docskc-#107361-v1-docminder web-admin guidedocminder.wordtech.com/mkt/.../docminder_webadmin... ·...
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V
Version V5.53X
COPYRIGHT: Copyright © 2013 Word‐Tech, Inc. All rights reserved. U.S. Patent No: 8,365,080 and additional patents pending.
Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Word‐Tech, Inc. Notwithstanding the foregoing, the licensee of the software with which this document was provided may make a reasonable number of copies of this document solely for internal use.
TRADEMARKS: Word‐Tech, Inc., and DocMinder are either registered trademarks or trademarks of Word‐Tech, Inc. and its affiliates in the United States and/or other countries.
The names of actual companies and products mentioned herein may be trademarks or registered marks ‐ in the United States and/or other countries ‐ of their respective owners.
Unless otherwise noted, the example companies, organizations, products, domain names, e‐mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, e‐mail address, logo, person, place, or event is intended or should be inferred.
INTELLECTUAL PROPERTY: Word‐Tech, Inc. may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document; except as expressly provided in any written license agreement from Word‐Tech, Inc., the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property.
LIMITATION OF LIABILITY: The content of this document is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Word‐Tech, Inc. Word‐Tech, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual. Neither Word‐Tech, Inc. nor anyone else who has been involved in the creation, production or delivery of this documentation shall be liable for any indirect, incidental, special, exemplary or consequential damages, including but not limited to any loss of anticipated profit or benefits, resulting from the use of this documentation or sample code.
LICENSE AGREEMENT: Use of this product is covered by a license agreement provided with the software product. If you have any questions, please call Word‐Tech, Inc. 913‐722‐3334 (in the US or Canada).
PUBLICATION DATE: May 2013
LAUNCH THE WEB‐ADMIN ...................................................................................................................................................................................... 5
WELCOME PAGE AND LICENSING ............................................................................................................................................................................ 6
USERS MENU .......................................................................................................................................................................................................... 7
ADDING USERS ....................................................................................................................................................................................................... 9
EDITING A USER .................................................................................................................................................................................................... 10
VIEW ALL PERMISSIONS ........................................................................................................................................................................................ 10
GROUPS ................................................................................................................................................................................................................ 11
ADDING GROUPS .................................................................................................................................................................................................. 12
ADDING MEMBERS TO GROUPS ............................................................................................................................................................................ 13
DELEGATES ........................................................................................................................................................................................................... 14
ADD A DELEGATE .................................................................................................................................................................................................. 14
DOCMINDER OWNER REASSIGNMENT .................................................................................................................................................................. 15
DOCMINDER RECIPIENT REASSIGNMENT .............................................................................................................................................................. 15
CLIENT PREFERENCES ............................................................................................................................................................................................ 16
CLIENT PREFERENCES CONTINUED…. .................................................................................................................................................................... 17
RECIPIENT DEFAULTS ............................................................................................................................................................................................ 18
Recipient Types Explained .................................................................................................................................................................................... 18
Recipient Permissions Explained ........................................................................................................................................................................... 18
DOCMINDER RELATIONSHIPS ................................................................................................................................................................................ 19
ADD A RELATIONSHIP ........................................................................................................................................................................................... 20
EMAIL SETTINGS ................................................................................................................................................................................................... 21
WINDOWS DOCUMENTS ....................................................................................................................................................................................... 23
INTEGRATED SYSTEM(S) ........................................................................................................................................................................................ 24
DATABASE BACKUP ............................................................................................................................................................................................... 25
REFRESH DATA ...................................................................................................................................................................................................... 25
LICENSE KEY ACTIVATION ..................................................................................................................................................................................... 26
DMFL EXTENSIONS ................................................................................................................................................................................................ 27
LOGGING .............................................................................................................................................................................................................. 27
EMAIL HISTORY LOG ............................................................................................................................................................................................. 28
DELETED DOCMINDER LOG ................................................................................................................................................................................... 28
SYSTEM LOG ......................................................................................................................................................................................................... 29
DEFINITIONS AND TERMS ..................................................................................................................................................................................... 30
DOCMINDER OVERVIEW
DocMinder offers premium task and project management tools to many Fortune 500 companies worldwide. We know the average person receives about 1,800 task related emails per month and deletes about 1,500 of them. Even though task communication is important to you, don’t you wish you could spend less time managing it? Manage your day efficiently with DocMinder. From a redesigned look to advanced organization, search and task assignment features, you can stay on top of your tasks and get things done.
