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A project is an unique group activity with a definite beginning and end designed to achieve a specific goal. As a rule, during its life each project goes through five main stages:

Projects is a project management tool developed to help you successfully carry out the project through all these stages: schedule your workflow, manage your project team and distribute tasks between its members, track and report project progress in order to achieve the main goal of the created project.

To access the Projects module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

kCreating projectl6

The very first thing you should do to coordinate the workflow is to create a project. To do that,

  1. Click the Create button in the upper left corner and select the Project option from the drop-down list.
    If you have previously created a template and want to apply it to a new project click the Select link under the Select project template caption and choose the necessary template. Use the search field to accelerate the search process. To learn more about how to create a template refer to this article.
  2. Specify your project Title and enter a short Description, if necessary.
  3. Assign a Project Manager.

    To do that, open the corresponding drop-down list and select a person you need. Sort all users by group or use the filter field at the top to facilitate the search. Check the box near this field if you wish to notify the project manager by email.

  4. Create a project Team.

    To start adding members to the project team, click the Manage Team link. Сheck the users you wish to add to your team. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively. Сlick the Save button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the Delete member icon icon.

    All the selected users will be notified by email.

    When creating a private project (this option is enabled by default), you can also set access rights for each team member.
    Create New Project Create New Project
  5. Edit Project structure if it's necessary.

    Click the Add milestone link and introduce it's 'Title' in the corresponding field, then set it's due date, choose the responsible person from the list and click the Ok button. You can easily Edit, Add a task to a new milestone or Delete it using the Actions Icon icon.

    To add a new task to the created milestone you can also move the mouse cursor over the milestone and click the Task link, enter the task title, select a responsible person and click the Ok button.

    Use the Add task link situated under the Tasks without milestones caption if you want to add a task which won't belong to any milestone. Introduce the 'Title' of your task in the corresponding field, choose the responsible person from the list and click the Ok button.

  6. Add tags: click the Select link in the Tags section, check necessary tags in the list of the existing ones or create new tags. To create a new tag, click the Create new tag link, enter the tag Title and click the Create button. When necessary tags are selected, click Save.

    This helps categorize the project and facilitate the search for the other users.

  7. Check the Save this project as private box.

    This option is enabled by default. Use this option if you'd like to restrict access to the newly created project. In this case the project will be available only to the project administrator, the project manager and its members with corresponding rights. If you uncheck this box, the project will be available to all users who have access to the Projects module.

  8. Check the Follow this project box, if you don't plan to participate in this project but need to keep track of it.
  9. Check the Notify Responsibles box to notify the persons who are responsible for the added milestones and tasks. If no responsibles have been assigned when adding milestones and tasks to the project structure, this option is grayed out.
  10. Click the Save button.
Create New Project Create New Project
By default, only portal owner and administrators, who have full privileges to manage the portal or Projects module, can create new projects on the portal. Administrators can also allow all the Project module users to create new projects. To enable this option, click the Settings link at the left-side panel, select the Common Settings sub-section and turn on the Any user can create a project switcher.

Making changes in your project when it is underway is as much inevitable as indispensable step in the project progress.

To adjust some project settings,

  1. open the project page clicking its title,
  2. click the Actions Icon icon to the right of the project title,
  3. select the Edit option from the drop-down list,
  4. make all the changes you need and click the Save Project button.
mManaging your teamn

One of the key factor to your project success is your Team. When your project is underway you might need to add or remove some team members. To do that,

  1. Switch to the Team tab on the project page.
  2. Click the Manage Team link.
  3. Add new users to your team.

    To do that, check the users you wish to add to your team from the list and click the Save button. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively.

  4. Remove members from your team.

    To do that, uncheck the users you wish to remove from the list or click the Actions Icon icon to the right of the user you wish to remove and select the Remove the user from the team option.

  5. Click the Save button.
Manage Team Manage Team

By default, each project team member can view all content inside the selected project: milestones, tasks, documents, discussions and contacts.

To restrict the access just select the teammate you wish to set access rights for and click one of the links to the right:

The same way you can set the access rights for each member of your project team unless he/she does not have projects administrator privileges.

This function is available for private projects only.
oScheduling workflowp

Once the project is created, the next step is to schedule the workflow using the milestones. A milestone is a key point in the progress of a project.

To plan a new milestone,

  1. Click the Create button in the upper left corner and select the Milestone option from the drop-down list.
  2. Specify your milestone Title and enter a short Description, if necessary.
  3. Select the Project you need to add a milestone to.
  4. Select the Responsible person you wish to assign the newly created milestone to. By default, the project manager is selected.
  5. Set a desired Due Date.

    The due date of a milestone is the date by which all the tasks attached to it are supposed to be done.

    To set a due date, use one of the available options: Week, Month, Two months, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy.

  6. Check the Key milestone option, if necessary.

    Use this option if you consider the newly created milestone to be more important than others. All the key milestones are marked by the red key icon placed near its title

  7. If you want to be notified 48 hours before the due date check the corresponding option.
  8. Click the Save button.
Schedule Workflow Schedule Workflow

The created milestone will be added to the Milestones list. The same way as many milestones as you wish can be added to your project.

When all the task are done, you can close the milestone changing its status from Open to Closed in the Milestones list. All you need is to click the arrow Blue Arrow to the left of the milestone title and select the necessary status from the list.

If you need to shift a milestone,

  1. select the milestone you need from the Milestones list,
  2. click the Actions Icon icon to the right of the milestone title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete a milestone, choose the corresponding option from the Actions drop-down list.

You can also delete several milestones at once instead of deleting them one by one. To do that, check the milestones you want to delete and press the Delete button above the milestone list.
qAssigning tasksr>

Once the project is created and the milestone is added, one more step is left. Distribute the tasks among the project team members.

To add a task,

  1. Click the Create button in the upper left corner and select the Task option from the drop-down list.
  2. Specify your task Title and enter a short Description, if necessary.
  3. Select the Project you need to add a task to.
  4. Assign a task to one of the available Milestones.

    Use the none option if you don't want to attach this task to any milestone.

  5. Select the responsible person you wish to assign this task to from the Assigned to list.

    You can assign the task to as many responsible persons as you wish selecting them from the list. To remove a person added by mistake from the list of the responsible persons, hover the mouse cursor on his/her name and click the Delete icon - recycle bin icon which appears to the left. All the responsible persons will be informed about a new task assigned to them by email.

  6. Set a desired Start Date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.
  7. Set a desired Due Date using one of the available options: Today, 3 days, Week, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.
  8. Check the High option to set the task priority.

    The High Priority icon - Flash icon will be added next to the task title in the Tasks list.

  9. Click the Save button or use the Save & Create New Task button to save this task and start creating the new one right away.
Assign Tasks Assign Tasks

The created task will be added to the Tasks list. The same way as many tasks as you wish can be added to your project.

If a task does not have a due date but belongs to a milestone, this task in the list is marked with the Task within Milestone Icon icon and is displayed with the milestone due date.

To quickly create a new task on the base of the existing one with all its contents, such as attached documents and subtasks, make use of the Copy feature. You'll be able to create an exact task duplicate or make some minor corrections to it (e.g. select another milestone, responsible person or due date); create similar tasks within the same project or move task copies to another project.

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Copy option from the Actions drop-down list,
  4. change the task details, if necessary,
  5. choose which items you want to be copied checking the Documents and/or Subtasks box,
  6. click the Copy button to duplicate the task or use the Replace button to remove the original task and add the copied one instead of it.

If you need to edit a task,

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

You can attach documents to your task. Open the task page and switch to the Documents tab on the top. Here you can:

To manage documents attached to your task, place the mouse cursor over the attached document and use corresponding icons to perform the necessary action:

You can also quickly move several tasks at once from one milestone to another. To do that, check the tasks that belong to the same milestone and press the Move button above the task list. In the confirmation window, select a different milestone and press the Move to milestone button.

When the task is done, close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow Blue Arrow to the left of the task title and select the necessary status from the list.

If some additional task statuses have been previously created by a full access or the 'Projects' module administrator, it's also possible to assign custom statuses to your tasks. To learn more on how to create and apply custom task statuses, you can refer to this article.

You can also change the status for several tasks at once instead of changing statuses one by one. To do that, check the necessary tasks, press the Change Status button above the task list and select the necessary status.

To delete a task, choose the corresponding option from the Actions drop-down list.

You can also delete several tasks at once instead of deleting them one by one. To do that, check the tasks you want to delete and press the Delete button above the task list.
sCreating subtaskst!

Sometimes to complete a task you need to perform several steps or divide it into parts and distribute them among several persons. Creating subtasks will help you manage your to-do list and stay organized.

To create a subtask,

  1. Open the Tasks list clicking the corresponding option on the left side panel.
  2. Select a desired task.

    To find a necessary task make use of our filter at the top of the list. Click the Add Filter button and select one of the options:

    • use the RESPONSIBLE list to display the tasks assigned to you, to a certain user or a group, or the tasks with no responsible;

    • use the CREATOR list to display the tasks created by you, or by a certain user;

    • use the PROJECT list to display the tasks within your projects, or the projects you don't participate in, or the projects with a specified tag, or the projects without tags;

    • use the MILESTONE list to display all the tasks of the milestones with at least one task assigned to you, or tasks without milestones, or the ones assigned to a specified milestone;

    • use the STATUS list to display the tasks you are working on (open) or you have already completed (closed);

    • use the DUE DATE list to display the tasks with a specified due date;

    You can also enter a task name, entirely or partially, in the field and press the Enter key to find the necessary one.

  3. Hover the cursor over the selected task and click the Subtask link which appears to the right of the task title.
  4. Specify your subtask Title.
  5. Select the responsible person you wish to assign this subtask to from the Responsible list.
  6. Click the OK button to the right.
Create Subtasks Create Subtasks

The created subtask will be added and displayed below the selected task. The subtask due date will coincide with the due date of the task you attached the subtask to and can NOT be altered.

You can continue adding subtasks right now using the field below or create other subtasks later using the Add subtask option in the Actions menu to the right of the task title.

To quickly duplicate an existing subtask within the same task, click the Actions Icon icon to the right of the subtask title and select the Copy option from the Actions drop-down list. The copied subtask will be added and displayed below the original one.

If you need to edit a subtask,

  1. select the subtask you need from the list,
  2. click the Actions Icon icon to the right of the subtask title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the OK button.

When the subtask is completed, close it checking the box to the left of its title.

To delete a subtask, choose the corresponding option from the Actions drop-down list.

uUsing Gantt chartv

Gantt Chart is a bar chart used to illustrate a project schedule and dependency relationships between tasks.

The most simple way to open the Gantt Chart is to click the Gantt Chart link on the left side panel.

Alternatively, you can open the Gantt Chart proceeding in one of the following ways:

  1. Select your project from the Projects list.

    To find a necessary one make use of our filter at the top of the list clicking the Add Filter button and selecting one of the options:

    • use the STATUS list to display the projects you are working on (Active), you have temporarily suspended the work on (Paused) or you have already completed (Closed);

    • use the PROJECT MANAGER list to display the projects managed by you or by a certain user;

    • use the TEAM MEMBER list to display the projects you or a certain user or group participate in;

    • use the OTHER list to display the projects you don't participate in but keep track of (Followed), or the projects with a specified tag, or the projects without tags;

    You can also enter a project title, entirely or partially, in the field and press the Enter key to find the necessary one.

  2. Open the project page clicking its title.
  3. Switch to the Gantt Chart tab on the project page.

OR

  1. select a desired task from the Tasks list using the filter above,
  2. open the task page clicking its title,
  3. scroll down to the Related Tasks section,
  4. click the Move to Gantt Chart link.

The Gantt Chart will be opened:

Using Gantt Chart Using Gantt Chart

Here you can:

To learn more, refer to our User Guide.

wLeading discussionx-

Once the project is underway any sort of problems or outstanding questions may occur. To find a right solution, discuss the issue with your project team.

To start a project-related discussion,

  1. Open the Project you wish to add a discussion to.
  2. Click the Create button in the upper left corner and select the Discussion option from the drop-down list.
  3. Specify your discussion Title.
  4. Type in your message and edit it using the Formatting Toolbar.
  5. Use the Text Cut button to select a part you wish to be shown on the Discussions page.

    To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the discussion list and feed pages.

  6. Invite people to your discussion.

    All the project team members will be invited to the discussion automatically and listed below the discussion text field. If you need to remove some of them or invite the persons who don't take part in the project click the Manage Subscribers link.

    • To invite some more people,
      Сheck the users you wish to invite to your discussion and click the Save button. You can add users from a particular group or all the portal users checking the corresponding option on the right side of the window.
    • To remove a subscriber,
      Place the mouse cursor over the needed user and click the Delete member icon icon.

    The people you've selected will be informed about the discussion created and the comments added to it.

  7. add documents to the discussion:
    • create a new document, spreadsheet or presentation clicking the New file link and selecting the file type from the list;
    • upload some documents from your hard disk drive clicking the Upload file link;
    • attach files from the project that your discussion belongs to.
  8. Preview the result and save your discussion.
Lead Discussion Lead Discussion

You can always edit the text of your discussion, manage its subscribers and attached documents. To do that,

  1. select your discussion from the Discussions list,
  2. open the discussion page clicking its title (the Comments tab opens by default),
  3. click the Actions Icon icon to the right of the discussion title,
  4. select the Edit option from the Actions drop-down list,
  5. make all the changes you need and click the Save Changes button.

To manage documents attached to your discussion, open the discussion page and switch to the Documents tab on the top. Place the mouse cursor over the attached document and use corresponding icons to perform the necessary action:

It’s also possible to create a task on the base of the discussion. Open the discussion page, click the Actions Icon icon next to the discussion title and use the Create task on discussion option from the menu.

To delete a discussion, choose the corresponding option from the Actions drop-down list.

If your discussion is no longer relevant, but you don't want to delete it because it contains some important information, use the Archive option in the drop-down list on the discussion page. All the discussion members will have an access to the discussion and all the files attached but won't be able to add new comments to it. If you want to resume the discussion, click the Actions Icon icon and choose the Open option.

 yReporting project progressz%

To increase the chances for project success, once your project is created you need to constantly monitor its progress keeping up with what everyone is doing.

To do that, make use of the online office Reports system:

  1. open the Reports list clicking the corresponding link on the left-side panel,
  2. select the type of the report you wish to generate from the Reports list,
  3. configure the available parameters,
  4. click the Generate Report button.
Report Project Progress Report Project Progress

Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary.

Project Reports Project Reports

All the generated reports can be found in the Generated Reports list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:

By default, all the generated reports are stored in the My Documents section of the Documents module. You can choose a certain folder to store project reports. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. in the Personal Settings section, click the Choose button next to the Report Folder field,
  4. select one of the existing folders within the My Documents section and click the OK button.
You can set up needed parameters once and regularly receive automatic reports by email on certain date and time. To learn how it can be done refer to this article.
 {#Suspending/closing/deleting project|

If you no longer work on your project, you may choose to either suspend or close it changing its status.

All the project milestones and tasks should not necessarily be closed for you to be able to pause it, but you cannot close a project with the open tasks.

To do that,

  1. select your project from the Projects list using the filter above.
  2. click the arrow Blue Arrow to the left of the project title.
  3. select an appropriate status from the drop-down list.

The paused or closed project will be faded and moved to the end of the Projects list. But you can easily access its milestones and tasks and change its status back to Active anytime.

Change Project Status Change Project Status

If you wish to delete your project permanently,

  1. select your project from the Projects list,
  2. open the project page clicking its title,
  3. click the Actions Icon icon to the right of the project title,
  4. select the Delete option from the drop-down list,
  5. confirm the operation.

It's also possible to delete several projects at once. To do that check the projects you want to delete in the list and press the Delete button above the project list.

If you decide to delete a project, keep in mind that the project with all its tasks, milestones, files, discussions etc. will be lost with no possibility to restore.
 }!Changing Projects module settings~+

By default, all portal users can access the Projects module. There are 5 different access levels inside it: guest (an external user with view-only permissions), user (a portal user not participating in any project), project team member, project manager and project administrator.

Being a guest you may perform the following operations:

Being a user you may perform the following operations:

To select a start page,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. In the Personal Settings section, select the necessary start page from the list. The following options are available: Tasks, Projects, Discussions and Time Tracking. By default, the Tasks option is selected.

Being a project team member you may perform the following operations:

Being a project manager you may perform the following operations:

Being a project administrator you may perform the following operations:

To change common settings of the Projects module,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. set necessary options:
    • Any user can create a project - by default, this option is disabled. Turn on the switcher if you want to allow all users to create new projects.
    • Hide Entities In Paused Projects - by default, this option is enabled. Turn off the switcher if you want to display entities of the paused projects.

But being a portal owner/full access administrator you can restrict access to the Projects for some users or even disable this module, if you don't need it at all.

To restrict access to the Projects module,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights sub-section,
  3. go to Projects section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.

To disable the Projects module just switch to the Modules & Tools section selecting the corresponding option on the left-side panel, uncheck the Projects module and click the Save button.

Change Projects Module Settings Change Projects Module Settings
 Overview

A project is an unique group activity with a definite beginning and end designed to achieve a specific goal. As a rule, during its life each project goes through five main stages:

Projects is a project management tool developed to help you successfully carry out the project through all these stages: schedule your workflow, manage your project team and distribute tasks between its members, track and report project progress in order to achieve the main goal of the created project.

To access the Projects module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

 Creating project6

The very first thing you should do to coordinate the workflow is to create a project. To do that,

  1. Click the Create button in the upper left corner and select the Project option from the drop-down list.
    If you have previously created a template and want to apply it to a new project click the Select link under the Select project template caption and choose the necessary template. Use the search field to accelerate the search process. To learn more about how to create a template refer to this article.
  2. Specify your project Title and enter a short Description, if necessary.
  3. Assign a Project Manager.

    To do that, open the corresponding drop-down list and select a person you need. Sort all users by group or use the filter field at the top to facilitate the search. Check the box near this field if you wish to notify the project manager by email.

  4. Create a project Team.

    To start adding members to the project team, click the Manage Team link. Сheck the users you wish to add to your team. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively. Сlick the Save button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the Delete member icon icon.

    All the selected users will be notified by email.

    When creating a private project (this option is enabled by default), you can also set access rights for each team member.
    Create New Project Create New Project
  5. Edit Project structure if it's necessary.

    Click the Add milestone link and introduce it's 'Title' in the corresponding field, then set it's due date, choose the responsible person from the list and click the Ok button. You can easily Edit, Add a task to a new milestone or Delete it using the Actions Icon icon.

    To add a new task to the created milestone you can also move the mouse cursor over the milestone and click the Task link, enter the task title, select a responsible person and click the Ok button.

    Use the Add task link situated under the Tasks without milestones caption if you want to add a task which won't belong to any milestone. Introduce the 'Title' of your task in the corresponding field, choose the responsible person from the list and click the Ok button.

  6. Add tags: click the Select link in the Tags section, check necessary tags in the list of the existing ones or create new tags. To create a new tag, click the Create new tag link, enter the tag Title and click the Create button. When necessary tags are selected, click Save.

    This helps categorize the project and facilitate the search for the other users.

  7. Check the Save this project as private box.

    This option is enabled by default. Use this option if you'd like to restrict access to the newly created project. In this case the project will be available only to the project administrator, the project manager and its members with corresponding rights. If you uncheck this box, the project will be available to all users who have access to the Projects module.

  8. Check the Follow this project box, if you don't plan to participate in this project but need to keep track of it.
  9. Check the Notify Responsibles box to notify the persons who are responsible for the added milestones and tasks. If no responsibles have been assigned when adding milestones and tasks to the project structure, this option is grayed out.
  10. Click the Save button.
Create New Project Create New Project
By default, only portal owner and administrators, who have full privileges to manage the portal or Projects module, can create new projects on the portal. Administrators can also allow all the Project module users to create new projects. To enable this option, click the Settings link at the left-side panel, select the Common Settings sub-section and turn on the Any user can create a project switcher.

Making changes in your project when it is underway is as much inevitable as indispensable step in the project progress.

To adjust some project settings,

  1. open the project page clicking its title,
  2. click the Actions Icon icon to the right of the project title,
  3. select the Edit option from the drop-down list,
  4. make all the changes you need and click the Save Project button.
Managing your team

One of the key factor to your project success is your Team. When your project is underway you might need to add or remove some team members. To do that,

  1. Switch to the Team tab on the project page.
  2. Click the Manage Team link.
  3. Add new users to your team.

    To do that, check the users you wish to add to your team from the list and click the Save button. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively.

  4. Remove members from your team.

    To do that, uncheck the users you wish to remove from the list or click the Actions Icon icon to the right of the user you wish to remove and select the Remove the user from the team option.

  5. Click the Save button.
Manage Team Manage Team

By default, each project team member can view all content inside the selected project: milestones, tasks, documents, discussions and contacts.

To restrict the access just select the teammate you wish to set access rights for and click one of the links to the right:

The same way you can set the access rights for each member of your project team unless he/she does not have projects administrator privileges.

This function is available for private projects only.
Scheduling workflow

Once the project is created, the next step is to schedule the workflow using the milestones. A milestone is a key point in the progress of a project.

To plan a new milestone,

  1. Click the Create button in the upper left corner and select the Milestone option from the drop-down list.
  2. Specify your milestone Title and enter a short Description, if necessary.
  3. Select the Project you need to add a milestone to.
  4. Select the Responsible person you wish to assign the newly created milestone to. By default, the project manager is selected.
  5. Set a desired Due Date.

    The due date of a milestone is the date by which all the tasks attached to it are supposed to be done.

    To set a due date, use one of the available options: Week, Month, Two months, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy.

  6. Check the Key milestone option, if necessary.

    Use this option if you consider the newly created milestone to be more important than others. All the key milestones are marked by the red key icon placed near its title

  7. If you want to be notified 48 hours before the due date check the corresponding option.
  8. Click the Save button.
Schedule Workflow Schedule Workflow

The created milestone will be added to the Milestones list. The same way as many milestones as you wish can be added to your project.

When all the task are done, you can close the milestone changing its status from Open to Closed in the Milestones list. All you need is to click the arrow Blue Arrow to the left of the milestone title and select the necessary status from the list.

If you need to shift a milestone,

  1. select the milestone you need from the Milestones list,
  2. click the Actions Icon icon to the right of the milestone title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete a milestone, choose the corresponding option from the Actions drop-down list.

You can also delete several milestones at once instead of deleting them one by one. To do that, check the milestones you want to delete and press the Delete button above the milestone list.
Assigning tasks>

Once the project is created and the milestone is added, one more step is left. Distribute the tasks among the project team members.

To add a task,

  1. Click the Create button in the upper left corner and select the Task option from the drop-down list.
  2. Specify your task Title and enter a short Description, if necessary.
  3. Select the Project you need to add a task to.
  4. Assign a task to one of the available Milestones.

    Use the none option if you don't want to attach this task to any milestone.

  5. Select the responsible person you wish to assign this task to from the Assigned to list.

    You can assign the task to as many responsible persons as you wish selecting them from the list. To remove a person added by mistake from the list of the responsible persons, hover the mouse cursor on his/her name and click the Delete icon - recycle bin icon which appears to the left. All the responsible persons will be informed about a new task assigned to them by email.

  6. Set a desired Start Date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.
  7. Set a desired Due Date using one of the available options: Today, 3 days, Week, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.
  8. Check the High option to set the task priority.

    The High Priority icon - Flash icon will be added next to the task title in the Tasks list.

  9. Click the Save button or use the Save & Create New Task button to save this task and start creating the new one right away.
Assign Tasks Assign Tasks

The created task will be added to the Tasks list. The same way as many tasks as you wish can be added to your project.

If a task does not have a due date but belongs to a milestone, this task in the list is marked with the Task within Milestone Icon icon and is displayed with the milestone due date.

To quickly create a new task on the base of the existing one with all its contents, such as attached documents and subtasks, make use of the Copy feature. You'll be able to create an exact task duplicate or make some minor corrections to it (e.g. select another milestone, responsible person or due date); create similar tasks within the same project or move task copies to another project.

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Copy option from the Actions drop-down list,
  4. change the task details, if necessary,
  5. choose which items you want to be copied checking the Documents and/or Subtasks box,
  6. click the Copy button to duplicate the task or use the Replace button to remove the original task and add the copied one instead of it.

If you need to edit a task,

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

You can attach documents to your task. Open the task page and switch to the Documents tab on the top. Here you can:

To manage documents attached to your task, place the mouse cursor over the attached document and use corresponding icons to perform the necessary action:

You can also quickly move several tasks at once from one milestone to another. To do that, check the tasks that belong to the same milestone and press the Move button above the task list. In the confirmation window, select a different milestone and press the Move to milestone button.

When the task is done, close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow Blue Arrow to the left of the task title and select the necessary status from the list.

If some additional task statuses have been previously created by a full access or the 'Projects' module administrator, it's also possible to assign custom statuses to your tasks. To learn more on how to create and apply custom task statuses, you can refer to this article.

You can also change the status for several tasks at once instead of changing statuses one by one. To do that, check the necessary tasks, press the Change Status button above the task list and select the necessary status.

To delete a task, choose the corresponding option from the Actions drop-down list.

You can also delete several tasks at once instead of deleting them one by one. To do that, check the tasks you want to delete and press the Delete button above the task list.
Creating subtasks!

Sometimes to complete a task you need to perform several steps or divide it into parts and distribute them among several persons. Creating subtasks will help you manage your to-do list and stay organized.

To create a subtask,

  1. Open the Tasks list clicking the corresponding option on the left side panel.
  2. Select a desired task.

    To find a necessary task make use of our filter at the top of the list. Click the Add Filter button and select one of the options:

    • use the RESPONSIBLE list to display the tasks assigned to you, to a certain user or a group, or the tasks with no responsible;

    • use the CREATOR list to display the tasks created by you, or by a certain user;

    • use the PROJECT list to display the tasks within your projects, or the projects you don't participate in, or the projects with a specified tag, or the projects without tags;

    • use the MILESTONE list to display all the tasks of the milestones with at least one task assigned to you, or tasks without milestones, or the ones assigned to a specified milestone;

    • use the STATUS list to display the tasks you are working on (open) or you have already completed (closed);

    • use the DUE DATE list to display the tasks with a specified due date;

    You can also enter a task name, entirely or partially, in the field and press the Enter key to find the necessary one.

  3. Hover the cursor over the selected task and click the Subtask link which appears to the right of the task title.
  4. Specify your subtask Title.
  5. Select the responsible person you wish to assign this subtask to from the Responsible list.
  6. Click the OK button to the right.
Create Subtasks Create Subtasks

The created subtask will be added and displayed below the selected task. The subtask due date will coincide with the due date of the task you attached the subtask to and can NOT be altered.

You can continue adding subtasks right now using the field below or create other subtasks later using the Add subtask option in the Actions menu to the right of the task title.

To quickly duplicate an existing subtask within the same task, click the Actions Icon icon to the right of the subtask title and select the Copy option from the Actions drop-down list. The copied subtask will be added and displayed below the original one.

If you need to edit a subtask,

  1. select the subtask you need from the list,
  2. click the Actions Icon icon to the right of the subtask title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the OK button.

When the subtask is completed, close it checking the box to the left of its title.

To delete a subtask, choose the corresponding option from the Actions drop-down list.

Using Gantt chart

Gantt Chart is a bar chart used to illustrate a project schedule and dependency relationships between tasks.

The most simple way to open the Gantt Chart is to click the Gantt Chart link on the left side panel.

Alternatively, you can open the Gantt Chart proceeding in one of the following ways:

  1. Select your project from the Projects list.

    To find a necessary one make use of our filter at the top of the list clicking the Add Filter button and selecting one of the options:

    • use the STATUS list to display the projects you are working on (Active), you have temporarily suspended the work on (Paused) or you have already completed (Closed);

    • use the PROJECT MANAGER list to display the projects managed by you or by a certain user;

    • use the TEAM MEMBER list to display the projects you or a certain user or group participate in;

    • use the OTHER list to display the projects you don't participate in but keep track of (Followed), or the projects with a specified tag, or the projects without tags;

    You can also enter a project title, entirely or partially, in the field and press the Enter key to find the necessary one.

  2. Open the project page clicking its title.
  3. Switch to the Gantt Chart tab on the project page.

OR

  1. select a desired task from the Tasks list using the filter above,
  2. open the task page clicking its title,
  3. scroll down to the Related Tasks section,
  4. click the Move to Gantt Chart link.

The Gantt Chart will be opened:

Using Gantt Chart Using Gantt Chart

Here you can:

To learn more, refer to our User Guide.

Leading discussion-

Once the project is underway any sort of problems or outstanding questions may occur. To find a right solution, discuss the issue with your project team.

To start a project-related discussion,

  1. Open the Project you wish to add a discussion to.
  2. Click the Create button in the upper left corner and select the Discussion option from the drop-down list.
  3. Specify your discussion Title.
  4. Type in your message and edit it using the Formatting Toolbar.
  5. Use the Text Cut button to select a part you wish to be shown on the Discussions page.

    To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the discussion list and feed pages.

  6. Invite people to your discussion.

    All the project team members will be invited to the discussion automatically and listed below the discussion text field. If you need to remove some of them or invite the persons who don't take part in the project click the Manage Subscribers link.

    • To invite some more people,
      Сheck the users you wish to invite to your discussion and click the Save button. You can add users from a particular group or all the portal users checking the corresponding option on the right side of the window.
    • To remove a subscriber,
      Place the mouse cursor over the needed user and click the Delete member icon icon.

    The people you've selected will be informed about the discussion created and the comments added to it.

  7. add documents to the discussion:
    • create a new document, spreadsheet or presentation clicking the New file link and selecting the file type from the list;
    • upload some documents from your hard disk drive clicking the Upload file link;
    • attach files from the project that your discussion belongs to.
  8. Preview the result and save your discussion.
Lead Discussion Lead Discussion

You can always edit the text of your discussion, manage its subscribers and attached documents. To do that,

  1. select your discussion from the Discussions list,
  2. open the discussion page clicking its title (the Comments tab opens by default),
  3. click the Actions Icon icon to the right of the discussion title,
  4. select the Edit option from the Actions drop-down list,
  5. make all the changes you need and click the Save Changes button.

To manage documents attached to your discussion, open the discussion page and switch to the Documents tab on the top. Place the mouse cursor over the attached document and use corresponding icons to perform the necessary action:

It’s also possible to create a task on the base of the discussion. Open the discussion page, click the Actions Icon icon next to the discussion title and use the Create task on discussion option from the menu.

To delete a discussion, choose the corresponding option from the Actions drop-down list.

If your discussion is no longer relevant, but you don't want to delete it because it contains some important information, use the Archive option in the drop-down list on the discussion page. All the discussion members will have an access to the discussion and all the files attached but won't be able to add new comments to it. If you want to resume the discussion, click the Actions Icon icon and choose the Open option.

Reporting project progress%

To increase the chances for project success, once your project is created you need to constantly monitor its progress keeping up with what everyone is doing.

To do that, make use of the online office Reports system:

  1. open the Reports list clicking the corresponding link on the left-side panel,
  2. select the type of the report you wish to generate from the Reports list,
  3. configure the available parameters,
  4. click the Generate Report button.
Report Project Progress Report Project Progress

Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary.

Project Reports Project Reports

All the generated reports can be found in the Generated Reports list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:

By default, all the generated reports are stored in the My Documents section of the Documents module. You can choose a certain folder to store project reports. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. in the Personal Settings section, click the Choose button next to the Report Folder field,
  4. select one of the existing folders within the My Documents section and click the OK button.
You can set up needed parameters once and regularly receive automatic reports by email on certain date and time. To learn how it can be done refer to this article.
#Suspending/closing/deleting project

If you no longer work on your project, you may choose to either suspend or close it changing its status.

All the project milestones and tasks should not necessarily be closed for you to be able to pause it, but you cannot close a project with the open tasks.

To do that,

  1. select your project from the Projects list using the filter above.
  2. click the arrow Blue Arrow to the left of the project title.
  3. select an appropriate status from the drop-down list.

The paused or closed project will be faded and moved to the end of the Projects list. But you can easily access its milestones and tasks and change its status back to Active anytime.

Change Project Status Change Project Status

If you wish to delete your project permanently,

  1. select your project from the Projects list,
  2. open the project page clicking its title,
  3. click the Actions Icon icon to the right of the project title,
  4. select the Delete option from the drop-down list,
  5. confirm the operation.

It's also possible to delete several projects at once. To do that check the projects you want to delete in the list and press the Delete button above the project list.

If you decide to delete a project, keep in mind that the project with all its tasks, milestones, files, discussions etc. will be lost with no possibility to restore.
!Changing Projects module settings+

By default, all portal users can access the Projects module. There are 5 different access levels inside it: guest (an external user with view-only permissions), user (a portal user not participating in any project), project team member, project manager and project administrator.

Being a guest you may perform the following operations:

Being a user you may perform the following operations:

To select a start page,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. In the Personal Settings section, select the necessary start page from the list. The following options are available: Tasks, Projects, Discussions and Time Tracking. By default, the Tasks option is selected.

Being a project team member you may perform the following operations:

Being a project manager you may perform the following operations:

Being a project administrator you may perform the following operations:

To change common settings of the Projects module,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. set necessary options:
    • Any user can create a project - by default, this option is disabled. Turn on the switcher if you want to allow all users to create new projects.
    • Hide Entities In Paused Projects - by default, this option is enabled. Turn off the switcher if you want to display entities of the paused projects.

But being a portal owner/full access administrator you can restrict access to the Projects for some users or even disable this module, if you don't need it at all.

To restrict access to the Projects module,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights sub-section,
  3. go to Projects section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.

To disable the Projects module just switch to the Modules & Tools section selecting the corresponding option on the left-side panel, uncheck the Projects module and click the Save button.

Change Projects Module Settings Change Projects Module Settings
Overview

A project is an unique group activity with a definite beginning and end designed to achieve a specific goal. As a rule, during its life each project goes through five main stages:

Projects is a project management tool developed to help you successfully carry out the project through all these stages: schedule your workflow, manage your project team and distribute tasks between its members, track and report project progress in order to achieve the main goal of the created project.

To access the Projects module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Creating project6

The very first thing you should do to coordinate the workflow is to create a project. To do that,

  1. Click the Create button in the upper left corner and select the Project option from the drop-down list.
    If you have previously created a template and want to apply it to a new project click the Select link under the Select project template caption and choose the necessary template. Use the search field to accelerate the search process. To learn more about how to create a template refer to this article.
  2. Specify your project Title and enter a short Description, if necessary.
  3. Assign a Project Manager.

    To do that, open the corresponding drop-down list and select a person you need. Sort all users by group or use the filter field at the top to facilitate the search. Check the box near this field if you wish to notify the project manager by email.

  4. Create a project Team.

    To start adding members to the project team, click the Manage Team link. Сheck the users you wish to add to your team. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively. Сlick the Save button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the Delete member icon icon.

    All the selected users will be notified by email.

    When creating a private project (this option is enabled by default), you can also set access rights for each team member.
    Create New Project Create New Project
  5. Edit Project structure if it's necessary.

    Click the Add milestone link and introduce it's 'Title' in the corresponding field, then set it's due date, choose the responsible person from the list and click the Ok button. You can easily Edit, Add a task to a new milestone or Delete it using the Actions Icon icon.

    To add a new task to the created milestone you can also move the mouse cursor over the milestone and click the Task link, enter the task title, select a responsible person and click the Ok button.

    Use the Add task link situated under the Tasks without milestones caption if you want to add a task which won't belong to any milestone. Introduce the 'Title' of your task in the corresponding field, choose the responsible person from the list and click the Ok button.

  6. Add tags: click the Select link in the Tags section, check necessary tags in the list of the existing ones or create new tags. To create a new tag, click the Create new tag link, enter the tag Title and click the Create button. When necessary tags are selected, click Save.

    This helps categorize the project and facilitate the search for the other users.

  7. Check the Save this project as private box.

    This option is enabled by default. Use this option if you'd like to restrict access to the newly created project. In this case the project will be available only to the project administrator, the project manager and its members with corresponding rights. If you uncheck this box, the project will be available to all users who have access to the Projects module.

  8. Check the Follow this project box, if you don't plan to participate in this project but need to keep track of it.
  9. Check the Notify Responsibles box to notify the persons who are responsible for the added milestones and tasks. If no responsibles have been assigned when adding milestones and tasks to the project structure, this option is grayed out.
  10. Click the Save button.
Create New Project Create New Project
By default, only portal owner and administrators, who have full privileges to manage the portal or Projects module, can create new projects on the portal. Administrators can also allow all the Project module users to create new projects. To enable this option, click the Settings link at the left-side panel, select the Common Settings sub-section and turn on the Any user can create a project switcher.

Making changes in your project when it is underway is as much inevitable as indispensable step in the project progress.

To adjust some project settings,

  1. open the project page clicking its title,
  2. click the Actions Icon icon to the right of the project title,
  3. select the Edit option from the drop-down list,
  4. make all the changes you need and click the Save Project button.
Managing your team

One of the key factor to your project success is your Team. When your project is underway you might need to add or remove some team members. To do that,

  1. Switch to the Team tab on the project page.
  2. Click the Manage Team link.
  3. Add new users to your team.

    To do that, check the users you wish to add to your team from the list and click the Save button. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively.

  4. Remove members from your team.

    To do that, uncheck the users you wish to remove from the list or click the Actions Icon icon to the right of the user you wish to remove and select the Remove the user from the team option.

  5. Click the Save button.
Manage Team Manage Team

By default, each project team member can view all content inside the selected project: milestones, tasks, documents, discussions and contacts.

To restrict the access just select the teammate you wish to set access rights for and click one of the links to the right:

The same way you can set the access rights for each member of your project team unless he/she does not have projects administrator privileges.

This function is available for private projects only.
Scheduling workflow

Once the project is created, the next step is to schedule the workflow using the milestones. A milestone is a key point in the progress of a project.

To plan a new milestone,

  1. Click the Create button in the upper left corner and select the Milestone option from the drop-down list.
  2. Specify your milestone Title and enter a short Description, if necessary.
  3. Select the Project you need to add a milestone to.
  4. Select the Responsible person you wish to assign the newly created milestone to. By default, the project manager is selected.
  5. Set a desired Due Date.

    The due date of a milestone is the date by which all the tasks attached to it are supposed to be done.

    To set a due date, use one of the available options: Week, Month, Two months, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy.

  6. Check the Key milestone option, if necessary.

    Use this option if you consider the newly created milestone to be more important than others. All the key milestones are marked by the red key icon placed near its title

  7. If you want to be notified 48 hours before the due date check the corresponding option.
  8. Click the Save button.
Schedule Workflow Schedule Workflow

The created milestone will be added to the Milestones list. The same way as many milestones as you wish can be added to your project.

When all the task are done, you can close the milestone changing its status from Open to Closed in the Milestones list. All you need is to click the arrow Blue Arrow to the left of the milestone title and select the necessary status from the list.

If you need to shift a milestone,

  1. select the milestone you need from the Milestones list,
  2. click the Actions Icon icon to the right of the milestone title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete a milestone, choose the corresponding option from the Actions drop-down list.

You can also delete several milestones at once instead of deleting them one by one. To do that, check the milestones you want to delete and press the Delete button above the milestone list.
Assigning tasks>

Once the project is created and the milestone is added, one more step is left. Distribute the tasks among the project team members.

To add a task,

  1. Click the Create button in the upper left corner and select the Task option from the drop-down list.
  2. Specify your task Title and enter a short Description, if necessary.
  3. Select the Project you need to add a task to.
  4. Assign a task to one of the available Milestones.

    Use the none option if you don't want to attach this task to any milestone.

  5. Select the responsible person you wish to assign this task to from the Assigned to list.

    You can assign the task to as many responsible persons as you wish selecting them from the list. To remove a person added by mistake from the list of the responsible persons, hover the mouse cursor on his/her name and click the Delete icon - recycle bin icon which appears to the left. All the responsible persons will be informed about a new task assigned to them by email.

  6. Set a desired Start Date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.
  7. Set a desired Due Date using one of the available options: Today, 3 days, Week, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.
  8. Check the High option to set the task priority.

    The High Priority icon - Flash icon will be added next to the task title in the Tasks list.

  9. Click the Save button or use the Save & Create New Task button to save this task and start creating the new one right away.
Assign Tasks Assign Tasks

The created task will be added to the Tasks list. The same way as many tasks as you wish can be added to your project.

