust it to suit your organisation Acclipse Document Manager Administration Guide 106

114 Disable invoicing for document To switch off invoicing for a selected document: 1. Select the document. 2. Access its properties using ONE of these methods: Select Content Properties. Click the properties icon. Right-click it Select Properties. 3. Select the Invoicing tab. 4. Untick Create Invoice. 5. Click Save & Close. Switching off invoicing for a selected document Acclipse Document Manager Administration Guide 107

115 Manage team member profiles The Team Members option under Teams enables you to manage information about the team members in your organisation. You can: Add, edit, and delete team member profiles Assign documents to team member profiles and remove these Remove documents from team member profiles Edit a team member's contact details Add photos of team members Add team roles Link or remove documents from roles Link team members to roles Acclipse Document Manager Administration Guide 108

116 Add profile To add a team member profile: 1. Click the Show Team Members icon to open the Team Member Management window. 2. Ensure the Details tab is selected. 3. Enter a name in the User Name field that the team member will use to log into Acclipse Document Manager. 4. Enter the name of the person the team member reports to in the Reports To field. 5. Enter the team member's phone number or extension in the Phone/DDI/Ext field. 6. Enter the team member's mobile number in the Mobile field. 7. Enter an additional phone number for the team member in the Other Phone field. 8. Click the arrows beside the Start Time field to select the official time the team member begins work. 9. Click the arrows beside the End Time field to select the official time the team member ends work. 10. Enter the team member's address in the field. 11. Tick the team member's role(s) in the Roles field. NOTE: The team member will be listed under the selected role(s) in the Roles/Teams section in the user module. 12. Tick Active to enable the team member to log into Acclipse Document Manager and receive notifications regarding new content. 13. Click the square above the End Time field to add a photo of the team member. 14. Locate and select the photo. TIP: Acclipse recommends the photo is 115 x 125 pixels. 15. Select the Logon Details tab. 16. Enter the team member's logon details in ONE of these fields: First field Enter the team member s Windows login name to have them automatically logged into Acclipse Document Manager via Windows. Second field Enter a password for the team member. NOTE: Team members can change this password once they log into Acclipse Document Manager. Third field Enter the team member s mailbox name to have them automatically logged in when they log into Outlook. 17. Click Save & Close. Acclipse Document Manager Administration Guide 109

117 Edit profile Adding a team member You can edit a team member profile at any stage. To do this: 1. Click the Show Team Members icon. 2. Select a team member name. 3. Edit their details as required. 4. Click Save & Close. Delete profile To delete a team member: 1. Click the Show Team Members icon. 2. Select the team member name. 3. Delete their profile using EITHER of these methods: Select Team Delete Team Member. Click the Delete icon. 4. Click Yes to confirm the deletion. Acclipse Document Manager Administration Guide 110

118 Add document to profile You can add a document to a team member profile that applies to their role. To do this: 1. Select a document in the information panel. TIP: You can add more than one document to a team member profile simultaneously. To select more than one document, click the first document you wish to add Hold down Shift while you press the up or down arrows to select all the documents you require. 2. Add the document using EITHER of these methods: Select Content Add to Team Member. Right-click the document Select Add to Team Member. 3. Select the team member. 4. Click OK. Remove document from profile To remove a document from a team member profile: 1. Click the Show Team Members icon. 2. Select the team member. 3. Select the Documents tab. 4. Select the document you wish to remove. 5. Remove the document using ONE of these methods: Select Team Remove Document from Team Member. Click the Remove Attached Document icon. Right-click the document Select Remove Attached Document. Acclipse Document Manager Administration Guide 111

119 Add team role To add a new team role: 1. Select Organisation on the folder tree. 2. Add a new category for the new role using ONE of these methods: Select Content New Category. Click the New Category icon. Press Shift+Insert Insert. 3. Enter a title for the new team role in the Title field. 4. Tick or untick the list of document types to display in the subcategory as required. 5. Assign a password to the category (if required). 6. Tick Do not display to hide the category from the user module (if required). 7. Click Save & Close. Adding a new team role Acclipse Document Manager Administration Guide 112