Whether you’re waiting for a flight, attending a conference, or leaving a meeting with a client, you want task information available to you on your schedule, not your location. DocMinder can provide anywhere access to your tasks, web‐calendar and status and they’re never farther away than your closest web‐browser, smartphone or tablet pc that is connected to your company email.
Welcome to DocMinder – our most powerful and intuitive solution.
HELP AND SUPPORT
For assistance and support please contact our support team:
Or contact your team’s Word‐Tech project manager directly.
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12. USER PERMISSIONS: all permissions listed within this area are selected by checking or unchecking their checkbox. Permissions listed here are
primarily for licensed, active users.
a. SYSTEM ADMIN: access to all areas of DocMinder and within the web‐admin tool.
b. ACCESS WEB‐ADMIN: access to the web‐admin tool from the desktop application and/or internet browser. Web‐admin users only have access to the Users Menu, which includes all items listed in NO. 1 Users Menu along with Relationships and Logging menus.
c. RECEIVE REMINDERS: allows user to receive DocMinders to their inbox associated with their email address listed.
d. LAUNCH DOCMINDER: allows user to open/start DocMinder from their desktop application.
e. CREATE DOCMINDERS: allows user to create, assign and monitor DocMinders.
f. EDIT AUTO‐TEXT: allows user to create/edit auto‐text (feature in the application to automatically add pre‐typed text)
g. ACCESS REPORTS: allows user to view the reporting tab within the application. Create, save, and share reports.
h. ACCESS WORKFLOW: allows user to create, assign and monitor DocMinder workflows. (must purchase workflow module)
i. CREATE WORKFLOW TEMPLATES: allows user to create workflow templates. (must purchase workflow module)
j. ACCESS CHECKLISTS: allows user to create, assign and monitor DocMinder checklists.
k. ACCESS WEB‐CALENDAR: allows user to view a web‐version of their DocMinder calendar. If user is an Email Only user (recipient) they may also have this permission checkbox checked to provide an easy way to manage their assigned tasks.
l. ATTACH DOCUMENT COPIES: allows user to attach copies of documents instead of document links from their windows shared drive,
document management system, and/or other document repositories.
m. EMAIL TEMPLATE: is the layout and look of the users’ DocMinder emails that are received by recipients or other DocMinder licensed users. Selecting a template from this drop‐down allows the user to have a dedicated email template for all DocMinders created.
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Click Add to add a new user – click Edit to edit a user – click Save to save changes to a user’s profile – click Cancel to cancel changes.
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ALLOW ALL USERS TO EDIT ALL DOCMINDERS: any user of the system (i.e., can launch the application from their desktop) can open and edit any DocMinder created by another user. Users who are not ADMINS of their DocMinder GROUP do not have this authority. This setting is typically left as FALSE/OFF and not permitted to be modified.
DEFAULT TIME ON NEW DOCMINDERS: each day DocMinders are sent out to their assigned recipient(s) – this is the time they are sent each day. This setting is usually set for 12:00A.M.
SEND LINK: this setting allows you to drag‐and‐drop or right‐click on a document from a shared source (i.e., SharePoint, DM System, and Windows Files) and attach to your DocMinders as a DOCUMENT LINK. Recipients must have access to the shared source where the document is stored in order to open the document.
SEND COPY: same as above, but it will send a COPY of the document instead of a document link. If you send DocMinders with a copy of the document, recipient(s) do not need access to the shared source where the document is stored.