If a task does not have a due date but belongs to a milestone, this task in the list is marked with the Task within Milestone Icon icon and is displayed with the milestone due date.

To quickly create a new task on the base of the existing one with all its contents, such as attached documents and subtasks, make use of the Copy feature. You'll be able to create an exact task duplicate or make some minor corrections to it (e.g. select another milestone, responsible person or due date); create similar tasks within the same project or move task copies to another project.

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Copy option from the Actions drop-down list,
  4. change the task details, if necessary,
  5. choose which items you want to be copied checking the Documents and/or Subtasks box,
  6. click the Copy button to duplicate the task or use the Replace button to remove the original task and add the copied one instead of it.

If you need to edit a task,

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

You can attach documents to your task. Open the task page and switch to the Documents tab on the top. Here you can:

To manage documents attached to your task, place the mouse cursor over the attached document and use corresponding icons to perform the necessary action:

You can also quickly move several tasks at once from one milestone to another. To do that, check the tasks that belong to the same milestone and press the Move button above the task list. In the confirmation window, select a different milestone and press the Move to milestone button.

When the task is done, close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow Blue Arrow to the left of the task title and select the necessary status from the list.

If some additional task statuses have been previously created by a full access or the 'Projects' module administrator, it's also possible to assign custom statuses to your tasks. To learn more on how to create and apply custom task statuses, you can refer to this article.

You can also change the status for several tasks at once instead of changing statuses one by one. To do that, check the necessary tasks, press the Change Status button above the task list and select the necessary status.

To delete a task, choose the corresponding option from the Actions drop-down list.

You can also delete several tasks at once instead of deleting them one by one. To do that, check the tasks you want to delete and press the Delete button above the task list.
Creating subtasks!

Sometimes to complete a task you need to perform several steps or divide it into parts and distribute them among several persons. Creating subtasks will help you manage your to-do list and stay organized.

To create a subtask,

  1. Open the Tasks list clicking the corresponding option on the left side panel.
  2. Select a desired task.

    To find a necessary task make use of our filter at the top of the list. Click the Add Filter button and select one of the options:

    • use the RESPONSIBLE list to display the tasks assigned to you, to a certain user or a group, or the tasks with no responsible;

    • use the CREATOR list to display the tasks created by you, or by a certain user;

    • use the PROJECT list to display the tasks within your projects, or the projects you don't participate in, or the projects with a specified tag, or the projects without tags;

    • use the MILESTONE list to display all the tasks of the milestones with at least one task assigned to you, or tasks without milestones, or the ones assigned to a specified milestone;

    • use the STATUS list to display the tasks you are working on (open) or you have already completed (closed);

    • use the DUE DATE list to display the tasks with a specified due date;

    You can also enter a task name, entirely or partially, in the field and press the Enter key to find the necessary one.

  3. Hover the cursor over the selected task and click the Subtask link which appears to the right of the task title.
  4. Specify your subtask Title.
  5. Select the responsible person you wish to assign this subtask to from the Responsible list.
  6. Click the OK button to the right.
Create Subtasks Create Subtasks

The created subtask will be added and displayed below the selected task. The subtask due date will coincide with the due date of the task you attached the subtask to and can NOT be altered.

You can continue adding subtasks right now using the field below or create other subtasks later using the Add subtask option in the Actions menu to the right of the task title.

To quickly duplicate an existing subtask within the same task, click the Actions Icon icon to the right of the subtask title and select the Copy option from the Actions drop-down list. The copied subtask will be added and displayed below the original one.

If you need to edit a subtask,

  1. select the subtask you need from the list,
  2. click the Actions Icon icon to the right of the subtask title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the OK button.

When the subtask is completed, close it checking the box to the left of its title.

To delete a subtask, choose the corresponding option from the Actions drop-down list.

Using Gantt chart

Gantt Chart is a bar chart used to illustrate a project schedule and dependency relationships between tasks.

The most simple way to open the Gantt Chart is to click the Gantt Chart link on the left side panel.

Alternatively, you can open the Gantt Chart proceeding in one of the following ways:

  1. Select your project from the Projects list.

    To find a necessary one make use of our filter at the top of the list clicking the Add Filter button and selecting one of the options:

    • use the STATUS list to display the projects you are working on (Active), you have temporarily suspended the work on (Paused) or you have already completed (Closed);

    • use the PROJECT MANAGER list to display the projects managed by you or by a certain user;

    • use the TEAM MEMBER list to display the projects you or a certain user or group participate in;

    • use the OTHER list to display the projects you don't participate in but keep track of (Followed), or the projects with a specified tag, or the projects without tags;

    You can also enter a project title, entirely or partially, in the field and press the Enter key to find the necessary one.

  2. Open the project page clicking its title.
  3. Switch to the Gantt Chart tab on the project page.

OR

  1. select a desired task from the Tasks list using the filter above,
  2. open the task page clicking its title,
  3. scroll down to the Related Tasks section,
  4. click the Move to Gantt Chart link.

The Gantt Chart will be opened:

Using Gantt Chart Using Gantt Chart

Here you can:

To learn more, refer to our User Guide.

Leading discussion-

Once the project is underway any sort of problems or outstanding questions may occur. To find a right solution, discuss the issue with your project team.

To start a project-related discussion,

  1. Open the Project you wish to add a discussion to.
  2. Click the Create button in the upper left corner and select the Discussion option from the drop-down list.
  3. Specify your discussion Title.
  4. Type in your message and edit it using the Formatting Toolbar.
  5. Use the Text Cut button to select a part you wish to be shown on the Discussions page.

    To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the discussion list and feed pages.

  6. Invite people to your discussion.

    All the project team members will be invited to the discussion automatically and listed below the discussion text field. If you need to remove some of them or invite the persons who don't take part in the project click the Manage Subscribers link.

    • To invite some more people,
      Сheck the users you wish to invite to your discussion and click the Save button. You can add users from a particular group or all the portal users checking the corresponding option on the right side of the window.
    • To remove a subscriber,
      Place the mouse cursor over the needed user and click the Delete member icon icon.

    The people you've selected will be informed about the discussion created and the comments added to it.

  7. add documents to the discussion:
    • create a new document, spreadsheet or presentation clicking the New file link and selecting the file type from the list;
    • upload some documents from your hard disk drive clicking the Upload file link;
    • attach files from the project that your discussion belongs to.
  8. Preview the result and save your discussion.
Lead Discussion Lead Discussion

You can always edit the text of your discussion, manage its subscribers and attached documents. To do that,

  1. select your discussion from the Discussions list,
  2. open the discussion page clicking its title (the Comments tab opens by default),
  3. click the Actions Icon icon to the right of the discussion title,
  4. select the Edit option from the Actions drop-down list,
  5. make all the changes you need and click the Save Changes button.

To manage documents attached to your discussion, open the discussion page and switch to the Documents tab on the top. Place the mouse cursor over the attached document and use corresponding icons to perform the necessary action:

It’s also possible to create a task on the base of the discussion. Open the discussion page, click the Actions Icon icon next to the discussion title and use the Create task on discussion option from the menu.

To delete a discussion, choose the corresponding option from the Actions drop-down list.

If your discussion is no longer relevant, but you don't want to delete it because it contains some important information, use the Archive option in the drop-down list on the discussion page. All the discussion members will have an access to the discussion and all the files attached but won't be able to add new comments to it. If you want to resume the discussion, click the Actions Icon icon and choose the Open option.

Reporting project progress%

To increase the chances for project success, once your project is created you need to constantly monitor its progress keeping up with what everyone is doing.

To do that, make use of the online office Reports system:

  1. open the Reports list clicking the corresponding link on the left-side panel,
  2. select the type of the report you wish to generate from the Reports list,
  3. configure the available parameters,
  4. click the Generate Report button.
Report Project Progress Report Project Progress

Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary.

Project Reports Project Reports

All the generated reports can be found in the Generated Reports list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:

By default, all the generated reports are stored in the My Documents section of the Documents module. You can choose a certain folder to store project reports. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. in the Personal Settings section, click the Choose button next to the Report Folder field,
  4. select one of the existing folders within the My Documents section and click the OK button.
You can set up needed parameters once and regularly receive automatic reports by email on certain date and time. To learn how it can be done refer to this article.
 #Suspending/closing/deleting project

If you no longer work on your project, you may choose to either suspend or close it changing its status.

All the project milestones and tasks should not necessarily be closed for you to be able to pause it, but you cannot close a project with the open tasks.

To do that,

  1. select your project from the Projects list using the filter above.
  2. click the arrow Blue Arrow to the left of the project title.
  3. select an appropriate status from the drop-down list.

The paused or closed project will be faded and moved to the end of the Projects list. But you can easily access its milestones and tasks and change its status back to Active anytime.

Change Project Status Change Project Status

If you wish to delete your project permanently,

  1. select your project from the Projects list,
  2. open the project page clicking its title,
  3. click the Actions Icon icon to the right of the project title,
  4. select the Delete option from the drop-down list,
  5. confirm the operation.

It's also possible to delete several projects at once. To do that check the projects you want to delete in the list and press the Delete button above the project list.

If you decide to delete a project, keep in mind that the project with all its tasks, milestones, files, discussions etc. will be lost with no possibility to restore.
!!Changing Projects module settings+

By default, all portal users can access the Projects module. There are 5 different access levels inside it: guest (an external user with view-only permissions), user (a portal user not participating in any project), project team member, project manager and project administrator.

Being a guest you may perform the following operations:

Being a user you may perform the following operations:

To select a start page,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. In the Personal Settings section, select the necessary start page from the list. The following options are available: Tasks, Projects, Discussions and Time Tracking. By default, the Tasks option is selected.

Being a project team member you may perform the following operations:

Being a project manager you may perform the following operations:

Being a project administrator you may perform the following operations:

To change common settings of the Projects module,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. set necessary options:
    • Any user can create a project - by default, this option is disabled. Turn on the switcher if you want to allow all users to create new projects.
    • Hide Entities In Paused Projects - by default, this option is enabled. Turn off the switcher if you want to display entities of the paused projects.

But being a portal owner/full access administrator you can restrict access to the Projects for some users or even disable this module, if you don't need it at all.

To restrict access to the Projects module,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights sub-section,
  3. go to Projects section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.

To disable the Projects module just switch to the Modules & Tools section selecting the corresponding option on the left-side panel, uncheck the Projects module and click the Save button.

Change Projects Module Settings Change Projects Module Settings
"Overview

A project is an unique group activity with a definite beginning and end designed to achieve a specific goal. As a rule, during its life each project goes through five main stages:

Projects is a project management tool developed to help you successfully carry out the project through all these stages: schedule your workflow, manage your project team and distribute tasks between its members, track and report project progress in order to achieve the main goal of the created project.

To access the Projects module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

#Creating project6

The very first thing you should do to coordinate the workflow is to create a project. To do that,

  1. Click the Create button in the upper left corner and select the Project option from the drop-down list.
    If you have previously created a template and want to apply it to a new project click the Select link under the Select project template caption and choose the necessary template. Use the search field to accelerate the search process. To learn more about how to create a template refer to this article.
  2. Specify your project Title and enter a short Description, if necessary.
  3. Assign a Project Manager.

    To do that, open the corresponding drop-down list and select a person you need. Sort all users by group or use the filter field at the top to facilitate the search. Check the box near this field if you wish to notify the project manager by email.

  4. Create a project Team.

    To start adding members to the project team, click the Manage Team link. Сheck the users you wish to add to your team. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively. Сlick the Save button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the Delete member icon icon.

    All the selected users will be notified by email.

    When creating a private project (this option is enabled by default), you can also set access rights for each team member.
    Create New Project Create New Project
  5. Edit Project structure if it's necessary.

    Click the Add milestone link and introduce it's 'Title' in the corresponding field, then set it's due date, choose the responsible person from the list and click the Ok button. You can easily Edit, Add a task to a new milestone or Delete it using the Actions Icon icon.

    To add a new task to the created milestone you can also move the mouse cursor over the milestone and click the Task link, enter the task title, select a responsible person and click the Ok button.

    Use the Add task link situated under the Tasks without milestones caption if you want to add a task which won't belong to any milestone. Introduce the 'Title' of your task in the corresponding field, choose the responsible person from the list and click the Ok button.

  6. Add tags: click the Select link in the Tags section, check necessary tags in the list of the existing ones or create new tags. To create a new tag, click the Create new tag link, enter the tag Title and click the Create button. When necessary tags are selected, click Save.

    This helps categorize the project and facilitate the search for the other users.

  7. Check the Save this project as private box.

    This option is enabled by default. Use this option if you'd like to restrict access to the newly created project. In this case the project will be available only to the project administrator, the project manager and its members with corresponding rights. If you uncheck this box, the project will be available to all users who have access to the Projects module.

  8. Check the Follow this project box, if you don't plan to participate in this project but need to keep track of it.
  9. Check the Notify Responsibles box to notify the persons who are responsible for the added milestones and tasks. If no responsibles have been assigned when adding milestones and tasks to the project structure, this option is grayed out.
  10. Click the Save button.
Create New Project Create New Project
By default, only portal owner and administrators, who have full privileges to manage the portal or Projects module, can create new projects on the portal. Administrators can also allow all the Project module users to create new projects. To enable this option, click the Settings link at the left-side panel, select the Common Settings sub-section and turn on the Any user can create a project switcher.

Making changes in your project when it is underway is as much inevitable as indispensable step in the project progress.

To adjust some project settings,

  1. open the project page clicking its title,
  2. click the Actions Icon icon to the right of the project title,
  3. select the Edit option from the drop-down list,
  4. make all the changes you need and click the Save Project button.
$Managing your team

One of the key factor to your project success is your Team. When your project is underway you might need to add or remove some team members. To do that,

  1. Switch to the Team tab on the project page.
  2. Click the Manage Team link.
  3. Add new users to your team.

    To do that, check the users you wish to add to your team from the list and click the Save button. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively.

  4. Remove members from your team.

    To do that, uncheck the users you wish to remove from the list or click the Actions Icon icon to the right of the user you wish to remove and select the Remove the user from the team option.

  5. Click the Save button.
Manage Team Manage Team

By default, each project team member can view all content inside the selected project: milestones, tasks, documents, discussions and contacts.

To restrict the access just select the teammate you wish to set access rights for and click one of the links to the right:

The same way you can set the access rights for each member of your project team unless he/she does not have projects administrator privileges.

This function is available for private projects only.
%Scheduling workflow

Once the project is created, the next step is to schedule the workflow using the milestones. A milestone is a key point in the progress of a project.

To plan a new milestone,

  1. Click the Create button in the upper left corner and select the Milestone option from the drop-down list.
  2. Specify your milestone Title and enter a short Description, if necessary.
  3. Select the Project you need to add a milestone to.
  4. Select the Responsible person you wish to assign the newly created milestone to. By default, the project manager is selected.
  5. Set a desired Due Date.

    The due date of a milestone is the date by which all the tasks attached to it are supposed to be done.

    To set a due date, use one of the available options: Week, Month, Two months, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy.

  6. Check the Key milestone option, if necessary.

    Use this option if you consider the newly created milestone to be more important than others. All the key milestones are marked by the red key icon placed near its title

  7. If you want to be notified 48 hours before the due date check the corresponding option.
  8. Click the Save button.
Schedule Workflow Schedule Workflow

The created milestone will be added to the Milestones list. The same way as many milestones as you wish can be added to your project.

When all the task are done, you can close the milestone changing its status from Open to Closed in the Milestones list. All you need is to click the arrow Blue Arrow to the left of the milestone title and select the necessary status from the list.

If you need to shift a milestone,

  1. select the milestone you need from the Milestones list,
  2. click the Actions Icon icon to the right of the milestone title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete a milestone, choose the corresponding option from the Actions drop-down list.

You can also delete several milestones at once instead of deleting them one by one. To do that, check the milestones you want to delete and press the Delete button above the milestone list.
&Assigning tasks>

Once the project is created and the milestone is added, one more step is left. Distribute the tasks among the project team members.

To add a task,

  1. Click the Create button in the upper left corner and select the Task option from the drop-down list.
  2. Specify your task Title and enter a short Description, if necessary.
  3. Select the Project you need to add a task to.
  4. Assign a task to one of the available Milestones.

    Use the none option if you don't want to attach this task to any milestone.

  5. Select the responsible person you wish to assign this task to from the Assigned to list.

    You can assign the task to as many responsible persons as you wish selecting them from the list. To remove a person added by mistake from the list of the responsible persons, hover the mouse cursor on his/her name and click the Delete icon - recycle bin icon which appears to the left. All the responsible persons will be informed about a new task assigned to them by email.

  6. Set a desired Start Date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.
  7. Set a desired Due Date using one of the available options: Today, 3 days, Week, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.
  8. Check the High option to set the task priority.

    The High Priority icon - Flash icon will be added next to the task title in the Tasks list.

  9. Click the Save button or use the Save & Create New Task button to save this task and start creating the new one right away.
Assign Tasks Assign Tasks

The created task will be added to the Tasks list. The same way as many tasks as you wish can be added to your project.

If a task does not have a due date but belongs to a milestone, this task in the list is marked with the Task within Milestone Icon icon and is displayed with the milestone due date.

To quickly create a new task on the base of the existing one with all its contents, such as attached documents and subtasks, make use of the Copy feature. You'll be able to create an exact task duplicate or make some minor corrections to it (e.g. select another milestone, responsible person or due date); create similar tasks within the same project or move task copies to another project.

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Copy option from the Actions drop-down list,
  4. change the task details, if necessary,
  5. choose which items you want to be copied checking the Documents and/or Subtasks box,
  6. click the Copy button to duplicate the task or use the Replace button to remove the original task and add the copied one instead of it.

If you need to edit a task,

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

You can attach documents to your task. Open the task page and switch to the Documents tab on the top. Here you can:

To manage documents attached to your task, place the mouse cursor over the attached document and use corresponding icons to perform the necessary action:

You can also quickly move several tasks at once from one milestone to another. To do that, check the tasks that belong to the same milestone and press the Move button above the task list. In the confirmation window, select a different milestone and press the Move to milestone button.

When the task is done, close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow Blue Arrow to the left of the task title and select the necessary status from the list.

If some additional task statuses have been previously created by a full access or the 'Projects' module administrator, it's also possible to assign custom statuses to your tasks. To learn more on how to create and apply custom task statuses, you can refer to this article.

You can also change the status for several tasks at once instead of changing statuses one by one. To do that, check the necessary tasks, press the Change Status button above the task list and select the necessary status.

To delete a task, choose the corresponding option from the Actions drop-down list.

You can also delete several tasks at once instead of deleting them one by one. To do that, check the tasks you want to delete and press the Delete button above the task list.
'Creating subtasks!

Sometimes to complete a task you need to perform several steps or divide it into parts and distribute them among several persons. Creating subtasks will help you manage your to-do list and stay organized.

To create a subtask,

  1. Open the Tasks list clicking the corresponding option on the left side panel.
  2. Select a desired task.

    To find a necessary task make use of our filter at the top of the list. Click the Add Filter button and select one of the options:

    • use the RESPONSIBLE list to display the tasks assigned to you, to a certain user or a group, or the tasks with no responsible;

    • use the CREATOR list to display the tasks created by you, or by a certain user;

    • use the PROJECT list to display the tasks within your projects, or the projects you don't participate in, or the projects with a specified tag, or the projects without tags;

    • use the MILESTONE list to display all the tasks of the milestones with at least one task assigned to you, or tasks without milestones, or the ones assigned to a specified milestone;

    • use the STATUS list to display the tasks you are working on (open) or you have already completed (closed);

    • use the DUE DATE list to display the tasks with a specified due date;

    You can also enter a task name, entirely or partially, in the field and press the Enter key to find the necessary one.

  3. Hover the cursor over the selected task and click the Subtask link which appears to the right of the task title.
  4. Specify your subtask Title.
  5. Select the responsible person you wish to assign this subtask to from the Responsible list.
  6. Click the OK button to the right.
Create Subtasks Create Subtasks

The created subtask will be added and displayed below the selected task. The subtask due date will coincide with the due date of the task you attached the subtask to and can NOT be altered.

You can continue adding subtasks right now using the field below or create other subtasks later using the Add subtask option in the Actions menu to the right of the task title.

To quickly duplicate an existing subtask within the same task, click the Actions Icon icon to the right of the subtask title and select the Copy option from the Actions drop-down list. The copied subtask will be added and displayed below the original one.

If you need to edit a subtask,

  1. select the subtask you need from the list,
  2. click the Actions Icon icon to the right of the subtask title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the OK button.

When the subtask is completed, close it checking the box to the left of its title.

To delete a subtask, choose the corresponding option from the Actions drop-down list.

(Using Gantt chart

Gantt Chart is a bar chart used to illustrate a project schedule and dependency relationships between tasks.

The most simple way to open the Gantt Chart is to click the Gantt Chart link on the left side panel.

Alternatively, you can open the Gantt Chart proceeding in one of the following ways:

  1. Select your project from the Projects list.

    To find a necessary one make use of our filter at the top of the list clicking the Add Filter button and selecting one of the options:

    • use the STATUS list to display the projects you are working on (Active), you have temporarily suspended the work on (Paused) or you have already completed (Closed);

    • use the PROJECT MANAGER list to display the projects managed by you or by a certain user;

    • use the TEAM MEMBER list to display the projects you or a certain user or group participate in;

    • use the OTHER list to display the projects you don't participate in but keep track of (Followed), or the projects with a specified tag, or the projects without tags;

    You can also enter a project title, entirely or partially, in the field and press the Enter key to find the necessary one.

  2. Open the project page clicking its title.
  3. Switch to the Gantt Chart tab on the project page.

OR

  1. select a desired task from the Tasks list using the filter above,
  2. open the task page clicking its title,
  3. scroll down to the Related Tasks section,
  4. click the Move to Gantt Chart link.

The Gantt Chart will be opened:

Using Gantt Chart Using Gantt Chart

Here you can:

To learn more, refer to our User Guide.

)Leading discussion-

Once the project is underway any sort of problems or outstanding questions may occur. To find a right solution, discuss the issue with your project team.

To start a project-related discussion,

  1. Open the Project you wish to add a discussion to.
  2. Click the Create button in the upper left corner and select the Discussion option from the drop-down list.
  3. Specify your discussion Title.
  4. Type in your message and edit it using the Formatting Toolbar.
  5. Use the Text Cut button to select a part you wish to be shown on the Discussions page.

    To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the discussion list and feed pages.

  6. Invite people to your discussion.

    All the project team members will be invited to the discussion automatically and listed below the discussion text field. If you need to remove some of them or invite the persons who don't take part in the project click the Manage Subscribers link.

    • To invite some more people,
      Сheck the users you wish to invite to your discussion and click the Save button. You can add users from a particular group or all the portal users checking the corresponding option on the right side of the window.
    • To remove a subscriber,
      Place the mouse cursor over the needed user and click the Delete member icon icon.

    The people you've selected will be informed about the discussion created and the comments added to it.

  7. add documents to the discussion:
    • create a new document, spreadsheet or presentation clicking the New file link and selecting the file type from the list;
    • upload some documents from your hard disk drive clicking the Upload file link;
    • attach files from the project that your discussion belongs to.
  8. Preview the result and save your discussion.
Lead Discussion Lead Discussion

You can always edit the text of your discussion, manage its subscribers and attached documents. To do that,

  1. select your discussion from the Discussions list,
  2. open the discussion page clicking its title (the Comments tab opens by default),
  3. click the Actions Icon icon to the right of the discussion title,
  4. select the Edit option from the Actions drop-down list,
  5. make all the changes you need and click the Save Changes button.

To manage documents attached to your discussion, open the discussion page and switch to the Documents tab on the top. Place the mouse cursor over the attached document and use corresponding icons to perform the necessary action:

It’s also possible to create a task on the base of the discussion. Open the discussion page, click the Actions Icon icon next to the discussion title and use the Create task on discussion option from the menu.

To delete a discussion, choose the corresponding option from the Actions drop-down list.

If your discussion is no longer relevant, but you don't want to delete it because it contains some important information, use the Archive option in the drop-down list on the discussion page. All the discussion members will have an access to the discussion and all the files attached but won't be able to add new comments to it. If you want to resume the discussion, click the Actions Icon icon and choose the Open option.

*Reporting project progress%

To increase the chances for project success, once your project is created you need to constantly monitor its progress keeping up with what everyone is doing.

To do that, make use of the online office Reports system:

  1. open the Reports list clicking the corresponding link on the left-side panel,
  2. select the type of the report you wish to generate from the Reports list,
  3. configure the available parameters,
  4. click the Generate Report button.
Report Project Progress Report Project Progress

Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary.

Project Reports Project Reports

All the generated reports can be found in the Generated Reports list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:

By default, all the generated reports are stored in the My Documents section of the Documents module. You can choose a certain folder to store project reports. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. in the Personal Settings section, click the Choose button next to the Report Folder field,
  4. select one of the existing folders within the My Documents section and click the OK button.
You can set up needed parameters once and regularly receive automatic reports by email on certain date and time. To learn how it can be done refer to this article.
+#Suspending/closing/deleting project

If you no longer work on your project, you may choose to either suspend or close it changing its status.

All the project milestones and tasks should not necessarily be closed for you to be able to pause it, but you cannot close a project with the open tasks.

To do that,

  1. select your project from the Projects list using the filter above.
  2. click the arrow Blue Arrow to the left of the project title.
  3. select an appropriate status from the drop-down list.

The paused or closed project will be faded and moved to the end of the Projects list. But you can easily access its milestones and tasks and change its status back to Active anytime.

Change Project Status Change Project Status

If you wish to delete your project permanently,

  1. select your project from the Projects list,
  2. open the project page clicking its title,
  3. click the Actions Icon icon to the right of the project title,
  4. select the Delete option from the drop-down list,
  5. confirm the operation.

It's also possible to delete several projects at once. To do that check the projects you want to delete in the list and press the Delete button above the project list.

If you decide to delete a project, keep in mind that the project with all its tasks, milestones, files, discussions etc. will be lost with no possibility to restore.
,!Changing Projects module settings+

By default, all portal users can access the Projects module. There are 5 different access levels inside it: guest (an external user with view-only permissions), user (a portal user not participating in any project), project team member, project manager and project administrator.

Being a guest you may perform the following operations:

Being a user you may perform the following operations:

To select a start page,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. In the Personal Settings section, select the necessary start page from the list. The following options are available: Tasks, Projects, Discussions and Time Tracking. By default, the Tasks option is selected.

Being a project team member you may perform the following operations:

Being a project manager you may perform the following operations:

Being a project administrator you may perform the following operations:

To change common settings of the Projects module,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. set necessary options:
    • Any user can create a project - by default, this option is disabled. Turn on the switcher if you want to allow all users to create new projects.
    • Hide Entities In Paused Projects - by default, this option is enabled. Turn off the switcher if you want to display entities of the paused projects.

But being a portal owner/full access administrator you can restrict access to the Projects for some users or even disable this module, if you don't need it at all.

To restrict access to the Projects module,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights sub-section,
  3. go to Projects section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.

To disable the Projects module just switch to the Modules & Tools section selecting the corresponding option on the left-side panel, uncheck the Projects module and click the Save button.

Change Projects Module Settings Change Projects Module Settings
-Overview

A project is an unique group activity with a definite beginning and end designed to achieve a specific goal. As a rule, during its life each project goes through five main stages:

Projects is a project management tool developed to help you successfully carry out the project through all these stages: schedule your workflow, manage your project team and distribute tasks between its members, track and report project progress in order to achieve the main goal of the created project.

To access the Projects module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

.Creating project6

The very first thing you should do to coordinate the workflow is to create a project. To do that,

  1. Click the Create button in the upper left corner and select the Project option from the drop-down list.
    If you have previously created a template and want to apply it to a new project click the Select link under the Select project template caption and choose the necessary template. Use the search field to accelerate the search process. To learn more about how to create a template refer to this article.
  2. Specify your project Title and enter a short Description, if necessary.
  3. Assign a Project Manager.

    To do that, open the corresponding drop-down list and select a person you need. Sort all users by group or use the filter field at the top to facilitate the search. Check the box near this field if you wish to notify the project manager by email.

  4. Create a project Team.

    To start adding members to the project team, click the Manage Team link. Сheck the users you wish to add to your team. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively. Сlick the Save button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the Delete member icon icon.

    All the selected users will be notified by email.

    When creating a private project (this option is enabled by default), you can also set access rights for each team member.
    Create New Project Create New Project
  5. Edit Project structure if it's necessary.

    Click the Add milestone link and introduce it's 'Title' in the corresponding field, then set it's due date, choose the responsible person from the list and click the Ok button. You can easily Edit, Add a task to a new milestone or Delete it using the Actions Icon icon.

    To add a new task to the created milestone you can also move the mouse cursor over the milestone and click the Task link, enter the task title, select a responsible person and click the Ok button.

    Use the Add task link situated under the Tasks without milestones caption if you want to add a task which won't belong to any milestone. Introduce the 'Title' of your task in the corresponding field, choose the responsible person from the list and click the Ok button.

  6. Add tags: click the Select link in the Tags section, check necessary tags in the list of the existing ones or create new tags. To create a new tag, click the Create new tag link, enter the tag Title and click the Create button. When necessary tags are selected, click Save.

    This helps categorize the project and facilitate the search for the other users.

  7. Check the Save this project as private box.

    This option is enabled by default. Use this option if you'd like to restrict access to the newly created project. In this case the project will be available only to the project administrator, the project manager and its members with corresponding rights. If you uncheck this box, the project will be available to all users who have access to the Projects module.

  8. Check the Follow this project box, if you don't plan to participate in this project but need to keep track of it.
  9. Check the Notify Responsibles box to notify the persons who are responsible for the added milestones and tasks. If no responsibles have been assigned when adding milestones and tasks to the project structure, this option is grayed out.
  10. Click the Save button.
Create New Project Create New Project
By default, only portal owner and administrators, who have full privileges to manage the portal or Projects module, can create new projects on the portal. Administrators can also allow all the Project module users to create new projects. To enable this option, click the Settings link at the left-side panel, select the Common Settings sub-section and turn on the Any user can create a project switcher.

Making changes in your project when it is underway is as much inevitable as indispensable step in the project progress.

To adjust some project settings,

  1. open the project page clicking its title,
  2. click the Actions Icon icon to the right of the project title,
  3. select the Edit option from the drop-down list,
  4. make all the changes you need and click the Save Project button.
/Managing your team

One of the key factor to your project success is your Team. When your project is underway you might need to add or remove some team members. To do that,

  1. Switch to the Team tab on the project page.
  2. Click the Manage Team link.
  3. Add new users to your team.

    To do that, check the users you wish to add to your team from the list and click the Save button. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively.

  4. Remove members from your team.

    To do that, uncheck the users you wish to remove from the list or click the Actions Icon icon to the right of the user you wish to remove and select the Remove the user from the team option.

  5. Click the Save button.
Manage Team Manage Team

By default, each project team member can view all content inside the selected project: milestones, tasks, documents, discussions and contacts.

To restrict the access just select the teammate you wish to set access rights for and click one of the links to the right:

The same way you can set the access rights for each member of your project team unless he/she does not have projects administrator privileges.

This function is available for private projects only.
0Scheduling workflow

Once the project is created, the next step is to schedule the workflow using the milestones. A milestone is a key point in the progress of a project.

To plan a new milestone,

  1. Click the Create button in the upper left corner and select the Milestone option from the drop-down list.
  2. Specify your milestone Title and enter a short Description, if necessary.
  3. Select the Project you need to add a milestone to.
  4. Select the Responsible person you wish to assign the newly created milestone to. By default, the project manager is selected.
  5. Set a desired Due Date.

    The due date of a milestone is the date by which all the tasks attached to it are supposed to be done.

    To set a due date, use one of the available options: Week, Month, Two months, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy.

  6. Check the Key milestone option, if necessary.

    Use this option if you consider the newly created milestone to be more important than others. All the key milestones are marked by the red key icon placed near its title

  7. If you want to be notified 48 hours before the due date check the corresponding option.
  8. Click the Save button.
Schedule Workflow Schedule Workflow

The created milestone will be added to the Milestones list. The same way as many milestones as you wish can be added to your project.

When all the task are done, you can close the milestone changing its status from Open to Closed in the Milestones list. All you need is to click the arrow Blue Arrow to the left of the milestone title and select the necessary status from the list.

If you need to shift a milestone,

  1. select the milestone you need from the Milestones list,
  2. click the Actions Icon icon to the right of the milestone title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete a milestone, choose the corresponding option from the Actions drop-down list.

You can also delete several milestones at once instead of deleting them one by one. To do that, check the milestones you want to delete and press the Delete button above the milestone list.
1Assigning tasks>

Once the project is created and the milestone is added, one more step is left. Distribute the tasks among the project team members.

To add a task,

  1. Click the Create button in the upper left corner and select the Task option from the drop-down list.
  2. Specify your task Title and enter a short Description, if necessary.
  3. Select the Project you need to add a task to.
  4. Assign a task to one of the available Milestones.

    Use the none option if you don't want to attach this task to any milestone.

  5. Select the responsible person you wish to assign this task to from the Assigned to list.

    You can assign the task to as many responsible persons as you wish selecting them from the list. To remove a person added by mistake from the list of the responsible persons, hover the mouse cursor on his/her name and click the Delete icon - recycle bin icon which appears to the left. All the responsible persons will be informed about a new task assigned to them by email.

  6. Set a desired Start Date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.
  7. Set a desired Due Date using one of the available options: Today, 3 days, Week, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.
  8. Check the High option to set the task priority.

    The High Priority icon - Flash icon will be added next to the task title in the Tasks list.

  9. Click the Save button or use the Save & Create New Task button to save this task and start creating the new one right away.
Assign Tasks Assign Tasks

The created task will be added to the Tasks list. The same way as many tasks as you wish can be added to your project.

If a task does not have a due date but belongs to a milestone, this task in the list is marked with the Task within Milestone Icon icon and is displayed with the milestone due date.

To quickly create a new task on the base of the existing one with all its contents, such as attached documents and subtasks, make use of the Copy feature. You'll be able to create an exact task duplicate or make some minor corrections to it (e.g. select another milestone, responsible person or due date); create similar tasks within the same project or move task copies to another project.

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Copy option from the Actions drop-down list,
  4. change the task details, if necessary,
  5. choose which items you want to be copied checking the Documents and/or Subtasks box,
  6. click the Copy button to duplicate the task or use the Replace button to remove the original task and add the copied one instead of it.

If you need to edit a task,

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

You can attach documents to your task. Open the task page and switch to the Documents tab on the top. Here you can:

To manage documents attached to your task, place the mouse cursor over the attached document and use corresponding icons to perform the necessary action:

You can also quickly move several tasks at once from one milestone to another. To do that, check the tasks that belong to the same milestone and press the Move button above the task list. In the confirmation window, select a different milestone and press the Move to milestone button.

When the task is done, close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow Blue Arrow to the left of the task title and select the necessary status from the list.

If some additional task statuses have been previously created by a full access or the 'Projects' module administrator, it's also possible to assign custom statuses to your tasks. To learn more on how to create and apply custom task statuses, you can refer to this article.

You can also change the status for several tasks at once instead of changing statuses one by one. To do that, check the necessary tasks, press the Change Status button above the task list and select the necessary status.

To delete a task, choose the corresponding option from the Actions drop-down list.

You can also delete several tasks at once instead of deleting them one by one. To do that, check the tasks you want to delete and press the Delete button above the task list.
2Creating subtasks!

Sometimes to complete a task you need to perform several steps or divide it into parts and distribute them among several persons. Creating subtasks will help you manage your to-do list and stay organized.

To create a subtask,

  1. Open the Tasks list clicking the corresponding option on the left side panel.
  2. Select a desired task.

    To find a necessary task make use of our filter at the top of the list. Click the Add Filter button and select one of the options:

    • use the RESPONSIBLE list to display the tasks assigned to you, to a certain user or a group, or the tasks with no responsible;

    • use the CREATOR list to display the tasks created by you, or by a certain user;

    • use the PROJECT list to display the tasks within your projects, or the projects you don't participate in, or the projects with a specified tag, or the projects without tags;

    • use the MILESTONE list to display all the tasks of the milestones with at least one task assigned to you, or tasks without milestones, or the ones assigned to a specified milestone;

    • use the STATUS list to display the tasks you are working on (open) or you have already completed (closed);

    • use the DUE DATE list to display the tasks with a specified due date;

    You can also enter a task name, entirely or partially, in the field and press the Enter key to find the necessary one.

  3. Hover the cursor over the selected task and click the Subtask link which appears to the right of the task title.
  4. Specify your subtask Title.
  5. Select the responsible person you wish to assign this subtask to from the Responsible list.
  6. Click the OK button to the right.
Create Subtasks Create Subtasks

The created subtask will be added and displayed below the selected task. The subtask due date will coincide with the due date of the task you attached the subtask to and can NOT be altered.

You can continue adding subtasks right now using the field below or create other subtasks later using the Add subtask option in the Actions menu to the right of the task title.

To quickly duplicate an existing subtask within the same task, click the Actions Icon icon to the right of the subtask title and select the Copy option from the Actions drop-down list. The copied subtask will be added and displayed below the original one.

If you need to edit a subtask,

  1. select the subtask you need from the list,
  2. click the Actions Icon icon to the right of the subtask title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the OK button.

When the subtask is completed, close it checking the box to the left of its title.

To delete a subtask, choose the corresponding option from the Actions drop-down list.

3Using Gantt chart

Gantt Chart is a bar chart used to illustrate a project schedule and dependency relationships between tasks.

The most simple way to open the Gantt Chart is to click the Gantt Chart link on the left side panel.

Alternatively, you can open the Gantt Chart proceeding in one of the following ways:

  1. Select your project from the Projects list.

    To find a necessary one make use of our filter at the top of the list clicking the Add Filter button and selecting one of the options:

    • use the STATUS list to display the projects you are working on (Active), you have temporarily suspended the work on (Paused) or you have already completed (Closed);

    • use the PROJECT MANAGER list to display the projects managed by you or by a certain user;

    • use the TEAM MEMBER list to display the projects you or a certain user or group participate in;

    • use the OTHER list to display the projects you don't participate in but keep track of (Followed), or the projects with a specified tag, or the projects without tags;

    You can also enter a project title, entirely or partially, in the field and press the Enter key to find the necessary one.

  2. Open the project page clicking its title.
  3. Switch to the Gantt Chart tab on the project page.

OR

  1. select a desired task from the Tasks list using the filter above,
  2. open the task page clicking its title,
  3. scroll down to the Related Tasks section,
  4. click the Move to Gantt Chart link.

The Gantt Chart will be opened:

Using Gantt Chart Using Gantt Chart

Here you can:

To learn more, refer to our User Guide.

4Leading discussion-

Once the project is underway any sort of problems or outstanding questions may occur. To find a right solution, discuss the issue with your project team.

To start a project-related discussion,

  1. Open the Project you wish to add a discussion to.
  2. Click the Create button in the upper left corner and select the Discussion option from the drop-down list.
  3. Specify your discussion Title.
  4. Type in your message and edit it using the Formatting Toolbar.
  5. Use the Text Cut button to select a part you wish to be shown on the Discussions page.

    To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the discussion list and feed pages.

  6. Invite people to your discussion.

    All the project team members will be invited to the discussion automatically and listed below the discussion text field. If you need to remove some of them or invite the persons who don't take part in the project click the Manage Subscribers link.

    • To invite some more people,
      Сheck the users you wish to invite to your discussion and click the Save button. You can add users from a particular group or all the portal users checking the corresponding option on the right side of the window.
    • To remove a subscriber,
      Place the mouse cursor over the needed user and click the Delete member icon icon.

    The people you've selected will be informed about the discussion created and the comments added to it.

  7. add documents to the discussion:
    • create a new document, spreadsheet or presentation clicking the New file link and selecting the file type from the list;
    • upload some documents from your hard disk drive clicking the Upload file link;
    • attach files from the project that your discussion belongs to.
  8. Preview the result and save your discussion.
Lead Discussion Lead Discussion

You can always edit the text of your discussion, manage its subscribers and attached documents. To do that,

  1. select your discussion from the Discussions list,
  2. open the discussion page clicking its title (the Comments tab opens by default),
  3. click the Actions Icon icon to the right of the discussion title,
  4. select the Edit option from the Actions drop-down list,
  5. make all the changes you need and click the Save Changes button.