120 Link document to role You can link documents to a team role and to a team member. Your changes will be reflected in the Roles/Teams section in the user module. To link a document to a role: Documents linked to roles 1. Select the required document. TIP: You can add more than one document to a role simultaneously. To select more than one document, click the first document you wish to add Hold down Shift while you press the up or down arrows to select all the required documents. 2. Add the document using EITHER of these methods: Select Content Add to Role. Right-click the document Select Add to Role. 3. Select a role. 4. Click OK. Selecting a role to link a document to Acclipse Document Manager Administration Guide 113

121 Reports You can use the reports menu to run reports on document usage throughout your organisation, or for each team member. If you have Acclipse Manager you can also run reports on usage. To run a report: Types of reports you can run 1. Select Reports. 2. Select ONE of these types of reports: Document List Report Lists all documents added or modified over a specified time. Documents Usage Summary Shows usage statistics for specified number of documents over specified time. Usage Summary Shows number and percentage of s filed against each category by each team member over specified time. NOTE: This report is only available with Acclipse Manager. Invoice Summary Lists invoices generated over specified time. 3. Change report specifications such as time periods (if required). 4. Click the Refresh icon to rerun a report with new specifications (if required). 5. Click the Print icon to print a report (if required). 6. Click the Export icon to export a report to Excel or as a PDF (if required). Running a Document List report to see which documents have been added or changed in the specified time period Show/Hide Document Map Next page Stop rendering Print layout First page Last page Refresh Page setup Previous page Back to parent report Print Export Icons available for use when running reports Acclipse Document Manager Administration Guide 114

122 General setup options You can customise Acclipse Document Manager to suit your organisation s requirements by: Setting the home page Adding your organisation s logo and linking it to your website Highlighting new or updated content Setting a follow-up period for Outlook tasks Adding shortcuts to applications frequently used by all team members Modifying the Contacts and Search windows Setting up document tracking Entering default values for replace fields Set home page You can select which category displays when team members open the user module of Acclipse Document Manager or click Home. To do this: 1. Select Tools Options. 2. Ensure the General tab is selected. 3. Click the arrow beside the Default Startup Page field Double-click the category you wish to set as the home page. 4. Click Save & Close. Changing the home page to What's New Acclipse Document Manager Administration Guide 115

123 Add logo and link it to website You can add your organisation s logo above the My Mail-My Calendar-My Tasks panel and make it a link to your organisation s website. Adding your company logo To insert your organisation s logo in the user module and link it to your website: 1. Select Tools Options. 2. Ensure the General tab is selected. 3. Tick Logo. 4. Click the browse icon beside the Logo field. TIP: Acclipse recommends your logo is 177 x 27 pixels or smaller and in.jpg or.gif format. 5. Locate and select your logo. TIP: If you CANNOT see your logo, select its format type in the Files of type field. 6. Click Open. NOTE: The logo needs to be stored in a location all team members can access. 7. Enter your organisation s website address in the Logo URL field to make the logo a link to your site. 8. Click Save & Close. NOTE: If the My Mail-My Calendar-My Tasks panel is disabled, the logo will NOT display. Adding your organisation's logo and making it a link to your website Acclipse Document Manager Administration Guide 116

124 Highlight new or updated content You can have a icon display in the user module beside content that is added or updated daily, weekly, or monthly. To switch this feature on: 1. Select Tools Options. 2. Ensure the General tab is selected. 3. Tick Display New graphic. 4. Click the arrow beside the adjacent field Select ONE of these time periods: In the last day In the last week In the last month 5. Click Save & Close. NOTE: If you do NOT want the icon displayed, untick Display New graphic. Choosing to highlight content added or updated content in the last week Acclipse Document Manager Administration Guide 117

125 Set follow-up period for tasks Team members can schedule Outlook tasks when they merge documents or file an (available with Acclipse Manager). You can specify a default number of days between the creation of a task and its due date. To do this: 1. Select Tools Options. 2. Ensure the General tab is selected. 3. Enter or select the required number of days in the Follow up tasks field. 4. Click Save & Close. Selecting seven days as the follow-up period for tasks Acclipse Document Manager Administration Guide 118