USE OUTLOOK INTEGRATION: setting permits you to click on the TO: button to display your email address book to assign recipient(s).
ALWAYS ADD NEW APPOINTMENTS TO CALENDAR: *NOTE* appointment here means “DOCMINDER TASK(S)”. This setting will send a NEW CALENDAR INVITE to the assigned recipient(s) email with their DocMinder task information.
SEND OVERDUE DOCMINDERS UNTIL THEY ARE COMPLETE: continuously reminds the assigned recipient(s) every day their DocMinder remains INCOMPLETE past the due‐date you assigned. This will only stop when the recipient(s) complete their task.
DEFAULT TO ‘AFTER’ WHEN CREATING NOTIFICATIONS: when you create NOTIFICATIONS (i.e., Notify Recipient(s) One Day before the due‐date) you have the option to create them BEFORE the due‐date or AFTER the due‐date. This setting is usually set for before the due‐date so that when you remind recipient(s) they are always notified before the due date.
DEFAULT TO ‘UNIQUE’ WHEN CREATING RECURRENCES: Example: Every Friday, you have a meeting, at 1PM, Every Week: this is a recurrence. When creating recurrences you have the option to create them UNIQUE; meaning they are all separate from one another, if changes need to be made, a UNIQUE pattern allows you to change one at time; or, Create them as NON‐UNIQUE; meaning they are all connected, if changes need to be made, a NON‐UNIQUE pattern will allow you to change the remaining recurrences you have scheduled.
ESCALATE PAST DUE DOCMINDERS TO ‘ENTERED BY’: this works similar to “send past due” setting, but instead of sending a notification every day to recipient(s), this will send a notification email to the individual who created/assigned the DocMinder.
FORCE RELATIONSHIP SELECTION: relationships (a.k.a. reporting fields, spreadsheet headers, and sortable fields) this setting will not allow a user to send their DocMinder unless they have selected a relationship field.
SHOW NEW/EDIT WHEN RIGHT‐CLICKED ON A DOCUMENT: anytime you right‐click on a document from your shared source (SharePoint, DM System or Windows Files) you will have the option to select DocMinder from the short‐cut menu that displays after you right‐click.
DROP‐DOWN RELATIONSHIPS AUTOMATICALLY: relationships (a.k.a. reporting fields, spreadsheet headers, and sortable fields) can become lengthy lists that may cause you to have to scroll through an entire list to find the field you need ‐ this setting basically removes the job of having to manually scroll through a list and drops all fields down automatically for you.
ATTACH WTDM DOCUMENT TO DOCMINDERS: (WTDM=Word‐Tech‐Doc‐Minder) this is a short‐cut way for users to open and edit a DocMinder. If this setting is ON, all DocMinders will be sent with the WTDM attachment. Only a licensed user (i.e., can launch the application from their desktop) can open the WTDM attachment – recipient(s) who are not a licensed user will receive a “cannot open attachment”.
ALLOW USERS TO ATTACH DOCUMENTS WHEN THEY RESPOND: this setting allows recipient(s) to upload and attach documents when they complete, add comments/status updates for their DocMinders. If a recipient uploads a document it is accessible from the application and/or from the completion email notification you receive.
AUTO SAVE DOCMINDERS: auto‐save works here as it does for MS‐office products; your DocMinder is automatically saved and retrievable.
SEND EMAIL TO CREATOR OR ALL RECIPIENTS FROM WEB‐COMPLETE PAGE: the web‐complete link within the DocMinder email notification directs recipient(s) to a web‐page to add comments, upload documents, and complete tasks(s). Recipient(s) can respond in two ways. 1.) Respond to Owner and save: clicking this option only sends a DocMinder complete email notification to the person who assigned and/or created the DocMinder to you. 2.) Respond to All and save: clicking this option sends a DocMinder complete email notification to ALL person(s) listed on the TO line and the person who assigned and/or created the DocMinder.