To manage documents attached to your discussion, open the discussion page and switch to the Documents tab on the top. Place the mouse cursor over the attached document and use corresponding icons to perform the necessary action:

It’s also possible to create a task on the base of the discussion. Open the discussion page, click the Actions Icon icon next to the discussion title and use the Create task on discussion option from the menu.

To delete a discussion, choose the corresponding option from the Actions drop-down list.

If your discussion is no longer relevant, but you don't want to delete it because it contains some important information, use the Archive option in the drop-down list on the discussion page. All the discussion members will have an access to the discussion and all the files attached but won't be able to add new comments to it. If you want to resume the discussion, click the Actions Icon icon and choose the Open option.

5Reporting project progress%

To increase the chances for project success, once your project is created you need to constantly monitor its progress keeping up with what everyone is doing.

To do that, make use of the online office Reports system:

  1. open the Reports list clicking the corresponding link on the left-side panel,
  2. select the type of the report you wish to generate from the Reports list,
  3. configure the available parameters,
  4. click the Generate Report button.
Report Project Progress Report Project Progress

Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary.

Project Reports Project Reports

All the generated reports can be found in the Generated Reports list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:

By default, all the generated reports are stored in the My Documents section of the Documents module. You can choose a certain folder to store project reports. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. in the Personal Settings section, click the Choose button next to the Report Folder field,
  4. select one of the existing folders within the My Documents section and click the OK button.
You can set up needed parameters once and regularly receive automatic reports by email on certain date and time. To learn how it can be done refer to this article.
6#Suspending/closing/deleting project

If you no longer work on your project, you may choose to either suspend or close it changing its status.

All the project milestones and tasks should not necessarily be closed for you to be able to pause it, but you cannot close a project with the open tasks.

To do that,

  1. select your project from the Projects list using the filter above.
  2. click the arrow Blue Arrow to the left of the project title.
  3. select an appropriate status from the drop-down list.

The paused or closed project will be faded and moved to the end of the Projects list. But you can easily access its milestones and tasks and change its status back to Active anytime.

Change Project Status Change Project Status

If you wish to delete your project permanently,

  1. select your project from the Projects list,
  2. open the project page clicking its title,
  3. click the Actions Icon icon to the right of the project title,
  4. select the Delete option from the drop-down list,
  5. confirm the operation.

It's also possible to delete several projects at once. To do that check the projects you want to delete in the list and press the Delete button above the project list.

If you decide to delete a project, keep in mind that the project with all its tasks, milestones, files, discussions etc. will be lost with no possibility to restore.
7!Changing Projects module settings+

By default, all portal users can access the Projects module. There are 5 different access levels inside it: guest (an external user with view-only permissions), user (a portal user not participating in any project), project team member, project manager and project administrator.

Being a guest you may perform the following operations:

Being a user you may perform the following operations:

To select a start page,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. In the Personal Settings section, select the necessary start page from the list. The following options are available: Tasks, Projects, Discussions and Time Tracking. By default, the Tasks option is selected.

Being a project team member you may perform the following operations:

Being a project manager you may perform the following operations:

Being a project administrator you may perform the following operations:

To change common settings of the Projects module,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. set necessary options:
    • Any user can create a project - by default, this option is disabled. Turn on the switcher if you want to allow all users to create new projects.
    • Hide Entities In Paused Projects - by default, this option is enabled. Turn off the switcher if you want to display entities of the paused projects.

But being a portal owner/full access administrator you can restrict access to the Projects for some users or even disable this module, if you don't need it at all.

To restrict access to the Projects module,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights sub-section,
  3. go to Projects section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.

To disable the Projects module just switch to the Modules & Tools section selecting the corresponding option on the left-side panel, uncheck the Projects module and click the Save button.

Change Projects Module Settings Change Projects Module Settings
8Overview

A project is an unique group activity with a definite beginning and end designed to achieve a specific goal. As a rule, during its life each project goes through five main stages:

Projects is a project management tool developed to help you successfully carry out the project through all these stages: schedule your workflow, manage your project team and distribute tasks between its members, track and report project progress in order to achieve the main goal of the created project.

To access the Projects module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

9Creating project6

The very first thing you should do to coordinate the workflow is to create a project. To do that,

  1. Click the Create button in the upper left corner and select the Project option from the drop-down list.
    If you have previously created a template and want to apply it to a new project click the Select link under the Select project template caption and choose the necessary template. Use the search field to accelerate the search process. To learn more about how to create a template refer to this article.
  2. Specify your project Title and enter a short Description, if necessary.
  3. Assign a Project Manager.

    To do that, open the corresponding drop-down list and select a person you need. Sort all users by group or use the filter field at the top to facilitate the search. Check the box near this field if you wish to notify the project manager by email.

  4. Create a project Team.

    To start adding members to the project team, click the Manage Team link. Сheck the users you wish to add to your team. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively. Сlick the Save button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the Delete member icon icon.

    All the selected users will be notified by email.

    When creating a private project (this option is enabled by default), you can also set access rights for each team member.
    Create New Project Create New Project
  5. Edit Project structure if it's necessary.

    Click the Add milestone link and introduce it's 'Title' in the corresponding field, then set it's due date, choose the responsible person from the list and click the Ok button. You can easily Edit, Add a task to a new milestone or Delete it using the Actions Icon icon.

    To add a new task to the created milestone you can also move the mouse cursor over the milestone and click the Task link, enter the task title, select a responsible person and click the Ok button.

    Use the Add task link situated under the Tasks without milestones caption if you want to add a task which won't belong to any milestone. Introduce the 'Title' of your task in the corresponding field, choose the responsible person from the list and click the Ok button.

  6. Add tags: click the Select link in the Tags section, check necessary tags in the list of the existing ones or create new tags. To create a new tag, click the Create new tag link, enter the tag Title and click the Create button. When necessary tags are selected, click Save.

    This helps categorize the project and facilitate the search for the other users.

  7. Check the Save this project as private box.

    This option is enabled by default. Use this option if you'd like to restrict access to the newly created project. In this case the project will be available only to the project administrator, the project manager and its members with corresponding rights. If you uncheck this box, the project will be available to all users who have access to the Projects module.

  8. Check the Follow this project box, if you don't plan to participate in this project but need to keep track of it.
  9. Check the Notify Responsibles box to notify the persons who are responsible for the added milestones and tasks. If no responsibles have been assigned when adding milestones and tasks to the project structure, this option is grayed out.
  10. Click the Save button.
Create New Project Create New Project
By default, only portal owner and administrators, who have full privileges to manage the portal or Projects module, can create new projects on the portal. Administrators can also allow all the Project module users to create new projects. To enable this option, click the Settings link at the left-side panel, select the Common Settings sub-section and turn on the Any user can create a project switcher.

Making changes in your project when it is underway is as much inevitable as indispensable step in the project progress.

To adjust some project settings,

  1. open the project page clicking its title,
  2. click the Actions Icon icon to the right of the project title,
  3. select the Edit option from the drop-down list,
  4. make all the changes you need and click the Save Project button.
:Managing your team

One of the key factor to your project success is your Team. When your project is underway you might need to add or remove some team members. To do that,

  1. Switch to the Team tab on the project page.
  2. Click the Manage Team link.
  3. Add new users to your team.

    To do that, check the users you wish to add to your team from the list and click the Save button. Use the filter field at the top to facilitate the search. Check the necessary group or the Select All option to add the users from the selected group or all the users respectively.

  4. Remove members from your team.

    To do that, uncheck the users you wish to remove from the list or click the Actions Icon icon to the right of the user you wish to remove and select the Remove the user from the team option.

  5. Click the Save button.
Manage Team Manage Team

By default, each project team member can view all content inside the selected project: milestones, tasks, documents, discussions and contacts.

To restrict the access just select the teammate you wish to set access rights for and click one of the links to the right:

The same way you can set the access rights for each member of your project team unless he/she does not have projects administrator privileges.

This function is available for private projects only.
;Scheduling workflow

Once the project is created, the next step is to schedule the workflow using the milestones. A milestone is a key point in the progress of a project.

To plan a new milestone,

  1. Click the Create button in the upper left corner and select the Milestone option from the drop-down list.
  2. Specify your milestone Title and enter a short Description, if necessary.
  3. Select the Project you need to add a milestone to.
  4. Select the Responsible person you wish to assign the newly created milestone to. By default, the project manager is selected.
  5. Set a desired Due Date.

    The due date of a milestone is the date by which all the tasks attached to it are supposed to be done.

    To set a due date, use one of the available options: Week, Month, Two months, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy.

  6. Check the Key milestone option, if necessary.

    Use this option if you consider the newly created milestone to be more important than others. All the key milestones are marked by the red key icon placed near its title

  7. If you want to be notified 48 hours before the due date check the corresponding option.
  8. Click the Save button.
Schedule Workflow Schedule Workflow

The created milestone will be added to the Milestones list. The same way as many milestones as you wish can be added to your project.

When all the task are done, you can close the milestone changing its status from Open to Closed in the Milestones list. All you need is to click the arrow Blue Arrow to the left of the milestone title and select the necessary status from the list.

If you need to shift a milestone,

  1. select the milestone you need from the Milestones list,
  2. click the Actions Icon icon to the right of the milestone title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete a milestone, choose the corresponding option from the Actions drop-down list.

You can also delete several milestones at once instead of deleting them one by one. To do that, check the milestones you want to delete and press the Delete button above the milestone list.
<Assigning tasks>

Once the project is created and the milestone is added, one more step is left. Distribute the tasks among the project team members.

To add a task,

  1. Click the Create button in the upper left corner and select the Task option from the drop-down list.
  2. Specify your task Title and enter a short Description, if necessary.
  3. Select the Project you need to add a task to.
  4. Assign a task to one of the available Milestones.

    Use the none option if you don't want to attach this task to any milestone.

  5. Select the responsible person you wish to assign this task to from the Assigned to list.

    You can assign the task to as many responsible persons as you wish selecting them from the list. To remove a person added by mistake from the list of the responsible persons, hover the mouse cursor on his/her name and click the Delete icon - recycle bin icon which appears to the left. All the responsible persons will be informed about a new task assigned to them by email.

  6. Set a desired Start Date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.
  7. Set a desired Due Date using one of the available options: Today, 3 days, Week, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.
  8. Check the High option to set the task priority.

    The High Priority icon - Flash icon will be added next to the task title in the Tasks list.

  9. Click the Save button or use the Save & Create New Task button to save this task and start creating the new one right away.
Assign Tasks Assign Tasks

The created task will be added to the Tasks list. The same way as many tasks as you wish can be added to your project.

If a task does not have a due date but belongs to a milestone, this task in the list is marked with the Task within Milestone Icon icon and is displayed with the milestone due date.

To quickly create a new task on the base of the existing one with all its contents, such as attached documents and subtasks, make use of the Copy feature. You'll be able to create an exact task duplicate or make some minor corrections to it (e.g. select another milestone, responsible person or due date); create similar tasks within the same project or move task copies to another project.

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Copy option from the Actions drop-down list,
  4. change the task details, if necessary,
  5. choose which items you want to be copied checking the Documents and/or Subtasks box,
  6. click the Copy button to duplicate the task or use the Replace button to remove the original task and add the copied one instead of it.

If you need to edit a task,

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

You can attach documents to your task. Open the task page and switch to the Documents tab on the top. Here you can:

To manage documents attached to your task, place the mouse cursor over the attached document and use corresponding icons to perform the necessary action:

You can also quickly move several tasks at once from one milestone to another. To do that, check the tasks that belong to the same milestone and press the Move button above the task list. In the confirmation window, select a different milestone and press the Move to milestone button.

When the task is done, close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow Blue Arrow to the left of the task title and select the necessary status from the list.

If some additional task statuses have been previously created by a full access or the 'Projects' module administrator, it's also possible to assign custom statuses to your tasks. To learn more on how to create and apply custom task statuses, you can refer to this article.

You can also change the status for several tasks at once instead of changing statuses one by one. To do that, check the necessary tasks, press the Change Status button above the task list and select the necessary status.

To delete a task, choose the corresponding option from the Actions drop-down list.

You can also delete several tasks at once instead of deleting them one by one. To do that, check the tasks you want to delete and press the Delete button above the task list.
=Creating subtasks!

Sometimes to complete a task you need to perform several steps or divide it into parts and distribute them among several persons. Creating subtasks will help you manage your to-do list and stay organized.

To create a subtask,

  1. Open the Tasks list clicking the corresponding option on the left side panel.
  2. Select a desired task.

    To find a necessary task make use of our filter at the top of the list. Click the Add Filter button and select one of the options:

    • use the RESPONSIBLE list to display the tasks assigned to you, to a certain user or a group, or the tasks with no responsible;

    • use the CREATOR list to display the tasks created by you, or by a certain user;

    • use the PROJECT list to display the tasks within your projects, or the projects you don't participate in, or the projects with a specified tag, or the projects without tags;

    • use the MILESTONE list to display all the tasks of the milestones with at least one task assigned to you, or tasks without milestones, or the ones assigned to a specified milestone;

    • use the STATUS list to display the tasks you are working on (open) or you have already completed (closed);

    • use the DUE DATE list to display the tasks with a specified due date;

    You can also enter a task name, entirely or partially, in the field and press the Enter key to find the necessary one.

  3. Hover the cursor over the selected task and click the Subtask link which appears to the right of the task title.
  4. Specify your subtask Title.
  5. Select the responsible person you wish to assign this subtask to from the Responsible list.
  6. Click the OK button to the right.
Create Subtasks Create Subtasks

The created subtask will be added and displayed below the selected task. The subtask due date will coincide with the due date of the task you attached the subtask to and can NOT be altered.

You can continue adding subtasks right now using the field below or create other subtasks later using the Add subtask option in the Actions menu to the right of the task title.

To quickly duplicate an existing subtask within the same task, click the Actions Icon icon to the right of the subtask title and select the Copy option from the Actions drop-down list. The copied subtask will be added and displayed below the original one.

If you need to edit a subtask,

  1. select the subtask you need from the list,
  2. click the Actions Icon icon to the right of the subtask title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the OK button.

When the subtask is completed, close it checking the box to the left of its title.

To delete a subtask, choose the corresponding option from the Actions drop-down list.

>Using Gantt chart

Gantt Chart is a bar chart used to illustrate a project schedule and dependency relationships between tasks.

The most simple way to open the Gantt Chart is to click the Gantt Chart link on the left side panel.

Alternatively, you can open the Gantt Chart proceeding in one of the following ways:

  1. Select your project from the Projects list.

    To find a necessary one make use of our filter at the top of the list clicking the Add Filter button and selecting one of the options:

    • use the STATUS list to display the projects you are working on (Active), you have temporarily suspended the work on (Paused) or you have already completed (Closed);

    • use the PROJECT MANAGER list to display the projects managed by you or by a certain user;

    • use the TEAM MEMBER list to display the projects you or a certain user or group participate in;

    • use the OTHER list to display the projects you don't participate in but keep track of (Followed), or the projects with a specified tag, or the projects without tags;

    You can also enter a project title, entirely or partially, in the field and press the Enter key to find the necessary one.

  2. Open the project page clicking its title.
  3. Switch to the Gantt Chart tab on the project page.

OR

  1. select a desired task from the Tasks list using the filter above,
  2. open the task page clicking its title,
  3. scroll down to the Related Tasks section,
  4. click the Move to Gantt Chart link.

The Gantt Chart will be opened:

Using Gantt Chart Using Gantt Chart

Here you can:

To learn more, refer to our User Guide.

?Leading discussion-

Once the project is underway any sort of problems or outstanding questions may occur. To find a right solution, discuss the issue with your project team.

To start a project-related discussion,

  1. Open the Project you wish to add a discussion to.
  2. Click the Create button in the upper left corner and select the Discussion option from the drop-down list.
  3. Specify your discussion Title.
  4. Type in your message and edit it using the Formatting Toolbar.
  5. Use the Text Cut button to select a part you wish to be shown on the Discussions page.

    To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the discussion list and feed pages.

  6. Invite people to your discussion.

    All the project team members will be invited to the discussion automatically and listed below the discussion text field. If you need to remove some of them or invite the persons who don't take part in the project click the Manage Subscribers link.

    • To invite some more people,
      Сheck the users you wish to invite to your discussion and click the Save button. You can add users from a particular group or all the portal users checking the corresponding option on the right side of the window.
    • To remove a subscriber,
      Place the mouse cursor over the needed user and click the Delete member icon icon.

    The people you've selected will be informed about the discussion created and the comments added to it.

  7. add documents to the discussion:
    • create a new document, spreadsheet or presentation clicking the New file link and selecting the file type from the list;
    • upload some documents from your hard disk drive clicking the Upload file link;
    • attach files from the project that your discussion belongs to.
  8. Preview the result and save your discussion.
Lead Discussion Lead Discussion

You can always edit the text of your discussion, manage its subscribers and attached documents. To do that,

  1. select your discussion from the Discussions list,
  2. open the discussion page clicking its title (the Comments tab opens by default),
  3. click the Actions Icon icon to the right of the discussion title,
  4. select the Edit option from the Actions drop-down list,
  5. make all the changes you need and click the Save Changes button.

To manage documents attached to your discussion, open the discussion page and switch to the Documents tab on the top. Place the mouse cursor over the attached document and use corresponding icons to perform the necessary action:

It’s also possible to create a task on the base of the discussion. Open the discussion page, click the Actions Icon icon next to the discussion title and use the Create task on discussion option from the menu.

To delete a discussion, choose the corresponding option from the Actions drop-down list.

If your discussion is no longer relevant, but you don't want to delete it because it contains some important information, use the Archive option in the drop-down list on the discussion page. All the discussion members will have an access to the discussion and all the files attached but won't be able to add new comments to it. If you want to resume the discussion, click the Actions Icon icon and choose the Open option.

@Reporting project progress%

To increase the chances for project success, once your project is created you need to constantly monitor its progress keeping up with what everyone is doing.

To do that, make use of the online office Reports system:

  1. open the Reports list clicking the corresponding link on the left-side panel,
  2. select the type of the report you wish to generate from the Reports list,
  3. configure the available parameters,
  4. click the Generate Report button.
Report Project Progress Report Project Progress

Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary.

Project Reports Project Reports

All the generated reports can be found in the Generated Reports list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:

By default, all the generated reports are stored in the My Documents section of the Documents module. You can choose a certain folder to store project reports. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. in the Personal Settings section, click the Choose button next to the Report Folder field,
  4. select one of the existing folders within the My Documents section and click the OK button.
You can set up needed parameters once and regularly receive automatic reports by email on certain date and time. To learn how it can be done refer to this article.
A#Suspending/closing/deleting project

If you no longer work on your project, you may choose to either suspend or close it changing its status.

All the project milestones and tasks should not necessarily be closed for you to be able to pause it, but you cannot close a project with the open tasks.

To do that,

  1. select your project from the Projects list using the filter above.
  2. click the arrow Blue Arrow to the left of the project title.
  3. select an appropriate status from the drop-down list.

The paused or closed project will be faded and moved to the end of the Projects list. But you can easily access its milestones and tasks and change its status back to Active anytime.

Change Project Status Change Project Status

If you wish to delete your project permanently,

  1. select your project from the Projects list,
  2. open the project page clicking its title,
  3. click the Actions Icon icon to the right of the project title,
  4. select the Delete option from the drop-down list,
  5. confirm the operation.

It's also possible to delete several projects at once. To do that check the projects you want to delete in the list and press the Delete button above the project list.

If you decide to delete a project, keep in mind that the project with all its tasks, milestones, files, discussions etc. will be lost with no possibility to restore.
B!Changing Projects module settings+

By default, all portal users can access the Projects module. There are 5 different access levels inside it: guest (an external user with view-only permissions), user (a portal user not participating in any project), project team member, project manager and project administrator.

Being a guest you may perform the following operations:

Being a user you may perform the following operations:

To select a start page,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. In the Personal Settings section, select the necessary start page from the list. The following options are available: Tasks, Projects, Discussions and Time Tracking. By default, the Tasks option is selected.

Being a project team member you may perform the following operations:

Being a project manager you may perform the following operations:

Being a project administrator you may perform the following operations:

To change common settings of the Projects module,

  1. click the Settings link at the left-side panel,
  2. select the Common Settings sub-section,
  3. set necessary options:
    • Any user can create a project - by default, this option is disabled. Turn on the switcher if you want to allow all users to create new projects.
    • Hide Entities In Paused Projects - by default, this option is enabled. Turn off the switcher if you want to display entities of the paused projects.

But being a portal owner/full access administrator you can restrict access to the Projects for some users or even disable this module, if you don't need it at all.

To restrict access to the Projects module,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights sub-section,
  3. go to Projects section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.

To disable the Projects module just switch to the Modules & Tools section selecting the corresponding option on the left-side panel, uncheck the Projects module and click the Save button.

Change Projects Module Settings Change Projects Module Settings
COverview

Documents is a module for storing, viewing, editing and sharing documents, images, spreadsheets, presentations, etc. It contains the following sections:

It's also possible to access project documents within the 'Projects' module clicking the 'Documents' link at the left-side panel.
DAdding/creating documents:

To transfer all your files to the Documents module, you can upload existing documents from your computer hard disk drive or integrate your Box.com, Dropbox, Google, OneDrive, SharePoint, Yandex account with the online office.

Uploading files and folders

To upload a file,

  1. open the needed section or folder where you want to upload your files to by selecting corresponding options at the left-side panel,
  2. click the Upload button button in the left upper corner within the 'Documents' module,
  3. select the Upload files option from the menu,
  4. choose the files you want to upload to the online office in the file manager window and click the Open button.

Or simply drag-and-drop a file or several selected files from your computer to the working area to upload documents to your portal even more easily.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload files into the Private Room using the drag-and-drop method is not available.

The uploading process will start. If the file format differs from the Office Open XML one, the file will be converted into the .docx/.xlsx/.pptx format for faster editing. The notification window will appear where you can select if you want to save both files (a file in its original format and a file in the Office Open XML format). If you don't need files in an original format on the portal, you can uncheck the Save the file copy in the original format as well box. It'll be taken into consideration during the next uploading operations and a converted file will be placed as a new revision of the original file rather than as a new separate file. It's also possible to enable or disable the Save the file copy in the original format as well option in the Documents module Common Settings.

Uploading Files Uploading Files

If an original file is protected with a password, the password will be required to convert the file. If you click the Convert and Open icon Convert & Open icon to the right of the uploaded document in the file list, a new window will open where you need to enter a password.

If the file with the same name already exists in the folder, a copy of the file will be created by default. If you wish to update the version of the existing file, click the Common Settings link from the Settings list on the left side panel and turn on the Update the file version for the existing file with the same name switcher. This parameter will be applied to all the files uploaded afterwards.
Uploading Files Uploading Files

To upload a folder that contains nested subfolders and documents:

  1. click the Upload button button in the left upper corner,
  2. select the Upload folder option from the menu,
  3. choose the folder you want to upload to the online office in the file manager window and click the Open button.

This can also be done by dragging the necessary folder from the file manager window to the portal working area.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload folders into the Private Room is not available.

To integrate your Google Drive, Box, Dropbox, OneDrive, Nextcloud, ownCloud, SharePoint, OneDrive for Business, kDrive, or Yandex Disk account with the Documents module, use the corresponding buttons on the left-side menu after reading instructions in this article.

Creating new files and folders

You can also create new files or folders within the 'Documents' module. To do that,

  1. open the needed section or folder where you want to create a new file by selecting corresponding options at the left-side panel
  2. click the Create button in the left upper corner and select one of the following options:
    • Document to create a new text document
    • Spreadsheet to create a new spreadsheet
    • Presentation to create a new presentation
    • Folder to create a new folder
  3. enter a name for your file or folder into the appropriate field and click the Confirmation icon icon
Creating New File Creating New File
EViewing/editing documents+

You can view and edit your documents, spreadsheets, presentations right on the portal using multi-functional Online Editors. You can also view media files stored on the portal in the most popular formats, including avi, mpg, mpeg, mp3, mp4, webm etc., as well as the bmp, jpg, jpeg, png, gif, tif, tiff, webp images.

To edit a document, just click its title or the Pencil icon icon to the right of the file title and it will be opened in a new tab of the Internet browser. If a file is currently being edited by another user, you will see the colored pencil icon. Place the mouse cursor over this Colored Pencil Plus icon icon to see who is editing the file at the moment. Click it to open and edit this document simultaneously with other portal users.

To edit a file, you can also click the Actions Icon icon next to it and select the Edit option.
Editing Spreadsheet Editing Spreadsheet

Once you edit a document, spreadsheet, presentation and save changes you made, both revisions of your file will be available, so that you'll be able to restore the previous one if necessary. The available revisions can be grouped into the versions. To learn more, please refer to this article.

If you have no rights to edit the document, clicking its title you will open it with the corresponding online office Viewer. The image files will open in the same window, the text files will be shown in a new tab of your Internet browser. The online office Viewers offer standard tools to zoom in/out your files, adjust their size, navigate between pages, download or print them.

To view a file, you can also click the Actions Icon icon next to it and select the Preview option.
Viewing Text File Viewing Text File
The portal guests can't use Online Editors. To open or edit a file, they need to download it first to their computer. If any changes are made, the guests will need to upload the files back to the portal after that. In case the guest has full access to this file, it can be overwritten. If not, the file can be uploaded under some other name only.

When viewing media files with the online viewer, you can use corresponding buttons to start or pause the playback, adjust volume level or switch to the full screen mode, go to the previous or next media file, download or delete the file.

Viewing Video File Viewing Video File

When viewing image files with the online viewer, you can use corresponding buttons to zoom in or zoom out the image, go to the previous or next image, display the image actual size (if the image has been zoomed in or out), rotate the image clockwise or counterclockwise, go to the previous or next image, download or delete the file.

FManaging documentsN

To quickly find a necessary document make use of the filter at the top of the document list.

Click the Plus Icon button and specify the necessary filter parameters:

Enter a document title, entirely or partially, in the filter field and press the Enter key to display the found item(s). The search location is displayed above the search results. If necessary, you can exclude subfolders from search clicking the all subfolders link. If you want to go to the folder where the found file is located, right-click the file and use the Open location option. To go to the parent folder that is one level up from the current folder use the Go to parent folder Icon arrow.

By default, all the files are sorted by Last modified date in descending order (later dates to early ones). If necessary, you can sort the items by Creation date, Title, Type, Size or Author opening the Sort by drop-down list to the right of the Filter field and choosing the necessary option. To change the sorting order from Descending to Ascending click the Sorting Order Icon icon.

You can perform the following operations with your documents:

Group operations with files can be performed using buttons on the top or the contextual menu. To share, send by email, mark as favorites, download, move, copy, or delete several files at once,

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. check the boxes next to the files you want to manage
  3. click the needed button at the top depending on the operation you want to perform or right-click one of the selected files and use the contextual menu options
If the documents that you want to share have different sharing settings (for example, users can only view the document X but they have the full access rights to the document Y) you'll see the Varies status in front of the user name in the 'Sharing Settings' window. You can always change the status for all the selected documents for each separate user selecting the necessary option in the drop-down list in front of the user name.
Managing Files Managing Files

Some operations can be performed with a single file only using the contextual menu. To rename, sign with DocuSign, block for co-authors, finalize, view the version history of a file or copy the link to it (or perform any of the above mentioned operations),

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the corresponding option depending on the operation you want to perform. To learn more about the available context menu options, please read this article.
To learn how to manage the previous revisions/versions of a document, please refer to this article.
Managing Files Managing Files

To rename a document stored in the Documents module you can also check the box to the left of the necessary file in the list and press the F2 key. It's also possible to rename a document from the editor interface directly while editing. To do that,

  1. click the File tab of the top toolbar and select the Rename... option,
  2. in a new window that opens, enter the necessary File name and click OK.
Adding documents to Favorites

The Favorites section contains all files marked as favorites from all sections and folders of the Documents module. To add a document to Favorites:

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the Mark as favorite option.

The file will be available in the Favorites section and marked with the Favorite Icon icon in the file list.

Favorites section Favorites section

Within the Favorites section, you can use the Open location option in the contextual menu to switch to the folder which contains this file.

To remove an added file from Favorites, use the Remove from Favorites option in the contextual menu or click the Favorite Icon icon next to the file name.

To remove several files at once from Favorites, check them in the file list within the Favorites section and click the Remove button on the top.

You can hide or show again the Favorites section in the Common Settings of the Documents module.

GSharing documents

You can set permissions to the files stored in the My documents section, so that a particular portal member or a group of them will be able to read or edit your files.

A module or full access administrator can define access settings in the Common section. Read more on the portal administrator/user/guest access rights in the Getting Started: People section.
Permission levels

Generally, there are three main permission levels: editing (read and write), restricted editing and preview (read). In the Documents module, you can set the following permissions on a file:

The following table illustrates which actions can be performed by a user depending on the access rights that have been granted to him/her:

View document Add and manage comments Fill in forms Edit document
Full Access + + + +
Review + + +* +*
Form Filling + - + -
Custom Filter + + not applied +
Comment + + - -
Read Only + - - -

* - all changes must be viewed and accepted/rejected by the file owner or a person who has full access to the file.

If you want to share a folder, you can choose one of the following access types: Full Access, Read Only and Deny Access.

To learn more about folder permissions within the Documents module refer to this article.
Providing access to a file/folder

Find a file (or a folder) you want to share and click the Share file icon Share button to the right of its title. In the opened 'Sharing Settings' window you can:

When the file is shared, the Shared file icon Share button to the right of its title is highlighted with a more intense color.

Sharing documents with portal users

If you want to grant access only to people who can log in to your portal,

  1. Set a default access type for all the persons/groups you want to share the document with. The Read Only option is selected by default. Click the Read Only icon icon next to the the Add Users or Add Groups button and choose the necessary option: Full Access, Review, Form Filling, Custom Filter, Comment, Read Only, or Deny Access. The available options may differ depending on the file type.
  2. Click the Add Users or Add Groups button to open the user/group list.
  3. Check the persons (groups) you want to share the document with and click the Save button.
    Sharing Document with Portal Members Sharing Document with Portal Members

    When adding users, you can check them one by one using the filter field at the top to facilitate the search. It's also possible to check the necessary group or the Select all option on the right to add all the users from the selected group or all the portal users respectively.

  4. If necessary, change the permission details for each particular user/group selecting one of the available options from the drop-down list next to the person/group name.

    To remove a user/group from the list use the Remove user icon icon.

    Sharing Document with Portal Members Sharing Document with Portal Members
    You can grant access to all portal members except several of them or a certain group instead of adding every member separately. For this purpose, just click the 'Add Groups' button, select the 'Everyone' option and set the necessary access type for it. Then add a certain group or user using one of the buttons and select the 'Deny Access' option.
  5. Leave the Send notification box checked to send a standard email message to the persons you shared your document with.
  6. Click the Add message link to add your own text to the standard email notification.
  7. Press the Save button at the bottom of the window.

Each portal user you shared the file with can find this document in the Shared with me section.

If you need to get a link to the shared file so that you can send this link to the portal users, click the Link for portal users icon icon within the 'Sharing Settings' window. The link will be copied to the clipboard.

Sharing documents using the link

To enable the possibility to grant access to the file to everyone with the link to it or to embed the file into a web page so that every visitor of this page can view the document, click the External link access switcher within the 'Sharing Settings' window - after that the available parameters will be displayed.

If you use the SaaS version, you cannot share non-editable files (images, archives etc.) using the external link during the trial period.
Sharing Document with People outside the Portal Sharing Document with People outside the Portal

Sharing the link to the document

  1. Define the access type choosing the Full Access, Review, Form Filling, Custom Filter, Comment, or Read Only option from the list next to the External link access caption. The available options may differ depending on the file type.
  2. Use the Shorten option to get a shortened link.
  3. Select the way you want to share the document:
    • Copy the link to the clipboard to send it via a messenger or in any other way.
    • Click the Email icon icon to send the link via email. If you are already using the Mail module, a message template will open in a new tab. You can specify the email addresses to send the link to, edit the accompanying message and click the Send button.

      In the To: field, enter the email address of the person you need to send the link. You can start typing the recipient email address or name and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email addresses you've already sent emails to).

      You can add as many recipients as you wish. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address, click the Delete Address Icon icon.

    • Click one of the social network icons to share the link via your corresponding social account.
  4. Close the 'Sharing Settings' window clicking the Close button.

To deny access via the link to the previously shared document, you can choose the Deny Access option from the list or click the External link access switcher once again to disable this option.

Getting the embedding code

  1. Click the Embedding document link in the right part of the window.
    Embedding Document Embedding Document
  2. Select the size of document viewer window from the available ones or set its custom width and height.
  3. Copy the embed code and paste it into your web page.
  4. Close the 'Sharing Settings' window clicking the Close button.

For further instructions please refer to this user guide.

If you delete the document, switch to the 'Deny Access' option within the 'Sharing Settings' window or switch off the External link access option, web page visitors won't be able to view the document.
HChanging module settings

The Settings section at the left sidebar allows to change the Documents module settings. It contains several subsections.

Common Settings

This section is available for all users. Guests can also access this section with limited functionality.

Changing module settings Changing module settings
Admin Settings

This section is available for the portal owner, full access administrators or the Documents module administrators.

This section allows to change settings for all portal users:

Connected clouds

This section is available for all users (with the exception of guests) if the Allow users to connect third-party storages setting is enabled in the Admin Settings section.

This sections displays all clouds connected to the user's account and allows to connect other third-party clouds.

IOverview

Documents is a module for storing, viewing, editing and sharing documents, images, spreadsheets, presentations, etc. It contains the following sections:

It's also possible to access project documents within the 'Projects' module clicking the 'Documents' link at the left-side panel.
JAdding/creating documents:

To transfer all your files to the Documents module, you can upload existing documents from your computer hard disk drive or integrate your Box.com, Dropbox, Google, OneDrive, SharePoint, Yandex account with the online office.

Uploading files and folders

To upload a file,

  1. open the needed section or folder where you want to upload your files to by selecting corresponding options at the left-side panel,
  2. click the Upload button button in the left upper corner within the 'Documents' module,
  3. select the Upload files option from the menu,
  4. choose the files you want to upload to the online office in the file manager window and click the Open button.

Or simply drag-and-drop a file or several selected files from your computer to the working area to upload documents to your portal even more easily.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload files into the Private Room using the drag-and-drop method is not available.

The uploading process will start. If the file format differs from the Office Open XML one, the file will be converted into the .docx/.xlsx/.pptx format for faster editing. The notification window will appear where you can select if you want to save both files (a file in its original format and a file in the Office Open XML format). If you don't need files in an original format on the portal, you can uncheck the Save the file copy in the original format as well box. It'll be taken into consideration during the next uploading operations and a converted file will be placed as a new revision of the original file rather than as a new separate file. It's also possible to enable or disable the Save the file copy in the original format as well option in the Documents module Common Settings.

Uploading Files Uploading Files

If an original file is protected with a password, the password will be required to convert the file. If you click the Convert and Open icon Convert & Open icon to the right of the uploaded document in the file list, a new window will open where you need to enter a password.

If the file with the same name already exists in the folder, a copy of the file will be created by default. If you wish to update the version of the existing file, click the Common Settings link from the Settings list on the left side panel and turn on the Update the file version for the existing file with the same name switcher. This parameter will be applied to all the files uploaded afterwards.
Uploading Files Uploading Files

To upload a folder that contains nested subfolders and documents:

  1. click the Upload button button in the left upper corner,
  2. select the Upload folder option from the menu,
  3. choose the folder you want to upload to the online office in the file manager window and click the Open button.

This can also be done by dragging the necessary folder from the file manager window to the portal working area.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload folders into the Private Room is not available.

To integrate your Google Drive, Box, Dropbox, OneDrive, Nextcloud, ownCloud, SharePoint, OneDrive for Business, kDrive, or Yandex Disk account with the Documents module, use the corresponding buttons on the left-side menu after reading instructions in this article.

Creating new files and folders

You can also create new files or folders within the 'Documents' module. To do that,

  1. open the needed section or folder where you want to create a new file by selecting corresponding options at the left-side panel
  2. click the Create button in the left upper corner and select one of the following options:
    • Document to create a new text document
    • Spreadsheet to create a new spreadsheet
    • Presentation to create a new presentation
    • Folder to create a new folder
  3. enter a name for your file or folder into the appropriate field and click the Confirmation icon icon
Creating New File Creating New File
KViewing/editing documents+

You can view and edit your documents, spreadsheets, presentations right on the portal using multi-functional Online Editors. You can also view media files stored on the portal in the most popular formats, including avi, mpg, mpeg, mp3, mp4, webm etc., as well as the bmp, jpg, jpeg, png, gif, tif, tiff, webp images.

To edit a document, just click its title or the Pencil icon icon to the right of the file title and it will be opened in a new tab of the Internet browser. If a file is currently being edited by another user, you will see the colored pencil icon. Place the mouse cursor over this Colored Pencil Plus icon icon to see who is editing the file at the moment. Click it to open and edit this document simultaneously with other portal users.

To edit a file, you can also click the Actions Icon icon next to it and select the Edit option.
Editing Spreadsheet Editing Spreadsheet

Once you edit a document, spreadsheet, presentation and save changes you made, both revisions of your file will be available, so that you'll be able to restore the previous one if necessary. The available revisions can be grouped into the versions. To learn more, please refer to this article.

If you have no rights to edit the document, clicking its title you will open it with the corresponding online office Viewer. The image files will open in the same window, the text files will be shown in a new tab of your Internet browser. The online office Viewers offer standard tools to zoom in/out your files, adjust their size, navigate between pages, download or print them.

To view a file, you can also click the Actions Icon icon next to it and select the Preview option.
Viewing Text File Viewing Text File
The portal guests can't use Online Editors. To open or edit a file, they need to download it first to their computer. If any changes are made, the guests will need to upload the files back to the portal after that. In case the guest has full access to this file, it can be overwritten. If not, the file can be uploaded under some other name only.

When viewing media files with the online viewer, you can use corresponding buttons to start or pause the playback, adjust volume level or switch to the full screen mode, go to the previous or next media file, download or delete the file.

Viewing Video File Viewing Video File

When viewing image files with the online viewer, you can use corresponding buttons to zoom in or zoom out the image, go to the previous or next image, display the image actual size (if the image has been zoomed in or out), rotate the image clockwise or counterclockwise, go to the previous or next image, download or delete the file.

LManaging documentsN

To quickly find a necessary document make use of the filter at the top of the document list.

Click the Plus Icon button and specify the necessary filter parameters:

Enter a document title, entirely or partially, in the filter field and press the Enter key to display the found item(s). The search location is displayed above the search results. If necessary, you can exclude subfolders from search clicking the all subfolders link. If you want to go to the folder where the found file is located, right-click the file and use the Open location option. To go to the parent folder that is one level up from the current folder use the Go to parent folder Icon arrow.

By default, all the files are sorted by Last modified date in descending order (later dates to early ones). If necessary, you can sort the items by Creation date, Title, Type, Size or Author opening the Sort by drop-down list to the right of the Filter field and choosing the necessary option. To change the sorting order from Descending to Ascending click the Sorting Order Icon icon.

You can perform the following operations with your documents:

Group operations with files can be performed using buttons on the top or the contextual menu. To share, send by email, mark as favorites, download, move, copy, or delete several files at once,

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. check the boxes next to the files you want to manage
  3. click the needed button at the top depending on the operation you want to perform or right-click one of the selected files and use the contextual menu options
If the documents that you want to share have different sharing settings (for example, users can only view the document X but they have the full access rights to the document Y) you'll see the Varies status in front of the user name in the 'Sharing Settings' window. You can always change the status for all the selected documents for each separate user selecting the necessary option in the drop-down list in front of the user name.
Managing Files Managing Files

Some operations can be performed with a single file only using the contextual menu. To rename, sign with DocuSign, block for co-authors, finalize, view the version history of a file or copy the link to it (or perform any of the above mentioned operations),

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the corresponding option depending on the operation you want to perform. To learn more about the available context menu options, please read this article.
To learn how to manage the previous revisions/versions of a document, please refer to this article.
Managing Files Managing Files

To rename a document stored in the Documents module you can also check the box to the left of the necessary file in the list and press the F2 key. It's also possible to rename a document from the editor interface directly while editing. To do that,

  1. click the File tab of the top toolbar and select the Rename... option,
  2. in a new window that opens, enter the necessary File name and click OK.
Adding documents to Favorites

The Favorites section contains all files marked as favorites from all sections and folders of the Documents module. To add a document to Favorites:

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the Mark as favorite option.

