* Initial setting of iOffice2000 * ------------------------------------------------------------------------- Introduction ------------------------------------------------------------------------- We are glad that you have decided to use iOffice2000. After installation, the user for maintenance is registered in iOffice2000. Please carry out maintenance during use by registering your company's environment and settings employing this user. First of all, select the registered user (responsible person etc.) and click the "log-in" button. (A password is not set for the initially registered user.) On log-in, the top menu screen is displayed. This is the menu screen for the various functions provided to customers by iOffice2000. Click the "Settings" icon to set your company's environment. ------------------------------------------------------------------------- 1. Setting of company information. ------------------------------------------------------------------------- First of all, click the menu item "Company Master Maintenance". Here, your company information is registered in iOffice2000 by entering your company name and contact point etc. and clicking the "OK" button. (The registered "Company Name" is then displayed on the title bar of iOffice2000.) ------------------------------------------------------------------------- 2. Setting the mail server. ------------------------------------------------------------------------- In order to use "WebMail", the mail server must be set. Thereupon, the mail server that provides POP3 and SMTP services is installed and actuated. The "Server Nameh (host name) of the machine and the port number at which the various services are provided are registered. 1) Setting "POP3" This is the setting for receiving mail within the company or on the Internet. Set the machine name or IP address of the mail server you are using in "Server Name" (host name). "110" is set as default for the port number, but the number that you use normally should be satisfactory. (If you fail to receive mail, please inquire of the manager of your mail server.) 2) Setting "SMTP" This is the setting for sending mail within the company or on the Internet. Set the machine name or IP address of the mail server you are using in "Server Name" (host name). "25" has been set as default for the port number, but the number that you use normally should be satisfactory. (If there is a failure in sending mail, please contact your mail server manager.) *If you do not use "WebMail" in iOffice2000, please remove the check from the checkbox "Use E-mail". The mail transmission setting item will be removed from the registration screen of "Scheduler" and from the application path creation screen of "Workflow". ------------------------------------------------------------------------- 3. Using On-Line Help ------------------------------------------------------------------------- We provide Help on our Web Site to the administrator and users. You can set the preference to enable users to access this Help files as the default Help. Please follow the procedure below to enable users access to the Help. Note:Since the Help files exist on our Web Server, your users must be able to access Internet. 1) First of all, click the menu item "Initial Menu Settings" of "Settings". Here, you may see menu item "Help" in the list box "Initial Menu", and it is "invisible". 2) To make "Help" visible, click "Help" to highlight and click Visible button. 3) On the lower part of the screen, you will find "Use Local Help File" and "URL for Local Help". 4) Check "Use Local Help File" and enter the following URL to "URL for Local Help" http://www.neoint.com/ioffice2000/support/support.html 5) Click save button. 6) Go back to the Top Menu, you will see the ICON for the Help. ------------------------------------------------------------------------- 4. Maintenance of group master ------------------------------------------------------------------------- Click "Group Master maintenance". Register the information of your section and group in the company. Distinguishing groups in this way is necessary for screen display changeover in "Scheduler", "Whereabouts" and "Time Card" etc. One method of log-in which is available is "log-in by selecting name from group list". If you use this method of log-in, group maintenance will be necessary. For example, if your company has the following sections/groups ... X Operational Department +-- operating group 1 +-- operating group 2 +-- operating group 3 +-- operation planning group X General Affairs Department X Development Department +-- Network group +-- Application group All the names should be registered by the Group Master. Example: Group List Operational Department Operational Department: operating group 1 Operational Department: operating group 2 Operational Department: operating group 3 Operational Department: operation planning group General Affairs Department Development Department Development Department: network group Development Department: application group. For the reasons why such registration should be performed, please refer to "User Master Maintenance" in the next paragraph. ------------------------------------------------------------------------- 5. User Master Maintenance ------------------------------------------------------------------------- Click "User Master Maintenance". Register the information of the users who are using iOffice2000 in your company. The users to be registered here are users who use iOffice2000 as individuals. Also, if a user is registered here, the user's information will automatically be registered in "Address Book". The values that are input for ID and password will also be automatically registered under the WebMail account (individual) information. Registered users should be associated with a group. This may be done by selecting the user name in "User List" and clicking the "Edit" button. The user maintenance screen is displayed, and, at the bottom of the screen, "Group List" and "Member of" are displayed. The group names registered by "Group Master Maintenance" are listed and displayed under this "Group List". A user can be associated with a group by clicking the "Add >> " button after selecting the group name. Also, a user can be removed from a group by clicking the "<< Remove" button. For example, in the case of a user such as a "Head of Department" who does not belong to any group, by associating this user with "Operational Department", this user can be registered in a position separate from the group users of the other "Operating Group I" and "Operating Group 2". Conversely, the ranking of the user "Head of Department" associated with "Department" and the "Group leader/ordinary" users associated with "Section" and "Group" can be made clear by associating users such as group leaders or other ordinary staff with "Operating group 1", "Operating group 2" etc. In this way, structure management can be performed under iOffice2000 with a single layer taking into account "Staff movement" and "Transfer" etc. without needing complicated structural management. When registering a "User" the attribute "Privilege" is available and this can be used to set whether the user is "User" or "Manager". A user who is "Manager" level is able to maintain the data of other users and this power may be exercised when a user is deleted or when the Workflow on a project which is still pending is held up, etc. Also, among the "User" users, there are two sorts of user: members belonging to a group (ordinary) and the leader (group manager) who manages the Group". This means that, in contrast with a "Manager" user, who has the authority to control all the users in iOffice2000, a group leader has the authority to control the users in the group to which he himself be longs. In order to set an "User" user as "Group manager", after allocating the user to the group, start up "Group master maintenance", select from the group list the group whose group manager is to be set, and click the "Edit" button. When this is done, the "Edit Group" screen is displayed, and "Users" and "Managers" are displayed at the bottom of the screen. When the user is selected in "Group Member List" and the "Add >>" is clicked, the selected user is registered as "Manager". Conversely, when the user is selected in "Group Member" and the "<< Remove" button is clicked, the selected user is changed from "Manager" to "Users". ------------------------------------------------------------------------- 6. You can set favorite links. ------------------------------------------------------------------------- Click "Favorite Links" You can register beforehand sites which are often used by your company. For example, to register a link to "NeoJapan Inc."..., in the "Favorite links", click the "New" button to display the "registration" screen. Input: Title: NeoJapan Inc. URL: http://www.neo.co.jp and click the "Add" button. When this is done, "NeoJapan Inc." will be displayed at the bottom of the log-in screen, and you will be able to connect to the NeoJapan Inc. Web site by clicking on the name. ------------------------------------------------------------------------- 7. Setting various functions ------------------------------------------------------------------------- Of the various functions of iOffice2000, items which are common to all users can be set. Scheduler, To Do List, Whereabouts, Time Card, Facility Reservation, Workflow, Bulletin board, Address Book, and Discussion have settings that are common to all users, so settings such as master data registration and data storage period can be performed by starting up the respective function and clicking the "Settings" button. Items on the display can also be set for Scheduler and Facility Reservation. ------------------------------------------------------------------------- 8. Setting of Administrator Password ------------------------------------------------------------------------- You should always set a password for controlling use of the various setting functions: after all the settings are complete, click "Settings - Set Administrator Password". (Immediately after installation, the "Administrator Password" is not set, so any user can use the "Settings" function.) The above completes the basic setup of iOffice2000. Subsequently, by maintenance performed by the Administrator as required, work within groups can be carried out in an efficient and rational fashion. We hope that this will enable you to increase group activity and working efficiency in your company.