CLOSE DOCMINDER COMPLETELY WHEN X‐ING OUT OF PROGRAM: anytime you click the X in the upper‐right corner the application will close permanently – DocMinder users typically have this setting unchecked to allow them to click the X to close the DocMinder window and keep the application running in the background.
SET OFFICE 2007 THEME: check this box if you prefer earthy, blue‐tones (i.e., Office 2007); Uncheck the box if you prefer a sleek, silver appearance.
MAKE FIRST DOCUMENT PRIMARY: if this box is checked the setting use to change and/or make the subject line of your DocMinder to name of the document. Currently, this setting does not change your subject line; however this can be a handy setting if you send/receive the same document.
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DEFINITIONS AND TERMS
PERMISSIONS USERS MENU
ALL BUT INACTIVE: list of individuals who have received ‘recipients’ DocMinders and users who own and/or have created DocMinders.
CLIENT SETTINGS: default desktop application settings that can be made modifiable via web admin utility and modified via desktop application.
DELEGATES: appointed individual who is granted the ability to receive/complete DocMinders on behalf of another DocMinder user/recipient.
DOCMINDER GROUPS: category or set of DocMinder users arranged by their task responsibilities.
DOCMINDER ID: more commonly known as a user’s desktop logon and/or network infrastructure ID.
DOCMINDER RECIPIENT LICENSES: the number of users who receive ‘email only’ DocMinders for task completion.
EMAIL DESIGNER: user platform to create, construct and/or design email templates.
EMAIL ONLY: an individual who receives DocMinders as assigned by a licensed DocMinder for task completion. (Does not launch application)
EMAIL TEMPLATE: a DocMinder pre‐formatted email designed for a specific purpose, group and/or task.
INACTIVE: a former DocMinder user who had the ability to launch the desktop application and/or were a recipient of DocMinders.
MEMBER (group): an associate and/or user of a DocMinder team.
OWNER REASSIGNMENT: method of changing an owner, (user who creates/launches), of DocMinders to another DocMinder user. (Global change)
PERMISSIONS: authorizations and/or consents granted to users to access areas of the DocMinder application.
RECIPIENT PERMISSIONS: authorizations and/or consents of DocMinder tasks for completion, add comments, etc., from the web‐complete page.
RECIPIENT REASSIGNMENT: method to change the individual who is the recipient of DocMinders to another recipient. (Global change)
SYSTEM ADMIN ACCESS: authority to view and/or edit information in all areas of the web‐admin utility.
USER TYPE: classification of users by their function.
VIEW ALL (group): a group permission allowing a user within the group to display DocMinders of their group from their desktop applications.
GROUP ADMIN: a group permission allowing a user within the group to display and edit DocMinders of that group from the desktop application.
WEB ADMIN UTILITY: a web based platform to manage and oversee the DocMinder system.
WEB‐ADMIN ACCESS: permission assigned to a DocMinder user to manage and oversee users of the system. (i.e., DocMinder Supervisor)
RELATIONSHIPS DOCMINDER RELATIONSHIP(S)
RELATIONSHIP: commonly known as reporting fields that are categorized by their type.
RELATIONSHIP TITLE: MS‐Excel column headers; ex: DEPARTMENT (title), Legal (dept. name), Human Resources (dept. name) etc.
VALUE (relationship): a selection of data categorized by RELATIONSHIP TITLE, and displayed as a list.
RELATIONSHIP PARENT: a hierarchy of organized data; each PARENT can have many children, but each child has only one parent.
RELATIONSHIP CHILD: a hierarchy of organized data; each CHILD has only one parent, but a parent can have many children.
VISIBLE: allows a relationship to be seen and accessible to DocMinder users in the application.
WEB VISIBLE: allows a relationship to be seen via the web‐complete page.
ADD COLUMN: button to insert a new relationship column.
DATA-TYPE: a selection of ways to display relationship data.
STRING (data‐type): display relationship data in a list or a sequence of data categorized by their relationship title.
DATE & TIME (data‐type): display relationship data in date and time format.