The file will be available in the Favorites section and marked with the Favorite Icon icon in the file list.

Favorites section Favorites section

Within the Favorites section, you can use the Open location option in the contextual menu to switch to the folder which contains this file.

To remove an added file from Favorites, use the Remove from Favorites option in the contextual menu or click the Favorite Icon icon next to the file name.

To remove several files at once from Favorites, check them in the file list within the Favorites section and click the Remove button on the top.

You can hide or show again the Favorites section in the Common Settings of the Documents module.

MSharing documents

You can set permissions to the files stored in the My documents section, so that a particular portal member or a group of them will be able to read or edit your files.

A module or full access administrator can define access settings in the Common section. Read more on the portal administrator/user/guest access rights in the Getting Started: People section.
Permission levels

Generally, there are three main permission levels: editing (read and write), restricted editing and preview (read). In the Documents module, you can set the following permissions on a file:

The following table illustrates which actions can be performed by a user depending on the access rights that have been granted to him/her:

View document Add and manage comments Fill in forms Edit document
Full Access + + + +
Review + + +* +*
Form Filling + - + -
Custom Filter + + not applied +
Comment + + - -
Read Only + - - -

* - all changes must be viewed and accepted/rejected by the file owner or a person who has full access to the file.

If you want to share a folder, you can choose one of the following access types: Full Access, Read Only and Deny Access.

To learn more about folder permissions within the Documents module refer to this article.
Providing access to a file/folder

Find a file (or a folder) you want to share and click the Share file icon Share button to the right of its title. In the opened 'Sharing Settings' window you can:

When the file is shared, the Shared file icon Share button to the right of its title is highlighted with a more intense color.

Sharing documents with portal users

If you want to grant access only to people who can log in to your portal,

  1. Set a default access type for all the persons/groups you want to share the document with. The Read Only option is selected by default. Click the Read Only icon icon next to the the Add Users or Add Groups button and choose the necessary option: Full Access, Review, Form Filling, Custom Filter, Comment, Read Only, or Deny Access. The available options may differ depending on the file type.
  2. Click the Add Users or Add Groups button to open the user/group list.
  3. Check the persons (groups) you want to share the document with and click the Save button.
    Sharing Document with Portal Members Sharing Document with Portal Members

    When adding users, you can check them one by one using the filter field at the top to facilitate the search. It's also possible to check the necessary group or the Select all option on the right to add all the users from the selected group or all the portal users respectively.

  4. If necessary, change the permission details for each particular user/group selecting one of the available options from the drop-down list next to the person/group name.

    To remove a user/group from the list use the Remove user icon icon.

    Sharing Document with Portal Members Sharing Document with Portal Members
    You can grant access to all portal members except several of them or a certain group instead of adding every member separately. For this purpose, just click the 'Add Groups' button, select the 'Everyone' option and set the necessary access type for it. Then add a certain group or user using one of the buttons and select the 'Deny Access' option.
  5. Leave the Send notification box checked to send a standard email message to the persons you shared your document with.
  6. Click the Add message link to add your own text to the standard email notification.
  7. Press the Save button at the bottom of the window.

Each portal user you shared the file with can find this document in the Shared with me section.

If you need to get a link to the shared file so that you can send this link to the portal users, click the Link for portal users icon icon within the 'Sharing Settings' window. The link will be copied to the clipboard.

Sharing documents using the link

To enable the possibility to grant access to the file to everyone with the link to it or to embed the file into a web page so that every visitor of this page can view the document, click the External link access switcher within the 'Sharing Settings' window - after that the available parameters will be displayed.

If you use the SaaS version, you cannot share non-editable files (images, archives etc.) using the external link during the trial period.
Sharing Document with People outside the Portal Sharing Document with People outside the Portal

Sharing the link to the document

  1. Define the access type choosing the Full Access, Review, Form Filling, Custom Filter, Comment, or Read Only option from the list next to the External link access caption. The available options may differ depending on the file type.
  2. Use the Shorten option to get a shortened link.
  3. Select the way you want to share the document:
    • Copy the link to the clipboard to send it via a messenger or in any other way.
    • Click the Email icon icon to send the link via email. If you are already using the Mail module, a message template will open in a new tab. You can specify the email addresses to send the link to, edit the accompanying message and click the Send button.

      In the To: field, enter the email address of the person you need to send the link. You can start typing the recipient email address or name and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email addresses you've already sent emails to).

      You can add as many recipients as you wish. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address, click the Delete Address Icon icon.

    • Click one of the social network icons to share the link via your corresponding social account.
  4. Close the 'Sharing Settings' window clicking the Close button.

To deny access via the link to the previously shared document, you can choose the Deny Access option from the list or click the External link access switcher once again to disable this option.

Getting the embedding code

  1. Click the Embedding document link in the right part of the window.
    Embedding Document Embedding Document
  2. Select the size of document viewer window from the available ones or set its custom width and height.
  3. Copy the embed code and paste it into your web page.
  4. Close the 'Sharing Settings' window clicking the Close button.

For further instructions please refer to this user guide.

If you delete the document, switch to the 'Deny Access' option within the 'Sharing Settings' window or switch off the External link access option, web page visitors won't be able to view the document.
NChanging module settings

The Settings section at the left sidebar allows to change the Documents module settings. It contains several subsections.

Common Settings

This section is available for all users. Guests can also access this section with limited functionality.

Changing module settings Changing module settings
Admin Settings

This section is available for the portal owner, full access administrators or the Documents module administrators.

This section allows to change settings for all portal users:

Connected clouds

This section is available for all users (with the exception of guests) if the Allow users to connect third-party storages setting is enabled in the Admin Settings section.

This sections displays all clouds connected to the user's account and allows to connect other third-party clouds.

OOverview

Documents is a module for storing, viewing, editing and sharing documents, images, spreadsheets, presentations, etc. It contains the following sections:

It's also possible to access project documents within the 'Projects' module clicking the 'Documents' link at the left-side panel.
PAdding/creating documents:

To transfer all your files to the Documents module, you can upload existing documents from your computer hard disk drive or integrate your Box.com, Dropbox, Google, OneDrive, SharePoint, Yandex account with the online office.

Uploading files and folders

To upload a file,

  1. open the needed section or folder where you want to upload your files to by selecting corresponding options at the left-side panel,
  2. click the Upload button button in the left upper corner within the 'Documents' module,
  3. select the Upload files option from the menu,
  4. choose the files you want to upload to the online office in the file manager window and click the Open button.

Or simply drag-and-drop a file or several selected files from your computer to the working area to upload documents to your portal even more easily.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload files into the Private Room using the drag-and-drop method is not available.

The uploading process will start. If the file format differs from the Office Open XML one, the file will be converted into the .docx/.xlsx/.pptx format for faster editing. The notification window will appear where you can select if you want to save both files (a file in its original format and a file in the Office Open XML format). If you don't need files in an original format on the portal, you can uncheck the Save the file copy in the original format as well box. It'll be taken into consideration during the next uploading operations and a converted file will be placed as a new revision of the original file rather than as a new separate file. It's also possible to enable or disable the Save the file copy in the original format as well option in the Documents module Common Settings.

Uploading Files Uploading Files

If an original file is protected with a password, the password will be required to convert the file. If you click the Convert and Open icon Convert & Open icon to the right of the uploaded document in the file list, a new window will open where you need to enter a password.

If the file with the same name already exists in the folder, a copy of the file will be created by default. If you wish to update the version of the existing file, click the Common Settings link from the Settings list on the left side panel and turn on the Update the file version for the existing file with the same name switcher. This parameter will be applied to all the files uploaded afterwards.
Uploading Files Uploading Files

To upload a folder that contains nested subfolders and documents:

  1. click the Upload button button in the left upper corner,
  2. select the Upload folder option from the menu,
  3. choose the folder you want to upload to the online office in the file manager window and click the Open button.

This can also be done by dragging the necessary folder from the file manager window to the portal working area.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload folders into the Private Room is not available.

To integrate your Google Drive, Box, Dropbox, OneDrive, Nextcloud, ownCloud, SharePoint, OneDrive for Business, kDrive, or Yandex Disk account with the Documents module, use the corresponding buttons on the left-side menu after reading instructions in this article.

Creating new files and folders

You can also create new files or folders within the 'Documents' module. To do that,

  1. open the needed section or folder where you want to create a new file by selecting corresponding options at the left-side panel
  2. click the Create button in the left upper corner and select one of the following options:
    • Document to create a new text document
    • Spreadsheet to create a new spreadsheet
    • Presentation to create a new presentation
    • Folder to create a new folder
  3. enter a name for your file or folder into the appropriate field and click the Confirmation icon icon
Creating New File Creating New File
Q Viewing/editing documents +

You can view and edit your documents, spreadsheets, presentations right on the portal using multi-functional Online Editors. You can also view media files stored on the portal in the most popular formats, including avi, mpg, mpeg, mp3, mp4, webm etc., as well as the bmp, jpg, jpeg, png, gif, tif, tiff, webp images.

To edit a document, just click its title or the Pencil icon icon to the right of the file title and it will be opened in a new tab of the Internet browser. If a file is currently being edited by another user, you will see the colored pencil icon. Place the mouse cursor over this Colored Pencil Plus icon icon to see who is editing the file at the moment. Click it to open and edit this document simultaneously with other portal users.

To edit a file, you can also click the Actions Icon icon next to it and select the Edit option.
Editing Spreadsheet Editing Spreadsheet

Once you edit a document, spreadsheet, presentation and save changes you made, both revisions of your file will be available, so that you'll be able to restore the previous one if necessary. The available revisions can be grouped into the versions. To learn more, please refer to this article.

If you have no rights to edit the document, clicking its title you will open it with the corresponding online office Viewer. The image files will open in the same window, the text files will be shown in a new tab of your Internet browser. The online office Viewers offer standard tools to zoom in/out your files, adjust their size, navigate between pages, download or print them.

To view a file, you can also click the Actions Icon icon next to it and select the Preview option.
Viewing Text File Viewing Text File
The portal guests can't use Online Editors. To open or edit a file, they need to download it first to their computer. If any changes are made, the guests will need to upload the files back to the portal after that. In case the guest has full access to this file, it can be overwritten. If not, the file can be uploaded under some other name only.

When viewing media files with the online viewer, you can use corresponding buttons to start or pause the playback, adjust volume level or switch to the full screen mode, go to the previous or next media file, download or delete the file.

Viewing Video File Viewing Video File

When viewing image files with the online viewer, you can use corresponding buttons to zoom in or zoom out the image, go to the previous or next image, display the image actual size (if the image has been zoomed in or out), rotate the image clockwise or counterclockwise, go to the previous or next image, download or delete the file.

R Managing documents N

To quickly find a necessary document make use of the filter at the top of the document list.

Click the Plus Icon button and specify the necessary filter parameters:

Enter a document title, entirely or partially, in the filter field and press the Enter key to display the found item(s). The search location is displayed above the search results. If necessary, you can exclude subfolders from search clicking the all subfolders link. If you want to go to the folder where the found file is located, right-click the file and use the Open location option. To go to the parent folder that is one level up from the current folder use the Go to parent folder Icon arrow.

By default, all the files are sorted by Last modified date in descending order (later dates to early ones). If necessary, you can sort the items by Creation date, Title, Type, Size or Author opening the Sort by drop-down list to the right of the Filter field and choosing the necessary option. To change the sorting order from Descending to Ascending click the Sorting Order Icon icon.

You can perform the following operations with your documents:

Group operations with files can be performed using buttons on the top or the contextual menu. To share, send by email, mark as favorites, download, move, copy, or delete several files at once,

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. check the boxes next to the files you want to manage
  3. click the needed button at the top depending on the operation you want to perform or right-click one of the selected files and use the contextual menu options
If the documents that you want to share have different sharing settings (for example, users can only view the document X but they have the full access rights to the document Y) you'll see the Varies status in front of the user name in the 'Sharing Settings' window. You can always change the status for all the selected documents for each separate user selecting the necessary option in the drop-down list in front of the user name.
Managing Files Managing Files

Some operations can be performed with a single file only using the contextual menu. To rename, sign with DocuSign, block for co-authors, finalize, view the version history of a file or copy the link to it (or perform any of the above mentioned operations),

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the corresponding option depending on the operation you want to perform. To learn more about the available context menu options, please read this article.
To learn how to manage the previous revisions/versions of a document, please refer to this article.
Managing Files Managing Files

To rename a document stored in the Documents module you can also check the box to the left of the necessary file in the list and press the F2 key. It's also possible to rename a document from the editor interface directly while editing. To do that,

  1. click the File tab of the top toolbar and select the Rename... option,
  2. in a new window that opens, enter the necessary File name and click OK.
Adding documents to Favorites

The Favorites section contains all files marked as favorites from all sections and folders of the Documents module. To add a document to Favorites:

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the Mark as favorite option.

The file will be available in the Favorites section and marked with the Favorite Icon icon in the file list.

Favorites section Favorites section

Within the Favorites section, you can use the Open location option in the contextual menu to switch to the folder which contains this file.

To remove an added file from Favorites, use the Remove from Favorites option in the contextual menu or click the Favorite Icon icon next to the file name.

To remove several files at once from Favorites, check them in the file list within the Favorites section and click the Remove button on the top.

You can hide or show again the Favorites section in the Common Settings of the Documents module.

S Sharing documents

You can set permissions to the files stored in the My documents section, so that a particular portal member or a group of them will be able to read or edit your files.

A module or full access administrator can define access settings in the Common section. Read more on the portal administrator/user/guest access rights in the Getting Started: People section.
Permission levels

Generally, there are three main permission levels: editing (read and write), restricted editing and preview (read). In the Documents module, you can set the following permissions on a file:

The following table illustrates which actions can be performed by a user depending on the access rights that have been granted to him/her:

View document Add and manage comments Fill in forms Edit document
Full Access + + + +
Review + + +* +*
Form Filling + - + -
Custom Filter + + not applied +
Comment + + - -
Read Only + - - -

* - all changes must be viewed and accepted/rejected by the file owner or a person who has full access to the file.

If you want to share a folder, you can choose one of the following access types: Full Access, Read Only and Deny Access.

To learn more about folder permissions within the Documents module refer to this article.
Providing access to a file/folder

Find a file (or a folder) you want to share and click the Share file icon Share button to the right of its title. In the opened 'Sharing Settings' window you can:

When the file is shared, the Shared file icon Share button to the right of its title is highlighted with a more intense color.

Sharing documents with portal users

If you want to grant access only to people who can log in to your portal,

  1. Set a default access type for all the persons/groups you want to share the document with. The Read Only option is selected by default. Click the Read Only icon icon next to the the Add Users or Add Groups button and choose the necessary option: Full Access, Review, Form Filling, Custom Filter, Comment, Read Only, or Deny Access. The available options may differ depending on the file type.
  2. Click the Add Users or Add Groups button to open the user/group list.
  3. Check the persons (groups) you want to share the document with and click the Save button.
    Sharing Document with Portal Members Sharing Document with Portal Members

    When adding users, you can check them one by one using the filter field at the top to facilitate the search. It's also possible to check the necessary group or the Select all option on the right to add all the users from the selected group or all the portal users respectively.

  4. If necessary, change the permission details for each particular user/group selecting one of the available options from the drop-down list next to the person/group name.

    To remove a user/group from the list use the Remove user icon icon.

    Sharing Document with Portal Members Sharing Document with Portal Members
    You can grant access to all portal members except several of them or a certain group instead of adding every member separately. For this purpose, just click the 'Add Groups' button, select the 'Everyone' option and set the necessary access type for it. Then add a certain group or user using one of the buttons and select the 'Deny Access' option.
  5. Leave the Send notification box checked to send a standard email message to the persons you shared your document with.
  6. Click the Add message link to add your own text to the standard email notification.
  7. Press the Save button at the bottom of the window.

Each portal user you shared the file with can find this document in the Shared with me section.

If you need to get a link to the shared file so that you can send this link to the portal users, click the Link for portal users icon icon within the 'Sharing Settings' window. The link will be copied to the clipboard.

Sharing documents using the link

To enable the possibility to grant access to the file to everyone with the link to it or to embed the file into a web page so that every visitor of this page can view the document, click the External link access switcher within the 'Sharing Settings' window - after that the available parameters will be displayed.

If you use the SaaS version, you cannot share non-editable files (images, archives etc.) using the external link during the trial period.
Sharing Document with People outside the Portal Sharing Document with People outside the Portal

Sharing the link to the document

  1. Define the access type choosing the Full Access, Review, Form Filling, Custom Filter, Comment, or Read Only option from the list next to the External link access caption. The available options may differ depending on the file type.
  2. Use the Shorten option to get a shortened link.
  3. Select the way you want to share the document:
    • Copy the link to the clipboard to send it via a messenger or in any other way.
    • Click the Email icon icon to send the link via email. If you are already using the Mail module, a message template will open in a new tab. You can specify the email addresses to send the link to, edit the accompanying message and click the Send button.

      In the To: field, enter the email address of the person you need to send the link. You can start typing the recipient email address or name and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email addresses you've already sent emails to).

      You can add as many recipients as you wish. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address, click the Delete Address Icon icon.

    • Click one of the social network icons to share the link via your corresponding social account.
  4. Close the 'Sharing Settings' window clicking the Close button.

To deny access via the link to the previously shared document, you can choose the Deny Access option from the list or click the External link access switcher once again to disable this option.

Getting the embedding code

  1. Click the Embedding document link in the right part of the window.
    Embedding Document Embedding Document
  2. Select the size of document viewer window from the available ones or set its custom width and height.
  3. Copy the embed code and paste it into your web page.
  4. Close the 'Sharing Settings' window clicking the Close button.

For further instructions please refer to this user guide.

If you delete the document, switch to the 'Deny Access' option within the 'Sharing Settings' window or switch off the External link access option, web page visitors won't be able to view the document.
TChanging module settings

The Settings section at the left sidebar allows to change the Documents module settings. It contains several subsections.

Common Settings

This section is available for all users. Guests can also access this section with limited functionality.

Changing module settings Changing module settings
Admin Settings

This section is available for the portal owner, full access administrators or the Documents module administrators.

This section allows to change settings for all portal users:

Connected clouds

This section is available for all users (with the exception of guests) if the Allow users to connect third-party storages setting is enabled in the Admin Settings section.

This sections displays all clouds connected to the user's account and allows to connect other third-party clouds.

UOverview

Documents is a module for storing, viewing, editing and sharing documents, images, spreadsheets, presentations, etc. It contains the following sections:

It's also possible to access project documents within the 'Projects' module clicking the 'Documents' link at the left-side panel.
VAdding/creating documents:

To transfer all your files to the Documents module, you can upload existing documents from your computer hard disk drive or integrate your Box.com, Dropbox, Google, OneDrive, SharePoint, Yandex account with the online office.

Uploading files and folders

To upload a file,

  1. open the needed section or folder where you want to upload your files to by selecting corresponding options at the left-side panel,
  2. click the Upload button button in the left upper corner within the 'Documents' module,
  3. select the Upload files option from the menu,
  4. choose the files you want to upload to the online office in the file manager window and click the Open button.

Or simply drag-and-drop a file or several selected files from your computer to the working area to upload documents to your portal even more easily.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload files into the Private Room using the drag-and-drop method is not available.

The uploading process will start. If the file format differs from the Office Open XML one, the file will be converted into the .docx/.xlsx/.pptx format for faster editing. The notification window will appear where you can select if you want to save both files (a file in its original format and a file in the Office Open XML format). If you don't need files in an original format on the portal, you can uncheck the Save the file copy in the original format as well box. It'll be taken into consideration during the next uploading operations and a converted file will be placed as a new revision of the original file rather than as a new separate file. It's also possible to enable or disable the Save the file copy in the original format as well option in the Documents module Common Settings.

Uploading Files Uploading Files

If an original file is protected with a password, the password will be required to convert the file. If you click the Convert and Open icon Convert & Open icon to the right of the uploaded document in the file list, a new window will open where you need to enter a password.

If the file with the same name already exists in the folder, a copy of the file will be created by default. If you wish to update the version of the existing file, click the Common Settings link from the Settings list on the left side panel and turn on the Update the file version for the existing file with the same name switcher. This parameter will be applied to all the files uploaded afterwards.
Uploading Files Uploading Files

To upload a folder that contains nested subfolders and documents:

  1. click the Upload button button in the left upper corner,
  2. select the Upload folder option from the menu,
  3. choose the folder you want to upload to the online office in the file manager window and click the Open button.

This can also be done by dragging the necessary folder from the file manager window to the portal working area.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload folders into the Private Room is not available.

To integrate your Google Drive, Box, Dropbox, OneDrive, Nextcloud, ownCloud, SharePoint, OneDrive for Business, kDrive, or Yandex Disk account with the Documents module, use the corresponding buttons on the left-side menu after reading instructions in this article.

Creating new files and folders

You can also create new files or folders within the 'Documents' module. To do that,

  1. open the needed section or folder where you want to create a new file by selecting corresponding options at the left-side panel
  2. click the Create button in the left upper corner and select one of the following options:
    • Document to create a new text document
    • Spreadsheet to create a new spreadsheet
    • Presentation to create a new presentation
    • Folder to create a new folder
  3. enter a name for your file or folder into the appropriate field and click the Confirmation icon icon
Creating New File Creating New File
WViewing/editing documents+

You can view and edit your documents, spreadsheets, presentations right on the portal using multi-functional Online Editors. You can also view media files stored on the portal in the most popular formats, including avi, mpg, mpeg, mp3, mp4, webm etc., as well as the bmp, jpg, jpeg, png, gif, tif, tiff, webp images.

To edit a document, just click its title or the Pencil icon icon to the right of the file title and it will be opened in a new tab of the Internet browser. If a file is currently being edited by another user, you will see the colored pencil icon. Place the mouse cursor over this Colored Pencil Plus icon icon to see who is editing the file at the moment. Click it to open and edit this document simultaneously with other portal users.

To edit a file, you can also click the Actions Icon icon next to it and select the Edit option.
Editing Spreadsheet Editing Spreadsheet

Once you edit a document, spreadsheet, presentation and save changes you made, both revisions of your file will be available, so that you'll be able to restore the previous one if necessary. The available revisions can be grouped into the versions. To learn more, please refer to this article.

If you have no rights to edit the document, clicking its title you will open it with the corresponding online office Viewer. The image files will open in the same window, the text files will be shown in a new tab of your Internet browser. The online office Viewers offer standard tools to zoom in/out your files, adjust their size, navigate between pages, download or print them.

To view a file, you can also click the Actions Icon icon next to it and select the Preview option.
Viewing Text File Viewing Text File
The portal guests can't use Online Editors. To open or edit a file, they need to download it first to their computer. If any changes are made, the guests will need to upload the files back to the portal after that. In case the guest has full access to this file, it can be overwritten. If not, the file can be uploaded under some other name only.

When viewing media files with the online viewer, you can use corresponding buttons to start or pause the playback, adjust volume level or switch to the full screen mode, go to the previous or next media file, download or delete the file.

Viewing Video File Viewing Video File

When viewing image files with the online viewer, you can use corresponding buttons to zoom in or zoom out the image, go to the previous or next image, display the image actual size (if the image has been zoomed in or out), rotate the image clockwise or counterclockwise, go to the previous or next image, download or delete the file.

XManaging documentsN

To quickly find a necessary document make use of the filter at the top of the document list.

Click the Plus Icon button and specify the necessary filter parameters:

Enter a document title, entirely or partially, in the filter field and press the Enter key to display the found item(s). The search location is displayed above the search results. If necessary, you can exclude subfolders from search clicking the all subfolders link. If you want to go to the folder where the found file is located, right-click the file and use the Open location option. To go to the parent folder that is one level up from the current folder use the Go to parent folder Icon arrow.

By default, all the files are sorted by Last modified date in descending order (later dates to early ones). If necessary, you can sort the items by Creation date, Title, Type, Size or Author opening the Sort by drop-down list to the right of the Filter field and choosing the necessary option. To change the sorting order from Descending to Ascending click the Sorting Order Icon icon.

You can perform the following operations with your documents:

Group operations with files can be performed using buttons on the top or the contextual menu. To share, send by email, mark as favorites, download, move, copy, or delete several files at once,

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. check the boxes next to the files you want to manage
  3. click the needed button at the top depending on the operation you want to perform or right-click one of the selected files and use the contextual menu options
If the documents that you want to share have different sharing settings (for example, users can only view the document X but they have the full access rights to the document Y) you'll see the Varies status in front of the user name in the 'Sharing Settings' window. You can always change the status for all the selected documents for each separate user selecting the necessary option in the drop-down list in front of the user name.
Managing Files Managing Files

Some operations can be performed with a single file only using the contextual menu. To rename, sign with DocuSign, block for co-authors, finalize, view the version history of a file or copy the link to it (or perform any of the above mentioned operations),

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the corresponding option depending on the operation you want to perform. To learn more about the available context menu options, please read this article.
To learn how to manage the previous revisions/versions of a document, please refer to this article.
Managing Files Managing Files

To rename a document stored in the Documents module you can also check the box to the left of the necessary file in the list and press the F2 key. It's also possible to rename a document from the editor interface directly while editing. To do that,

  1. click the File tab of the top toolbar and select the Rename... option,
  2. in a new window that opens, enter the necessary File name and click OK.
Adding documents to Favorites

The Favorites section contains all files marked as favorites from all sections and folders of the Documents module. To add a document to Favorites:

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the Mark as favorite option.

The file will be available in the Favorites section and marked with the Favorite Icon icon in the file list.

Favorites section Favorites section

Within the Favorites section, you can use the Open location option in the contextual menu to switch to the folder which contains this file.

To remove an added file from Favorites, use the Remove from Favorites option in the contextual menu or click the Favorite Icon icon next to the file name.

To remove several files at once from Favorites, check them in the file list within the Favorites section and click the Remove button on the top.

You can hide or show again the Favorites section in the Common Settings of the Documents module.

YSharing documents

You can set permissions to the files stored in the My documents section, so that a particular portal member or a group of them will be able to read or edit your files.

A module or full access administrator can define access settings in the Common section. Read more on the portal administrator/user/guest access rights in the Getting Started: People section.
Permission levels

Generally, there are three main permission levels: editing (read and write), restricted editing and preview (read). In the Documents module, you can set the following permissions on a file:

The following table illustrates which actions can be performed by a user depending on the access rights that have been granted to him/her:

View document Add and manage comments Fill in forms Edit document
Full Access + + + +
Review + + +* +*
Form Filling + - + -
Custom Filter + + not applied +
Comment + + - -
Read Only + - - -

* - all changes must be viewed and accepted/rejected by the file owner or a person who has full access to the file.

If you want to share a folder, you can choose one of the following access types: Full Access, Read Only and Deny Access.

To learn more about folder permissions within the Documents module refer to this article.
Providing access to a file/folder

Find a file (or a folder) you want to share and click the Share file icon Share button to the right of its title. In the opened 'Sharing Settings' window you can:

When the file is shared, the Shared file icon Share button to the right of its title is highlighted with a more intense color.

Sharing documents with portal users

If you want to grant access only to people who can log in to your portal,

  1. Set a default access type for all the persons/groups you want to share the document with. The Read Only option is selected by default. Click the Read Only icon icon next to the the Add Users or Add Groups button and choose the necessary option: Full Access, Review, Form Filling, Custom Filter, Comment, Read Only, or Deny Access. The available options may differ depending on the file type.
  2. Click the Add Users or Add Groups button to open the user/group list.
  3. Check the persons (groups) you want to share the document with and click the Save button.
    Sharing Document with Portal Members Sharing Document with Portal Members

    When adding users, you can check them one by one using the filter field at the top to facilitate the search. It's also possible to check the necessary group or the Select all option on the right to add all the users from the selected group or all the portal users respectively.

  4. If necessary, change the permission details for each particular user/group selecting one of the available options from the drop-down list next to the person/group name.

    To remove a user/group from the list use the Remove user icon icon.

    Sharing Document with Portal Members Sharing Document with Portal Members
    You can grant access to all portal members except several of them or a certain group instead of adding every member separately. For this purpose, just click the 'Add Groups' button, select the 'Everyone' option and set the necessary access type for it. Then add a certain group or user using one of the buttons and select the 'Deny Access' option.
  5. Leave the Send notification box checked to send a standard email message to the persons you shared your document with.
  6. Click the Add message link to add your own text to the standard email notification.
  7. Press the Save button at the bottom of the window.

Each portal user you shared the file with can find this document in the Shared with me section.

If you need to get a link to the shared file so that you can send this link to the portal users, click the Link for portal users icon icon within the 'Sharing Settings' window. The link will be copied to the clipboard.

Sharing documents using the link

To enable the possibility to grant access to the file to everyone with the link to it or to embed the file into a web page so that every visitor of this page can view the document, click the External link access switcher within the 'Sharing Settings' window - after that the available parameters will be displayed.

If you use the SaaS version, you cannot share non-editable files (images, archives etc.) using the external link during the trial period.
Sharing Document with People outside the Portal Sharing Document with People outside the Portal

Sharing the link to the document

  1. Define the access type choosing the Full Access, Review, Form Filling, Custom Filter, Comment, or Read Only option from the list next to the External link access caption. The available options may differ depending on the file type.
  2. Use the Shorten option to get a shortened link.
  3. Select the way you want to share the document:
    • Copy the link to the clipboard to send it via a messenger or in any other way.
    • Click the Email icon icon to send the link via email. If you are already using the Mail module, a message template will open in a new tab. You can specify the email addresses to send the link to, edit the accompanying message and click the Send button.

      In the To: field, enter the email address of the person you need to send the link. You can start typing the recipient email address or name and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email addresses you've already sent emails to).

      You can add as many recipients as you wish. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address, click the Delete Address Icon icon.

    • Click one of the social network icons to share the link via your corresponding social account.
  4. Close the 'Sharing Settings' window clicking the Close button.

To deny access via the link to the previously shared document, you can choose the Deny Access option from the list or click the External link access switcher once again to disable this option.

Getting the embedding code

  1. Click the Embedding document link in the right part of the window.
    Embedding Document Embedding Document
  2. Select the size of document viewer window from the available ones or set its custom width and height.
  3. Copy the embed code and paste it into your web page.
  4. Close the 'Sharing Settings' window clicking the Close button.

For further instructions please refer to this user guide.

If you delete the document, switch to the 'Deny Access' option within the 'Sharing Settings' window or switch off the External link access option, web page visitors won't be able to view the document.
ZChanging module settings

The Settings section at the left sidebar allows to change the Documents module settings. It contains several subsections.

Common Settings

This section is available for all users. Guests can also access this section with limited functionality.

Changing module settings Changing module settings
Admin Settings

This section is available for the portal owner, full access administrators or the Documents module administrators.

This section allows to change settings for all portal users:

Connected clouds

This section is available for all users (with the exception of guests) if the Allow users to connect third-party storages setting is enabled in the Admin Settings section.

This sections displays all clouds connected to the user's account and allows to connect other third-party clouds.

[Overview

Documents is a module for storing, viewing, editing and sharing documents, images, spreadsheets, presentations, etc. It contains the following sections:

It's also possible to access project documents within the 'Projects' module clicking the 'Documents' link at the left-side panel.
\Adding/creating documents :

To transfer all your files to the Documents module, you can upload existing documents from your computer hard disk drive or integrate your Box.com, Dropbox, Google, OneDrive, SharePoint, Yandex account with the online office.

Uploading files and folders

To upload a file,

  1. open the needed section or folder where you want to upload your files to by selecting corresponding options at the left-side panel,
  2. click the Upload button button in the left upper corner within the 'Documents' module,
  3. select the Upload files option from the menu,
  4. choose the files you want to upload to the online office in the file manager window and click the Open button.

Or simply drag-and-drop a file or several selected files from your computer to the working area to upload documents to your portal even more easily.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload files into the Private Room using the drag-and-drop method is not available.

The uploading process will start. If the file format differs from the Office Open XML one, the file will be converted into the .docx/.xlsx/.pptx format for faster editing. The notification window will appear where you can select if you want to save both files (a file in its original format and a file in the Office Open XML format). If you don't need files in an original format on the portal, you can uncheck the Save the file copy in the original format as well box. It'll be taken into consideration during the next uploading operations and a converted file will be placed as a new revision of the original file rather than as a new separate file. It's also possible to enable or disable the Save the file copy in the original format as well option in the Documents module Common Settings.

Uploading Files Uploading Files

If an original file is protected with a password, the password will be required to convert the file. If you click the Convert and Open icon Convert & Open icon to the right of the uploaded document in the file list, a new window will open where you need to enter a password.

If the file with the same name already exists in the folder, a copy of the file will be created by default. If you wish to update the version of the existing file, click the Common Settings link from the Settings list on the left side panel and turn on the Update the file version for the existing file with the same name switcher. This parameter will be applied to all the files uploaded afterwards.
Uploading Files Uploading Files

To upload a folder that contains nested subfolders and documents:

  1. click the Upload button button in the left upper corner,
  2. select the Upload folder option from the menu,
  3. choose the folder you want to upload to the online office in the file manager window and click the Open button.

This can also be done by dragging the necessary folder from the file manager window to the portal working area.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload folders into the Private Room is not available.

To integrate your Google Drive, Box, Dropbox, OneDrive, Nextcloud, ownCloud, SharePoint, OneDrive for Business, kDrive, or Yandex Disk account with the Documents module, use the corresponding buttons on the left-side menu after reading instructions in this article.

Creating new files and folders

You can also create new files or folders within the 'Documents' module. To do that,

  1. open the needed section or folder where you want to create a new file by selecting corresponding options at the left-side panel
  2. click the Create button in the left upper corner and select one of the following options:
    • Document to create a new text document
    • Spreadsheet to create a new spreadsheet
    • Presentation to create a new presentation
    • Folder to create a new folder
  3. enter a name for your file or folder into the appropriate field and click the Confirmation icon icon
Creating New File Creating New File
]!Viewing/editing documents"+

You can view and edit your documents, spreadsheets, presentations right on the portal using multi-functional Online Editors. You can also view media files stored on the portal in the most popular formats, including avi, mpg, mpeg, mp3, mp4, webm etc., as well as the bmp, jpg, jpeg, png, gif, tif, tiff, webp images.

To edit a document, just click its title or the Pencil icon icon to the right of the file title and it will be opened in a new tab of the Internet browser. If a file is currently being edited by another user, you will see the colored pencil icon. Place the mouse cursor over this Colored Pencil Plus icon icon to see who is editing the file at the moment. Click it to open and edit this document simultaneously with other portal users.

To edit a file, you can also click the Actions Icon icon next to it and select the Edit option.
Editing Spreadsheet Editing Spreadsheet

Once you edit a document, spreadsheet, presentation and save changes you made, both revisions of your file will be available, so that you'll be able to restore the previous one if necessary. The available revisions can be grouped into the versions. To learn more, please refer to this article.

If you have no rights to edit the document, clicking its title you will open it with the corresponding online office Viewer. The image files will open in the same window, the text files will be shown in a new tab of your Internet browser. The online office Viewers offer standard tools to zoom in/out your files, adjust their size, navigate between pages, download or print them.

To view a file, you can also click the Actions Icon icon next to it and select the Preview option.
Viewing Text File Viewing Text File
The portal guests can't use Online Editors. To open or edit a file, they need to download it first to their computer. If any changes are made, the guests will need to upload the files back to the portal after that. In case the guest has full access to this file, it can be overwritten. If not, the file can be uploaded under some other name only.

When viewing media files with the online viewer, you can use corresponding buttons to start or pause the playback, adjust volume level or switch to the full screen mode, go to the previous or next media file, download or delete the file.

Viewing Video File Viewing Video File

When viewing image files with the online viewer, you can use corresponding buttons to zoom in or zoom out the image, go to the previous or next image, display the image actual size (if the image has been zoomed in or out), rotate the image clockwise or counterclockwise, go to the previous or next image, download or delete the file.

^#Managing documents$N

To quickly find a necessary document make use of the filter at the top of the document list.

Click the Plus Icon button and specify the necessary filter parameters:

Enter a document title, entirely or partially, in the filter field and press the Enter key to display the found item(s). The search location is displayed above the search results. If necessary, you can exclude subfolders from search clicking the all subfolders link. If you want to go to the folder where the found file is located, right-click the file and use the Open location option. To go to the parent folder that is one level up from the current folder use the Go to parent folder Icon arrow.

By default, all the files are sorted by Last modified date in descending order (later dates to early ones). If necessary, you can sort the items by Creation date, Title, Type, Size or Author opening the Sort by drop-down list to the right of the Filter field and choosing the necessary option. To change the sorting order from Descending to Ascending click the Sorting Order Icon icon.

You can perform the following operations with your documents:

Group operations with files can be performed using buttons on the top or the contextual menu. To share, send by email, mark as favorites, download, move, copy, or delete several files at once,

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. check the boxes next to the files you want to manage
  3. click the needed button at the top depending on the operation you want to perform or right-click one of the selected files and use the contextual menu options
If the documents that you want to share have different sharing settings (for example, users can only view the document X but they have the full access rights to the document Y) you'll see the Varies status in front of the user name in the 'Sharing Settings' window. You can always change the status for all the selected documents for each separate user selecting the necessary option in the drop-down list in front of the user name.
Managing Files Managing Files

Some operations can be performed with a single file only using the contextual menu. To rename, sign with DocuSign, block for co-authors, finalize, view the version history of a file or copy the link to it (or perform any of the above mentioned operations),

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the corresponding option depending on the operation you want to perform. To learn more about the available context menu options, please read this article.
To learn how to manage the previous revisions/versions of a document, please refer to this article.
Managing Files Managing Files

To rename a document stored in the Documents module you can also check the box to the left of the necessary file in the list and press the F2 key. It's also possible to rename a document from the editor interface directly while editing. To do that,

  1. click the File tab of the top toolbar and select the Rename... option,
  2. in a new window that opens, enter the necessary File name and click OK.
Adding documents to Favorites

The Favorites section contains all files marked as favorites from all sections and folders of the Documents module. To add a document to Favorites:

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the Mark as favorite option.

The file will be available in the Favorites section and marked with the Favorite Icon icon in the file list.

Favorites section Favorites section

Within the Favorites section, you can use the Open location option in the contextual menu to switch to the folder which contains this file.

To remove an added file from Favorites, use the Remove from Favorites option in the contextual menu or click the Favorite Icon icon next to the file name.

To remove several files at once from Favorites, check them in the file list within the Favorites section and click the Remove button on the top.

You can hide or show again the Favorites section in the Common Settings of the Documents module.

_%Sharing documents&

You can set permissions to the files stored in the My documents section, so that a particular portal member or a group of them will be able to read or edit your files.

A module or full access administrator can define access settings in the Common section. Read more on the portal administrator/user/guest access rights in the Getting Started: People section.
Permission levels

Generally, there are three main permission levels: editing (read and write), restricted editing and preview (read). In the Documents module, you can set the following permissions on a file:

The following table illustrates which actions can be performed by a user depending on the access rights that have been granted to him/her:

View document Add and manage comments Fill in forms Edit document
Full Access + + + +
Review + + +* +*
Form Filling + - + -
Custom Filter + + not applied +
Comment + + - -
Read Only + - - -

* - all changes must be viewed and accepted/rejected by the file owner or a person who has full access to the file.

If you want to share a folder, you can choose one of the following access types: Full Access, Read Only and Deny Access.

To learn more about folder permissions within the Documents module refer to this article.
Providing access to a file/folder

Find a file (or a folder) you want to share and click the Share file icon Share button to the right of its title. In the opened 'Sharing Settings' window you can:

When the file is shared, the Shared file icon Share button to the right of its title is highlighted with a more intense color.

Sharing documents with portal users

If you want to grant access only to people who can log in to your portal,

  1. Set a default access type for all the persons/groups you want to share the document with. The Read Only option is selected by default. Click the Read Only icon icon next to the the Add Users or Add Groups button and choose the necessary option: Full Access, Review, Form Filling, Custom Filter, Comment, Read Only, or Deny Access. The available options may differ depending on the file type.
  2. Click the Add Users or Add Groups button to open the user/group list.
  3. Check the persons (groups) you want to share the document with and click the Save button.
    Sharing Document with Portal Members Sharing Document with Portal Members

    When adding users, you can check them one by one using the filter field at the top to facilitate the search. It's also possible to check the necessary group or the Select all option on the right to add all the users from the selected group or all the portal users respectively.

  4. If necessary, change the permission details for each particular user/group selecting one of the available options from the drop-down list next to the person/group name.

