Copyright: Copyright (c) 1996 Len Phillips


Contents

Overview

Step by Step

Menu Guide

Administration

Installation and Removal

Feedback and Upgrades

Order Form

Fine Print (Legal Disclaimer)


Content Step by step
Contents

Overview

Step by Step

Easy Access to Hidden OfficeView Screen

Signing In

Signing Out

Changing User Remarks

Maintaining the List of Remarks

Sending Messages

Reading Messages

Receiving a Message ( Pop-up OfficeView)

Updating the Additional Information Window

Hiding Yellow Pop-Up Help Hints

Hiding the Name Warning

Manipulating Groups

Searching for a Name

 Menu Guide

Administration

Installation and Removal

Feedback and Upgrades

Order Form

Fine Print (Legal Disclaimer)


Contents Menu Guide
Contents

Overview

Step by Step

Menu Guide

File Menu

Group Menu

Options Menu

Help Menu

Administration

Installation and Removal

Feedback and Upgrades

Order Form

Fine Print (Legal Disclaimer)


OVERVIEW

OfficeView is a program that shows the whereabouts of employees at the glance of a screen.  Easy to use and install, it will prove useful in any office where people are coming and going during the day.  The reception desk can respond quickly without having to make phone calls or searching for available employees.

OfficeView has an easy to read display board.  Employees that sign in are highlighted in green (in and available) or in purple (at work, but unavailable).  A simple click of the mouse can change someone’s status.   Users may choose a remark from a list of standard remarks describing the employees status, e.g., on vacation until <date>, in a meeting, etc., or they may type a customized remark.  Smart fields for times, dates or customized prompts can assist you in generating remarks.

If the list of standard remarks does not suit your business requirements, registration entitles you to a list of customized remarks tailored to your exact needs.

Another feature is the messaging system, so users can communicate with any other users.  Your receptionist may find the telephone messaging notes particularly helpful.

An additional information screen is available for each employee.  It contains optional fields of information, such as: telephone number, title, location, and an easily updated notepad.

A password system restricts access to administrative commands that change the configuration.

Optional helpful pop-up hints (yellow background) guide the user.  More detailed help is also available in the Help menu.

OfficeView may be used on a single computer at a reception desk or on a network, in which case the employees themselves would make the entries.  The program is available in three sizes which will accommodate up to 10, 30 or 1000 names.

The 1000-names version has additional features, such as: the grouping of employee names into organizational units, e.g., divisions, and the quick search method to find names instantly.

 A five-names trial version is available for the 10 or 30-names programs.  The trial version for the 1000-names program enables three names in three groups to operate.  You must register your program to increase the number of names.

For the latest version see http://www.capitalnet.com/~phillips.


Easy Access to Hidde
Easy Access to Hidden OfficeView Screen

If the application you are working in covers the OfficeView screen, you can quickly flip to it by holding down the Alt key and tapping the Tab key until the OfficeView icon is selected.  Release the Alt key to pop up the OfficeView screen.  Repeat the same procedure to return to your original application.


Unrestricting Access

OfficeView has a security system to control access to the configuration data.  Access to some commands/changes are only available to those who know the required password that will permit unrestricted access.  Specifically, this refers to modifying the following commands: Add Name, Remove Name, and My Name and to the Additional Information screen for all employees.  To turn off this restricted access feature so that all commands are available, the Administrator(s) need only click on File/Unrestricted Access and enter a password.  To activate the restricted commands, click on File/Restricted Access.

To change the password, click on File/Unrestricted Access and enter the current password followed immediately by “;” , the new password, a second “;”  and finally the new password again.  For example, “abc;new;new” requests that the current password “abc” be changed to “new”.   The program will confirm that a new password has been accepted.  Passwords must consist only of letters.


Adding New Users

To add a new name to the display board, click on Add Name in the Options menu, type the new name, and choose OK or Enter.  The names are automatically displayed alphabetically.

Also see

Unrestricted Access to all commands


Identifying Yourself
Associating a Name With a Workstation

The program must identify names with workstations in order to make the messaging system fully functional.  To do this, after a new name is added, at the appropriate workstation, click on the name to be associated with that workstation and select My Name from the pop-up menu. The name will appear in the top title bar.  This procedure need never be repeated, unless a new user operates at that computer.

Also see

Unrestricted Access to all commands


Removing a User
Removing Users

To remove a name, click on the name to be removed.  From the pop-up menu which appears, click on Remove Name and confirm the removal by choosing Yes.

Also see

Unrestricted Access to all commands


Signing In

To sign in, click in the remarks field beside your name and choose IN from the pop-up list.  The adjacent remarks field will indicate  IN and the background will change to a green colour.