WHOLE NUMBER (data‐type): display relationship data as a whole number (i.e., 1, 2, 3…)
DECIMAL NUMBER (data‐type): display relationship data as a decimal number (i.e., 1.4, 1.5, 2.0…)
INPUT TYPE: method of displaying relationship data in a structured format.
DROP‐DOWN LIST (input type): an input‐format format allowing a user to choose a value from the list.
TEXT‐BOX (input type): an input‐format format allowing a user to type in relationship values in a text‐box.
COMBO‐BOX (input type): an input‐format format allowing a user to select a value by means of autotype or autocomplete.
DATE (input type): an input‐format format displaying values in date structure.
MULTI‐VALUE LIST (input type): an input‐format format allowing a user to choose more than value from the list.
FORMAT: structure and display of information within the application.
NONE/STRING {0} (format): displays data in a list sequence.
CURRENCY {:C} (format): displays numbers in dollar format.
FIXED‐DECIMAL {0:0:00} (format): displays number(s) with digits after/before the decimal point. (i.e., fractional values)
INTEGER {0:0} (format): displays number(s) without decimal point.
DATE {0:MM:DD:YYYY} (format): displays U.S. date and time format.
DATE {0:YYYY:DD:MM} (format): displays International date and time format.
SYSTEM SETTINGS EMAIL SETUP EMAIL SETUP: web‐admin page to indicate configure how DocMinder tasks are completed and handled.
EMAIL COMPLETE TYPE: method of how recipients complete their DocMinders.
COMPLETE BY EMAIL: recipients reply to their DocMinder email with ‘Complete’ to mark the task as complete.
COMPLETE BY WEB: recipients are directed to the web‐complete page via link within their DocMinder email.
SERVER CREDENTIALS: web‐admin page to add SMTP server name, port and username and password information.
SMTP SERVER: textbox entry field to input your SMTP server name.
SMTP PORT NUMBER: textbox entry field to input SMTP port number.
REQUIRES AUTHENTICATION: a checkbox selection field to require authorization of certificate validation.
SMTP USER NAME: textbox entry field to input SMTP username.
SMTP PASSWORD: textbox entry field to input SMTP password.
SSL TO SEND EMAILS: a checkbox selection field to allow secure socket layer connection to the server.
USE OWNER EMAIL: a checkbox selection field to allow the use of OWNER/CREATOR email address as the FROM person.
COMPLETE TYPE CREDENTIALS: web‐admin page to input further SMTP server details.
SERVER TYPE: drop‐down list to select server type (i.e., Exchange Standard)
MAIL SERVER: textbox entry field to input Mail Server name.
USER ACCOUNT: textbox entry field to input the ‘docmailer’ user account for MailMonitor service and email delivery.
PORT NUMBER: textbox entry field to input the ‘docmailer’ user account password for MailMonitor service and email delivery.
SSL IGNORE: a checkbox selection field if certificate cannot be validated.
READ ALL EMAILS: checkbox selection field to re‐read all emails in the DocMinder mailbox if needed.
INTERNAL USERS ONLY: a checkbox selection field to restrict outside recipient(s) from completing DocMinders.
USE SECURE HTTP: a checkbox selection field to allow outside recipient(s) to complete DocMinders. (Must input secure server location)
SERVER LOCATION: a textbox entry field to input the location of a secure server. (Must check USE SECURE HTTP box)
LOGGING: web‐admin page to select how DocMinder records and classifies information.
VERBOSE LOGGING: a checkbox selection field to allow the logging of maximum information.
OVERWRITE LOG: a checkbox selection field to allow a daily overwrite of the MonitorMail.log and MonitorService.log located in the System
32 folder on the server where DocMinder is installed.
SYSTEM SETTINGS WINDOWS DOCUMENTS WINDOWS DOCUMENTS: web‐admin page to define a user with ‘read’ access to all documents to allow attachment of documents to DocMinder.
DOCUMENT RETRIEVAL USERNAME: an individual(s) logon username and password with ‘read’ access to all documents.