    To remove a user/group from the list use the Remove user icon icon.

    Sharing Document with Portal Members Sharing Document with Portal Members
    You can grant access to all portal members except several of them or a certain group instead of adding every member separately. For this purpose, just click the 'Add Groups' button, select the 'Everyone' option and set the necessary access type for it. Then add a certain group or user using one of the buttons and select the 'Deny Access' option.
  5. Leave the Send notification box checked to send a standard email message to the persons you shared your document with.
  6. Click the Add message link to add your own text to the standard email notification.
  7. Press the Save button at the bottom of the window.

Each portal user you shared the file with can find this document in the Shared with me section.

If you need to get a link to the shared file so that you can send this link to the portal users, click the Link for portal users icon icon within the 'Sharing Settings' window. The link will be copied to the clipboard.

Sharing documents using the link

To enable the possibility to grant access to the file to everyone with the link to it or to embed the file into a web page so that every visitor of this page can view the document, click the External link access switcher within the 'Sharing Settings' window - after that the available parameters will be displayed.

If you use the SaaS version, you cannot share non-editable files (images, archives etc.) using the external link during the trial period.
Sharing Document with People outside the Portal Sharing Document with People outside the Portal

Sharing the link to the document

  1. Define the access type choosing the Full Access, Review, Form Filling, Custom Filter, Comment, or Read Only option from the list next to the External link access caption. The available options may differ depending on the file type.
  2. Use the Shorten option to get a shortened link.
  3. Select the way you want to share the document:
    • Copy the link to the clipboard to send it via a messenger or in any other way.
    • Click the Email icon icon to send the link via email. If you are already using the Mail module, a message template will open in a new tab. You can specify the email addresses to send the link to, edit the accompanying message and click the Send button.

      In the To: field, enter the email address of the person you need to send the link. You can start typing the recipient email address or name and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email addresses you've already sent emails to).

      You can add as many recipients as you wish. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address, click the Delete Address Icon icon.

    • Click one of the social network icons to share the link via your corresponding social account.
  4. Close the 'Sharing Settings' window clicking the Close button.

To deny access via the link to the previously shared document, you can choose the Deny Access option from the list or click the External link access switcher once again to disable this option.

Getting the embedding code

  1. Click the Embedding document link in the right part of the window.
    Embedding Document Embedding Document
  2. Select the size of document viewer window from the available ones or set its custom width and height.
  3. Copy the embed code and paste it into your web page.
  4. Close the 'Sharing Settings' window clicking the Close button.

For further instructions please refer to this user guide.

If you delete the document, switch to the 'Deny Access' option within the 'Sharing Settings' window or switch off the External link access option, web page visitors won't be able to view the document.
`'Changing module settings(

The Settings section at the left sidebar allows to change the Documents module settings. It contains several subsections.

Common Settings

This section is available for all users. Guests can also access this section with limited functionality.

Changing module settings Changing module settings
Admin Settings

This section is available for the portal owner, full access administrators or the Documents module administrators.

This section allows to change settings for all portal users:

Connected clouds

This section is available for all users (with the exception of guests) if the Allow users to connect third-party storages setting is enabled in the Admin Settings section.

This sections displays all clouds connected to the user's account and allows to connect other third-party clouds.

a)Overview*

Documents is a module for storing, viewing, editing and sharing documents, images, spreadsheets, presentations, etc. It contains the following sections:

It's also possible to access project documents within the 'Projects' module clicking the 'Documents' link at the left-side panel.
b+Adding/creating documents,:

To transfer all your files to the Documents module, you can upload existing documents from your computer hard disk drive or integrate your Box.com, Dropbox, Google, OneDrive, SharePoint, Yandex account with the online office.

Uploading files and folders

To upload a file,

  1. open the needed section or folder where you want to upload your files to by selecting corresponding options at the left-side panel,
  2. click the Upload button button in the left upper corner within the 'Documents' module,
  3. select the Upload files option from the menu,
  4. choose the files you want to upload to the online office in the file manager window and click the Open button.

Or simply drag-and-drop a file or several selected files from your computer to the working area to upload documents to your portal even more easily.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload files into the Private Room using the drag-and-drop method is not available.

The uploading process will start. If the file format differs from the Office Open XML one, the file will be converted into the .docx/.xlsx/.pptx format for faster editing. The notification window will appear where you can select if you want to save both files (a file in its original format and a file in the Office Open XML format). If you don't need files in an original format on the portal, you can uncheck the Save the file copy in the original format as well box. It'll be taken into consideration during the next uploading operations and a converted file will be placed as a new revision of the original file rather than as a new separate file. It's also possible to enable or disable the Save the file copy in the original format as well option in the Documents module Common Settings.

Uploading Files Uploading Files

If an original file is protected with a password, the password will be required to convert the file. If you click the Convert and Open icon Convert & Open icon to the right of the uploaded document in the file list, a new window will open where you need to enter a password.

If the file with the same name already exists in the folder, a copy of the file will be created by default. If you wish to update the version of the existing file, click the Common Settings link from the Settings list on the left side panel and turn on the Update the file version for the existing file with the same name switcher. This parameter will be applied to all the files uploaded afterwards.
Uploading Files Uploading Files

To upload a folder that contains nested subfolders and documents:

  1. click the Upload button button in the left upper corner,
  2. select the Upload folder option from the menu,
  3. choose the folder you want to upload to the online office in the file manager window and click the Open button.

This can also be done by dragging the necessary folder from the file manager window to the portal working area.

When connecting to the portal with the Private Room enabled via the Desktop Editors interface, the possibility to upload folders into the Private Room is not available.

To integrate your Google Drive, Box, Dropbox, OneDrive, Nextcloud, ownCloud, SharePoint, OneDrive for Business, kDrive, or Yandex Disk account with the Documents module, use the corresponding buttons on the left-side menu after reading instructions in this article.

Creating new files and folders

You can also create new files or folders within the 'Documents' module. To do that,

  1. open the needed section or folder where you want to create a new file by selecting corresponding options at the left-side panel
  2. click the Create button in the left upper corner and select one of the following options:
    • Document to create a new text document
    • Spreadsheet to create a new spreadsheet
    • Presentation to create a new presentation
    • Folder to create a new folder
  3. enter a name for your file or folder into the appropriate field and click the Confirmation icon icon
Creating New File Creating New File
c-Viewing/editing documents.+

You can view and edit your documents, spreadsheets, presentations right on the portal using multi-functional Online Editors. You can also view media files stored on the portal in the most popular formats, including avi, mpg, mpeg, mp3, mp4, webm etc., as well as the bmp, jpg, jpeg, png, gif, tif, tiff, webp images.

To edit a document, just click its title or the Pencil icon icon to the right of the file title and it will be opened in a new tab of the Internet browser. If a file is currently being edited by another user, you will see the colored pencil icon. Place the mouse cursor over this Colored Pencil Plus icon icon to see who is editing the file at the moment. Click it to open and edit this document simultaneously with other portal users.

To edit a file, you can also click the Actions Icon icon next to it and select the Edit option.
Editing Spreadsheet Editing Spreadsheet

Once you edit a document, spreadsheet, presentation and save changes you made, both revisions of your file will be available, so that you'll be able to restore the previous one if necessary. The available revisions can be grouped into the versions. To learn more, please refer to this article.

If you have no rights to edit the document, clicking its title you will open it with the corresponding online office Viewer. The image files will open in the same window, the text files will be shown in a new tab of your Internet browser. The online office Viewers offer standard tools to zoom in/out your files, adjust their size, navigate between pages, download or print them.

To view a file, you can also click the Actions Icon icon next to it and select the Preview option.
Viewing Text File Viewing Text File
The portal guests can't use Online Editors. To open or edit a file, they need to download it first to their computer. If any changes are made, the guests will need to upload the files back to the portal after that. In case the guest has full access to this file, it can be overwritten. If not, the file can be uploaded under some other name only.

When viewing media files with the online viewer, you can use corresponding buttons to start or pause the playback, adjust volume level or switch to the full screen mode, go to the previous or next media file, download or delete the file.

Viewing Video File Viewing Video File

When viewing image files with the online viewer, you can use corresponding buttons to zoom in or zoom out the image, go to the previous or next image, display the image actual size (if the image has been zoomed in or out), rotate the image clockwise or counterclockwise, go to the previous or next image, download or delete the file.

d/Managing documents0N

To quickly find a necessary document make use of the filter at the top of the document list.

Click the Plus Icon button and specify the necessary filter parameters:

Enter a document title, entirely or partially, in the filter field and press the Enter key to display the found item(s). The search location is displayed above the search results. If necessary, you can exclude subfolders from search clicking the all subfolders link. If you want to go to the folder where the found file is located, right-click the file and use the Open location option. To go to the parent folder that is one level up from the current folder use the Go to parent folder Icon arrow.

By default, all the files are sorted by Last modified date in descending order (later dates to early ones). If necessary, you can sort the items by Creation date, Title, Type, Size or Author opening the Sort by drop-down list to the right of the Filter field and choosing the necessary option. To change the sorting order from Descending to Ascending click the Sorting Order Icon icon.

You can perform the following operations with your documents:

Group operations with files can be performed using buttons on the top or the contextual menu. To share, send by email, mark as favorites, download, move, copy, or delete several files at once,

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. check the boxes next to the files you want to manage
  3. click the needed button at the top depending on the operation you want to perform or right-click one of the selected files and use the contextual menu options
If the documents that you want to share have different sharing settings (for example, users can only view the document X but they have the full access rights to the document Y) you'll see the Varies status in front of the user name in the 'Sharing Settings' window. You can always change the status for all the selected documents for each separate user selecting the necessary option in the drop-down list in front of the user name.
Managing Files Managing Files

Some operations can be performed with a single file only using the contextual menu. To rename, sign with DocuSign, block for co-authors, finalize, view the version history of a file or copy the link to it (or perform any of the above mentioned operations),

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the corresponding option depending on the operation you want to perform. To learn more about the available context menu options, please read this article.
To learn how to manage the previous revisions/versions of a document, please refer to this article.
Managing Files Managing Files

To rename a document stored in the Documents module you can also check the box to the left of the necessary file in the list and press the F2 key. It's also possible to rename a document from the editor interface directly while editing. To do that,

  1. click the File tab of the top toolbar and select the Rename... option,
  2. in a new window that opens, enter the necessary File name and click OK.
Adding documents to Favorites

The Favorites section contains all files marked as favorites from all sections and folders of the Documents module. To add a document to Favorites:

  1. open the needed section of the Documents module clicking the corresponding option at the left-side panel
  2. find the needed document and click the Actions Icon icon next to it
  3. select the Mark as favorite option.

The file will be available in the Favorites section and marked with the Favorite Icon icon in the file list.

Favorites section Favorites section

Within the Favorites section, you can use the Open location option in the contextual menu to switch to the folder which contains this file.

To remove an added file from Favorites, use the Remove from Favorites option in the contextual menu or click the Favorite Icon icon next to the file name.

To remove several files at once from Favorites, check them in the file list within the Favorites section and click the Remove button on the top.

You can hide or show again the Favorites section in the Common Settings of the Documents module.

e1Sharing documents2

You can set permissions to the files stored in the My documents section, so that a particular portal member or a group of them will be able to read or edit your files.

A module or full access administrator can define access settings in the Common section. Read more on the portal administrator/user/guest access rights in the Getting Started: People section.
Permission levels

Generally, there are three main permission levels: editing (read and write), restricted editing and preview (read). In the Documents module, you can set the following permissions on a file:

The following table illustrates which actions can be performed by a user depending on the access rights that have been granted to him/her:

View document Add and manage comments Fill in forms Edit document
Full Access + + + +
Review + + +* +*
Form Filling + - + -
Custom Filter + + not applied +
Comment + + - -
Read Only + - - -

* - all changes must be viewed and accepted/rejected by the file owner or a person who has full access to the file.

If you want to share a folder, you can choose one of the following access types: Full Access, Read Only and Deny Access.

To learn more about folder permissions within the Documents module refer to this article.
Providing access to a file/folder

Find a file (or a folder) you want to share and click the Share file icon Share button to the right of its title. In the opened 'Sharing Settings' window you can:

When the file is shared, the Shared file icon Share button to the right of its title is highlighted with a more intense color.

Sharing documents with portal users

If you want to grant access only to people who can log in to your portal,

  1. Set a default access type for all the persons/groups you want to share the document with. The Read Only option is selected by default. Click the Read Only icon icon next to the the Add Users or Add Groups button and choose the necessary option: Full Access, Review, Form Filling, Custom Filter, Comment, Read Only, or Deny Access. The available options may differ depending on the file type.
  2. Click the Add Users or Add Groups button to open the user/group list.
  3. Check the persons (groups) you want to share the document with and click the Save button.
    Sharing Document with Portal Members Sharing Document with Portal Members

    When adding users, you can check them one by one using the filter field at the top to facilitate the search. It's also possible to check the necessary group or the Select all option on the right to add all the users from the selected group or all the portal users respectively.

  4. If necessary, change the permission details for each particular user/group selecting one of the available options from the drop-down list next to the person/group name.

    To remove a user/group from the list use the Remove user icon icon.

    Sharing Document with Portal Members Sharing Document with Portal Members
    You can grant access to all portal members except several of them or a certain group instead of adding every member separately. For this purpose, just click the 'Add Groups' button, select the 'Everyone' option and set the necessary access type for it. Then add a certain group or user using one of the buttons and select the 'Deny Access' option.
  5. Leave the Send notification box checked to send a standard email message to the persons you shared your document with.
  6. Click the Add message link to add your own text to the standard email notification.
  7. Press the Save button at the bottom of the window.

Each portal user you shared the file with can find this document in the Shared with me section.

If you need to get a link to the shared file so that you can send this link to the portal users, click the Link for portal users icon icon within the 'Sharing Settings' window. The link will be copied to the clipboard.

Sharing documents using the link

To enable the possibility to grant access to the file to everyone with the link to it or to embed the file into a web page so that every visitor of this page can view the document, click the External link access switcher within the 'Sharing Settings' window - after that the available parameters will be displayed.

If you use the SaaS version, you cannot share non-editable files (images, archives etc.) using the external link during the trial period.
Sharing Document with People outside the Portal Sharing Document with People outside the Portal

Sharing the link to the document

  1. Define the access type choosing the Full Access, Review, Form Filling, Custom Filter, Comment, or Read Only option from the list next to the External link access caption. The available options may differ depending on the file type.
  2. Use the Shorten option to get a shortened link.
  3. Select the way you want to share the document:
    • Copy the link to the clipboard to send it via a messenger or in any other way.
    • Click the Email icon icon to send the link via email. If you are already using the Mail module, a message template will open in a new tab. You can specify the email addresses to send the link to, edit the accompanying message and click the Send button.

      In the To: field, enter the email address of the person you need to send the link. You can start typing the recipient email address or name and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email addresses you've already sent emails to).

      You can add as many recipients as you wish. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address, click the Delete Address Icon icon.

    • Click one of the social network icons to share the link via your corresponding social account.
  4. Close the 'Sharing Settings' window clicking the Close button.

To deny access via the link to the previously shared document, you can choose the Deny Access option from the list or click the External link access switcher once again to disable this option.

Getting the embedding code

  1. Click the Embedding document link in the right part of the window.
    Embedding Document Embedding Document
  2. Select the size of document viewer window from the available ones or set its custom width and height.
  3. Copy the embed code and paste it into your web page.
  4. Close the 'Sharing Settings' window clicking the Close button.

For further instructions please refer to this user guide.

If you delete the document, switch to the 'Deny Access' option within the 'Sharing Settings' window or switch off the External link access option, web page visitors won't be able to view the document.
f3Changing module settings4

The Settings section at the left sidebar allows to change the Documents module settings. It contains several subsections.

Common Settings

This section is available for all users. Guests can also access this section with limited functionality.

Changing module settings Changing module settings
Admin Settings

This section is available for the portal owner, full access administrators or the Documents module administrators.

This section allows to change settings for all portal users:

Connected clouds

This section is available for all users (with the exception of guests) if the Allow users to connect third-party storages setting is enabled in the Admin Settings section.

This sections displays all clouds connected to the user's account and allows to connect other third-party clouds.

g5Overview6

CRM, or Customer Relationship Management, is a strategy used by many companies and aimed at getting more information about their customers' needs and behaviors in order to improve their interactions, therefore reducing the company costs and increasing their profitability.

CRM is a simple customer relationship management tool which helps achieve these goals providing you with:

To access the CRM module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

h7Adding contacts89

There's no doubt that it's very important to keep all information about clients in order, so that it can be quickly accessible and easily updated. The CRM module allows you to create your own customer database, whether your clients are big companies or single individuals.

To add a new contact to your customer database:

  1. Click the Create button in the upper left corner and select one of two options: Person or Company.
  2. Fill in the obligatory fields: First Name and Last Name for persons, Company Name for companies.
  3. Select a Contact Type or leave the type not specified.
    The portal and CRM administrators can change the default contact types according to their company needs. Just click the Contact Types link in the Settings >> Contact settings section. For more details please refer to this article.
  4. Enter any other available information: Email, Phone, Web Site/Social Networks, Address, Description.

    To enter some additional information customize user fields. To do that, first of all save the currently created contact. Otherwise all the entered information will be lost. Then expand the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  5. Select the Currency for this contact from the list of the available ones. The selected currency will be used in the invoices you create for this contact.
  6. Add some existing Tags selecting them from the list or create a new one.
  7. Upload a photo.

    To add/change a picture click the Change photo link below the image area. The Choose a profile photo window will open. If you wish to upload a picture from PC click the Browse button, locate a desired picture stored on your hard disk drive and double-click it to load.

    You can upload an image not larger than 200x300 pixels, otherwise resizing will take place. The maximum image size cannot exceed 1 MB.

    If you previously filled the social network user field in the contact profile the images from the social networks will be displayed in the Choose a profile photo window. Click the one you wish to use for a contact.

  8. Assign a contact manager.

    By default, the contact you create is assigned to you. If you wish to appoint another manager for this contact, click the Add user link and select the necessary user. The selected user will be notified about a new contact assigned to him/her.

  9. Make the contact available to other users.

    By default, the access to the newly created contact is granted to its managers only. Check the Allow access to the company/person for all CRM users box if you wish to grant access to all CRM users i.e. make the contact public. Specify the access type selecting the necessary option from the drop-down list:

    • for reading - to allow all users to view this contact (this option is selected by default),
    • for reading/writing - to allow all users to view and edit this contact.

    Public contacts are marked with the Public contact Icon icon on their photos.

  10. Click the Save button or use the Save and Create New Contact button to start creating a new contact right after saving the current one.
Add company Add company

To add several contacts at once,

Make use of the Import contacts option. This option helps you move all your contacts from a .csv file to CRM module without efforts. To do that, just click the More Actions button button to the right of the Create button, select the Import contacts option and follow the step by step instructions.

For more details please refer to this article.

To add contacts automatically,

Use the Website Contact Form. This option allows you to build a form that you can publish on your site. Your potential customers will be automatically added to your customer database when they contact you via the online form embedded on your web page. To do that, click the Website Contact Form link from the Settings list on the left side panel and follow the step by step instructions.

This function is available for portal and CRM administrators only.

For more details please refer to this article.

Once your clients are manually created through the Create new company/person form, imported from a .csv file, or automatically added via Website Contact Form, they will be all included in the Contacts list of the CRM module.

To update the available contact information,

  1. select the necessary contact from the Contacts list,
  2. click the Actions Icon icon to the right of the contact name,
  3. select the Edit contact option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete a contact, choose the corresponding option from the Actions drop-down list.

If an invoice has been made out to a contact, you cannot delete this contact until you delete the associated invoice.
i9Assigning tasks:'

The Tasks section gives you a full overview of coming duties at a glance. Collaborating with a client you can create tasks for yourself or assign them to other colleagues.

To set a task:

  1. Click the Create button in the upper left corner and select the Task option.
  2. Enter a Title for your task.
  3. Select an appropriate task Category from the drop-down list.
    The portal and CRM administrators can change the default task categories according to their company needs. Just click the Task Categories link in the Settings >> Other settings section. For more details please refer to this article.
  4. Enter a contact you wish to link your task with.
  5. Set a desired Due date: date and time.

    To do that, use one of the available options: Today, 3 days, Week, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy.

  6. Set a task reminder.

    By default, you will be informed about your task a day before its due date. If you want to change the reminder time, open the Alert drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day. To switch the reminder off select the never option from the drop-down list.

  7. Select the responsible person you wish to assign this task to from the Assigned to list.

    By default, the task is assigned to you. To change the responsible person just click the link with your name and select the user you need. Leave the Notify box checked if you wish the responsible person to be notified about the new task assign to him/her.

  8. Enter a short Description.
  9. Click the Save button.
Assign task Assign task

It's also possible to create a task within an opportunity or a case.

  1. open an appropriate opportunity/case page clicking its title,
  2. switch to the Tasks tab below its title,
  3. click the Create task link if there is no tasks or use the Create button in the upper left corner and select the Task option,
  4. fill in the Create new task form,
  5. click the Save button.

This task will be automatically linked to the selected opportunity/case.

To add the same task linked with different contacts make use of the Create New Task group operation,

  1. open the Contacts list,
  2. select the contacts you need checking the box to the left,
  3. click the Create New Task button at the top of the Contacts list,
  4. fill in the Create new task form,
  5. click the Save button.

The tasks will be added to the Tasks list.

To learn more about Group Operations available in CRM please refer to this article.

If you need to edit a task,

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Edit task option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

Once the task is completed close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow Arrow to the left of the task title and select the necessary status from the list.

To delete a task, choose the corresponding option from the Actions drop-down list.

j;Managing opportunities<(

An opportunity is used to keep track of the potential sales, their estimated due date, budget and success probability and help you manage your sales more easily and effectively.

To add an opportunity:

  1. Click the Create button in the upper left corner and select the Opportunity option.
  2. Enter a Title for your opportunity.
  3. Enter an opportunity Contact - person or company - selecting it from your customer database.
  4. Add a short Description.
  5. Specify your opportunity Budget currency, amount and type.
  6. Set the Estimated deal due date using the calendar.
  7. Select a Responsible for your opportunity from the drop-down list.
  8. Set an opportunity Stage using the drop-down list. The Success probability in percent will set accordingly.
    The portal and CRM administrators can change the default opportunity stages according to their company needs. Just click the Opportunity Stages link in the Settings >> Other settings section. For more details please refer to this article.
  9. Enter other requested information, if available.

    To enter some additional information customize user fields. To do that, first of all save the currently created opportunity. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  10. Restrict access to your opportunity checking the corresponding box.

    By default, the access to the newly created opportunity is granted to all portal users. Check the Restrict access to the opportunity box and select the users you wish to grant the access to clicking the Add users link. The selected users will be notified about new opportunity added and will be able to view and edit it.

  11. Click the Save button or use the Save and Create New Opportunity button to start creating a new opportunity right after saving the current one.
Add opportunity Add opportunity

The created opportunity will be added to the Opportunities list. You can access it either from the Opportunities list clicking the corresponding link on the left side panel or clicking the client name in the Contacts list and switching to the Opportunities tab inside.

To organize the work on your opportunity more efficiently you can create a project. To do that,

  1. select the opportunity you need in the Opportunities list,
  2. click the Actions Icon icon to the right of the opportunity title,
  3. select the Create project option from the drop-down list,
  4. fill in the form and click the Save button.

Each time your customer relations take a step forward, the opportunity related to this client goes to a new stage. To change the opportunity stage,

  1. open the opportunity overview page clicking its title,
  2. select one of the available stages from the corresponding drop-down list.

To edit an opportunity,

  1. select the opportunity you need in the Opportunities list,
  2. click the Actions Icon icon to the right of the opportunity title,
  3. select the Edit opportunity option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete an opportunity, choose the corresponding option from the Actions drop-down list.

k=Making invoices>?

The Invoices section allows you to create and manage invoices for the products and services provided.

To create an invoice:

  1. Click the Create button in the upper left corner and select the Invoice option.
  2. Check your Invoice number.

    By default, the invoice number is generated automatically using the INV prefix and the number in the ####### format starting from 0000001. But you can easily change it while creating an invoice. To do that, just click the Change format link next to the Invoice number field. Enter a necessary Prefix and the Start number.

    If you don't want the invoice number to be generated automatically, uncheck the automatically generated case. After that you will be able to enter any number you need manually.

    This option is available for portal and CRM administrators only.
  3. Set the Invoice date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.

    The Invoice date is the date the invoice is issued.

  4. Select a Client you wish to create the invoice for using the search field.

    The system will use the billing address information stored on your customer database. If necessary, you can change it using the Edit billing address link which appears below the client name once it is selected.

  5. Select a Consignee using the search field.

    If the Consignee coincides with the Client, just check the coincides with the client box and add the delivery address using the corresponding link which appears next to the Edit billing address link.

  6. Link the invoice with one of the available opportunities.
  7. Set a Due date using one of the available options to the right: Due on receipt, 15 days, 30 days or 45 days, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.

    The Due date is the date by which the invoice needs to be paid.

  8. Select the Invoice language from the list of the available ones.
  9. Select the Currency for your invoice. By default, the currency specified in the profile of the client is used. If the currency is not set in the client's profile, the default currency specified in the CRM settings is used. If necessary, you can select any other currency from the list of the available ones.

    If you select a currency that differs from the default currency specified in the CRM settings, the Exchange rate field is also displayed. Set the appropriate conversion rate and click the Save button.

    The portal and CRM administrators can change the default currency and set conversion rates for the currencies from the list in the Settings >> Currency settings section. For more details please refer to this article.
  10. Enter a PO Number, if available.
  11. Specify your payment Terms.

    If you wish to specify the general terms for all your future invoices, click the Set default link below the Terms field, enter your terms and click the Save button.

  12. Enter Client Notes, if necessary.

    They will be displayed on your invoice and added to the message body if you send the invoice per Mail.

  13. Fill in the Products & Services section.

    List the services/products you provided for your client. You can select them from the list, if available, or create right there opening the Select item list and clicking the Create new item link.

    Enter the item Quantity and Discount, if applicable.

    Add the sale Tax or leave this field empty. You can select the tax to apply from the list, if already available, or create a new one right there opening the Tax list and clicking the Create new tax link.

    In the same way you can add as many services/products as you need.

  14. Check the Subtotal and Total calculated automatically based on the information provided above.
  15. Click the Add This Invoice button or use the Add and Create New Invoice button to start creating a new invoice right after saving the current one.
Make invoice Make invoice

To specify your company information for the invoice, expand the Settings list at the left side panel, select the Invoice settings section and click the Organization profile link.

This option is available for portal and CRM administrators only.

Here you can:

  1. enter your company name,
  2. add your company logo clicking the Change Logo button below the default image,
  3. set your organization billing address filling in the Address section fields.

All this information will be placed and displayed on your invoices.

Organization Profile Organization Profile

Once the invoice is created, it will be added to the invoice Drafts. As soon as the invoice is sent to your client, paid or rejected by him/her, you can change its status in the Invoices list.

  1. check the invoice you need in the Invoices list,
  2. click the Change Status button above,
  3. select the appropriate status: Draft, Billed, Paid or Rejected.

To edit an invoice,

You can edit invoices with the Draft status only.
  1. select the invoice you need in the Invoices list,
  2. click the Actions Icon icon to the right of the invoice title,
  3. select the Edit invoice option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

Using the Actions drop-down menu you can also download, print, send, duplicate or delete the selected invoice.

l?Organizing cases@

The Cases section is aimed to simplify event organization, seminar and meeting arrangement etc. with a group of customers.

To plan an event:

  1. Click the Create button in the upper left corner and select the Case option.
  2. Enter a Title for your Case.
  3. Select your case Participant from the customer database.

    You can add as many participants as you wish using the search field. To delete a participant added by mistake, use the Unlink contact Icon icon.

  4. Add tags, if necessary, clicking the Add tag link and selecting one of the available tags or creating a new one.
  5. Enter other requested information, if available.

    To enter some additional information customize user fields. To do that, first of all save the currently created case. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  6. Restrict access to your case checking the corresponding box.

    By default, the access to the newly created case is granted to all portal users. Check the Restrict access to the case box and select the users you wish to grant the access to clicking the Add users link. The selected users will be notified about new case created and will be able to view and edit it.

  7. Click the Save button or use the Save and Create New Case button to start creating a new case right after saving the current one.

Once a case is created, you can schedule events, assign tasks, manage participants, store the related documentation.

For more information, please refer to this article.

Add case Add case

To edit a case,

  1. select the case you need in the Cases list,
  2. click the Actions Icon icon to the right of the case title,
  3. select the Edit case option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

After your case took place you can close it in the system. To do that, just check the box to the left of the case title.

To delete a case, choose the corresponding option from the Actions drop-down list.

mA Using VoIPB[

The VoIP feature allows you to receive incoming calls from your customers and make outgoing calls right from a web browser.

To use the IP telephony functionality, you need to sign up for a Twilio account and connect it to your portal specifying API credentials: Account SID and Auth token. They can be found at the Twilio Console page in the 'Account Summary' section.

The ability to connect a Twilio account is available for portal administrators only.

Click the Settings Icon icon at the top of the page to go to your portal settings and open the Integration -> Third-Party Authorization section. Click the switcher next to the Twilio service, specify API credentials in the appropriate fields and click the Enable button.

Once you connect your Twilio account to the portal, you will be able to add and manage virtual numbers.

To add a virtual number,

  1. In the CRM module, go to the Settings section on the left-side panel and click the VoIP Settings option.
  2. Click the Buy phone number link.
  3. In the Number purchase window, select the necessary number from the list of the available ones and press the Buy phone number button.

    If you already have some phone numbers purchased earlier in your Twilio account, you can use the Link purchased number option. In a new window, select one of the available Twilio virtual numbers and click the Link purchased number button.

When the first number is added to your CRM module, you can use the Buy phone number/Link purchased number link above the Virtual numbers and operators list to add some other numbers.

If you are using a trial Twilio account, you cannot add more than one virtual number. Trial Twilio accounts also have some other restrictions. To use all the capabilities of the service, you'll need to upgrade your Twilio account.

To set up the added virtual number,

  1. In the Virtual numbers and operators list, select the number you want to set up.
  2. Click the Outgoing calls switcher to enable the possibility to not only receive incoming calls but also make outgoing calls using this number.
  3. Click the Call recording switcher to enable the possibility to record all incoming and outgoing calls for this number so that you will be able to listen to the necessary call recording later.
  4. Click the Arrow Icon arrow to the left of the necessary number to Add operators who should be able to use this virtual number. Check the necessary portal users in the list and click the Save button. Once operators are added, the VoIP VoIP Icon icon will be available for them on the top of the page.

    You can also set up Outgoing calls and Call recording for each of the added operators separately using the switchers next to the operator's name. To remove an added operator from the virtual number operator list, click the Actions Actions Icon icon to the right of the operator's name and select the Delete option.

Use the Actions Actions Icon icon to the right of the necessary virtual number to Edit or Delete the number.

Set up number Set up number

To learn more about common settings for all numbers and individual settings that you can apply to a separate number, please refer to this article.

To start accepting and making calls,

  1. Click the VoIP VoIP Icon icon on the top of the page. The VoIP client opens in a new window.
  2. Choose the Online status next to your name.
VoIP window VoIP window

The Browser option is selected by default, and currently, it is the only available option in the drop-down list, so you don't need to do anything else. Now you are ready to accept incoming calls.

If you receive an incoming call, you can Answer or Reject it using the corresponding buttons within the VoIP window.

If a person whose phone number is stored in your CRM customer base calls you, the contact name is displayed in this window. You can click it to open the customer profile in a new browser tab and easily find all the necessary information about the client that can be useful during the phone conversation.

To end the call, click the Disconnect button.

The Missed Calls button button in the VoIP window allows to view the list of missed calls during the current session. If you want to call back to the person who called you, move the mouse cursor over the missed call Missed Call icon icon in the list so that it turns into the Call Back button icon and click it.

The operators who have been granted sufficient permissions can make outgoing calls. To make a call,

  1. Click the Dial pad Icon button to open the dial pad.
    Call CRM contact Call CRM contact
  2. Click the Select contact Icon icon to open the list of all existing CRM contacts. To facilitate searching for a contact, you can enter the contact name, entirely or partially, in the search field above the contact list. Select the necessary CRM contact from the list.
    Alternatively, you can right-click the necessary contact in the complete list of Companies/Persons on the Contacts tab and choose the Make a VoIP call option in the context menu. Currently, you cannot call a contact from his/her profile page.

    The selected contact phone number will be displayed in the corresponding field.

    Phone number

    If the contact profile contains several phone numbers (mobile, work, home), click the Arrow arrow in the right part of the phone number field to choose the necessary number. To remove the number, click the Remove number icon.

    To call to the number that is not stored in your customer base, select the country code from the Country Code list and enter the phone number using the keypad or your PC keyboard.

  3. Click the Call button.

If you call a contact stored in the CRM module, the link to the contact profile is displayed in this window, so that you can open the profile in a new browser tab.

If you make a call to a new number that is not stored in the CRM contacts or if you receive a call from such a number, this number will be automatically saved to your CRM contacts as a new contact. A new Outgoing or Incoming call event is also automatically added to the history for this contact.

All the incoming, outgoing and missed calls are displayed in the Calls section. Click the Calls link on the left-side panel to open the call list. It provides the following information about calls: date and time, agent (operator name), client (customer name stored in the CRM base), call duration and cost. If a call has been recorded, click the Playback Icon icon to playback the recording.

For more details on viewing the call list and adding information about calls to your customer database, please refer to this article.

nCGenerating reportsD)

To keep up with what everyone is doing you need to constantly monitor the sales progress. You can view reports on successfully closed opportunities, evaluate sales forecast, build sales funnel, receive detailed statistics on contacts, tasks, opportunities, invoices and VoIP calls by managers, as well as get summary reports for a specified period.

Make use of the online office Reports system that allows you to easily analyze your data and visualize the information using charts and tables.

To generate a report:

  1. open the Reports list clicking the corresponding link on the left-side panel,
  2. select the type of the report you wish to generate from the Reports list,
  3. configure the available report parameters:
    • select the necessary Time period from the list,
    • select Managers whose productivity you wish to assess. Click the Add user link and check the necessary users in the list. Use the filter field at the top to facilitate the search. You can also check the necessary group or the Select All option to add the users from the selected group or all the portal users respectively. Сlick the Save button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the Delete user icon icon.
  4. click the Generate Report button.
    If you use different currencies for your opportunities and invoices and the exchange rates are not yet specified in the CRM settings, a new window opens where you will be prompted to set up the used currency exchange rates. For more details on how to set an exchange rate please refer to this article.
CRM Reports CRM Reports

Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary.

CRM Reports CRM Reports

All the generated reports can be found in the Generated reports list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:

oEChanging CRM module settingsF

By default, all portal users can access the CRM module. There are 2 different access levels inside it: user and CRM administrator.

Being a user you may perform the following operations:

Being a CRM administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the CRM for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the CRM section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Change CRM Module Settings Change CRM Module Settings

To disable the CRM module just switch to the Modules & Tools subsection of the Common portal settings selecting the corresponding option on the left side panel, uncheck the CRM module in the Modules section and click the Save button.

pGOverviewH

CRM, or Customer Relationship Management, is a strategy used by many companies and aimed at getting more information about their customers' needs and behaviors in order to improve their interactions, therefore reducing the company costs and increasing their profitability.

CRM is a simple customer relationship management tool which helps achieve these goals providing you with:

To access the CRM module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

qIAdding contactsJ9

There's no doubt that it's very important to keep all information about clients in order, so that it can be quickly accessible and easily updated. The CRM module allows you to create your own customer database, whether your clients are big companies or single individuals.

To add a new contact to your customer database:

  1. Click the Create button in the upper left corner and select one of two options: Person or Company.
  2. Fill in the obligatory fields: First Name and Last Name for persons, Company Name for companies.
  3. Select a Contact Type or leave the type not specified.
    The portal and CRM administrators can change the default contact types according to their company needs. Just click the Contact Types link in the Settings >> Contact settings section. For more details please refer to this article.
  4. Enter any other available information: Email, Phone, Web Site/Social Networks, Address, Description.

    To enter some additional information customize user fields. To do that, first of all save the currently created contact. Otherwise all the entered information will be lost. Then expand the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  5. Select the Currency for this contact from the list of the available ones. The selected currency will be used in the invoices you create for this contact.
  6. Add some existing Tags selecting them from the list or create a new one.
  7. Upload a photo.

    To add/change a picture click the Change photo link below the image area. The Choose a profile photo window will open. If you wish to upload a picture from PC click the Browse button, locate a desired picture stored on your hard disk drive and double-click it to load.

    You can upload an image not larger than 200x300 pixels, otherwise resizing will take place. The maximum image size cannot exceed 1 MB.

    If you previously filled the social network user field in the contact profile the images from the social networks will be displayed in the Choose a profile photo window. Click the one you wish to use for a contact.

  8. Assign a contact manager.

    By default, the contact you create is assigned to you. If you wish to appoint another manager for this contact, click the Add user link and select the necessary user. The selected user will be notified about a new contact assigned to him/her.

  9. Make the contact available to other users.

    By default, the access to the newly created contact is granted to its managers only. Check the Allow access to the company/person for all CRM users box if you wish to grant access to all CRM users i.e. make the contact public. Specify the access type selecting the necessary option from the drop-down list:

    • for reading - to allow all users to view this contact (this option is selected by default),
    • for reading/writing - to allow all users to view and edit this contact.

    Public contacts are marked with the Public contact Icon icon on their photos.

  10. Click the Save button or use the Save and Create New Contact button to start creating a new contact right after saving the current one.
Add company Add company

To add several contacts at once,

Make use of the Import contacts option. This option helps you move all your contacts from a .csv file to CRM module without efforts. To do that, just click the More Actions button button to the right of the Create button, select the Import contacts option and follow the step by step instructions.

For more details please refer to this article.

To add contacts automatically,

Use the Website Contact Form. This option allows you to build a form that you can publish on your site. Your potential customers will be automatically added to your customer database when they contact you via the online form embedded on your web page. To do that, click the Website Contact Form link from the Settings list on the left side panel and follow the step by step instructions.

This function is available for portal and CRM administrators only.

For more details please refer to this article.

Once your clients are manually created through the Create new company/person form, imported from a .csv file, or automatically added via Website Contact Form, they will be all included in the Contacts list of the CRM module.

To update the available contact information,

  1. select the necessary contact from the Contacts list,
  2. click the Actions Icon icon to the right of the contact name,
  3. select the Edit contact option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete a contact, choose the corresponding option from the Actions drop-down list.

If an invoice has been made out to a contact, you cannot delete this contact until you delete the associated invoice.
rKAssigning tasksL'

The Tasks section gives you a full overview of coming duties at a glance. Collaborating with a client you can create tasks for yourself or assign them to other colleagues.

To set a task:

  1. Click the Create button in the upper left corner and select the Task option.
  2. Enter a Title for your task.
  3. Select an appropriate task Category from the drop-down list.
    The portal and CRM administrators can change the default task categories according to their company needs. Just click the Task Categories link in the Settings >> Other settings section. For more details please refer to this article.
  4. Enter a contact you wish to link your task with.
  5. Set a desired Due date: date and time.

    To do that, use one of the available options: Today, 3 days, Week, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy.

  6. Set a task reminder.

    By default, you will be informed about your task a day before its due date. If you want to change the reminder time, open the Alert drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day. To switch the reminder off select the never option from the drop-down list.

  7. Select the responsible person you wish to assign this task to from the Assigned to list.

    By default, the task is assigned to you. To change the responsible person just click the link with your name and select the user you need. Leave the Notify box checked if you wish the responsible person to be notified about the new task assign to him/her.

  8. Enter a short Description.
  9. Click the Save button.
Assign task Assign task

It's also possible to create a task within an opportunity or a case.

  1. open an appropriate opportunity/case page clicking its title,
  2. switch to the Tasks tab below its title,
  3. click the Create task link if there is no tasks or use the Create button in the upper left corner and select the Task option,
  4. fill in the Create new task form,
  5. click the Save button.

This task will be automatically linked to the selected opportunity/case.

To add the same task linked with different contacts make use of the Create New Task group operation,

  1. open the Contacts list,
  2. select the contacts you need checking the box to the left,
  3. click the Create New Task button at the top of the Contacts list,
  4. fill in the Create new task form,
  5. click the Save button.

The tasks will be added to the Tasks list.

To learn more about Group Operations available in CRM please refer to this article.