You will probably find it useful to have the program automatically start up when you turn on your computer.   That is, the program would be included in the Startup group of  your computer.  The program would then automatically indicate IN beside your name.

After signing in, if you do not wish to be disturbed, click on the remarks field beside your name and select In But Unavailable from the pop-up list. This remark will appear beside your name and the background will turn purple.


Signing Out

To sign out, click on the remarks field adjacent to your name.  A pop-up list will appear.  Click on the appropriate comment to assign it to the remarks field.

Some of the remarks contain “smart” fields which are identified inside {} or <> brackets.  Remarks with the word “time”  in uppercase or lowercase inside {} brackets automatically insert the current time in the remark.  Prompts appear inside <> brackets.  Choosing a remark containing a prompt opens a window that will ask for information, such as a future date or time.

If the remark you wish to insert is not available in the list, then you may enter a customized remark.  Click on <Custom Remark> and type your remark.  <Custom Remark> is a temporary remark.  If you wish to insert a permanent remark to the master list of remarks, use Add.  Remarks on the list may also be added and deleted using the procedure outlined in Maintaining the List of Remarks.

Choosing a sign-out remark turns off the highlight in your remarks field.

If you choose Sign Out on Exit in the Options menu, then whenever you turn off your computer when your remark is indicating IN, the remarks field will automatically change to OUT.  The absence of a tick mark in front of this item indicates that this feature is turned off.  Clicking on Sign Out on Exit  toggles this feature on and off.


Changing User Remarks

To change a remark, use the same procedure described in  Signing In or Signing Out.  More detailed remarks can be inserted in the Additional Information screen.

Also see

Signing In

Signing Out

Maintaining The List of Remarks


Maintaining the List of Remarks

The list of remarks is the list from which users may select a remark.  To modify this list,  choose Modify Remarks List  in the Options menu.  A window containing the list of remarks will appear. This list may be updated using the three buttons that appear (Add, Remove, and Close).  To add a remark to the list, click on Add and type a remark. To remove a remark from the list, select the remark to be deleted and click on Remove. To close the pop-up window, click on Close.

Remarks can have a “smart”  field which prints the current time.  To add a remark with the current time, insert the word “time” in uppercase or lowercase within {} brackets.  For instance, type “Left at {current time} “.  The current time will be printed in the remark when the users choose it.

A second type of field is the prompt field which requests the user to add information.  To add a prompt field to a remark, insert the prompt text within <> brackets. As an example, include  <date>  to prompt the user to enter a date.

If  the master list of remarks becomes modified extensively and you wish to reset it to the original set of remarks provided by this program, choose File and Load Standard Remarks.

Phillips Software can customize the List of Standard Remarks to meet the specific needs of your business.


Sending Messages

To send a message, click on the name of the person to whom you wish to send a message.  From the pop-up menu, select Send Message.  This action opens a dialogue box where you may type your message.  All the standard Windows editing features apply.  If a phone message is to be sent, press on Phone Msg and type replies to the prompts for the name and number.  Press Send to send the message and exit or press Cancel to delete the message and exit.

Also see

Reading Messages


Reading Messages

A blue flashing background on your name indicates a new message has been received.  To read your message, click on your name. From the pop-up menu, select Read Message.  This opens a dialogue box which displays a message as well as the date and time it was sent and the author.  You may click on the Erase button to delete the message or click on Next to view the next message.  Messages which have not been read are coloured green for the first viewing.  They will be coloured black for any subsequent viewings.  Clicking on Erase will delete the message from the queue and bring up the next message.  Clicking on Erase All will erase all the messages in the queue.  Clicking on Close will exit you from the window.  Upon exiting the window, the background on your name will no longer flash if you have read all your messages.

also see

Pop-up OfficeView


Receiving a Message ( Pop-up OfficeView)

If a new message is received when OfficeView is hidden by another program window or is in an icon state, it will pop-up in its normal size in front of all other windows.  The background of your name will flash and the Title Bar will blink  “MESSAGE”.   If you wish to continue your work, then minimize OfficeView.  If you wish to read your message, click on Options/Read  (or short-cut Ctl R).

If you choose to minimize OfficeView without reading your message, the text on the icon will blink “MESSAGE” to remind you that a new message was received.


Updating the Additional Information Window

To update the Additional Information window, click on your name and Information.  Add any desired information, e.g., telephone numbers, etc.  This screen can be viewed by any users.

g


Hiding the Yellow Pop-Up Help Hints

To prevent the yellow pop-up help hints from appearing, choose Yellow Hints under Options.  The absence of a tick mark in front of this item indicates that the hints are turned off.  Clicking on Yellow Hints toggles this feature on and off.