126 Add shortcuts to applications The Applications menu is located below the Documents menu in the user module. Team members can set up their own shortcuts to applications they use frequently using the Acclipse Tools button in the user module. You can also create shortcuts to applications that all team members use frequently (provided all workstations use the same file path). This works best in a terminal server environment. Setting up an applications menu for all team members involves creating application shortcuts and then activating the Global Applications menu. To set up a global applications menu: 1. Select Tools Setup Global Applications. 2. Create a new category if you wish to group a number of applications in it: a. Click the New Category icon. b. Enter the name of the new category in the Title field of the New Category window. c. Click OK. 3. Add an application shortcut: a. Select the category you wish to place the shortcut in. TIP: Select Applications if you do NOT wish to place the shortcut beneath a category. b. Click the New Application icon. c. Enter the name of the new application in the Title field of the New Application window. d. Click the browse icon beside the Application field Locate the.exe file of the required application The Working Directory and Parameters fields automatically populate with the relevant details (if applicable). e. Click OK. 4. Click the Save icon. 5. Activate Global Applications to have your changes display in the user module: a. Select Tools Options. b. Ensure the General tab is selected. c. Tick Global Applications. d. Click Save & Close. Acclipse Document Manager Administration Guide 119

127 Creating shortcuts to applications for all team members Ensuring the global applications you have added display in the user module Viewing the global applications you have added Acclipse Document Manager Administration Guide 120

128 Customise Contacts window You can rename the Contacts window and the Contacts button on the Acclipse Document Manager toolbar. You can also hide or display buttons on the Contacts window. To access these options: 1. Select Tools Options. 2. Select the Settings tab. 3. Enter a new name for the Contacts window and button in the Display field (if required). 4. Untick Display IRD Button to remove the IRD or ATO buttons from the Contacts window (if required). 5. Untick Display y Companies Office Button to remove the Companies Office button from the Contacts window (if required). 6. Click Save & Close. Renaming the Contacts button and window Seeing your changes reflected in the user module Acclipse Document Manager Administration Guide 121

129 Add information fields to Contacts window You can create Additional Information fields for the Contacts window that team members can use to view, enter, and edit details about clients. To add a field to the Contacts window: 1. Select Tools Options. 2. Select the Additional Information tab. 3. Click the Add user defined field icon. 4. Enter a label for the new field in the Description column. 5. Click the adjacent field Click the dropdown arrow Select ONE of these field types: Amount For dollar amounts only Checkbox Date Number For numeric values only Path Text For text and numbers. 6. Click Save & Close. Adding a field for the Additional Information section of the Contacts window Viewing values entered for your fields in the Contacts window Acclipse Document Manager Administration Guide 122

130 Customise Search window You can rename the tabs on the Search window to suit your organisation. To do this: 1. Select Tools Options. 2. Select the Settings tab. 3. Enter new labels for the search tabs in the fields provided. 4. Click Save & Close. Renaming Search button and tabs Renaming the tabs on the Search window Acclipse Document Manager Administration Guide 123

131 Activate full text searching of client documents You can set up the indexing of your client documents to enable full text searching across your client directories. This involves specifying which paths to documents you wish to monitor for changes. The default recommended paths as well as any you set up will be monitored from the time you activate this option onwards. You can also prevent users form searching for documents in confidential folders. To activate full text searching of your client directories: 1. Select Tools Options. 2. Ensure the General tab is selected. 3. Tick Enable client document searching. 4. Select the Settings tab. 5. Ensure the client or correspondence tab for your search window is named appropriately. NOTE: Any changes you make to a tab name will only display once you restart your computer. 6. Select the Monitored Paths tab. 7. Click Yes on the prompt window to have a list of recommended paths generated for monitoring. NOTE: You can change the paths later (if required). 8. Review the paths listed and delete any you do NOT want monitored. 9. Click the Add monitored path icon to set up another path for monitoring. a. Select the required folder. b. Click OK. 10. Tick Excluded on the row of a path to prevent users searching for documents in that location (if required). EG: You might wish to restrict users from searching your HR folder. 11. Specify how often you want changes to be processed in the field provided. 12. Select EITHER of these options to limit the types of files that are indexed (if required): Exclude the following extensions Include the following extensions 13. Enter the file types you wish to include or exclude from searching, ensuring these are separated by semicolons. TIP: Excluding files you don t need searched will speed up the indexing process and save space. 14. Click Save & Close. Acclipse Document Manager Administration Guide 124

132 Activating the client document search Setting up your paths for monitoring and searchability Once you have set up your paths for monitoring and specified which areas users will NOT be able to search, the Acclipse File Status Monitor which check your paths for you automatically. The Acclipse File Status Monitor icon displays green on your system tray while it is doing so. You can right-click the icon to pause the monitor (eg if you have a low bandwidth connection). File status monitor on your system tray Acclipse Document Manager Administration Guide 125