If you need to edit a task,

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Edit task option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

Once the task is completed close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow Arrow to the left of the task title and select the necessary status from the list.

To delete a task, choose the corresponding option from the Actions drop-down list.

sMManaging opportunitiesN(

An opportunity is used to keep track of the potential sales, their estimated due date, budget and success probability and help you manage your sales more easily and effectively.

To add an opportunity:

  1. Click the Create button in the upper left corner and select the Opportunity option.
  2. Enter a Title for your opportunity.
  3. Enter an opportunity Contact - person or company - selecting it from your customer database.
  4. Add a short Description.
  5. Specify your opportunity Budget currency, amount and type.
  6. Set the Estimated deal due date using the calendar.
  7. Select a Responsible for your opportunity from the drop-down list.
  8. Set an opportunity Stage using the drop-down list. The Success probability in percent will set accordingly.
    The portal and CRM administrators can change the default opportunity stages according to their company needs. Just click the Opportunity Stages link in the Settings >> Other settings section. For more details please refer to this article.
  9. Enter other requested information, if available.

    To enter some additional information customize user fields. To do that, first of all save the currently created opportunity. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  10. Restrict access to your opportunity checking the corresponding box.

    By default, the access to the newly created opportunity is granted to all portal users. Check the Restrict access to the opportunity box and select the users you wish to grant the access to clicking the Add users link. The selected users will be notified about new opportunity added and will be able to view and edit it.

  11. Click the Save button or use the Save and Create New Opportunity button to start creating a new opportunity right after saving the current one.
Add opportunity Add opportunity

The created opportunity will be added to the Opportunities list. You can access it either from the Opportunities list clicking the corresponding link on the left side panel or clicking the client name in the Contacts list and switching to the Opportunities tab inside.

To organize the work on your opportunity more efficiently you can create a project. To do that,

  1. select the opportunity you need in the Opportunities list,
  2. click the Actions Icon icon to the right of the opportunity title,
  3. select the Create project option from the drop-down list,
  4. fill in the form and click the Save button.

Each time your customer relations take a step forward, the opportunity related to this client goes to a new stage. To change the opportunity stage,

  1. open the opportunity overview page clicking its title,
  2. select one of the available stages from the corresponding drop-down list.

To edit an opportunity,

  1. select the opportunity you need in the Opportunities list,
  2. click the Actions Icon icon to the right of the opportunity title,
  3. select the Edit opportunity option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete an opportunity, choose the corresponding option from the Actions drop-down list.

tOMaking invoicesP?

The Invoices section allows you to create and manage invoices for the products and services provided.

To create an invoice:

  1. Click the Create button in the upper left corner and select the Invoice option.
  2. Check your Invoice number.

    By default, the invoice number is generated automatically using the INV prefix and the number in the ####### format starting from 0000001. But you can easily change it while creating an invoice. To do that, just click the Change format link next to the Invoice number field. Enter a necessary Prefix and the Start number.

    If you don't want the invoice number to be generated automatically, uncheck the automatically generated case. After that you will be able to enter any number you need manually.

    This option is available for portal and CRM administrators only.
  3. Set the Invoice date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.

    The Invoice date is the date the invoice is issued.

  4. Select a Client you wish to create the invoice for using the search field.

    The system will use the billing address information stored on your customer database. If necessary, you can change it using the Edit billing address link which appears below the client name once it is selected.

  5. Select a Consignee using the search field.

    If the Consignee coincides with the Client, just check the coincides with the client box and add the delivery address using the corresponding link which appears next to the Edit billing address link.

  6. Link the invoice with one of the available opportunities.
  7. Set a Due date using one of the available options to the right: Due on receipt, 15 days, 30 days or 45 days, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.

    The Due date is the date by which the invoice needs to be paid.

  8. Select the Invoice language from the list of the available ones.
  9. Select the Currency for your invoice. By default, the currency specified in the profile of the client is used. If the currency is not set in the client's profile, the default currency specified in the CRM settings is used. If necessary, you can select any other currency from the list of the available ones.

    If you select a currency that differs from the default currency specified in the CRM settings, the Exchange rate field is also displayed. Set the appropriate conversion rate and click the Save button.

    The portal and CRM administrators can change the default currency and set conversion rates for the currencies from the list in the Settings >> Currency settings section. For more details please refer to this article.
  10. Enter a PO Number, if available.
  11. Specify your payment Terms.

    If you wish to specify the general terms for all your future invoices, click the Set default link below the Terms field, enter your terms and click the Save button.

  12. Enter Client Notes, if necessary.

    They will be displayed on your invoice and added to the message body if you send the invoice per Mail.

  13. Fill in the Products & Services section.

    List the services/products you provided for your client. You can select them from the list, if available, or create right there opening the Select item list and clicking the Create new item link.

    Enter the item Quantity and Discount, if applicable.

    Add the sale Tax or leave this field empty. You can select the tax to apply from the list, if already available, or create a new one right there opening the Tax list and clicking the Create new tax link.

    In the same way you can add as many services/products as you need.

  14. Check the Subtotal and Total calculated automatically based on the information provided above.
  15. Click the Add This Invoice button or use the Add and Create New Invoice button to start creating a new invoice right after saving the current one.
Make invoice Make invoice

To specify your company information for the invoice, expand the Settings list at the left side panel, select the Invoice settings section and click the Organization profile link.

This option is available for portal and CRM administrators only.

Here you can:

  1. enter your company name,
  2. add your company logo clicking the Change Logo button below the default image,
  3. set your organization billing address filling in the Address section fields.

All this information will be placed and displayed on your invoices.

Organization Profile Organization Profile

Once the invoice is created, it will be added to the invoice Drafts. As soon as the invoice is sent to your client, paid or rejected by him/her, you can change its status in the Invoices list.

  1. check the invoice you need in the Invoices list,
  2. click the Change Status button above,
  3. select the appropriate status: Draft, Billed, Paid or Rejected.

To edit an invoice,

You can edit invoices with the Draft status only.
  1. select the invoice you need in the Invoices list,
  2. click the Actions Icon icon to the right of the invoice title,
  3. select the Edit invoice option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

Using the Actions drop-down menu you can also download, print, send, duplicate or delete the selected invoice.

uQOrganizing casesR

The Cases section is aimed to simplify event organization, seminar and meeting arrangement etc. with a group of customers.

To plan an event:

  1. Click the Create button in the upper left corner and select the Case option.
  2. Enter a Title for your Case.
  3. Select your case Participant from the customer database.

    You can add as many participants as you wish using the search field. To delete a participant added by mistake, use the Unlink contact Icon icon.

  4. Add tags, if necessary, clicking the Add tag link and selecting one of the available tags or creating a new one.
  5. Enter other requested information, if available.

    To enter some additional information customize user fields. To do that, first of all save the currently created case. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  6. Restrict access to your case checking the corresponding box.

    By default, the access to the newly created case is granted to all portal users. Check the Restrict access to the case box and select the users you wish to grant the access to clicking the Add users link. The selected users will be notified about new case created and will be able to view and edit it.

  7. Click the Save button or use the Save and Create New Case button to start creating a new case right after saving the current one.

Once a case is created, you can schedule events, assign tasks, manage participants, store the related documentation.

For more information, please refer to this article.

Add case Add case

To edit a case,

  1. select the case you need in the Cases list,
  2. click the Actions Icon icon to the right of the case title,
  3. select the Edit case option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

After your case took place you can close it in the system. To do that, just check the box to the left of the case title.

To delete a case, choose the corresponding option from the Actions drop-down list.

vS Using VoIPT[

The VoIP feature allows you to receive incoming calls from your customers and make outgoing calls right from a web browser.

To use the IP telephony functionality, you need to sign up for a Twilio account and connect it to your portal specifying API credentials: Account SID and Auth token. They can be found at the Twilio Console page in the 'Account Summary' section.

The ability to connect a Twilio account is available for portal administrators only.

Click the Settings Icon icon at the top of the page to go to your portal settings and open the Integration -> Third-Party Authorization section. Click the switcher next to the Twilio service, specify API credentials in the appropriate fields and click the Enable button.

Once you connect your Twilio account to the portal, you will be able to add and manage virtual numbers.

To add a virtual number,

  1. In the CRM module, go to the Settings section on the left-side panel and click the VoIP Settings option.
  2. Click the Buy phone number link.
  3. In the Number purchase window, select the necessary number from the list of the available ones and press the Buy phone number button.

    If you already have some phone numbers purchased earlier in your Twilio account, you can use the Link purchased number option. In a new window, select one of the available Twilio virtual numbers and click the Link purchased number button.

When the first number is added to your CRM module, you can use the Buy phone number/Link purchased number link above the Virtual numbers and operators list to add some other numbers.

If you are using a trial Twilio account, you cannot add more than one virtual number. Trial Twilio accounts also have some other restrictions. To use all the capabilities of the service, you'll need to upgrade your Twilio account.

To set up the added virtual number,

  1. In the Virtual numbers and operators list, select the number you want to set up.
  2. Click the Outgoing calls switcher to enable the possibility to not only receive incoming calls but also make outgoing calls using this number.
  3. Click the Call recording switcher to enable the possibility to record all incoming and outgoing calls for this number so that you will be able to listen to the necessary call recording later.
  4. Click the Arrow Icon arrow to the left of the necessary number to Add operators who should be able to use this virtual number. Check the necessary portal users in the list and click the Save button. Once operators are added, the VoIP VoIP Icon icon will be available for them on the top of the page.

    You can also set up Outgoing calls and Call recording for each of the added operators separately using the switchers next to the operator's name. To remove an added operator from the virtual number operator list, click the Actions Actions Icon icon to the right of the operator's name and select the Delete option.

Use the Actions Actions Icon icon to the right of the necessary virtual number to Edit or Delete the number.

Set up number Set up number

To learn more about common settings for all numbers and individual settings that you can apply to a separate number, please refer to this article.

To start accepting and making calls,

  1. Click the VoIP VoIP Icon icon on the top of the page. The VoIP client opens in a new window.
  2. Choose the Online status next to your name.
VoIP window VoIP window

The Browser option is selected by default, and currently, it is the only available option in the drop-down list, so you don't need to do anything else. Now you are ready to accept incoming calls.

If you receive an incoming call, you can Answer or Reject it using the corresponding buttons within the VoIP window.

If a person whose phone number is stored in your CRM customer base calls you, the contact name is displayed in this window. You can click it to open the customer profile in a new browser tab and easily find all the necessary information about the client that can be useful during the phone conversation.

To end the call, click the Disconnect button.

The Missed Calls button button in the VoIP window allows to view the list of missed calls during the current session. If you want to call back to the person who called you, move the mouse cursor over the missed call Missed Call icon icon in the list so that it turns into the Call Back button icon and click it.

The operators who have been granted sufficient permissions can make outgoing calls. To make a call,

  1. Click the Dial pad Icon button to open the dial pad.
    Call CRM contact Call CRM contact
  2. Click the Select contact Icon icon to open the list of all existing CRM contacts. To facilitate searching for a contact, you can enter the contact name, entirely or partially, in the search field above the contact list. Select the necessary CRM contact from the list.
    Alternatively, you can right-click the necessary contact in the complete list of Companies/Persons on the Contacts tab and choose the Make a VoIP call option in the context menu. Currently, you cannot call a contact from his/her profile page.

    The selected contact phone number will be displayed in the corresponding field.

    Phone number

    If the contact profile contains several phone numbers (mobile, work, home), click the Arrow arrow in the right part of the phone number field to choose the necessary number. To remove the number, click the Remove number icon.

    To call to the number that is not stored in your customer base, select the country code from the Country Code list and enter the phone number using the keypad or your PC keyboard.

  3. Click the Call button.

If you call a contact stored in the CRM module, the link to the contact profile is displayed in this window, so that you can open the profile in a new browser tab.

If you make a call to a new number that is not stored in the CRM contacts or if you receive a call from such a number, this number will be automatically saved to your CRM contacts as a new contact. A new Outgoing or Incoming call event is also automatically added to the history for this contact.

All the incoming, outgoing and missed calls are displayed in the Calls section. Click the Calls link on the left-side panel to open the call list. It provides the following information about calls: date and time, agent (operator name), client (customer name stored in the CRM base), call duration and cost. If a call has been recorded, click the Playback Icon icon to playback the recording.

For more details on viewing the call list and adding information about calls to your customer database, please refer to this article.

wUGenerating reportsV)

To keep up with what everyone is doing you need to constantly monitor the sales progress. You can view reports on successfully closed opportunities, evaluate sales forecast, build sales funnel, receive detailed statistics on contacts, tasks, opportunities, invoices and VoIP calls by managers, as well as get summary reports for a specified period.

Make use of the online office Reports system that allows you to easily analyze your data and visualize the information using charts and tables.

To generate a report:

  1. open the Reports list clicking the corresponding link on the left-side panel,
  2. select the type of the report you wish to generate from the Reports list,
  3. configure the available report parameters:
    • select the necessary Time period from the list,
    • select Managers whose productivity you wish to assess. Click the Add user link and check the necessary users in the list. Use the filter field at the top to facilitate the search. You can also check the necessary group or the Select All option to add the users from the selected group or all the portal users respectively. Сlick the Save button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the Delete user icon icon.
  4. click the Generate Report button.
    If you use different currencies for your opportunities and invoices and the exchange rates are not yet specified in the CRM settings, a new window opens where you will be prompted to set up the used currency exchange rates. For more details on how to set an exchange rate please refer to this article.
CRM Reports CRM Reports

Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary.

CRM Reports CRM Reports

All the generated reports can be found in the Generated reports list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:

xWChanging CRM module settingsX

By default, all portal users can access the CRM module. There are 2 different access levels inside it: user and CRM administrator.

Being a user you may perform the following operations:

Being a CRM administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the CRM for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the CRM section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Change CRM Module Settings Change CRM Module Settings

To disable the CRM module just switch to the Modules & Tools subsection of the Common portal settings selecting the corresponding option on the left side panel, uncheck the CRM module in the Modules section and click the Save button.

yYOverviewZ

CRM, or Customer Relationship Management, is a strategy used by many companies and aimed at getting more information about their customers' needs and behaviors in order to improve their interactions, therefore reducing the company costs and increasing their profitability.

CRM is a simple customer relationship management tool which helps achieve these goals providing you with:

To access the CRM module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

z[Adding contacts\9

There's no doubt that it's very important to keep all information about clients in order, so that it can be quickly accessible and easily updated. The CRM module allows you to create your own customer database, whether your clients are big companies or single individuals.

To add a new contact to your customer database:

  1. Click the Create button in the upper left corner and select one of two options: Person or Company.
  2. Fill in the obligatory fields: First Name and Last Name for persons, Company Name for companies.
  3. Select a Contact Type or leave the type not specified.
    The portal and CRM administrators can change the default contact types according to their company needs. Just click the Contact Types link in the Settings >> Contact settings section. For more details please refer to this article.
  4. Enter any other available information: Email, Phone, Web Site/Social Networks, Address, Description.

    To enter some additional information customize user fields. To do that, first of all save the currently created contact. Otherwise all the entered information will be lost. Then expand the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  5. Select the Currency for this contact from the list of the available ones. The selected currency will be used in the invoices you create for this contact.
  6. Add some existing Tags selecting them from the list or create a new one.
  7. Upload a photo.

    To add/change a picture click the Change photo link below the image area. The Choose a profile photo window will open. If you wish to upload a picture from PC click the Browse button, locate a desired picture stored on your hard disk drive and double-click it to load.

    You can upload an image not larger than 200x300 pixels, otherwise resizing will take place. The maximum image size cannot exceed 1 MB.

    If you previously filled the social network user field in the contact profile the images from the social networks will be displayed in the Choose a profile photo window. Click the one you wish to use for a contact.

  8. Assign a contact manager.

    By default, the contact you create is assigned to you. If you wish to appoint another manager for this contact, click the Add user link and select the necessary user. The selected user will be notified about a new contact assigned to him/her.

  9. Make the contact available to other users.

    By default, the access to the newly created contact is granted to its managers only. Check the Allow access to the company/person for all CRM users box if you wish to grant access to all CRM users i.e. make the contact public. Specify the access type selecting the necessary option from the drop-down list:

    • for reading - to allow all users to view this contact (this option is selected by default),
    • for reading/writing - to allow all users to view and edit this contact.

    Public contacts are marked with the Public contact Icon icon on their photos.

  10. Click the Save button or use the Save and Create New Contact button to start creating a new contact right after saving the current one.
Add company Add company

To add several contacts at once,

Make use of the Import contacts option. This option helps you move all your contacts from a .csv file to CRM module without efforts. To do that, just click the More Actions button button to the right of the Create button, select the Import contacts option and follow the step by step instructions.

For more details please refer to this article.

To add contacts automatically,

Use the Website Contact Form. This option allows you to build a form that you can publish on your site. Your potential customers will be automatically added to your customer database when they contact you via the online form embedded on your web page. To do that, click the Website Contact Form link from the Settings list on the left side panel and follow the step by step instructions.

This function is available for portal and CRM administrators only.

For more details please refer to this article.

Once your clients are manually created through the Create new company/person form, imported from a .csv file, or automatically added via Website Contact Form, they will be all included in the Contacts list of the CRM module.

To update the available contact information,

  1. select the necessary contact from the Contacts list,
  2. click the Actions Icon icon to the right of the contact name,
  3. select the Edit contact option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete a contact, choose the corresponding option from the Actions drop-down list.

If an invoice has been made out to a contact, you cannot delete this contact until you delete the associated invoice.
{]Assigning tasks^'

The Tasks section gives you a full overview of coming duties at a glance. Collaborating with a client you can create tasks for yourself or assign them to other colleagues.

To set a task:

  1. Click the Create button in the upper left corner and select the Task option.
  2. Enter a Title for your task.
  3. Select an appropriate task Category from the drop-down list.
    The portal and CRM administrators can change the default task categories according to their company needs. Just click the Task Categories link in the Settings >> Other settings section. For more details please refer to this article.
  4. Enter a contact you wish to link your task with.
  5. Set a desired Due date: date and time.

    To do that, use one of the available options: Today, 3 days, Week, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy.

  6. Set a task reminder.

    By default, you will be informed about your task a day before its due date. If you want to change the reminder time, open the Alert drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day. To switch the reminder off select the never option from the drop-down list.

  7. Select the responsible person you wish to assign this task to from the Assigned to list.

    By default, the task is assigned to you. To change the responsible person just click the link with your name and select the user you need. Leave the Notify box checked if you wish the responsible person to be notified about the new task assign to him/her.

  8. Enter a short Description.
  9. Click the Save button.
Assign task Assign task

It's also possible to create a task within an opportunity or a case.

  1. open an appropriate opportunity/case page clicking its title,
  2. switch to the Tasks tab below its title,
  3. click the Create task link if there is no tasks or use the Create button in the upper left corner and select the Task option,
  4. fill in the Create new task form,
  5. click the Save button.

This task will be automatically linked to the selected opportunity/case.

To add the same task linked with different contacts make use of the Create New Task group operation,

  1. open the Contacts list,
  2. select the contacts you need checking the box to the left,
  3. click the Create New Task button at the top of the Contacts list,
  4. fill in the Create new task form,
  5. click the Save button.

The tasks will be added to the Tasks list.

To learn more about Group Operations available in CRM please refer to this article.

If you need to edit a task,

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Edit task option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

Once the task is completed close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow Arrow to the left of the task title and select the necessary status from the list.

To delete a task, choose the corresponding option from the Actions drop-down list.

|_Managing opportunities`(

An opportunity is used to keep track of the potential sales, their estimated due date, budget and success probability and help you manage your sales more easily and effectively.

To add an opportunity:

  1. Click the Create button in the upper left corner and select the Opportunity option.
  2. Enter a Title for your opportunity.
  3. Enter an opportunity Contact - person or company - selecting it from your customer database.
  4. Add a short Description.
  5. Specify your opportunity Budget currency, amount and type.
  6. Set the Estimated deal due date using the calendar.
  7. Select a Responsible for your opportunity from the drop-down list.
  8. Set an opportunity Stage using the drop-down list. The Success probability in percent will set accordingly.
    The portal and CRM administrators can change the default opportunity stages according to their company needs. Just click the Opportunity Stages link in the Settings >> Other settings section. For more details please refer to this article.
  9. Enter other requested information, if available.

    To enter some additional information customize user fields. To do that, first of all save the currently created opportunity. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  10. Restrict access to your opportunity checking the corresponding box.

    By default, the access to the newly created opportunity is granted to all portal users. Check the Restrict access to the opportunity box and select the users you wish to grant the access to clicking the Add users link. The selected users will be notified about new opportunity added and will be able to view and edit it.

  11. Click the Save button or use the Save and Create New Opportunity button to start creating a new opportunity right after saving the current one.
Add opportunity Add opportunity

The created opportunity will be added to the Opportunities list. You can access it either from the Opportunities list clicking the corresponding link on the left side panel or clicking the client name in the Contacts list and switching to the Opportunities tab inside.

To organize the work on your opportunity more efficiently you can create a project. To do that,

  1. select the opportunity you need in the Opportunities list,
  2. click the Actions Icon icon to the right of the opportunity title,
  3. select the Create project option from the drop-down list,
  4. fill in the form and click the Save button.

Each time your customer relations take a step forward, the opportunity related to this client goes to a new stage. To change the opportunity stage,

  1. open the opportunity overview page clicking its title,
  2. select one of the available stages from the corresponding drop-down list.

To edit an opportunity,

  1. select the opportunity you need in the Opportunities list,
  2. click the Actions Icon icon to the right of the opportunity title,
  3. select the Edit opportunity option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete an opportunity, choose the corresponding option from the Actions drop-down list.

}aMaking invoicesb?

The Invoices section allows you to create and manage invoices for the products and services provided.

To create an invoice:

  1. Click the Create button in the upper left corner and select the Invoice option.
  2. Check your Invoice number.

    By default, the invoice number is generated automatically using the INV prefix and the number in the ####### format starting from 0000001. But you can easily change it while creating an invoice. To do that, just click the Change format link next to the Invoice number field. Enter a necessary Prefix and the Start number.

    If you don't want the invoice number to be generated automatically, uncheck the automatically generated case. After that you will be able to enter any number you need manually.

    This option is available for portal and CRM administrators only.
  3. Set the Invoice date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.

    The Invoice date is the date the invoice is issued.

  4. Select a Client you wish to create the invoice for using the search field.

    The system will use the billing address information stored on your customer database. If necessary, you can change it using the Edit billing address link which appears below the client name once it is selected.

  5. Select a Consignee using the search field.

    If the Consignee coincides with the Client, just check the coincides with the client box and add the delivery address using the corresponding link which appears next to the Edit billing address link.

  6. Link the invoice with one of the available opportunities.
  7. Set a Due date using one of the available options to the right: Due on receipt, 15 days, 30 days or 45 days, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.

    The Due date is the date by which the invoice needs to be paid.

  8. Select the Invoice language from the list of the available ones.
  9. Select the Currency for your invoice. By default, the currency specified in the profile of the client is used. If the currency is not set in the client's profile, the default currency specified in the CRM settings is used. If necessary, you can select any other currency from the list of the available ones.

    If you select a currency that differs from the default currency specified in the CRM settings, the Exchange rate field is also displayed. Set the appropriate conversion rate and click the Save button.

    The portal and CRM administrators can change the default currency and set conversion rates for the currencies from the list in the Settings >> Currency settings section. For more details please refer to this article.
  10. Enter a PO Number, if available.
  11. Specify your payment Terms.

    If you wish to specify the general terms for all your future invoices, click the Set default link below the Terms field, enter your terms and click the Save button.

  12. Enter Client Notes, if necessary.

    They will be displayed on your invoice and added to the message body if you send the invoice per Mail.

  13. Fill in the Products & Services section.

    List the services/products you provided for your client. You can select them from the list, if available, or create right there opening the Select item list and clicking the Create new item link.

    Enter the item Quantity and Discount, if applicable.

    Add the sale Tax or leave this field empty. You can select the tax to apply from the list, if already available, or create a new one right there opening the Tax list and clicking the Create new tax link.

    In the same way you can add as many services/products as you need.

  14. Check the Subtotal and Total calculated automatically based on the information provided above.
  15. Click the Add This Invoice button or use the Add and Create New Invoice button to start creating a new invoice right after saving the current one.
Make invoice Make invoice

To specify your company information for the invoice, expand the Settings list at the left side panel, select the Invoice settings section and click the Organization profile link.

This option is available for portal and CRM administrators only.

Here you can:

  1. enter your company name,
  2. add your company logo clicking the Change Logo button below the default image,
  3. set your organization billing address filling in the Address section fields.

All this information will be placed and displayed on your invoices.

Organization Profile Organization Profile

Once the invoice is created, it will be added to the invoice Drafts. As soon as the invoice is sent to your client, paid or rejected by him/her, you can change its status in the Invoices list.

  1. check the invoice you need in the Invoices list,
  2. click the Change Status button above,
  3. select the appropriate status: Draft, Billed, Paid or Rejected.

To edit an invoice,

You can edit invoices with the Draft status only.
  1. select the invoice you need in the Invoices list,
  2. click the Actions Icon icon to the right of the invoice title,
  3. select the Edit invoice option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

Using the Actions drop-down menu you can also download, print, send, duplicate or delete the selected invoice.

~cOrganizing casesd

The Cases section is aimed to simplify event organization, seminar and meeting arrangement etc. with a group of customers.

To plan an event:

  1. Click the Create button in the upper left corner and select the Case option.
  2. Enter a Title for your Case.
  3. Select your case Participant from the customer database.

    You can add as many participants as you wish using the search field. To delete a participant added by mistake, use the Unlink contact Icon icon.

  4. Add tags, if necessary, clicking the Add tag link and selecting one of the available tags or creating a new one.
  5. Enter other requested information, if available.

    To enter some additional information customize user fields. To do that, first of all save the currently created case. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  6. Restrict access to your case checking the corresponding box.

    By default, the access to the newly created case is granted to all portal users. Check the Restrict access to the case box and select the users you wish to grant the access to clicking the Add users link. The selected users will be notified about new case created and will be able to view and edit it.

  7. Click the Save button or use the Save and Create New Case button to start creating a new case right after saving the current one.

Once a case is created, you can schedule events, assign tasks, manage participants, store the related documentation.

For more information, please refer to this article.

Add case Add case

To edit a case,

  1. select the case you need in the Cases list,
  2. click the Actions Icon icon to the right of the case title,
  3. select the Edit case option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

After your case took place you can close it in the system. To do that, just check the box to the left of the case title.

To delete a case, choose the corresponding option from the Actions drop-down list.

e Using VoIPf[

The VoIP feature allows you to receive incoming calls from your customers and make outgoing calls right from a web browser.

To use the IP telephony functionality, you need to sign up for a Twilio account and connect it to your portal specifying API credentials: Account SID and Auth token. They can be found at the Twilio Console page in the 'Account Summary' section.

The ability to connect a Twilio account is available for portal administrators only.

Click the Settings Icon icon at the top of the page to go to your portal settings and open the Integration -> Third-Party Authorization section. Click the switcher next to the Twilio service, specify API credentials in the appropriate fields and click the Enable button.

Once you connect your Twilio account to the portal, you will be able to add and manage virtual numbers.

To add a virtual number,

  1. In the CRM module, go to the Settings section on the left-side panel and click the VoIP Settings option.
  2. Click the Buy phone number link.
  3. In the Number purchase window, select the necessary number from the list of the available ones and press the Buy phone number button.

    If you already have some phone numbers purchased earlier in your Twilio account, you can use the Link purchased number option. In a new window, select one of the available Twilio virtual numbers and click the Link purchased number button.

When the first number is added to your CRM module, you can use the Buy phone number/Link purchased number link above the Virtual numbers and operators list to add some other numbers.

If you are using a trial Twilio account, you cannot add more than one virtual number. Trial Twilio accounts also have some other restrictions. To use all the capabilities of the service, you'll need to upgrade your Twilio account.

To set up the added virtual number,

  1. In the Virtual numbers and operators list, select the number you want to set up.
  2. Click the Outgoing calls switcher to enable the possibility to not only receive incoming calls but also make outgoing calls using this number.
  3. Click the Call recording switcher to enable the possibility to record all incoming and outgoing calls for this number so that you will be able to listen to the necessary call recording later.
  4. Click the Arrow Icon arrow to the left of the necessary number to Add operators who should be able to use this virtual number. Check the necessary portal users in the list and click the Save button. Once operators are added, the VoIP VoIP Icon icon will be available for them on the top of the page.

    You can also set up Outgoing calls and Call recording for each of the added operators separately using the switchers next to the operator's name. To remove an added operator from the virtual number operator list, click the Actions Actions Icon icon to the right of the operator's name and select the Delete option.

Use the Actions Actions Icon icon to the right of the necessary virtual number to Edit or Delete the number.

Set up number Set up number

To learn more about common settings for all numbers and individual settings that you can apply to a separate number, please refer to this article.

To start accepting and making calls,

  1. Click the VoIP VoIP Icon icon on the top of the page. The VoIP client opens in a new window.
  2. Choose the Online status next to your name.
VoIP window VoIP window

The Browser option is selected by default, and currently, it is the only available option in the drop-down list, so you don't need to do anything else. Now you are ready to accept incoming calls.

If you receive an incoming call, you can Answer or Reject it using the corresponding buttons within the VoIP window.

If a person whose phone number is stored in your CRM customer base calls you, the contact name is displayed in this window. You can click it to open the customer profile in a new browser tab and easily find all the necessary information about the client that can be useful during the phone conversation.

To end the call, click the Disconnect button.

The Missed Calls button button in the VoIP window allows to view the list of missed calls during the current session. If you want to call back to the person who called you, move the mouse cursor over the missed call Missed Call icon icon in the list so that it turns into the Call Back button icon and click it.

The operators who have been granted sufficient permissions can make outgoing calls. To make a call,

  1. Click the Dial pad Icon button to open the dial pad.
    Call CRM contact Call CRM contact
  2. Click the Select contact Icon icon to open the list of all existing CRM contacts. To facilitate searching for a contact, you can enter the contact name, entirely or partially, in the search field above the contact list. Select the necessary CRM contact from the list.
    Alternatively, you can right-click the necessary contact in the complete list of Companies/Persons on the Contacts tab and choose the Make a VoIP call option in the context menu. Currently, you cannot call a contact from his/her profile page.

    The selected contact phone number will be displayed in the corresponding field.

    Phone number

    If the contact profile contains several phone numbers (mobile, work, home), click the Arrow arrow in the right part of the phone number field to choose the necessary number. To remove the number, click the Remove number icon.

    To call to the number that is not stored in your customer base, select the country code from the Country Code list and enter the phone number using the keypad or your PC keyboard.

  3. Click the Call button.

If you call a contact stored in the CRM module, the link to the contact profile is displayed in this window, so that you can open the profile in a new browser tab.

If you make a call to a new number that is not stored in the CRM contacts or if you receive a call from such a number, this number will be automatically saved to your CRM contacts as a new contact. A new Outgoing or Incoming call event is also automatically added to the history for this contact.

All the incoming, outgoing and missed calls are displayed in the Calls section. Click the Calls link on the left-side panel to open the call list. It provides the following information about calls: date and time, agent (operator name), client (customer name stored in the CRM base), call duration and cost. If a call has been recorded, click the Playback Icon icon to playback the recording.

For more details on viewing the call list and adding information about calls to your customer database, please refer to this article.

gGenerating reportsh)

To keep up with what everyone is doing you need to constantly monitor the sales progress. You can view reports on successfully closed opportunities, evaluate sales forecast, build sales funnel, receive detailed statistics on contacts, tasks, opportunities, invoices and VoIP calls by managers, as well as get summary reports for a specified period.

Make use of the online office Reports system that allows you to easily analyze your data and visualize the information using charts and tables.

To generate a report:

  1. open the Reports list clicking the corresponding link on the left-side panel,
  2. select the type of the report you wish to generate from the Reports list,
  3. configure the available report parameters:
    • select the necessary Time period from the list,
    • select Managers whose productivity you wish to assess. Click the Add user link and check the necessary users in the list. Use the filter field at the top to facilitate the search. You can also check the necessary group or the Select All option to add the users from the selected group or all the portal users respectively. Сlick the Save button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the Delete user icon icon.
  4. click the Generate Report button.
    If you use different currencies for your opportunities and invoices and the exchange rates are not yet specified in the CRM settings, a new window opens where you will be prompted to set up the used currency exchange rates. For more details on how to set an exchange rate please refer to this article.
CRM Reports CRM Reports

Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary.

CRM Reports CRM Reports

All the generated reports can be found in the Generated reports list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:

iChanging CRM module settingsj

By default, all portal users can access the CRM module. There are 2 different access levels inside it: user and CRM administrator.

Being a user you may perform the following operations:

Being a CRM administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the CRM for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the CRM section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Change CRM Module Settings Change CRM Module Settings

To disable the CRM module just switch to the Modules & Tools subsection of the Common portal settings selecting the corresponding option on the left side panel, uncheck the CRM module in the Modules section and click the Save button.

kOverviewl

CRM, or Customer Relationship Management, is a strategy used by many companies and aimed at getting more information about their customers' needs and behaviors in order to improve their interactions, therefore reducing the company costs and increasing their profitability.

CRM is a simple customer relationship management tool which helps achieve these goals providing you with:

To access the CRM module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

mAdding contactsn9

There's no doubt that it's very important to keep all information about clients in order, so that it can be quickly accessible and easily updated. The CRM module allows you to create your own customer database, whether your clients are big companies or single individuals.

To add a new contact to your customer database:

  1. Click the Create button in the upper left corner and select one of two options: Person or Company.
  2. Fill in the obligatory fields: First Name and Last Name for persons, Company Name for companies.
  3. Select a Contact Type or leave the type not specified.
    The portal and CRM administrators can change the default contact types according to their company needs. Just click the Contact Types link in the Settings >> Contact settings section. For more details please refer to this article.
  4. Enter any other available information: Email, Phone, Web Site/Social Networks, Address, Description.

    To enter some additional information customize user fields. To do that, first of all save the currently created contact. Otherwise all the entered information will be lost. Then expand the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  5. Select the Currency for this contact from the list of the available ones. The selected currency will be used in the invoices you create for this contact.
  6. Add some existing Tags selecting them from the list or create a new one.
  7. Upload a photo.

    To add/change a picture click the Change photo link below the image area. The Choose a profile photo window will open. If you wish to upload a picture from PC click the Browse button, locate a desired picture stored on your hard disk drive and double-click it to load.

    You can upload an image not larger than 200x300 pixels, otherwise resizing will take place. The maximum image size cannot exceed 1 MB.

    If you previously filled the social network user field in the contact profile the images from the social networks will be displayed in the Choose a profile photo window. Click the one you wish to use for a contact.

  8. Assign a contact manager.

    By default, the contact you create is assigned to you. If you wish to appoint another manager for this contact, click the Add user link and select the necessary user. The selected user will be notified about a new contact assigned to him/her.

  9. Make the contact available to other users.

    By default, the access to the newly created contact is granted to its managers only. Check the Allow access to the company/person for all CRM users box if you wish to grant access to all CRM users i.e. make the contact public. Specify the access type selecting the necessary option from the drop-down list:

    • for reading - to allow all users to view this contact (this option is selected by default),
    • for reading/writing - to allow all users to view and edit this contact.

    Public contacts are marked with the Public contact Icon icon on their photos.

  10. Click the Save button or use the Save and Create New Contact button to start creating a new contact right after saving the current one.
Add company Add company

To add several contacts at once,

Make use of the Import contacts option. This option helps you move all your contacts from a .csv file to CRM module without efforts. To do that, just click the More Actions button button to the right of the Create button, select the Import contacts option and follow the step by step instructions.

For more details please refer to this article.

To add contacts automatically,

Use the Website Contact Form. This option allows you to build a form that you can publish on your site. Your potential customers will be automatically added to your customer database when they contact you via the online form embedded on your web page. To do that, click the Website Contact Form link from the Settings list on the left side panel and follow the step by step instructions.

This function is available for portal and CRM administrators only.

For more details please refer to this article.

Once your clients are manually created through the Create new company/person form, imported from a .csv file, or automatically added via Website Contact Form, they will be all included in the Contacts list of the CRM module.

To update the available contact information,

  1. select the necessary contact from the Contacts list,
  2. click the Actions Icon icon to the right of the contact name,
  3. select the Edit contact option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete a contact, choose the corresponding option from the Actions drop-down list.

If an invoice has been made out to a contact, you cannot delete this contact until you delete the associated invoice.
oAssigning tasksp'

The Tasks section gives you a full overview of coming duties at a glance. Collaborating with a client you can create tasks for yourself or assign them to other colleagues.

To set a task:

  1. Click the Create button in the upper left corner and select the Task option.
  2. Enter a Title for your task.
  3. Select an appropriate task Category from the drop-down list.
    The portal and CRM administrators can change the default task categories according to their company needs. Just click the Task Categories link in the Settings >> Other settings section. For more details please refer to this article.
  4. Enter a contact you wish to link your task with.
  5. Set a desired Due date: date and time.

    To do that, use one of the available options: Today, 3 days, Week, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy.

  6. Set a task reminder.

    By default, you will be informed about your task a day before its due date. If you want to change the reminder time, open the Alert drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day. To switch the reminder off select the never option from the drop-down list.

  7. Select the responsible person you wish to assign this task to from the Assigned to list.

    By default, the task is assigned to you. To change the responsible person just click the link with your name and select the user you need. Leave the Notify box checked if you wish the responsible person to be notified about the new task assign to him/her.

  8. Enter a short Description.
  9. Click the Save button.
Assign task Assign task

It's also possible to create a task within an opportunity or a case.

  1. open an appropriate opportunity/case page clicking its title,
  2. switch to the Tasks tab below its title,
  3. click the Create task link if there is no tasks or use the Create button in the upper left corner and select the Task option,
  4. fill in the Create new task form,
  5. click the Save button.

This task will be automatically linked to the selected opportunity/case.

To add the same task linked with different contacts make use of the Create New Task group operation,

  1. open the Contacts list,
  2. select the contacts you need checking the box to the left,
  3. click the Create New Task button at the top of the Contacts list,
  4. fill in the Create new task form,
  5. click the Save button.

The tasks will be added to the Tasks list.

To learn more about Group Operations available in CRM please refer to this article.

If you need to edit a task,

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Edit task option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

Once the task is completed close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow Arrow to the left of the task title and select the necessary status from the list.

To delete a task, choose the corresponding option from the Actions drop-down list.

qManaging opportunitiesr(

An opportunity is used to keep track of the potential sales, their estimated due date, budget and success probability and help you manage your sales more easily and effectively.

To add an opportunity:

  1. Click the Create button in the upper left corner and select the Opportunity option.
  2. Enter a Title for your opportunity.
  3. Enter an opportunity Contact - person or company - selecting it from your customer database.
  4. Add a short Description.
  5. Specify your opportunity Budget currency, amount and type.
  6. Set the Estimated deal due date using the calendar.
  7. Select a Responsible for your opportunity from the drop-down list.
  8. Set an opportunity Stage using the drop-down list. The Success probability in percent will set accordingly.
    The portal and CRM administrators can change the default opportunity stages according to their company needs. Just click the Opportunity Stages link in the Settings >> Other settings section. For more details please refer to this article.
  9. Enter other requested information, if available.

    To enter some additional information customize user fields. To do that, first of all save the currently created opportunity. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  10. Restrict access to your opportunity checking the corresponding box.

    By default, the access to the newly created opportunity is granted to all portal users. Check the Restrict access to the opportunity box and select the users you wish to grant the access to clicking the Add users link. The selected users will be notified about new opportunity added and will be able to view and edit it.

  11. Click the Save button or use the Save and Create New Opportunity button to start creating a new opportunity right after saving the current one.
Add opportunity Add opportunity

The created opportunity will be added to the Opportunities list. You can access it either from the Opportunities list clicking the corresponding link on the left side panel or clicking the client name in the Contacts list and switching to the Opportunities tab inside.

To organize the work on your opportunity more efficiently you can create a project. To do that,

  1. select the opportunity you need in the Opportunities list,
  2. click the Actions Icon icon to the right of the opportunity title,
  3. select the Create project option from the drop-down list,
  4. fill in the form and click the Save button.

Each time your customer relations take a step forward, the opportunity related to this client goes to a new stage. To change the opportunity stage,

  1. open the opportunity overview page clicking its title,
  2. select one of the available stages from the corresponding drop-down list.