Hiding the Name Warning

The question,  "This is not your name.  Do you want to proceed?" appears when a user chooses a name other than his/her name.  To turn off this warning, choose Name Warning under Options.  The absence of a tick mark in front of this item indicates that the question is turned off.  Clicking on Name Warning  toggles this feature on and off.


Manipulating Groups

 (Included in program for 1000 names)

Adding a Group

To add the name of an organization/group, choose Options and Add New Group.  A window will appear indicating "Enter New Group Name".  Type in the name and click OK.

Viewing a Group

To display an organizational group, select Group and the name of the group to display.

Adding User Names to a Group

The group must be chosen before adding new users.  You must be viewing the group; that is, the name of the group should appear in the top title bar. The commands for adding users to groups operates the same as outlined in Adding New  Names.

Renaming a Group

To rename an organizational group’s title, select the name of the group to be modified by clicking on Group and the name of the group.  This name will appear in the top bar of the screen.   Choose Options and Rename Group.   A window will appear indicating "Enter New Name".  Type in the name and click on OK.

Searching for a Name

This feature provides a fast method to locate a name.  Type in the first few letters of the name.  As the name is typed it will appear in the top bar of the screen, an alphabetical list of names will pop-up on the screen and the cursor will be automatically scrolled to the name.  This feature will search all names in the organization, whether the employee's screen displays a group or the whole organization.


Searching for a Name

 (Included in program for 1000 names)

This feature provides a fast method to locate a name.  Simply, type in the first few letters of the name.  As the name is typed it will appear in the top bar of the screen, an alphabetical list of names will pop-up on the screen and the cursor will automatically scroll to the name.  This feature will search all names in the organization, whether the employee's screen displays a group or the whole organization.


File Menu

This menu contains the following commands:

a) Load Standard Remarks

Overwrites the existing remarks with a set of standard default remarks.   This command can be used in cases where the remarks have been modified and the users wish to return to a standard set of remarks.

b) Unrestricted Access

Enables the user to change the configurations, i.e., add names, delete names and identify names. Initially, the security password is set to 'abc'.

c) Restricted Access

Disables commands that allow  users to change the OfficeView configuration, i.e., add names, delete name and identify names.

d) Exit

Quits OfficeView.


Group Menu

Choose Group in the menu bar.   A list of organizational/group names will appear.  Choose the desired group.  The screen will display the names in that group and the title bar will indicate the group name.


Options Menu

This menu contains the following commands:

a) Read Message

Select this to read your messages.

b) Add Name

Click on Add Name and type the name to be added.  Press Enter or OK  to enter the name or press Cancel to cancel the command.

c) Modify Remarks List

Click on Modify Remarks List to display a list of the remarks options. To add a new remark to the list, click on Add and type a remark into the field displayed in the dialog box that pops up.  To remove a remark from the list, highlight the remark to be deleted and click on Remove.  After making the modifications, click on Close to save the changes and exit the window.

d) Shrink Window

Click on this to reduce the window to your preferred size.

e) Expand Window

Click on this to expand the window to your preferred size.

f) Yellow Hints

Click on this command to toggle the feature on and off.  When a tick mark appears on this menu item, then the yellow pop-up hints are activated.

g) Name Warning

Click on this command to toggle the feature on and off.  When a tick mark appears with this menu item, then the pop-up question window is activated.

h) Sign Out on Exit

Click on this command to toggle the feature on and off.  When a tick mark appears with this menu item, the program will automatically change your status from IN to OUT whenever you turn off your computer.


Help Menu

a) Contents

Click on Contents to launch the on-line help system.  Select a subject.

b) Topic Search

Click on Topic Search  to search for on-line help for a subject.

c) About

Select this item to display a window containing buttons for registration and ordering information.  It also contains program information (e.g., registration and serial numbers).


ADMINISTRATION

OfficeView has a security system to control access to the configuration data.  Access to some commands/changes are only available to those who know the required password that will permit unrestricted access.  Specifically, this refers to modifying the following commands: Add Name, Remove Name, and My Name and to the Additional Information screen for all employees.  To turn off this restricted access feature so that all commands are available, the Administrator(s) need only click on File/Unrestricted Access and enter a password.  To activate the restricted commands, click on File/Restricted Access.

To change the password (initially="abc"), click on File/Unrestricted Access and enter the current password followed immediately by “;” , the new password, a second “;”  and finally the new password again.  For example, “abc;new;new” requests that the current password “abc” be changed to “new”.   The program will confirm that a new password has been accepted.  Passwords must consist only of letters.

The program must identify names with workstations in order to make the messaging system fully functional.  To do this, after a new name is added, at the appropriate workstation, click on the name to be associated with that workstation and select My Name from the pop-up menu. The name will appear in the top title bar.  This procedure need never be repeated, unless a new user operates at that computer.