133 Set up document tracking Your organisation can use document tracking to gain more control over documents (including Word documents, Excel spreadsheets, and s) that pass between you and clients. Once you set up document tracking, anyone in your organisation can track a client document and change its tracking status. Setting up document tracking involves creating a list of states to represent your organisation's workflow process. The team member then selects the appropriate tracking state whenever they save a document to a client folder. You can also choose to have all documents saved to client folders via the Save Into button automatically tracked. To set up document tracking: 1. Select Tools Options. 2. Ensure the General tab is selected. 3. Tick Enable document tracking. 4. Tick Track Documents by default if you want all documents saved to client folders via the Save Into button to be tracked. 5. Select the Document Tracking tab. 6. Click the Add document tracking status icon. 7. Enter a description for the state in the field provided (eg Approved or Archived). 8. Add as many states as required. 9. Tick one of the states to set it as the default state. 10. Click Save & Close ose. Activating document tracking and choosing to have all documents saved to client folders tracked Setting up states for tracking client documents Acclipse Document Manager Administration Guide 126

134 Remove tracking from a document If required you can stop tracking a document. To do this: 1. Select Tools Document Tracking Management. 2. Select the row of the document you no longer wish to track. 3. Click Delete Tracking. TIP: You can also use this area to open documents and change their tracking status. Removing tracking from a document Acclipse Document Manager Administration Guide 127

135 Set up auto replace fields You can set up default values for replace fields that all team members can use when merging documents. For example, you can add your organisation's name as the default value for a organisation Name field and save team members typing out your organisation's name accurately each time they use it in a document. If a team member uses a field several times in a document, each instance of the field will update automatically with the assigned value when they click Replace on the Replace fields window. To set up default values for replace fields: 1. Log into the administration module. 2. Select Tools Options. 3. Select the Replace Fields tab. 4. Click the Add field default icon. 5. Enter a name for the default field in the Field Name column. 6. Enter the text you want to replace the field name with in the Default Value column. 7. Create as many default replace fields as required. In the following example organisation Name has been set up as an auto replace field with the value Smith Jones & Associates. Setting up auto replace fields When you open a document containing this auto replace field, the Replace Fields window automatically prepopulates the value for the field as Smith Jones & Associates. Replacing auto replace fields Acclipse Document Manager Administration Guide 128

136 Update software and content Acclipse Document Manager automatically checks for minor updates and prompts you to download these (when available). You can also check for minor updates manually. To do this: 1. Select Help Check for Software Updates. 2. Follow the instructions provided on the update wizard window. You can also update content you receive from a content provider when it becomes available. Update internet connection settings You receive software and content updates from Acclipse via the internet connection you had when Acclipse Document Manager was installed. If your internet connection changes, you need to update your details. To do this: 1. Select Tools Options ptions. 2. Select the Connection tab. 3. Update the fields as required. 4. Click Save & Close. Updating your internet connection settings Acclipse Document Manager Administration Guide 129

137 Update your version of Acclipse Document Manager Updating your version of Acclipse Document Manager involves: 1. Downloading the update. 2. Applying the update to your server. 3. Applying the update to your workstations or terminal server. 1 Download update The first person to log into Acclipse Document Manager the day after an update is released will be notified that an update is available for download. This person can download the update to the server by clicking Next on the update notification window. Once the update has been downloaded, the following message will display when you open Acclipse Document Manager, asking your administrator to apply the downloaded update to the server. 2 Apply update to server 1. Ensure all users close Outlook and any other programs linked to Acclipse Document Manager (eg your practice management software). 2. Log onto your server, ensuring you have administrative rights. 3. Select Start All Programs Acclipse Document t Manager Update Document Manager Server. 3 Apply update to workstation or terminal server You need to run a terminal server update if you are running Acclipse Document Manager from your terminal server. Alternatively, if you are running Acclipse Document Manager on individual workstations, you need to run the workstation update. If you are running Acclipse Document Manager on individual workstations as well as a terminal server, you need to apply the update to both the terminal server and the workstations. Terminal server update: 1. Log onto your terminal server, ensuring you have administrative rights. 2. Select Start Control Panel Add Remove Programs Add New Programs CD or Floppy. 3. Locate and select your Acclipse Document Manager Updates folder (eg C:\Acclipse\desktop\Updates). 4. Locate and double-click the setup.exe file in this folder. Workstation update: 1. Ensure each user reopens Outlook or restarts their workstation They will automatically be prompted to update their version of Acclipse Document Manager. NOTE: Before users can run the update they need to close all applications that use Acclipse Document Manager components (eg Outlook, Word, Excel, Acclipse PDF Manager). 2. Ensure each user clicks Next Finish on the window that prompts them to run the update. Acclipse Document Manager Administration Guide 130