To edit an opportunity,

  1. select the opportunity you need in the Opportunities list,
  2. click the Actions Icon icon to the right of the opportunity title,
  3. select the Edit opportunity option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete an opportunity, choose the corresponding option from the Actions drop-down list.

sMaking invoicest?

The Invoices section allows you to create and manage invoices for the products and services provided.

To create an invoice:

  1. Click the Create button in the upper left corner and select the Invoice option.
  2. Check your Invoice number.

    By default, the invoice number is generated automatically using the INV prefix and the number in the ####### format starting from 0000001. But you can easily change it while creating an invoice. To do that, just click the Change format link next to the Invoice number field. Enter a necessary Prefix and the Start number.

    If you don't want the invoice number to be generated automatically, uncheck the automatically generated case. After that you will be able to enter any number you need manually.

    This option is available for portal and CRM administrators only.
  3. Set the Invoice date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.

    The Invoice date is the date the invoice is issued.

  4. Select a Client you wish to create the invoice for using the search field.

    The system will use the billing address information stored on your customer database. If necessary, you can change it using the Edit billing address link which appears below the client name once it is selected.

  5. Select a Consignee using the search field.

    If the Consignee coincides with the Client, just check the coincides with the client box and add the delivery address using the corresponding link which appears next to the Edit billing address link.

  6. Link the invoice with one of the available opportunities.
  7. Set a Due date using one of the available options to the right: Due on receipt, 15 days, 30 days or 45 days, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.

    The Due date is the date by which the invoice needs to be paid.

  8. Select the Invoice language from the list of the available ones.
  9. Select the Currency for your invoice. By default, the currency specified in the profile of the client is used. If the currency is not set in the client's profile, the default currency specified in the CRM settings is used. If necessary, you can select any other currency from the list of the available ones.

    If you select a currency that differs from the default currency specified in the CRM settings, the Exchange rate field is also displayed. Set the appropriate conversion rate and click the Save button.

    The portal and CRM administrators can change the default currency and set conversion rates for the currencies from the list in the Settings >> Currency settings section. For more details please refer to this article.
  10. Enter a PO Number, if available.
  11. Specify your payment Terms.

    If you wish to specify the general terms for all your future invoices, click the Set default link below the Terms field, enter your terms and click the Save button.

  12. Enter Client Notes, if necessary.

    They will be displayed on your invoice and added to the message body if you send the invoice per Mail.

  13. Fill in the Products & Services section.

    List the services/products you provided for your client. You can select them from the list, if available, or create right there opening the Select item list and clicking the Create new item link.

    Enter the item Quantity and Discount, if applicable.

    Add the sale Tax or leave this field empty. You can select the tax to apply from the list, if already available, or create a new one right there opening the Tax list and clicking the Create new tax link.

    In the same way you can add as many services/products as you need.

  14. Check the Subtotal and Total calculated automatically based on the information provided above.
  15. Click the Add This Invoice button or use the Add and Create New Invoice button to start creating a new invoice right after saving the current one.
Make invoice Make invoice

To specify your company information for the invoice, expand the Settings list at the left side panel, select the Invoice settings section and click the Organization profile link.

This option is available for portal and CRM administrators only.

Here you can:

  1. enter your company name,
  2. add your company logo clicking the Change Logo button below the default image,
  3. set your organization billing address filling in the Address section fields.

All this information will be placed and displayed on your invoices.

Organization Profile Organization Profile

Once the invoice is created, it will be added to the invoice Drafts. As soon as the invoice is sent to your client, paid or rejected by him/her, you can change its status in the Invoices list.

  1. check the invoice you need in the Invoices list,
  2. click the Change Status button above,
  3. select the appropriate status: Draft, Billed, Paid or Rejected.

To edit an invoice,

You can edit invoices with the Draft status only.
  1. select the invoice you need in the Invoices list,
  2. click the Actions Icon icon to the right of the invoice title,
  3. select the Edit invoice option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

Using the Actions drop-down menu you can also download, print, send, duplicate or delete the selected invoice.

uOrganizing casesv

The Cases section is aimed to simplify event organization, seminar and meeting arrangement etc. with a group of customers.

To plan an event:

  1. Click the Create button in the upper left corner and select the Case option.
  2. Enter a Title for your Case.
  3. Select your case Participant from the customer database.

    You can add as many participants as you wish using the search field. To delete a participant added by mistake, use the Unlink contact Icon icon.

  4. Add tags, if necessary, clicking the Add tag link and selecting one of the available tags or creating a new one.
  5. Enter other requested information, if available.

    To enter some additional information customize user fields. To do that, first of all save the currently created case. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  6. Restrict access to your case checking the corresponding box.

    By default, the access to the newly created case is granted to all portal users. Check the Restrict access to the case box and select the users you wish to grant the access to clicking the Add users link. The selected users will be notified about new case created and will be able to view and edit it.

  7. Click the Save button or use the Save and Create New Case button to start creating a new case right after saving the current one.

Once a case is created, you can schedule events, assign tasks, manage participants, store the related documentation.

For more information, please refer to this article.

Add case Add case

To edit a case,

  1. select the case you need in the Cases list,
  2. click the Actions Icon icon to the right of the case title,
  3. select the Edit case option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

After your case took place you can close it in the system. To do that, just check the box to the left of the case title.

To delete a case, choose the corresponding option from the Actions drop-down list.

w Using VoIPx[

The VoIP feature allows you to receive incoming calls from your customers and make outgoing calls right from a web browser.

To use the IP telephony functionality, you need to sign up for a Twilio account and connect it to your portal specifying API credentials: Account SID and Auth token. They can be found at the Twilio Console page in the 'Account Summary' section.

The ability to connect a Twilio account is available for portal administrators only.

Click the Settings Icon icon at the top of the page to go to your portal settings and open the Integration -> Third-Party Authorization section. Click the switcher next to the Twilio service, specify API credentials in the appropriate fields and click the Enable button.

Once you connect your Twilio account to the portal, you will be able to add and manage virtual numbers.

To add a virtual number,

  1. In the CRM module, go to the Settings section on the left-side panel and click the VoIP Settings option.
  2. Click the Buy phone number link.
  3. In the Number purchase window, select the necessary number from the list of the available ones and press the Buy phone number button.

    If you already have some phone numbers purchased earlier in your Twilio account, you can use the Link purchased number option. In a new window, select one of the available Twilio virtual numbers and click the Link purchased number button.

When the first number is added to your CRM module, you can use the Buy phone number/Link purchased number link above the Virtual numbers and operators list to add some other numbers.

If you are using a trial Twilio account, you cannot add more than one virtual number. Trial Twilio accounts also have some other restrictions. To use all the capabilities of the service, you'll need to upgrade your Twilio account.

To set up the added virtual number,

  1. In the Virtual numbers and operators list, select the number you want to set up.
  2. Click the Outgoing calls switcher to enable the possibility to not only receive incoming calls but also make outgoing calls using this number.
  3. Click the Call recording switcher to enable the possibility to record all incoming and outgoing calls for this number so that you will be able to listen to the necessary call recording later.
  4. Click the Arrow Icon arrow to the left of the necessary number to Add operators who should be able to use this virtual number. Check the necessary portal users in the list and click the Save button. Once operators are added, the VoIP VoIP Icon icon will be available for them on the top of the page.

    You can also set up Outgoing calls and Call recording for each of the added operators separately using the switchers next to the operator's name. To remove an added operator from the virtual number operator list, click the Actions Actions Icon icon to the right of the operator's name and select the Delete option.

Use the Actions Actions Icon icon to the right of the necessary virtual number to Edit or Delete the number.

Set up number Set up number

To learn more about common settings for all numbers and individual settings that you can apply to a separate number, please refer to this article.

To start accepting and making calls,

  1. Click the VoIP VoIP Icon icon on the top of the page. The VoIP client opens in a new window.
  2. Choose the Online status next to your name.
VoIP window VoIP window

The Browser option is selected by default, and currently, it is the only available option in the drop-down list, so you don't need to do anything else. Now you are ready to accept incoming calls.

If you receive an incoming call, you can Answer or Reject it using the corresponding buttons within the VoIP window.

If a person whose phone number is stored in your CRM customer base calls you, the contact name is displayed in this window. You can click it to open the customer profile in a new browser tab and easily find all the necessary information about the client that can be useful during the phone conversation.

To end the call, click the Disconnect button.

The Missed Calls button button in the VoIP window allows to view the list of missed calls during the current session. If you want to call back to the person who called you, move the mouse cursor over the missed call Missed Call icon icon in the list so that it turns into the Call Back button icon and click it.

The operators who have been granted sufficient permissions can make outgoing calls. To make a call,

  1. Click the Dial pad Icon button to open the dial pad.
    Call CRM contact Call CRM contact
  2. Click the Select contact Icon icon to open the list of all existing CRM contacts. To facilitate searching for a contact, you can enter the contact name, entirely or partially, in the search field above the contact list. Select the necessary CRM contact from the list.
    Alternatively, you can right-click the necessary contact in the complete list of Companies/Persons on the Contacts tab and choose the Make a VoIP call option in the context menu. Currently, you cannot call a contact from his/her profile page.

    The selected contact phone number will be displayed in the corresponding field.

    Phone number

    If the contact profile contains several phone numbers (mobile, work, home), click the Arrow arrow in the right part of the phone number field to choose the necessary number. To remove the number, click the Remove number icon.

    To call to the number that is not stored in your customer base, select the country code from the Country Code list and enter the phone number using the keypad or your PC keyboard.

  3. Click the Call button.

If you call a contact stored in the CRM module, the link to the contact profile is displayed in this window, so that you can open the profile in a new browser tab.

If you make a call to a new number that is not stored in the CRM contacts or if you receive a call from such a number, this number will be automatically saved to your CRM contacts as a new contact. A new Outgoing or Incoming call event is also automatically added to the history for this contact.

All the incoming, outgoing and missed calls are displayed in the Calls section. Click the Calls link on the left-side panel to open the call list. It provides the following information about calls: date and time, agent (operator name), client (customer name stored in the CRM base), call duration and cost. If a call has been recorded, click the Playback Icon icon to playback the recording.

For more details on viewing the call list and adding information about calls to your customer database, please refer to this article.

yGenerating reportsz)

To keep up with what everyone is doing you need to constantly monitor the sales progress. You can view reports on successfully closed opportunities, evaluate sales forecast, build sales funnel, receive detailed statistics on contacts, tasks, opportunities, invoices and VoIP calls by managers, as well as get summary reports for a specified period.

Make use of the online office Reports system that allows you to easily analyze your data and visualize the information using charts and tables.

To generate a report:

  1. open the Reports list clicking the corresponding link on the left-side panel,
  2. select the type of the report you wish to generate from the Reports list,
  3. configure the available report parameters:
    • select the necessary Time period from the list,
    • select Managers whose productivity you wish to assess. Click the Add user link and check the necessary users in the list. Use the filter field at the top to facilitate the search. You can also check the necessary group or the Select All option to add the users from the selected group or all the portal users respectively. Сlick the Save button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the Delete user icon icon.
  4. click the Generate Report button.
    If you use different currencies for your opportunities and invoices and the exchange rates are not yet specified in the CRM settings, a new window opens where you will be prompted to set up the used currency exchange rates. For more details on how to set an exchange rate please refer to this article.
CRM Reports CRM Reports

Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary.

CRM Reports CRM Reports

All the generated reports can be found in the Generated reports list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:

{Changing CRM module settings|

By default, all portal users can access the CRM module. There are 2 different access levels inside it: user and CRM administrator.

Being a user you may perform the following operations:

Being a CRM administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the CRM for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the CRM section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Change CRM Module Settings Change CRM Module Settings

To disable the CRM module just switch to the Modules & Tools subsection of the Common portal settings selecting the corresponding option on the left side panel, uncheck the CRM module in the Modules section and click the Save button.

}Overview~

CRM, or Customer Relationship Management, is a strategy used by many companies and aimed at getting more information about their customers' needs and behaviors in order to improve their interactions, therefore reducing the company costs and increasing their profitability.

CRM is a simple customer relationship management tool which helps achieve these goals providing you with:

To access the CRM module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Adding contacts9

There's no doubt that it's very important to keep all information about clients in order, so that it can be quickly accessible and easily updated. The CRM module allows you to create your own customer database, whether your clients are big companies or single individuals.

To add a new contact to your customer database:

  1. Click the Create button in the upper left corner and select one of two options: Person or Company.
  2. Fill in the obligatory fields: First Name and Last Name for persons, Company Name for companies.
  3. Select a Contact Type or leave the type not specified.
    The portal and CRM administrators can change the default contact types according to their company needs. Just click the Contact Types link in the Settings >> Contact settings section. For more details please refer to this article.
  4. Enter any other available information: Email, Phone, Web Site/Social Networks, Address, Description.

    To enter some additional information customize user fields. To do that, first of all save the currently created contact. Otherwise all the entered information will be lost. Then expand the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  5. Select the Currency for this contact from the list of the available ones. The selected currency will be used in the invoices you create for this contact.
  6. Add some existing Tags selecting them from the list or create a new one.
  7. Upload a photo.

    To add/change a picture click the Change photo link below the image area. The Choose a profile photo window will open. If you wish to upload a picture from PC click the Browse button, locate a desired picture stored on your hard disk drive and double-click it to load.

    You can upload an image not larger than 200x300 pixels, otherwise resizing will take place. The maximum image size cannot exceed 1 MB.

    If you previously filled the social network user field in the contact profile the images from the social networks will be displayed in the Choose a profile photo window. Click the one you wish to use for a contact.

  8. Assign a contact manager.

    By default, the contact you create is assigned to you. If you wish to appoint another manager for this contact, click the Add user link and select the necessary user. The selected user will be notified about a new contact assigned to him/her.

  9. Make the contact available to other users.

    By default, the access to the newly created contact is granted to its managers only. Check the Allow access to the company/person for all CRM users box if you wish to grant access to all CRM users i.e. make the contact public. Specify the access type selecting the necessary option from the drop-down list:

    • for reading - to allow all users to view this contact (this option is selected by default),
    • for reading/writing - to allow all users to view and edit this contact.

    Public contacts are marked with the Public contact Icon icon on their photos.

  10. Click the Save button or use the Save and Create New Contact button to start creating a new contact right after saving the current one.
Add company Add company

To add several contacts at once,

Make use of the Import contacts option. This option helps you move all your contacts from a .csv file to CRM module without efforts. To do that, just click the More Actions button button to the right of the Create button, select the Import contacts option and follow the step by step instructions.

For more details please refer to this article.

To add contacts automatically,

Use the Website Contact Form. This option allows you to build a form that you can publish on your site. Your potential customers will be automatically added to your customer database when they contact you via the online form embedded on your web page. To do that, click the Website Contact Form link from the Settings list on the left side panel and follow the step by step instructions.

This function is available for portal and CRM administrators only.

For more details please refer to this article.

Once your clients are manually created through the Create new company/person form, imported from a .csv file, or automatically added via Website Contact Form, they will be all included in the Contacts list of the CRM module.

To update the available contact information,

  1. select the necessary contact from the Contacts list,
  2. click the Actions Icon icon to the right of the contact name,
  3. select the Edit contact option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete a contact, choose the corresponding option from the Actions drop-down list.

If an invoice has been made out to a contact, you cannot delete this contact until you delete the associated invoice.
Assigning tasks'

The Tasks section gives you a full overview of coming duties at a glance. Collaborating with a client you can create tasks for yourself or assign them to other colleagues.

To set a task:

  1. Click the Create button in the upper left corner and select the Task option.
  2. Enter a Title for your task.
  3. Select an appropriate task Category from the drop-down list.
    The portal and CRM administrators can change the default task categories according to their company needs. Just click the Task Categories link in the Settings >> Other settings section. For more details please refer to this article.
  4. Enter a contact you wish to link your task with.
  5. Set a desired Due date: date and time.

    To do that, use one of the available options: Today, 3 days, Week, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy.

  6. Set a task reminder.

    By default, you will be informed about your task a day before its due date. If you want to change the reminder time, open the Alert drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day. To switch the reminder off select the never option from the drop-down list.

  7. Select the responsible person you wish to assign this task to from the Assigned to list.

    By default, the task is assigned to you. To change the responsible person just click the link with your name and select the user you need. Leave the Notify box checked if you wish the responsible person to be notified about the new task assign to him/her.

  8. Enter a short Description.
  9. Click the Save button.
Assign task Assign task

It's also possible to create a task within an opportunity or a case.

  1. open an appropriate opportunity/case page clicking its title,
  2. switch to the Tasks tab below its title,
  3. click the Create task link if there is no tasks or use the Create button in the upper left corner and select the Task option,
  4. fill in the Create new task form,
  5. click the Save button.

This task will be automatically linked to the selected opportunity/case.

To add the same task linked with different contacts make use of the Create New Task group operation,

  1. open the Contacts list,
  2. select the contacts you need checking the box to the left,
  3. click the Create New Task button at the top of the Contacts list,
  4. fill in the Create new task form,
  5. click the Save button.

The tasks will be added to the Tasks list.

To learn more about Group Operations available in CRM please refer to this article.

If you need to edit a task,

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Edit task option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

Once the task is completed close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow Arrow to the left of the task title and select the necessary status from the list.

To delete a task, choose the corresponding option from the Actions drop-down list.

Managing opportunities(

An opportunity is used to keep track of the potential sales, their estimated due date, budget and success probability and help you manage your sales more easily and effectively.

To add an opportunity:

  1. Click the Create button in the upper left corner and select the Opportunity option.
  2. Enter a Title for your opportunity.
  3. Enter an opportunity Contact - person or company - selecting it from your customer database.
  4. Add a short Description.
  5. Specify your opportunity Budget currency, amount and type.
  6. Set the Estimated deal due date using the calendar.
  7. Select a Responsible for your opportunity from the drop-down list.
  8. Set an opportunity Stage using the drop-down list. The Success probability in percent will set accordingly.
    The portal and CRM administrators can change the default opportunity stages according to their company needs. Just click the Opportunity Stages link in the Settings >> Other settings section. For more details please refer to this article.
  9. Enter other requested information, if available.

    To enter some additional information customize user fields. To do that, first of all save the currently created opportunity. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  10. Restrict access to your opportunity checking the corresponding box.

    By default, the access to the newly created opportunity is granted to all portal users. Check the Restrict access to the opportunity box and select the users you wish to grant the access to clicking the Add users link. The selected users will be notified about new opportunity added and will be able to view and edit it.

  11. Click the Save button or use the Save and Create New Opportunity button to start creating a new opportunity right after saving the current one.
Add opportunity Add opportunity

The created opportunity will be added to the Opportunities list. You can access it either from the Opportunities list clicking the corresponding link on the left side panel or clicking the client name in the Contacts list and switching to the Opportunities tab inside.

To organize the work on your opportunity more efficiently you can create a project. To do that,

  1. select the opportunity you need in the Opportunities list,
  2. click the Actions Icon icon to the right of the opportunity title,
  3. select the Create project option from the drop-down list,
  4. fill in the form and click the Save button.

Each time your customer relations take a step forward, the opportunity related to this client goes to a new stage. To change the opportunity stage,

  1. open the opportunity overview page clicking its title,
  2. select one of the available stages from the corresponding drop-down list.

To edit an opportunity,

  1. select the opportunity you need in the Opportunities list,
  2. click the Actions Icon icon to the right of the opportunity title,
  3. select the Edit opportunity option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete an opportunity, choose the corresponding option from the Actions drop-down list.

Making invoices?

The Invoices section allows you to create and manage invoices for the products and services provided.

To create an invoice:

  1. Click the Create button in the upper left corner and select the Invoice option.
  2. Check your Invoice number.

    By default, the invoice number is generated automatically using the INV prefix and the number in the ####### format starting from 0000001. But you can easily change it while creating an invoice. To do that, just click the Change format link next to the Invoice number field. Enter a necessary Prefix and the Start number.

    If you don't want the invoice number to be generated automatically, uncheck the automatically generated case. After that you will be able to enter any number you need manually.

    This option is available for portal and CRM administrators only.
  3. Set the Invoice date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.

    The Invoice date is the date the invoice is issued.

  4. Select a Client you wish to create the invoice for using the search field.

    The system will use the billing address information stored on your customer database. If necessary, you can change it using the Edit billing address link which appears below the client name once it is selected.

  5. Select a Consignee using the search field.

    If the Consignee coincides with the Client, just check the coincides with the client box and add the delivery address using the corresponding link which appears next to the Edit billing address link.

  6. Link the invoice with one of the available opportunities.
  7. Set a Due date using one of the available options to the right: Due on receipt, 15 days, 30 days or 45 days, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.

    The Due date is the date by which the invoice needs to be paid.

  8. Select the Invoice language from the list of the available ones.
  9. Select the Currency for your invoice. By default, the currency specified in the profile of the client is used. If the currency is not set in the client's profile, the default currency specified in the CRM settings is used. If necessary, you can select any other currency from the list of the available ones.

    If you select a currency that differs from the default currency specified in the CRM settings, the Exchange rate field is also displayed. Set the appropriate conversion rate and click the Save button.

    The portal and CRM administrators can change the default currency and set conversion rates for the currencies from the list in the Settings >> Currency settings section. For more details please refer to this article.
  10. Enter a PO Number, if available.
  11. Specify your payment Terms.

    If you wish to specify the general terms for all your future invoices, click the Set default link below the Terms field, enter your terms and click the Save button.

  12. Enter Client Notes, if necessary.

    They will be displayed on your invoice and added to the message body if you send the invoice per Mail.

  13. Fill in the Products & Services section.

    List the services/products you provided for your client. You can select them from the list, if available, or create right there opening the Select item list and clicking the Create new item link.

    Enter the item Quantity and Discount, if applicable.

    Add the sale Tax or leave this field empty. You can select the tax to apply from the list, if already available, or create a new one right there opening the Tax list and clicking the Create new tax link.

    In the same way you can add as many services/products as you need.

  14. Check the Subtotal and Total calculated automatically based on the information provided above.
  15. Click the Add This Invoice button or use the Add and Create New Invoice button to start creating a new invoice right after saving the current one.
Make invoice Make invoice

To specify your company information for the invoice, expand the Settings list at the left side panel, select the Invoice settings section and click the Organization profile link.

This option is available for portal and CRM administrators only.

Here you can:

  1. enter your company name,
  2. add your company logo clicking the Change Logo button below the default image,
  3. set your organization billing address filling in the Address section fields.

All this information will be placed and displayed on your invoices.

Organization Profile Organization Profile

Once the invoice is created, it will be added to the invoice Drafts. As soon as the invoice is sent to your client, paid or rejected by him/her, you can change its status in the Invoices list.

  1. check the invoice you need in the Invoices list,
  2. click the Change Status button above,
  3. select the appropriate status: Draft, Billed, Paid or Rejected.

To edit an invoice,

You can edit invoices with the Draft status only.
  1. select the invoice you need in the Invoices list,
  2. click the Actions Icon icon to the right of the invoice title,
  3. select the Edit invoice option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

Using the Actions drop-down menu you can also download, print, send, duplicate or delete the selected invoice.

Organizing cases

The Cases section is aimed to simplify event organization, seminar and meeting arrangement etc. with a group of customers.

To plan an event:

  1. Click the Create button in the upper left corner and select the Case option.
  2. Enter a Title for your Case.
  3. Select your case Participant from the customer database.

    You can add as many participants as you wish using the search field. To delete a participant added by mistake, use the Unlink contact Icon icon.

  4. Add tags, if necessary, clicking the Add tag link and selecting one of the available tags or creating a new one.
  5. Enter other requested information, if available.

    To enter some additional information customize user fields. To do that, first of all save the currently created case. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  6. Restrict access to your case checking the corresponding box.

    By default, the access to the newly created case is granted to all portal users. Check the Restrict access to the case box and select the users you wish to grant the access to clicking the Add users link. The selected users will be notified about new case created and will be able to view and edit it.

  7. Click the Save button or use the Save and Create New Case button to start creating a new case right after saving the current one.

Once a case is created, you can schedule events, assign tasks, manage participants, store the related documentation.

For more information, please refer to this article.

Add case Add case

To edit a case,

  1. select the case you need in the Cases list,
  2. click the Actions Icon icon to the right of the case title,
  3. select the Edit case option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

After your case took place you can close it in the system. To do that, just check the box to the left of the case title.

To delete a case, choose the corresponding option from the Actions drop-down list.

 Using VoIP[

The VoIP feature allows you to receive incoming calls from your customers and make outgoing calls right from a web browser.

To use the IP telephony functionality, you need to sign up for a Twilio account and connect it to your portal specifying API credentials: Account SID and Auth token. They can be found at the Twilio Console page in the 'Account Summary' section.

The ability to connect a Twilio account is available for portal administrators only.

Click the Settings Icon icon at the top of the page to go to your portal settings and open the Integration -> Third-Party Authorization section. Click the switcher next to the Twilio service, specify API credentials in the appropriate fields and click the Enable button.

Once you connect your Twilio account to the portal, you will be able to add and manage virtual numbers.

To add a virtual number,

  1. In the CRM module, go to the Settings section on the left-side panel and click the VoIP Settings option.
  2. Click the Buy phone number link.
  3. In the Number purchase window, select the necessary number from the list of the available ones and press the Buy phone number button.

    If you already have some phone numbers purchased earlier in your Twilio account, you can use the Link purchased number option. In a new window, select one of the available Twilio virtual numbers and click the Link purchased number button.

When the first number is added to your CRM module, you can use the Buy phone number/Link purchased number link above the Virtual numbers and operators list to add some other numbers.

If you are using a trial Twilio account, you cannot add more than one virtual number. Trial Twilio accounts also have some other restrictions. To use all the capabilities of the service, you'll need to upgrade your Twilio account.

To set up the added virtual number,

  1. In the Virtual numbers and operators list, select the number you want to set up.
  2. Click the Outgoing calls switcher to enable the possibility to not only receive incoming calls but also make outgoing calls using this number.
  3. Click the Call recording switcher to enable the possibility to record all incoming and outgoing calls for this number so that you will be able to listen to the necessary call recording later.
  4. Click the Arrow Icon arrow to the left of the necessary number to Add operators who should be able to use this virtual number. Check the necessary portal users in the list and click the Save button. Once operators are added, the VoIP VoIP Icon icon will be available for them on the top of the page.

    You can also set up Outgoing calls and Call recording for each of the added operators separately using the switchers next to the operator's name. To remove an added operator from the virtual number operator list, click the Actions Actions Icon icon to the right of the operator's name and select the Delete option.

Use the Actions Actions Icon icon to the right of the necessary virtual number to Edit or Delete the number.

Set up number Set up number

To learn more about common settings for all numbers and individual settings that you can apply to a separate number, please refer to this article.

To start accepting and making calls,

  1. Click the VoIP VoIP Icon icon on the top of the page. The VoIP client opens in a new window.
  2. Choose the Online status next to your name.
VoIP window VoIP window

The Browser option is selected by default, and currently, it is the only available option in the drop-down list, so you don't need to do anything else. Now you are ready to accept incoming calls.

If you receive an incoming call, you can Answer or Reject it using the corresponding buttons within the VoIP window.

If a person whose phone number is stored in your CRM customer base calls you, the contact name is displayed in this window. You can click it to open the customer profile in a new browser tab and easily find all the necessary information about the client that can be useful during the phone conversation.

To end the call, click the Disconnect button.

The Missed Calls button button in the VoIP window allows to view the list of missed calls during the current session. If you want to call back to the person who called you, move the mouse cursor over the missed call Missed Call icon icon in the list so that it turns into the Call Back button icon and click it.

The operators who have been granted sufficient permissions can make outgoing calls. To make a call,

  1. Click the Dial pad Icon button to open the dial pad.
    Call CRM contact Call CRM contact
  2. Click the Select contact Icon icon to open the list of all existing CRM contacts. To facilitate searching for a contact, you can enter the contact name, entirely or partially, in the search field above the contact list. Select the necessary CRM contact from the list.
    Alternatively, you can right-click the necessary contact in the complete list of Companies/Persons on the Contacts tab and choose the Make a VoIP call option in the context menu. Currently, you cannot call a contact from his/her profile page.

    The selected contact phone number will be displayed in the corresponding field.

    Phone number

    If the contact profile contains several phone numbers (mobile, work, home), click the Arrow arrow in the right part of the phone number field to choose the necessary number. To remove the number, click the Remove number icon.

    To call to the number that is not stored in your customer base, select the country code from the Country Code list and enter the phone number using the keypad or your PC keyboard.

  3. Click the Call button.

If you call a contact stored in the CRM module, the link to the contact profile is displayed in this window, so that you can open the profile in a new browser tab.

If you make a call to a new number that is not stored in the CRM contacts or if you receive a call from such a number, this number will be automatically saved to your CRM contacts as a new contact. A new Outgoing or Incoming call event is also automatically added to the history for this contact.

All the incoming, outgoing and missed calls are displayed in the Calls section. Click the Calls link on the left-side panel to open the call list. It provides the following information about calls: date and time, agent (operator name), client (customer name stored in the CRM base), call duration and cost. If a call has been recorded, click the Playback Icon icon to playback the recording.

For more details on viewing the call list and adding information about calls to your customer database, please refer to this article.

Generating reports)

To keep up with what everyone is doing you need to constantly monitor the sales progress. You can view reports on successfully closed opportunities, evaluate sales forecast, build sales funnel, receive detailed statistics on contacts, tasks, opportunities, invoices and VoIP calls by managers, as well as get summary reports for a specified period.

Make use of the online office Reports system that allows you to easily analyze your data and visualize the information using charts and tables.

To generate a report:

  1. open the Reports list clicking the corresponding link on the left-side panel,
  2. select the type of the report you wish to generate from the Reports list,
  3. configure the available report parameters:
    • select the necessary Time period from the list,
    • select Managers whose productivity you wish to assess. Click the Add user link and check the necessary users in the list. Use the filter field at the top to facilitate the search. You can also check the necessary group or the Select All option to add the users from the selected group or all the portal users respectively. Сlick the Save button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the Delete user icon icon.
  4. click the Generate Report button.
    If you use different currencies for your opportunities and invoices and the exchange rates are not yet specified in the CRM settings, a new window opens where you will be prompted to set up the used currency exchange rates. For more details on how to set an exchange rate please refer to this article.
CRM Reports CRM Reports

Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary.

CRM Reports CRM Reports

All the generated reports can be found in the Generated reports list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:

Changing CRM module settings

By default, all portal users can access the CRM module. There are 2 different access levels inside it: user and CRM administrator.

Being a user you may perform the following operations:

Being a CRM administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the CRM for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the CRM section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Change CRM Module Settings Change CRM Module Settings

To disable the CRM module just switch to the Modules & Tools subsection of the Common portal settings selecting the corresponding option on the left side panel, uncheck the CRM module in the Modules section and click the Save button.

Overview

CRM, or Customer Relationship Management, is a strategy used by many companies and aimed at getting more information about their customers' needs and behaviors in order to improve their interactions, therefore reducing the company costs and increasing their profitability.

CRM is a simple customer relationship management tool which helps achieve these goals providing you with:

To access the CRM module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Adding contacts9

There's no doubt that it's very important to keep all information about clients in order, so that it can be quickly accessible and easily updated. The CRM module allows you to create your own customer database, whether your clients are big companies or single individuals.

To add a new contact to your customer database:

  1. Click the Create button in the upper left corner and select one of two options: Person or Company.
  2. Fill in the obligatory fields: First Name and Last Name for persons, Company Name for companies.
  3. Select a Contact Type or leave the type not specified.
    The portal and CRM administrators can change the default contact types according to their company needs. Just click the Contact Types link in the Settings >> Contact settings section. For more details please refer to this article.
  4. Enter any other available information: Email, Phone, Web Site/Social Networks, Address, Description.

    To enter some additional information customize user fields. To do that, first of all save the currently created contact. Otherwise all the entered information will be lost. Then expand the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  5. Select the Currency for this contact from the list of the available ones. The selected currency will be used in the invoices you create for this contact.
  6. Add some existing Tags selecting them from the list or create a new one.
  7. Upload a photo.

    To add/change a picture click the Change photo link below the image area. The Choose a profile photo window will open. If you wish to upload a picture from PC click the Browse button, locate a desired picture stored on your hard disk drive and double-click it to load.

    You can upload an image not larger than 200x300 pixels, otherwise resizing will take place. The maximum image size cannot exceed 1 MB.

    If you previously filled the social network user field in the contact profile the images from the social networks will be displayed in the Choose a profile photo window. Click the one you wish to use for a contact.

  8. Assign a contact manager.

    By default, the contact you create is assigned to you. If you wish to appoint another manager for this contact, click the Add user link and select the necessary user. The selected user will be notified about a new contact assigned to him/her.

  9. Make the contact available to other users.

    By default, the access to the newly created contact is granted to its managers only. Check the Allow access to the company/person for all CRM users box if you wish to grant access to all CRM users i.e. make the contact public. Specify the access type selecting the necessary option from the drop-down list:

    • for reading - to allow all users to view this contact (this option is selected by default),
    • for reading/writing - to allow all users to view and edit this contact.

    Public contacts are marked with the Public contact Icon icon on their photos.

  10. Click the Save button or use the Save and Create New Contact button to start creating a new contact right after saving the current one.
Add company Add company

To add several contacts at once,

Make use of the Import contacts option. This option helps you move all your contacts from a .csv file to CRM module without efforts. To do that, just click the More Actions button button to the right of the Create button, select the Import contacts option and follow the step by step instructions.

For more details please refer to this article.

To add contacts automatically,

Use the Website Contact Form. This option allows you to build a form that you can publish on your site. Your potential customers will be automatically added to your customer database when they contact you via the online form embedded on your web page. To do that, click the Website Contact Form link from the Settings list on the left side panel and follow the step by step instructions.

This function is available for portal and CRM administrators only.

For more details please refer to this article.

Once your clients are manually created through the Create new company/person form, imported from a .csv file, or automatically added via Website Contact Form, they will be all included in the Contacts list of the CRM module.

To update the available contact information,

  1. select the necessary contact from the Contacts list,
  2. click the Actions Icon icon to the right of the contact name,
  3. select the Edit contact option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete a contact, choose the corresponding option from the Actions drop-down list.

If an invoice has been made out to a contact, you cannot delete this contact until you delete the associated invoice.
Assigning tasks'

The Tasks section gives you a full overview of coming duties at a glance. Collaborating with a client you can create tasks for yourself or assign them to other colleagues.

To set a task:

  1. Click the Create button in the upper left corner and select the Task option.
  2. Enter a Title for your task.
  3. Select an appropriate task Category from the drop-down list.
    The portal and CRM administrators can change the default task categories according to their company needs. Just click the Task Categories link in the Settings >> Other settings section. For more details please refer to this article.
  4. Enter a contact you wish to link your task with.
  5. Set a desired Due date: date and time.

    To do that, use one of the available options: Today, 3 days, Week, or select it from the calendar, or enter it manually in the following format dd/mm/yyyy.

  6. Set a task reminder.

    By default, you will be informed about your task a day before its due date. If you want to change the reminder time, open the Alert drop-down list and select one of the available options: 5 minutes, 15 minutes, half an hour, an hour, 2 hours, a day. To switch the reminder off select the never option from the drop-down list.

  7. Select the responsible person you wish to assign this task to from the Assigned to list.

    By default, the task is assigned to you. To change the responsible person just click the link with your name and select the user you need. Leave the Notify box checked if you wish the responsible person to be notified about the new task assign to him/her.

  8. Enter a short Description.
  9. Click the Save button.
Assign task Assign task

It's also possible to create a task within an opportunity or a case.

  1. open an appropriate opportunity/case page clicking its title,
  2. switch to the Tasks tab below its title,
  3. click the Create task link if there is no tasks or use the Create button in the upper left corner and select the Task option,
  4. fill in the Create new task form,
  5. click the Save button.

This task will be automatically linked to the selected opportunity/case.

To add the same task linked with different contacts make use of the Create New Task group operation,

  1. open the Contacts list,
  2. select the contacts you need checking the box to the left,
  3. click the Create New Task button at the top of the Contacts list,
  4. fill in the Create new task form,
  5. click the Save button.

The tasks will be added to the Tasks list.

To learn more about Group Operations available in CRM please refer to this article.

If you need to edit a task,

  1. select the task you need from the Tasks list,
  2. click the Actions Icon icon to the right of the task title,
  3. select the Edit task option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

Once the task is completed close it right in the Tasks list changing its status from Open to Closed. To do that, just click the arrow Arrow to the left of the task title and select the necessary status from the list.

To delete a task, choose the corresponding option from the Actions drop-down list.

Managing opportunities(

An opportunity is used to keep track of the potential sales, their estimated due date, budget and success probability and help you manage your sales more easily and effectively.

To add an opportunity:

  1. Click the Create button in the upper left corner and select the Opportunity option.
  2. Enter a Title for your opportunity.
  3. Enter an opportunity Contact - person or company - selecting it from your customer database.
  4. Add a short Description.
  5. Specify your opportunity Budget currency, amount and type.
  6. Set the Estimated deal due date using the calendar.
  7. Select a Responsible for your opportunity from the drop-down list.
  8. Set an opportunity Stage using the drop-down list. The Success probability in percent will set accordingly.
    The portal and CRM administrators can change the default opportunity stages according to their company needs. Just click the Opportunity Stages link in the Settings >> Other settings section. For more details please refer to this article.
  9. Enter other requested information, if available.

    To enter some additional information customize user fields. To do that, first of all save the currently created opportunity. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  10. Restrict access to your opportunity checking the corresponding box.

    By default, the access to the newly created opportunity is granted to all portal users. Check the Restrict access to the opportunity box and select the users you wish to grant the access to clicking the Add users link. The selected users will be notified about new opportunity added and will be able to view and edit it.

  11. Click the Save button or use the Save and Create New Opportunity button to start creating a new opportunity right after saving the current one.
Add opportunity Add opportunity

The created opportunity will be added to the Opportunities list. You can access it either from the Opportunities list clicking the corresponding link on the left side panel or clicking the client name in the Contacts list and switching to the Opportunities tab inside.

To organize the work on your opportunity more efficiently you can create a project. To do that,

  1. select the opportunity you need in the Opportunities list,
  2. click the Actions Icon icon to the right of the opportunity title,
  3. select the Create project option from the drop-down list,
  4. fill in the form and click the Save button.

Each time your customer relations take a step forward, the opportunity related to this client goes to a new stage. To change the opportunity stage,

  1. open the opportunity overview page clicking its title,
  2. select one of the available stages from the corresponding drop-down list.

To edit an opportunity,

  1. select the opportunity you need in the Opportunities list,
  2. click the Actions Icon icon to the right of the opportunity title,
  3. select the Edit opportunity option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

To delete an opportunity, choose the corresponding option from the Actions drop-down list.

Making invoices?

The Invoices section allows you to create and manage invoices for the products and services provided.

To create an invoice:

  1. Click the Create button in the upper left corner and select the Invoice option.
  2. Check your Invoice number.

    By default, the invoice number is generated automatically using the INV prefix and the number in the ####### format starting from 0000001. But you can easily change it while creating an invoice. To do that, just click the Change format link next to the Invoice number field. Enter a necessary Prefix and the Start number.

    If you don't want the invoice number to be generated automatically, uncheck the automatically generated case. After that you will be able to enter any number you need manually.

    This option is available for portal and CRM administrators only.
  3. Set the Invoice date selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.

    The Invoice date is the date the invoice is issued.

  4. Select a Client you wish to create the invoice for using the search field.

    The system will use the billing address information stored on your customer database. If necessary, you can change it using the Edit billing address link which appears below the client name once it is selected.

  5. Select a Consignee using the search field.

    If the Consignee coincides with the Client, just check the coincides with the client box and add the delivery address using the corresponding link which appears next to the Edit billing address link.

  6. Link the invoice with one of the available opportunities.
  7. Set a Due date using one of the available options to the right: Due on receipt, 15 days, 30 days or 45 days, or selecting it from the calendar, or entering it manually in the following format dd/mm/yyyy.

    The Due date is the date by which the invoice needs to be paid.

  8. Select the Invoice language from the list of the available ones.
  9. Select the Currency for your invoice. By default, the currency specified in the profile of the client is used. If the currency is not set in the client's profile, the default currency specified in the CRM settings is used. If necessary, you can select any other currency from the list of the available ones.

    If you select a currency that differs from the default currency specified in the CRM settings, the Exchange rate field is also displayed. Set the appropriate conversion rate and click the Save button.

