Managing users

Use this procedure to manage iOfficeV4 users.

Note:

Before registering any users, we recommend you that you consider how to organize groups in your organization in iOfficeV4. See How to organize groups in iOfficeV4 to getting an idea.

To open User List:

1. Choose Setup from the main menu.

2. Click User List.

You will now see the User List screen.

To add a new user:

Some of user data can be changed by each user. See Editing your personal information. If an administrator and a user change the user data, the latest changes update the data.

1. Click Add New User.

• Name: Type user's First Name, Middle Name, and Last Name. The First Name and Last Name will be concatenated and displayed on any views to identify the user.

• Login ID: If you Login iOfficeV4 by entering Login ID, you must set this. Since Login ID must be unique in the system, you cannot use the same Login ID as the other user's one.

• Password: Set an initial Password for the user, you may ask the user to change the Password you set so that only the user knows his/her Password. A password can contain up to 63 characters and can contain uppercase letters, lowercase letters, numerics, and symbols.

Note:

A password is case sensitive.

• E-mail Address: For the two major purposes, enter E-mail addresses.

For other users: The E-mail addresses entered are displayed on the User List so that other users can refer to them.

For Notification: Users can receive various notifications via E-mail. Such notifications are sent to the E-mail addresses you specified.

• Type an E-mail address of the user in each field. You can enter up to four E-mail addresses.

• The E-mail address in Company field will be a "Public" so that any user can see the address. The E-mail addresses in other fields are "Private". These E-mail addresses are not displayed on the User List for other users. Users can change the settings in Personal Options. See Editing your personal information.

• The E-mail address in the Company field will be the E-mail address to which the notifications are sent.

• Default Group: If the user belongs to more than one group, you can set the default group among them.

In many of iOfficeV4 screen, users can select a group to display the information about it. When a user opens a screen the group to which the user belongs is initially selected. If a user belongs to more than one group, the user may probably want to choose the group which he/she frequently uses.

• User Level: This is the very important field because the user who is an administrator can have all rights about the entire system. You must consider who should be an administrator. see Understanding iOfficeV4 security policies.

• Contact Information: Enter user's division, departments, and Phone.

In Whereabouts, Direct, Extension, or Mobile can be displayed as the contact information when a user is present or not present. See Setting contact information.

• Title (Code): Type a title of the user. In Code, specify a title code of the user. The code will be used to sort the user list.

• Belonging Groups: A user should belong to at least a group.

Note:

To determine Title Code and Groups, see How to organize groups in iOfficeV4.

2. Click OK.

To change the display order of the users in the list:

The users registered will be displayed in the lists according to the order of the addition. You may probably want to change the order.

1. Check the boxes beside the users which you want to move.

2. Click Up or Down button to move the users.

-OR-

You can use Title Code to change the order. See How to organize groups in iOfficeV4 about the title code. To do so, set Title Code first and then,

• Click Sort Display Order by Title button.

Note:

You cannot undo this operation. Exporting the data probably is a good idea.

To edit a user:

1. Click the name of the user you want to edit.

2. Edit the information.

3. Click OK.

To delete users:

1. Click the name of the user you want to delete.

2. Click Delete.

-OR-

1. There are several ways to select the users you want to delete.

• Choose Selected by user from Selection. (Default) and check the boxes beside the users you want to delete.

• Or choose All the users in this page from Selection. The users displayed in the page will be deleted.

• Or choose All from Selection. All the users registered will be deleted.

2. Click Delete.

You will now see the confirmation message.

3. Click OK to delete the users you selected, or click Cancel to cancel the deletion.

To set use of PDA:

You need a separate license to use iOfficeV4 for PDA (Not the Palm Sync version). If a user uses iOfficeV4 for PDA, you can set the use of PDA individually.

1. Check the boxes beside the user names of which you want to set use of PDA.

2. Click PDA User. To cancel it, click Non PDA User.