Also see:

Unrestricting Access

Adding New Users

Associating a Name With a Workstation

Removing Users


INSTALLATION AND REMOVAL

If more than one workstation will be using the program, then a single copy of  the program must be installed on a shared directory.  This directory can be located on a fileserver or shared on a peer-to-peer LAN, such as Microsoft Networks or Lantastic. For your convenience, you should permanently map a drive letter to this shared network  directory.   If you are using Windows 95, you can find  information on how to map a drive letter to a shared network resource by looking up "mapping" in the Help Index. The manuals for other windows operating systems explain this operation.

OfficeView includes a Setup program to make installation very easy.  The Setup program can be used to install OfficeView on the common network directory and the individual workstations.

If you receive OfficeView in a compressed format, i.e., from the Internet or a CD library, then you will receive all the OfficeView files in one file with a name ending in .exe.

To extract and install OfficeView, click on the File menu of your Windows Program Manager, and select Run.  (Windows 95 users click Start/Run.) Type  the name of the compressed Officeview file and click on OK.   Click on Unzip to extract the files.  When prompted, run the setup program.

If you are starting from a distribution diskette, use Program Manager’s File/Run or the Task Bar Start/Run. Type in A:SETUP.EXE and click on OK.

Un-installing  OfficeView

The following steps outline how to completely remove the main copy of OfficeView.

On a LAN Workstations only use the first two steps.

- Delete the OfficeView group and OfficeView icon from the Program Manager.

- Delete ovlocal.ini from the main windows directory (usually c:\windows).

- Delete all files in the OfficeView directory ( default directory c:\OView ).

- Delete the OfficeView directory.

Answers to Questions:

If you have any questions, send them to phillips@capitalnet.com or officeview@ottawa.com.  In addition, the OfficeView web site at "www.capitalnet.com/~phillips" has a support page to assist you.


FEEDBACK AND UPGRADES

We welcome any suggestions you have for improvements or upgrades or other information you may wish to communicate about this product.  Your comments will be considered in preparing any future upgrades.  You may contact the author via e-mail at phillips@capitalnet.com or officeview@ottawa.com.

We are providing a five-name version of OfficeView for 10 or 30 users and a three-user in three groups version for the 1000 user program free of charge. To increase the number of users, you must register your copy of OfficeView by purchasing the package, as outlined on the Order Form.

All registered users are entitled to e-mail support and free upgrades to the next release.  In addition, the opening screen will be removed and the access password system will be fully enabled.

For the latest version, check our Internet Home Page at http://www.capitalnet.com/~phillips/.


ORDER FORM

(use File, Topic Print to get a hard copy)

Payments by cheque or money order (payable to Len Phillips) must be in U.S. or Canadian dollars.  All orders from outside Canada and the U.S. must be by cheque or money order.

Purchase orders (net 30 days) in U.S. or Canadian dollars are accepted only from government, accredited educational institutions and major corporations in Canada or the United States.

Please mail this form with your payment or purchase order addressed to Len Phillips,  915 Plante Drive, Ottawa, Ontario, CANADA K1V 9E3.

When you purchase this product, you will receive a diskette containing program files and an electronic version of the manual.  In case you do not want to wait to receive the mailed version, in addition, we will e-mail to you codes that will permit you to upgrade the trial version into a registered version.  The e-mail will contain a key code to activate  the maximum allowed names and a special code to remove the opening screen.

OfficeView is shipped on 3.5 inch disks only.

Max. Names	          	Price                                      	    Net

10   (regular)	$30.00 US   ( $39 Canadian)	___________

30   (regular)	$50.00 US   ($65 Canadian)	___________

1000 (group)	$99.00 US   ($130 Canadian) 	 	___________

                            Ontario residents add 7% provincial sales tax   	___________

                            Canadian residents add 8% GST                        	___________

                            Shipping & handling add $5.00 (Can. or U.S.)    	___________

                                                                              Total Payment   	___________

Name: ___________________________________________________________

Company: ________________________________________________________

Address: _________________________________________________________

City: _______________________ State/Province: ________________________

Zip/Postal Code: __________________ Country: _________________________

E-Mail Address: ___________________________________________________

OfficeView serial # __________________________( Find this # in Help/About menu)

Mail __ 16 bit or __ 32 bit version

Comments: ______________________________________________________

V 2.00


Glossary
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Fine Print
FINE PRINT (LEGAL DISCLAIMER)

While every effort has been made to make this document as accurate and helpful as possible, Len Phillips makes no warranty of any kind with regard to its content.  All information included herein is subject to change without notice.  Len Phillips and any associates are not responsible for any loss or damages, direct or indirect, arising from or related to the use of this product.

All rights reserved.  Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright laws.