Chapter 25. Users

Table of Contents

25.1. Overview
25.1.1. Accessing Users
25.1.2. Managing Users
25.1.3. Modifying User Details
25.1.3.1. Editing User Details
25.1.3.2. Delete Users
25.1.3.3. Permissions
25.1.3.4. Change Password
25.1.4. Searching Users
25.1.5. Import and Export
25.1.5.1. Importing Users from CSV files
25.1.5.2. Importing Users from vCard files
25.1.5.3. Importing Users from LDAP files
25.1.5.4. Export Users to CSV or vCard file

25.1. Overview

The OfficeClip Users application is your virtual office user directory, enabling you to manage the organization's directory and user contact details, as well as import and export with personal information managers such as MS Outlook, Lotus Organizer, Symantec ACT, Palm Computer, etc. You can also use the notice board to post group notices, which show up as "sticky posts" next to your name.

The following sections describe ways to use the OfficeClip Users application effectively. There are two kinds of extranet users:

  1. Registered users - These are OfficeClip users that have access to all the modules.

  2. Extranet users - These are OfficeClip users that only have access to a few features that are shared with them.

25.1.1. Accessing Users

  1. Log in to OfficeClip.

  2. Click Desktop > Users.

25.1.2. Managing Users

There are two kinds of users in OfficeClip:

  • Registered Users

  • Extranet Users

Registered users have full access to all the OfficeClip features (availability to registered users of some features of OfficeClip may be limited by the organization administrators). OfficeClip issues a license for registered users. Extranet users, on the other hand, have limited access to OfficeClip features. Extranet users can be your customers with whom you may want to share a few documents or a report.

This screen allows you to add new users to an organization and give them a password via email, add users of other organizations to the current organization, and remove users from the current organization.

To manage users within OfficeClip:

  1. Click Manage Users on the button bar within Users.

  2. Either new users or existing users can be added. To add new users, enter the details in the fields.

  1. Select whether to automatically create password and email to user or to Set password manually by clicking the appropriate radio button. You can also email the new password to the user by checking or unchecking the box.

  2. Click Add when finished.

  1. To remove current users, beside the user's name click either the icon to delete a current user and send an email notification or click the icon to remove the user without notification.

[Note] Note

The last administrator of an organization cannot be removed.

25.1.3. Modifying User Details

25.1.3.1. Editing User Details

Any user can change their own personal details, such as their address, phone number, email, etc. and can upload a photo, etc.

  1. To view or modify your personal details, click on your name from within the Users List screen, or you can click the icon.

  2. Fill in the information you would like to have listed. If you would like to add a photo, click Change Picture.

  3. A window pops up. Click Select to select a file from your hard drive.

  4. Select a .gif or .jpg file, preferably one that is 120 pixels or higher. Click Open.

  5. The new photo will now be displayed. Click Save when finished or press Remove Picture to rest the picture to the default icon.

[Note] Note

An administrator can also change any user's information. In addition, the administrator (and not the user themselves) can edit the payroll information. Also, the payroll information of one user is not visible to another non-administrator user.

25.1.3.2. Delete Users

  1. To delete a user from the user list, click the icon within the Actions column. If you want to delete, click OK or to exit click Cancel.

  2. You can also click the icon to delete the user without email notification.

25.1.3.3. Permissions

  1. To see the permissions granted to a user, click the icon within the Actions column.

  1. You can grant or deny the access by clicking on the checkbox.

  2. Click Save when you finish.

25.1.3.4. Change Password

  1. You can also change a password for a user. Click the icon within the Actions column.

  1. Select whether to automatically create password and email to user or to Set password manually by clicking the appropriate radio button. You can also email the new password to the user by checking or unchecking the box.

  2. Click Save when finished.

25.1.4. Searching Users

This screen allows you to search for a user, their telephone number, what organizations the user belongs to, etc.

  1. To search for someone within Users, click the Search button on the button bar.

  1. Enter the text you want to search for and, from the drop-down box, select whether to search by initials, first name, last name, or email address. Click the Search button.

  2. A list of users whose information contains the matching search criteria is shown with each organization in which they are a user. To go to the User List of the organization, click Go.

25.1.5. Import and Export

This screen allows you to import users into OfficeClip from external files or export users within OfficeClip to external files.

25.1.5.1. Importing Users from CSV files

  1. Log in to OfficeClip.

  2. Click on Desktop > Users .

  3. Click on Import/Export button bar.

  4. Click Import User from CSV file under Import Users.

  5. Export Contact Data from your Personal Information Manager (e.g., MS Outlook) to CSV format.

  1. Use the Choose File button to select the CSV formatted file and select the appropriate import options by clicking the radio button.

  2. Make sure that the first line of the CSV file has headings.

  3. Click on the Import button.

25.1.5.2. Importing Users from vCard files

  1. Log in to OfficeClip.

  2. Click on Desktop > Users.

  3. Click on Import/Export button bar.

  4. Click Import User from vCard file under Import Users.

  5. Click Choose File to find the file you want to upload and then select an import options by clicking the radio button.

  6. Press Import or Cancel to exit the screen without importing.

25.1.5.3. Importing Users from LDAP files

  1. Log in to OfficeClip.

  2. Click on Desktop > Users.

  3. Click on the Import/Export button bar.

  4. Click Import User from LDAP file under Import Users.

  1. Specify the LDAP Server, enter the Account name, Password, and the User List Distinguished Name.

  2. After entering the details, click Import.

25.1.5.4. Export Users to CSV or vCard file

  1. Log in to OfficeClip.

  2. Click on Desktop > Users.

  3. Click on the Import/Export button bar.

  4. User Export allows you to export users into a CSV file or a vCard file.

  5. Click Export Users to CSV or vCard file under Export Users.

  1. Select which file you want to export by clicking the appropriate radio button, then click Continue.

If you select a CSV file to export:

  1. Select the necessary items to include by clicking the check box beside each item, then click Export to transfer the data. Choose OK and then click Open or Save to view the exported file or Cancel to abort.

  2. The exported users will be listed in an Excel spreadsheet.

If you select a VCF file to export:

  1. Choose the vCard file option and click Continue.

  2. On the next page click Export.

  3. The data will be exported to the VCF file. The VCF format is compatible with many PIM's such as MS Outlook, Lotus Organizer, etc.