138 Update content If you have set up a content publisher to provide your organisation with content, you need to regularly download and process updated content from them. This involves downloading the content from the internet to your local Acclipse Document Manager server and then processing the updates and publishing the required content. Add content provider as publisher Publishers and content suppliers such as Business Fitness NZ and ESS BizTools can provide you with documents and other content for Acclipse Document Manager. In order to add content from a supplier to Acclipse Document Manager, you need to add the content supplier as a publisher. To do this: 1. Select Tools Options. 2. Select the Publishing tab. 3. Click the Add new publisher icon. 4. Click the arrow beside the Data Store field Select the appropriate folder. 5. Enter a name for the content supplier in the Name field. 6. Select your content directory: a. Click the browse icon beside the Directory field. b. Locate and select the directory for the publisher. IMPORTANT: You should select a directory that all team members can access. 7. Update the User Name, Password, and Silo ID fields as supplied by your publisher. 8. Click Save & Close. Delete publisher To delete a publisher: Setting up a publisher to provide you with content 1. Select Tools Options. 2. Select the Publishing tab. 3. Select the publisher in the Name field. 4. Click the Delete selected publisher icon. 5. Click Yes to confirm the deletion. 6. Click Save & Close. Acclipse Document Manager Administration Guide 131

139 Download content updates If you have set up a content publisher to provide your organisation with content, you will be able to download and process updated content from them when it becomes available. This involves downloading the content from the internet to your local Acclipse Document Manager server. You then process the updates and publish the content as required. To download updated content from a publisher: 1. Download the update using EITHER of these methods: Select Content Upload/Download Content Updates. Click the Upload/Download Content Updates icon. 2. Wait while the content is downloaded A Timestamping Document window displays, followed by a Synchronising with Server window. NOTE: If the time on your computer differs by five minutes or more from the server storing the updated content, the download will NOT be successful. Review and apply content updates Once you have downloaded documents from a publisher, you can review these and select the required action options. To do this: 1. Process the update using EITHER of these methods: Select Content Review and Apply Content Updates. Click the Review and Apply Content Updates icon. 2. Click OK if a message informs you that no updates are available. 3. View a document and its details to determine its required action setting: a. Click the Update Details icon on the row of the required document to view details about it. b. Click Preview on the Update Details window to open and view the document. c. Click OK on the window informing you that no changes you make to the document here will be saved. d. Click Close ose. 4. Click the dropdown arrow on a document row to change its action settings Select ONE of the available actions: Accept Document is removed from user module but remains accessible from Deleted subcategory on folder tree. Delete New version of document is deleted. Current version remains in user module. Do NOT Update No action is taken for new version of document. It remains in the Check for Content Updates window. Ignore Document is removed from the Check for content update window but NOT deleted. Publish Updated version of document is published. Send to Draft Updated version is NOT published immediately but sent to Draft subcategory where you can publish or remove it. NOTE: Each document has a default action based on status and whether it is protected from updates. TIP: Click Accept All to set all documents to the Publish action or Reset All to remove all actions set. NOTE: The Document Category Changes tab will display if documents have been moved to different categories. You can select this tab to see which documents have been moved to different categories. 5. Click Update to have the available documents processed according to the action options you have selected (Publish, Send to Draft, Delete, or Do not Update) and to move any documents to their new categories. Acclipse Document Manager Administration Guide 132

140 Selecting the required action for an available document Preparing to preview a document Acclipse Document Manager Administration Guide 133