FULLY QUALIFIED: a valid individual(s) logon username and password.
INSTALL ADMIN USERNAME: an individual(s) logon username and password with ‘admin’ rights to install software.
INSTALL/UPDATE WITHOUT REQUIRING ADMIN: a method for users to install and/or update their desktop application.
SYSTEM SETTINGS INTEGRATED SYSTEMS INTEGRATED SYSTEMS: web‐admin page to configure connections to document stores (shared sources) you may integrate with DocMinder.
SYSTEM KEY: systems secure location or URL address.
SYSTEM TYPE: type of system (i.e., SharePoint, DM System, etc.)
SYSTEM NAME: name of the system.
ACTION: buttons to delete system or edit system information.
SYSTEM SETTINGS DATABASE BACKUP DATABASE BACKUP: a web‐admin page to define back schedule for SQL Express databases.
BACKUP FILE LOCATION: included for SQL Express databases with a textbox entry field to input a location where backup files are stored.
SYSTEM SETTINGS REFRESH DATA REFRESH DATA: a web‐admin page to update/refresh lookup and document related data.
REFRESH LOOKUPS: button to refresh lookup values from your database.
DIFF REFRESH DOCUMENT RELATIONSHIPS: button to perform a differential refresh of document relationships.
FULL REFRESH DOCUMENT RELATIONSHIPS: button to perform a full refresh of document relationships.
SYSTEM SETTINGS LICENSE KEY ACTIVATION LICENSE KEY ACTIVATION: a web‐admin page to activate licensing.
ACTIVATION CODE: an alpha numeric code to activate your DocMinder licensing.
XML LICENSE: a text file document containing code that will register your DocMinder licensing.
SYSTEM SETTINGS DMFL EXTENSIONS DMFL EXTENSIONS: a web‐admin page allowing you define a type of file extension and select LAUNCH or DENY.
.DOC: file extension for MS‐Word documents, 2003.
.DOCX: file extension for MS‐Word documents, 2007/2010.
.MSG: file extension for email.
.PDF: file extension for Adobe Acrobat or Portable Document Formats.
.TXT: file extension for flat‐file documents or also known as Notepad.
.XLS: file extension for MS‐Excel documents, 2003.
.XLSX: file extension for MS‐Excel documents, 2007/2010.
.ZIP: file extension for an archive file format that supports lossless data compression, or containing one or more compressed file folders.
DMFL EXTENSIONS LAUNCH: allows you to retrieve the document.
DMFL EXTENSIONS DENY: prohibits you from retrieving the document.
LOGGING LOCKED REMINDERS
LOCKED REMINDERS: section that allows you to FORCE UNLOCK a DocMinder.
LOGGING EMAIL HISTORY LOG EMAIL HISTORY LOG: a web‐admin page to view DocMinders sent, recipient, date, DocMinder ID and type of DocMinder sent.
SENT DATE: date/time the DocMinder was sent.
REMINDER ID: identification number of a DocMinder that is assigned by the system.
EMAIL TYPE: details Notification, Recurrence, Past‐Due, Escalated Past‐Due, etc., type DocMinder emails.
RECIPIENT: person who the DocMinder was assigned to.
LOGGING SYSTEM LOG SYSTEM LOG: web‐admin page that provides you details on application access.
ID: identification number of a DocMinder that is assigned by the system.
ERROR: details of application access (i.e., Peggy Sue started the application; Peggy Sue exited the application)
CREATED: logged date and time of application access.
CREATED BY: lists DocMinder user by their DocMinder ID (i.e., network ID)
MACHINE NAME: individual(s) desktop/computer name as it appears on the network.
LOGGING DELETED DOCMINDER LOG
DELETED DOCMINDER LOG: a web‐admin page that provides you details of DocMinders that have been deleted.
REMINDER ID: identification number of a DocMinder that is assigned by the system.
DELETED BY: individual(s)/DocMinder user who deleted the DocMinder.
DELETED DATE: date and time the DocMinder was deleted.