141 Acclipse Manager If your organisation has Acclipse Manager, you can use the administration module of Acclipse Document Manager to: Access, refile, and delete filed s Select the types of s stored and which portions of them are stored View an usage report detailing the number and percentage of s a team member has filed against each category Select the global settings for Acclipse Manager settings and adjust these for individual team members as required Activate Acclipse Manager To switch on Acclipse Manager: 1. Select Tools Options. 2. Select the Manager tab. 3. Tick Enable Manager to switch it on for all workstations. Select storage options You can choose whether or NOT to store s filed as Personal or Other/Spam and, if stored, which portions to store. To select the storage options for your organisation: 1. Select Tools Options. 2. Select the Manager tab. 3. Tick Personal Content to store s filed as Personal in Acclipse Document Manager Select EITHER of these options: Save complete content Entire s will be stored, including attachments. Save header record only Only the header, team member name, date, subject, and who the was sent to will be stored. content will NOT be stored.:: 4. Tick Other/Spam Content to store s filed as Other or Spam. Save complete content Entire s will be stored, including attachments. Save header record only Only the header, team member name, date, subject, and who the was sent to will be stored. content will NOT stored. Choosing to store only a record of s filed as Personal or Other/Spam Acclipse Document Manager Administration Guide 134

142 Select settings for all team members To select the settings for all team members: 1. Select Tools Options. 2. Select the Manager tab. 3. Tick Enable Don t File button to give team members the option of NOT filing an . This will add a Do Not File button to their File window. 4. Tick Never automatically prompt to file s if you do NOT want team members to be prompted to file s. They will still be able to file s using the FileIT button. 5. Tick Prompt to delete incoming client s from the Inbox after filing to encourage team members to clear their inbox of s already stored in Acclipse Document Manager. 6. Tick Warn user if no client is selected when filing client s to display a warning message that discourages team members from filing client s against No Client Selected. 7. Tick Store contact preferences when filing s if you want a previously selected File As setting for a client to apply automatically when next an is sent to the client. The File window will still display, enabling team members to adjust the filing settings (if required). 8. Tick Autofile s and display the prompt to have s previously filed to an address automatically filed to that address Adjust the number of seconds you wish to have the autofile notification displayed for. TIP: You should ensure the prompt displays long enough for team members to click the autofile notification and change the filing settings if they need to. 9. Tick Do not display the not Filed auto-prompt if you do NOT wish to be notified when an is NOT filed. 10. Tick Always use the default location when filing shortcuts if you want shortcuts always saved to the same area (recommended). NOTE: If you untick this option, Acclipse Manager will prompt you to save an shortcut to the previous location you selected for a shortcut. 11. Click Save & Close. Selecting your Acclipse Manager settings Acclipse Document Manager Administration Guide 135

143 Select individual settings You can create exceptions for individual team members to the global filing settings you select. For example, if you have set all personal s to be stored, you can give senior management the choice of which s they file. You can overwrite the following global settings for a selected team member: Add or remove the Do Not File button. Add or remove the prompt to file each . If the file prompt is switched off, the File window will never open automatically. However, the team member will still have access to the FileIT button, enabling them to file s in their own time. Add or remove the prompt to delete s from the inbox that have been filed against a client, and are therefore available in Acclipse Document Manager. Add or remove the warning message that displays when a client is filed against the No Client Selected option. Add or remove the ability to remember filing preferences for each client. To adjust a team member s individual settings: 1. Open the Team Member Management window using EITHER or these methods: Select Teams Team Members. Click the Show Team Members icon. 2. Select a team member on the left. 3. Select the Manager tab. 4. Tick Override global settings for this user. 5. Tick Enable Don t File button to give this user the option of NOT filing an . This will add a Do Not File button to their File window. 6. Tick Never automatically prompt pt to file s if you do NOT want this user to be prompted to file s. They will still be able to file s using the FileIT button. 7. Tick Prompt to delete incoming client s from the Inbox after filing to encourage this user to clear their inbox of s already stored in Acclipse Document Manager. 8. Tick Warn user if no client is selected when filing client s to display a warning message that discourages this user from filing client s against No Client Selected. 9. Tick Store contact preferences when filing s if you want a previously selected File As setting for a client to apply automatically when next this user sends an to the client. The File window will still display, enabling this user to adjust the filing settings (if required). 10. Tick Autofile s and display the prompt to have s previously filed to an address automatically filed to that address Adjust the number of seconds you wish to have the autofile notification displayed for. 11. Click Save & Close. Selecting exceptions to the global settings for a team member Acclipse Document Manager Administration Guide 136

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