    The portal and CRM administrators can change the default currency and set conversion rates for the currencies from the list in the Settings >> Currency settings section. For more details please refer to this article.
  10. Enter a PO Number, if available.
  11. Specify your payment Terms.

    If you wish to specify the general terms for all your future invoices, click the Set default link below the Terms field, enter your terms and click the Save button.

  12. Enter Client Notes, if necessary.

    They will be displayed on your invoice and added to the message body if you send the invoice per Mail.

  13. Fill in the Products & Services section.

    List the services/products you provided for your client. You can select them from the list, if available, or create right there opening the Select item list and clicking the Create new item link.

    Enter the item Quantity and Discount, if applicable.

    Add the sale Tax or leave this field empty. You can select the tax to apply from the list, if already available, or create a new one right there opening the Tax list and clicking the Create new tax link.

    In the same way you can add as many services/products as you need.

  14. Check the Subtotal and Total calculated automatically based on the information provided above.
  15. Click the Add This Invoice button or use the Add and Create New Invoice button to start creating a new invoice right after saving the current one.
Make invoice Make invoice

To specify your company information for the invoice, expand the Settings list at the left side panel, select the Invoice settings section and click the Organization profile link.

This option is available for portal and CRM administrators only.

Here you can:

  1. enter your company name,
  2. add your company logo clicking the Change Logo button below the default image,
  3. set your organization billing address filling in the Address section fields.

All this information will be placed and displayed on your invoices.

Organization Profile Organization Profile

Once the invoice is created, it will be added to the invoice Drafts. As soon as the invoice is sent to your client, paid or rejected by him/her, you can change its status in the Invoices list.

  1. check the invoice you need in the Invoices list,
  2. click the Change Status button above,
  3. select the appropriate status: Draft, Billed, Paid or Rejected.

To edit an invoice,

You can edit invoices with the Draft status only.
  1. select the invoice you need in the Invoices list,
  2. click the Actions Icon icon to the right of the invoice title,
  3. select the Edit invoice option from the Actions drop-down list,
  4. make all the changes you need and click the Save Changes button.

Using the Actions drop-down menu you can also download, print, send, duplicate or delete the selected invoice.

Organizing cases

The Cases section is aimed to simplify event organization, seminar and meeting arrangement etc. with a group of customers.

To plan an event:

  1. Click the Create button in the upper left corner and select the Case option.
  2. Enter a Title for your Case.
  3. Select your case Participant from the customer database.

    You can add as many participants as you wish using the search field. To delete a participant added by mistake, use the Unlink contact Icon icon.

  4. Add tags, if necessary, clicking the Add tag link and selecting one of the available tags or creating a new one.
  5. Enter other requested information, if available.

    To enter some additional information customize user fields. To do that, first of all save the currently created case. Otherwise all the entered information will be lost. Then explore the Settings >> Other settings section on the left side panel and click the User Fields link.

    For more details please refer to this article.

    This function is available for portal and CRM administrators only.
  6. Restrict access to your case checking the corresponding box.

    By default, the access to the newly created case is granted to all portal users. Check the Restrict access to the case box and select the users you wish to grant the access to clicking the Add users link. The selected users will be notified about new case created and will be able to view and edit it.

  7. Click the Save button or use the Save and Create New Case button to start creating a new case right after saving the current one.

Once a case is created, you can schedule events, assign tasks, manage participants, store the related documentation.

For more information, please refer to this article.

Add case Add case

To edit a case,

  1. select the case you need in the Cases list,
  2. click the Actions Icon icon to the right of the case title,
  3. select the Edit case option from the drop-down list,
  4. make all the changes you need and click the Save Changes button.

After your case took place you can close it in the system. To do that, just check the box to the left of the case title.

To delete a case, choose the corresponding option from the Actions drop-down list.

 Using VoIP[

The VoIP feature allows you to receive incoming calls from your customers and make outgoing calls right from a web browser.

To use the IP telephony functionality, you need to sign up for a Twilio account and connect it to your portal specifying API credentials: Account SID and Auth token. They can be found at the Twilio Console page in the 'Account Summary' section.

The ability to connect a Twilio account is available for portal administrators only.

Click the Settings Icon icon at the top of the page to go to your portal settings and open the Integration -> Third-Party Authorization section. Click the switcher next to the Twilio service, specify API credentials in the appropriate fields and click the Enable button.

Once you connect your Twilio account to the portal, you will be able to add and manage virtual numbers.

To add a virtual number,

  1. In the CRM module, go to the Settings section on the left-side panel and click the VoIP Settings option.
  2. Click the Buy phone number link.
  3. In the Number purchase window, select the necessary number from the list of the available ones and press the Buy phone number button.

    If you already have some phone numbers purchased earlier in your Twilio account, you can use the Link purchased number option. In a new window, select one of the available Twilio virtual numbers and click the Link purchased number button.

When the first number is added to your CRM module, you can use the Buy phone number/Link purchased number link above the Virtual numbers and operators list to add some other numbers.

If you are using a trial Twilio account, you cannot add more than one virtual number. Trial Twilio accounts also have some other restrictions. To use all the capabilities of the service, you'll need to upgrade your Twilio account.

To set up the added virtual number,

  1. In the Virtual numbers and operators list, select the number you want to set up.
  2. Click the Outgoing calls switcher to enable the possibility to not only receive incoming calls but also make outgoing calls using this number.
  3. Click the Call recording switcher to enable the possibility to record all incoming and outgoing calls for this number so that you will be able to listen to the necessary call recording later.
  4. Click the Arrow Icon arrow to the left of the necessary number to Add operators who should be able to use this virtual number. Check the necessary portal users in the list and click the Save button. Once operators are added, the VoIP VoIP Icon icon will be available for them on the top of the page.

    You can also set up Outgoing calls and Call recording for each of the added operators separately using the switchers next to the operator's name. To remove an added operator from the virtual number operator list, click the Actions Actions Icon icon to the right of the operator's name and select the Delete option.

Use the Actions Actions Icon icon to the right of the necessary virtual number to Edit or Delete the number.

Set up number Set up number

To learn more about common settings for all numbers and individual settings that you can apply to a separate number, please refer to this article.

To start accepting and making calls,

  1. Click the VoIP VoIP Icon icon on the top of the page. The VoIP client opens in a new window.
  2. Choose the Online status next to your name.
VoIP window VoIP window

The Browser option is selected by default, and currently, it is the only available option in the drop-down list, so you don't need to do anything else. Now you are ready to accept incoming calls.

If you receive an incoming call, you can Answer or Reject it using the corresponding buttons within the VoIP window.

If a person whose phone number is stored in your CRM customer base calls you, the contact name is displayed in this window. You can click it to open the customer profile in a new browser tab and easily find all the necessary information about the client that can be useful during the phone conversation.

To end the call, click the Disconnect button.

The Missed Calls button button in the VoIP window allows to view the list of missed calls during the current session. If you want to call back to the person who called you, move the mouse cursor over the missed call Missed Call icon icon in the list so that it turns into the Call Back button icon and click it.

The operators who have been granted sufficient permissions can make outgoing calls. To make a call,

  1. Click the Dial pad Icon button to open the dial pad.
    Call CRM contact Call CRM contact
  2. Click the Select contact Icon icon to open the list of all existing CRM contacts. To facilitate searching for a contact, you can enter the contact name, entirely or partially, in the search field above the contact list. Select the necessary CRM contact from the list.
    Alternatively, you can right-click the necessary contact in the complete list of Companies/Persons on the Contacts tab and choose the Make a VoIP call option in the context menu. Currently, you cannot call a contact from his/her profile page.

    The selected contact phone number will be displayed in the corresponding field.

    Phone number

    If the contact profile contains several phone numbers (mobile, work, home), click the Arrow arrow in the right part of the phone number field to choose the necessary number. To remove the number, click the Remove number icon.

    To call to the number that is not stored in your customer base, select the country code from the Country Code list and enter the phone number using the keypad or your PC keyboard.

  3. Click the Call button.

If you call a contact stored in the CRM module, the link to the contact profile is displayed in this window, so that you can open the profile in a new browser tab.

If you make a call to a new number that is not stored in the CRM contacts or if you receive a call from such a number, this number will be automatically saved to your CRM contacts as a new contact. A new Outgoing or Incoming call event is also automatically added to the history for this contact.

All the incoming, outgoing and missed calls are displayed in the Calls section. Click the Calls link on the left-side panel to open the call list. It provides the following information about calls: date and time, agent (operator name), client (customer name stored in the CRM base), call duration and cost. If a call has been recorded, click the Playback Icon icon to playback the recording.

For more details on viewing the call list and adding information about calls to your customer database, please refer to this article.

Generating reports)

To keep up with what everyone is doing you need to constantly monitor the sales progress. You can view reports on successfully closed opportunities, evaluate sales forecast, build sales funnel, receive detailed statistics on contacts, tasks, opportunities, invoices and VoIP calls by managers, as well as get summary reports for a specified period.

Make use of the online office Reports system that allows you to easily analyze your data and visualize the information using charts and tables.

To generate a report:

  1. open the Reports list clicking the corresponding link on the left-side panel,
  2. select the type of the report you wish to generate from the Reports list,
  3. configure the available report parameters:
    • select the necessary Time period from the list,
    • select Managers whose productivity you wish to assess. Click the Add user link and check the necessary users in the list. Use the filter field at the top to facilitate the search. You can also check the necessary group or the Select All option to add the users from the selected group or all the portal users respectively. Сlick the Save button. If you want to delete a user added by mistake, place the mouse cursor over the needed user and click the Delete user icon icon.
  4. click the Generate Report button.
    If you use different currencies for your opportunities and invoices and the exchange rates are not yet specified in the CRM settings, a new window opens where you will be prompted to set up the used currency exchange rates. For more details on how to set an exchange rate please refer to this article.
CRM Reports CRM Reports

Once the report is generated, click the Open link at the bottom right corner to view the report. The file will open in the Spreadsheet Editor and you will be able to edit it, print or download if necessary.

CRM Reports CRM Reports

All the generated reports can be found in the Generated reports list (they are only accessible to the user who generated them). To manage your reports, move the mouse cursor over the necessary report in the list and use the icons next to the file:

Changing CRM module settings

By default, all portal users can access the CRM module. There are 2 different access levels inside it: user and CRM administrator.

Being a user you may perform the following operations:

Being a CRM administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the CRM for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the CRM section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Change CRM Module Settings Change CRM Module Settings

To disable the CRM module just switch to the Modules & Tools subsection of the Common portal settings selecting the corresponding option on the left side panel, uncheck the CRM module in the Modules section and click the Save button.

Overview

The Community module offers you a complete toolset for building a social network inside your company. It lets you communicate and collaborate not only with your project team, but with the entire company. Using the Community module you can:

To access the Community module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Maintaining blog

The corporate blog is a diary or journal where any user of the portal can create his own page to share the interesting information, thoughts and experiences with others.

To build a corporate blog,

  1. click the Create button in the upper left corner and select the blog Post option from the drop-down list,
  2. enter a Title for your post,
  3. type in your post Text,
  4. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  5. select a part to be shown on the Blogs and Feed pages,

    To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the blog list and feed pages.

  6. enter tags separating them with commas,

    This helps categorize your post and facilitate the search for the other users.

  7. leave the Subscribe to post comments box checked if you wish to be notified about all new comments added to your post,
  8. preview the result clicking the corresponding button below,
  9. click the Publish button, if you are satisfied with the result.
Maintaining Blog Maintaining Blog

Your blog post will be published and displayed on the Blogs page. To leave a comment to your post or any other posts within your corporate blog, just click the Add comment link below the post message.

If you need to edit a post,

  1. open the blog post page clicking its title on the Blogs page,
  2. click the Actions Icon icon to the right of the post title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

To delete a post, choose the corresponding option from the Actions drop-down list.

If you no longer want to receive the notifications about new comments added, unsubscribe from your post. To do that,

  1. open your blog post page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the blog post title.
Sharing events

If you have some news or announcements you wish to share with other portal users, create an event.

To post your message,

  1. click the Create button in the upper left corner and select one of the event types: News, Order, or Announcement from the drop-down list,
  2. enter a Title for your event,
  3. type in your event Text,
  4. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  5. preview the result clicking the corresponding button below,
  6. click the Publish button, if you are satisfied with the result.
Sharing Events Sharing Events

Your event will be published and displayed on the Events page. To leave a comment to your event or any other events shared with you, just click the Add comment link below the event message.

All your portal users will be notified about a new event added.

If you need to edit an event,

  1. open the event page clicking its title on the Events page,
  2. click the Actions Icon icon to the right of the event title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

To delete an event, choose the corresponding option from the Actions drop-down list.

By default you are subscribed to your newly created event and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your event. To do that,

  1. open your event page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the event title.
 Adding poll

The best way to collect other users' opinions and find out what they think about some issue is to create a poll.

To add a new poll,

  1. click the Create button in the upper left corner and select the corresponding Poll option from the drop-down list,

    You can add a poll within two Community sections: Events and Forums.

  2. enter your Poll Question,
  3. specify your Poll Choices,

    You need to add at least two possible choices. Using the Add poll choice link you can add up to 15 choices. To delete one of the choices use the Delete Choice Icon icon to the right of the entry field.

  4. select a desired Poll Type,
    • Allow only one choice for this poll question - check this option to give the participants the possibility to select only one answer.
    • Allow multiple choices for this poll question - check this option to give the participants the possibility to select several responses to a single question.
  5. click the Save button.
Adding Poll Adding Poll

The created poll will be added to the Events list or Forums list according to the option you have selected at the step 1.

If you need to edit a poll,

  1. open the poll page clicking its title,
  2. click the Actions Icon icon to the right of the poll title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save button.

To delete a poll, choose the corresponding option from the Actions drop-down list.

By default you are subscribed to your newly created poll and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your poll. To do that,

  1. open your poll page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the poll title.
Leading forum discussion,

If you need to discuss some issues or just share your ideas and knowledges with other portal users make use of the Forums section.

To organize a portal forum,

  1. click the Create button in the upper left corner and select the Forum option from the drop-down list,
  2. select a desired forum Category,

    Drop-down the list and select one of the existing categories you wish to add your forum to or create a new one choosing the Create a new category option from the list and entering its Title in the corresponding field below;

  3. enter a Forum Name,
  4. provide a short Description of your forum that will be displayed along with its name on the Forums page,
  5. click the Create button.

To manage forums,

Make use of the Forum Editor clicking the corresponding link in the Settings section at the left side panel. Here you can:

The Forum Creation/Editing option is available for portal and Community administrators only.
Leading Forum Discussion Leading Forum Discussion

To add a new topic to discuss to your forum:

  1. click the Create button in the upper left corner and select the Topic option from the drop-down list,
  2. select a Forum you wish to add a topic to,
  3. enter a Topic title,
  4. type in your topic Message,
  5. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  6. enter tags separating them with commas,

    This helps categorize your topic and facilitate the search for the other users.

  7. attach a file, if necessary, clicking the corresponding button,
  8. leave the Subscribe to this topic box checked if you wish to be notified about all new posts added to your topic,
  9. preview the result clicking the corresponding button below,
  10. click the Publish button, if you are satisfied with the result.

Your forum topic will be published and displayed on the selected forum page. To add a post to your topic or any other topics within your forum, use one of the links below the message:

If you need to edit a topic,

  1. open the topic page clicking its title,
  2. click the Actions Icon icon to the right of the topic title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save button.

To delete a topic, choose the corresponding option from the Actions drop-down list.

Being a portal or Community administrator you can stick or close any topic, just open the topic list, click the arrow next to the topic title you need and select the necessary option.

If you no longer want to receive the notifications about new posts added, unsubscribe from your topic. To do that,

  1. open your topic page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the topic title.
Adding bookmarks

A bookmark is a link to a web resource that allows you to easily get back to your favorite place. Community allows you to create, store and share your bookmarks with other portal users directly on your portal.

To add a bookmark,

  1. click the Create button in the upper left corner and select the Bookmark option from the drop-down list,
  2. enter the link to the page you want to bookmark in the URL field,
  3. click the Check URL button,
  4. change the bookmark Name, if necessary,
  5. add/edit a bookmark Description,
  6. enter tags separating them with commas,

    This helps categorize your bookmark and facilitate the search for the other users.

  7. click the Save button.
Adding Bookmarks Adding Bookmarks

The created bookmark will be added to the Bookmarks list.

To add a bookmark shared by other users to your Favorites list,

  1. find the bookmark you wish to add,

    Use the links above the Bookmarks list to display the Most Recent bookmarks or, Top of the Day, or the bookmarks added the latest Week, Month, Year.

  2. click the Plus sign sign to the right of the selected bookmark,
  3. review the bookmark details,
  4. click the Add to Favorites button.

To access your Favorites list, explore the Bookmarks list at the left side panel and select the corresponding option.

To remove a bookmark from your Favorites list use the Cross sign icon to the right of the bookmark title.

If you need to edit a bookmark,

  1. find the bookmark you wish to edit,

    Use the links above the Bookmarks list to display the Most Recent bookmarks or, Top of the Day, or the bookmarks added the latest Week, Month, Year.

  2. click the Details link below the bookmark title,
  3. use the Edit link to open the Edit bookmark form,
  4. make the changes you need and click the Add to Favorites button.

To delete a bookmark use the Cross sign icon to the right of the bookmark title.

By default you are subscribed to your newly created bookmark and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your bookmark. To do that,

  1. open your bookmark description page clicking the Details link below its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the bookmark title.
 Using Wiki

Wiki is another way to store, organize and share information with other portal users. It allows you to create pages, interlink them and group them into categories.

To create a new page,

  1. click the Create button in the upper left corner and select the Page option from the drop-down list,
  2. enter a desired Page Title,
  3. type in the Text of your article,
  4. edit the text using the Formatting Toolbar.

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • add headings;
    • subscript and superscript some characters;
    • insert links to internal or external resources;
    • insert/edit tables;
    • add different images;
    • insert local file link;
    • add horizontal lines;
    • insert numbered and bulleted lists.

    Read the Wiki Markup Tips for the text to be displayed correctly on a page, just click the corresponding link at the left side panel.

  5. Preview the result and publish your article.
Using Wiki Using Wiki

Your page will be added and displayed on the Wiki Index page.

Online office Wiki is a wiki, so any portal user can access any page and edit it, if necessary.

To start editing a Wiki page,

  1. open your Wiki page clicking its title on the Wiki Index page,
  2. click the Actions Icon icon to the right of the page title,
  3. select the Edit page option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

The page version will be changed. To view the whole page history just click the Version # link in the lower right corner of the page.

By default you are subscribed to your newly created page and will be notified via Email and Talk once your page is edited by another user or a comment is added. If you no longer want to receive the notifications, unsubscribe from your page. To do that,

  1. open your Wiki page clicking its title on the Wiki Index page,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the page title.
Keeping track of birthdays

Birthdays is a way to keep track of all portal users' birthdays. It allows you to:

Tracking Birthdays Tracking Birthdays
"Changing Community module settings

By default, all portal users can access the Community module. There are 2 different access levels inside it: user/guest and community administrator.

Being a user/guest you may perform the following operations:

Being a community administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the Community for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to Community section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Disabling Community module

To disable the Community module, go to the Common section and select the Modules & Tools subsection using the corresponding option at the left side panel and uncheck the Community module. To disable some Community tools only, just uncheck the tools you don't need and click the Save button.

Changing Community Settings Changing Community Settings
Overview

The Community module offers you a complete toolset for building a social network inside your company. It lets you communicate and collaborate not only with your project team, but with the entire company. Using the Community module you can:

To access the Community module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Maintaining blog

The corporate blog is a diary or journal where any user of the portal can create his own page to share the interesting information, thoughts and experiences with others.

To build a corporate blog,

  1. click the Create button in the upper left corner and select the blog Post option from the drop-down list,
  2. enter a Title for your post,
  3. type in your post Text,
  4. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  5. select a part to be shown on the Blogs and Feed pages,

    To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the blog list and feed pages.

  6. enter tags separating them with commas,

    This helps categorize your post and facilitate the search for the other users.

  7. leave the Subscribe to post comments box checked if you wish to be notified about all new comments added to your post,
  8. preview the result clicking the corresponding button below,
  9. click the Publish button, if you are satisfied with the result.
Maintaining Blog Maintaining Blog

Your blog post will be published and displayed on the Blogs page. To leave a comment to your post or any other posts within your corporate blog, just click the Add comment link below the post message.

If you need to edit a post,

  1. open the blog post page clicking its title on the Blogs page,
  2. click the Actions Icon icon to the right of the post title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

To delete a post, choose the corresponding option from the Actions drop-down list.

If you no longer want to receive the notifications about new comments added, unsubscribe from your post. To do that,

  1. open your blog post page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the blog post title.
Sharing events

If you have some news or announcements you wish to share with other portal users, create an event.

To post your message,

  1. click the Create button in the upper left corner and select one of the event types: News, Order, or Announcement from the drop-down list,
  2. enter a Title for your event,
  3. type in your event Text,
  4. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  5. preview the result clicking the corresponding button below,
  6. click the Publish button, if you are satisfied with the result.
Sharing Events Sharing Events

Your event will be published and displayed on the Events page. To leave a comment to your event or any other events shared with you, just click the Add comment link below the event message.

All your portal users will be notified about a new event added.

If you need to edit an event,

  1. open the event page clicking its title on the Events page,
  2. click the Actions Icon icon to the right of the event title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

To delete an event, choose the corresponding option from the Actions drop-down list.

By default you are subscribed to your newly created event and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your event. To do that,

  1. open your event page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the event title.
 Adding poll

The best way to collect other users' opinions and find out what they think about some issue is to create a poll.

To add a new poll,

  1. click the Create button in the upper left corner and select the corresponding Poll option from the drop-down list,

    You can add a poll within two Community sections: Events and Forums.

  2. enter your Poll Question,
  3. specify your Poll Choices,

    You need to add at least two possible choices. Using the Add poll choice link you can add up to 15 choices. To delete one of the choices use the Delete Choice Icon icon to the right of the entry field.

  4. select a desired Poll Type,
    • Allow only one choice for this poll question - check this option to give the participants the possibility to select only one answer.
    • Allow multiple choices for this poll question - check this option to give the participants the possibility to select several responses to a single question.
  5. click the Save button.
Adding Poll Adding Poll

The created poll will be added to the Events list or Forums list according to the option you have selected at the step 1.

If you need to edit a poll,

  1. open the poll page clicking its title,
  2. click the Actions Icon icon to the right of the poll title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save button.

To delete a poll, choose the corresponding option from the Actions drop-down list.

By default you are subscribed to your newly created poll and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your poll. To do that,

  1. open your poll page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the poll title.
Leading forum discussion,

If you need to discuss some issues or just share your ideas and knowledges with other portal users make use of the Forums section.

To organize a portal forum,

  1. click the Create button in the upper left corner and select the Forum option from the drop-down list,
  2. select a desired forum Category,

    Drop-down the list and select one of the existing categories you wish to add your forum to or create a new one choosing the Create a new category option from the list and entering its Title in the corresponding field below;

  3. enter a Forum Name,
  4. provide a short Description of your forum that will be displayed along with its name on the Forums page,
  5. click the Create button.

To manage forums,

Make use of the Forum Editor clicking the corresponding link in the Settings section at the left side panel. Here you can:

The Forum Creation/Editing option is available for portal and Community administrators only.
Leading Forum Discussion Leading Forum Discussion

To add a new topic to discuss to your forum:

  1. click the Create button in the upper left corner and select the Topic option from the drop-down list,
  2. select a Forum you wish to add a topic to,
  3. enter a Topic title,
  4. type in your topic Message,
  5. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  6. enter tags separating them with commas,

    This helps categorize your topic and facilitate the search for the other users.

  7. attach a file, if necessary, clicking the corresponding button,
  8. leave the Subscribe to this topic box checked if you wish to be notified about all new posts added to your topic,
  9. preview the result clicking the corresponding button below,
  10. click the Publish button, if you are satisfied with the result.

Your forum topic will be published and displayed on the selected forum page. To add a post to your topic or any other topics within your forum, use one of the links below the message:

If you need to edit a topic,

  1. open the topic page clicking its title,
  2. click the Actions Icon icon to the right of the topic title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save button.

To delete a topic, choose the corresponding option from the Actions drop-down list.

Being a portal or Community administrator you can stick or close any topic, just open the topic list, click the arrow next to the topic title you need and select the necessary option.

If you no longer want to receive the notifications about new posts added, unsubscribe from your topic. To do that,

  1. open your topic page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the topic title.
Adding bookmarks

A bookmark is a link to a web resource that allows you to easily get back to your favorite place. Community allows you to create, store and share your bookmarks with other portal users directly on your portal.

To add a bookmark,

  1. click the Create button in the upper left corner and select the Bookmark option from the drop-down list,
  2. enter the link to the page you want to bookmark in the URL field,
  3. click the Check URL button,
  4. change the bookmark Name, if necessary,
  5. add/edit a bookmark Description,
  6. enter tags separating them with commas,

    This helps categorize your bookmark and facilitate the search for the other users.

  7. click the Save button.
Adding Bookmarks Adding Bookmarks

The created bookmark will be added to the Bookmarks list.

To add a bookmark shared by other users to your Favorites list,

  1. find the bookmark you wish to add,

    Use the links above the Bookmarks list to display the Most Recent bookmarks or, Top of the Day, or the bookmarks added the latest Week, Month, Year.

  2. click the Plus sign sign to the right of the selected bookmark,
  3. review the bookmark details,
  4. click the Add to Favorites button.

To access your Favorites list, explore the Bookmarks list at the left side panel and select the corresponding option.

To remove a bookmark from your Favorites list use the Cross sign icon to the right of the bookmark title.

If you need to edit a bookmark,

  1. find the bookmark you wish to edit,

    Use the links above the Bookmarks list to display the Most Recent bookmarks or, Top of the Day, or the bookmarks added the latest Week, Month, Year.

  2. click the Details link below the bookmark title,
  3. use the Edit link to open the Edit bookmark form,
  4. make the changes you need and click the Add to Favorites button.

To delete a bookmark use the Cross sign icon to the right of the bookmark title.

By default you are subscribed to your newly created bookmark and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your bookmark. To do that,

  1. open your bookmark description page clicking the Details link below its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the bookmark title.
 Using Wiki

Wiki is another way to store, organize and share information with other portal users. It allows you to create pages, interlink them and group them into categories.

To create a new page,

  1. click the Create button in the upper left corner and select the Page option from the drop-down list,
  2. enter a desired Page Title,
  3. type in the Text of your article,
  4. edit the text using the Formatting Toolbar.

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • add headings;
    • subscript and superscript some characters;
    • insert links to internal or external resources;
    • insert/edit tables;
    • add different images;
    • insert local file link;
    • add horizontal lines;
    • insert numbered and bulleted lists.

    Read the Wiki Markup Tips for the text to be displayed correctly on a page, just click the corresponding link at the left side panel.

  5. Preview the result and publish your article.
Using Wiki Using Wiki

Your page will be added and displayed on the Wiki Index page.

Online office Wiki is a wiki, so any portal user can access any page and edit it, if necessary.

To start editing a Wiki page,

  1. open your Wiki page clicking its title on the Wiki Index page,
  2. click the Actions Icon icon to the right of the page title,
  3. select the Edit page option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

The page version will be changed. To view the whole page history just click the Version # link in the lower right corner of the page.

By default you are subscribed to your newly created page and will be notified via Email and Talk once your page is edited by another user or a comment is added. If you no longer want to receive the notifications, unsubscribe from your page. To do that,

  1. open your Wiki page clicking its title on the Wiki Index page,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the page title.
Keeping track of birthdays

Birthdays is a way to keep track of all portal users' birthdays. It allows you to:

Tracking Birthdays Tracking Birthdays
"Changing Community module settings

By default, all portal users can access the Community module. There are 2 different access levels inside it: user/guest and community administrator.

Being a user/guest you may perform the following operations:

Being a community administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the Community for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to Community section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Disabling Community module

To disable the Community module, go to the Common section and select the Modules & Tools subsection using the corresponding option at the left side panel and uncheck the Community module. To disable some Community tools only, just uncheck the tools you don't need and click the Save button.

Changing Community Settings Changing Community Settings
Overview

The Community module offers you a complete toolset for building a social network inside your company. It lets you communicate and collaborate not only with your project team, but with the entire company. Using the Community module you can:

To access the Community module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Maintaining blog

The corporate blog is a diary or journal where any user of the portal can create his own page to share the interesting information, thoughts and experiences with others.

To build a corporate blog,

  1. click the Create button in the upper left corner and select the blog Post option from the drop-down list,
  2. enter a Title for your post,
  3. type in your post Text,
  4. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  5. select a part to be shown on the Blogs and Feed pages,

    To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the blog list and feed pages.

  6. enter tags separating them with commas,

    This helps categorize your post and facilitate the search for the other users.

  7. leave the Subscribe to post comments box checked if you wish to be notified about all new comments added to your post,
  8. preview the result clicking the corresponding button below,
  9. click the Publish button, if you are satisfied with the result.
Maintaining Blog Maintaining Blog

Your blog post will be published and displayed on the Blogs page. To leave a comment to your post or any other posts within your corporate blog, just click the Add comment link below the post message.

If you need to edit a post,

  1. open the blog post page clicking its title on the Blogs page,
  2. click the Actions Icon icon to the right of the post title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

To delete a post, choose the corresponding option from the Actions drop-down list.

If you no longer want to receive the notifications about new comments added, unsubscribe from your post. To do that,

  1. open your blog post page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the blog post title.
Sharing events

If you have some news or announcements you wish to share with other portal users, create an event.

To post your message,

  1. click the Create button in the upper left corner and select one of the event types: News, Order, or Announcement from the drop-down list,
  2. enter a Title for your event,
  3. type in your event Text,
  4. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  5. preview the result clicking the corresponding button below,
  6. click the Publish button, if you are satisfied with the result.
Sharing Events Sharing Events

Your event will be published and displayed on the Events page. To leave a comment to your event or any other events shared with you, just click the Add comment link below the event message.

All your portal users will be notified about a new event added.

If you need to edit an event,

  1. open the event page clicking its title on the Events page,
  2. click the Actions Icon icon to the right of the event title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

To delete an event, choose the corresponding option from the Actions drop-down list.

By default you are subscribed to your newly created event and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your event. To do that,

  1. open your event page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the event title.
 Adding poll

The best way to collect other users' opinions and find out what they think about some issue is to create a poll.

To add a new poll,

  1. click the Create button in the upper left corner and select the corresponding Poll option from the drop-down list,

    You can add a poll within two Community sections: Events and Forums.

  2. enter your Poll Question,
  3. specify your Poll Choices,

    You need to add at least two possible choices. Using the Add poll choice link you can add up to 15 choices. To delete one of the choices use the Delete Choice Icon icon to the right of the entry field.

  4. select a desired Poll Type,
    • Allow only one choice for this poll question - check this option to give the participants the possibility to select only one answer.
    • Allow multiple choices for this poll question - check this option to give the participants the possibility to select several responses to a single question.
  5. click the Save button.
Adding Poll Adding Poll

The created poll will be added to the Events list or Forums list according to the option you have selected at the step 1.

If you need to edit a poll,

  1. open the poll page clicking its title,
  2. click the Actions Icon icon to the right of the poll title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save button.

To delete a poll, choose the corresponding option from the Actions drop-down list.

By default you are subscribed to your newly created poll and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your poll. To do that,

  1. open your poll page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the poll title.
Leading forum discussion,

If you need to discuss some issues or just share your ideas and knowledges with other portal users make use of the Forums section.

To organize a portal forum,

  1. click the Create button in the upper left corner and select the Forum option from the drop-down list,
  2. select a desired forum Category,

    Drop-down the list and select one of the existing categories you wish to add your forum to or create a new one choosing the Create a new category option from the list and entering its Title in the corresponding field below;

  3. enter a Forum Name,
  4. provide a short Description of your forum that will be displayed along with its name on the Forums page,
  5. click the Create button.

To manage forums,

Make use of the Forum Editor clicking the corresponding link in the Settings section at the left side panel. Here you can:

The Forum Creation/Editing option is available for portal and Community administrators only.
Leading Forum Discussion Leading Forum Discussion

To add a new topic to discuss to your forum:

  1. click the Create button in the upper left corner and select the Topic option from the drop-down list,
  2. select a Forum you wish to add a topic to,
  3. enter a Topic title,
  4. type in your topic Message,
  5. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  6. enter tags separating them with commas,

    This helps categorize your topic and facilitate the search for the other users.

  7. attach a file, if necessary, clicking the corresponding button,
  8. leave the Subscribe to this topic box checked if you wish to be notified about all new posts added to your topic,
  9. preview the result clicking the corresponding button below,
  10. click the Publish button, if you are satisfied with the result.

Your forum topic will be published and displayed on the selected forum page. To add a post to your topic or any other topics within your forum, use one of the links below the message:

If you need to edit a topic,

  1. open the topic page clicking its title,
  2. click the Actions Icon icon to the right of the topic title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save button.

To delete a topic, choose the corresponding option from the Actions drop-down list.

Being a portal or Community administrator you can stick or close any topic, just open the topic list, click the arrow next to the topic title you need and select the necessary option.

If you no longer want to receive the notifications about new posts added, unsubscribe from your topic. To do that,

  1. open your topic page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the topic title.
Adding bookmarks

A bookmark is a link to a web resource that allows you to easily get back to your favorite place. Community allows you to create, store and share your bookmarks with other portal users directly on your portal.

To add a bookmark,

  1. click the Create button in the upper left corner and select the Bookmark option from the drop-down list,
  2. enter the link to the page you want to bookmark in the URL field,
  3. click the Check URL button,
  4. change the bookmark Name, if necessary,
  5. add/edit a bookmark Description,
  6. enter tags separating them with commas,

    This helps categorize your bookmark and facilitate the search for the other users.

  7. click the Save button.
Adding Bookmarks Adding Bookmarks

The created bookmark will be added to the Bookmarks list.

To add a bookmark shared by other users to your Favorites list,

  1. find the bookmark you wish to add,

    Use the links above the Bookmarks list to display the Most Recent bookmarks or, Top of the Day, or the bookmarks added the latest Week, Month, Year.

  2. click the Plus sign sign to the right of the selected bookmark,
  3. review the bookmark details,
  4. click the Add to Favorites button.

To access your Favorites list, explore the Bookmarks list at the left side panel and select the corresponding option.

To remove a bookmark from your Favorites list use the Cross sign icon to the right of the bookmark title.

If you need to edit a bookmark,

  1. find the bookmark you wish to edit,

    Use the links above the Bookmarks list to display the Most Recent bookmarks or, Top of the Day, or the bookmarks added the latest Week, Month, Year.

  2. click the Details link below the bookmark title,
  3. use the Edit link to open the Edit bookmark form,
  4. make the changes you need and click the Add to Favorites button.

To delete a bookmark use the Cross sign icon to the right of the bookmark title.

By default you are subscribed to your newly created bookmark and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your bookmark. To do that,

  1. open your bookmark description page clicking the Details link below its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the bookmark title.
 Using Wiki

Wiki is another way to store, organize and share information with other portal users. It allows you to create pages, interlink them and group them into categories.

To create a new page,

  1. click the Create button in the upper left corner and select the Page option from the drop-down list,
  2. enter a desired Page Title,
  3. type in the Text of your article,
  4. edit the text using the Formatting Toolbar.

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • add headings;
    • subscript and superscript some characters;
    • insert links to internal or external resources;
    • insert/edit tables;
    • add different images;
    • insert local file link;
    • add horizontal lines;
    • insert numbered and bulleted lists.

    Read the Wiki Markup Tips for the text to be displayed correctly on a page, just click the corresponding link at the left side panel.

  5. Preview the result and publish your article.
Using Wiki Using Wiki

Your page will be added and displayed on the Wiki Index page.

Online office Wiki is a wiki, so any portal user can access any page and edit it, if necessary.

To start editing a Wiki page,

  1. open your Wiki page clicking its title on the Wiki Index page,
  2. click the Actions Icon icon to the right of the page title,
  3. select the Edit page option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

The page version will be changed. To view the whole page history just click the Version # link in the lower right corner of the page.

By default you are subscribed to your newly created page and will be notified via Email and Talk once your page is edited by another user or a comment is added. If you no longer want to receive the notifications, unsubscribe from your page. To do that,

  1. open your Wiki page clicking its title on the Wiki Index page,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the page title.
Keeping track of birthdays

Birthdays is a way to keep track of all portal users' birthdays. It allows you to:

Tracking Birthdays Tracking Birthdays
"Changing Community module settings

By default, all portal users can access the Community module. There are 2 different access levels inside it: user/guest and community administrator.

Being a user/guest you may perform the following operations:

Being a community administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the Community for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to Community section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Disabling Community module

To disable the Community module, go to the Common section and select the Modules & Tools subsection using the corresponding option at the left side panel and uncheck the Community module. To disable some Community tools only, just uncheck the tools you don't need and click the Save button.

Changing Community Settings Changing Community Settings
Overview

The Community module offers you a complete toolset for building a social network inside your company. It lets you communicate and collaborate not only with your project team, but with the entire company. Using the Community module you can:

To access the Community module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Maintaining blog

The corporate blog is a diary or journal where any user of the portal can create his own page to share the interesting information, thoughts and experiences with others.

To build a corporate blog,

  1. click the Create button in the upper left corner and select the blog Post option from the drop-down list,
  2. enter a Title for your post,
  3. type in your post Text,
  4. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  5. select a part to be shown on the Blogs and Feed pages,

    To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the blog list and feed pages.

  6. enter tags separating them with commas,

    This helps categorize your post and facilitate the search for the other users.

  7. leave the Subscribe to post comments box checked if you wish to be notified about all new comments added to your post,
  8. preview the result clicking the corresponding button below,
  9. click the Publish button, if you are satisfied with the result.
Maintaining Blog Maintaining Blog

Your blog post will be published and displayed on the Blogs page. To leave a comment to your post or any other posts within your corporate blog, just click the Add comment link below the post message.

If you need to edit a post,

  1. open the blog post page clicking its title on the Blogs page,
  2. click the Actions Icon icon to the right of the post title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

To delete a post, choose the corresponding option from the Actions drop-down list.

If you no longer want to receive the notifications about new comments added, unsubscribe from your post. To do that,

  1. open your blog post page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the blog post title.
Sharing events

If you have some news or announcements you wish to share with other portal users, create an event.

To post your message,

  1. click the Create button in the upper left corner and select one of the event types: News, Order, or Announcement from the drop-down list,
  2. enter a Title for your event,
  3. type in your event Text,
  4. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  5. preview the result clicking the corresponding button below,
  6. click the Publish button, if you are satisfied with the result.
Sharing Events Sharing Events

Your event will be published and displayed on the Events page. To leave a comment to your event or any other events shared with you, just click the Add comment link below the event message.

All your portal users will be notified about a new event added.

If you need to edit an event,

  1. open the event page clicking its title on the Events page,
  2. click the Actions Icon icon to the right of the event title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

To delete an event, choose the corresponding option from the Actions drop-down list.

By default you are subscribed to your newly created event and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your event. To do that,

  1. open your event page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the event title.
 Adding poll

The best way to collect other users' opinions and find out what they think about some issue is to create a poll.

To add a new poll,

  1. click the Create button in the upper left corner and select the corresponding Poll option from the drop-down list,

    You can add a poll within two Community sections: Events and Forums.

  2. enter your Poll Question,
  3. specify your Poll Choices,

    You need to add at least two possible choices. Using the Add poll choice link you can add up to 15 choices. To delete one of the choices use the Delete Choice Icon icon to the right of the entry field.

  4. select a desired Poll Type,
    • Allow only one choice for this poll question - check this option to give the participants the possibility to select only one answer.
    • Allow multiple choices for this poll question - check this option to give the participants the possibility to select several responses to a single question.
  5. click the Save button.
Adding Poll Adding Poll

The created poll will be added to the Events list or Forums list according to the option you have selected at the step 1.

If you need to edit a poll,

  1. open the poll page clicking its title,
  2. click the Actions Icon icon to the right of the poll title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save button.

To delete a poll, choose the corresponding option from the Actions drop-down list.

By default you are subscribed to your newly created poll and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your poll. To do that,

  1. open your poll page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the poll title.
Leading forum discussion,

If you need to discuss some issues or just share your ideas and knowledges with other portal users make use of the Forums section.

To organize a portal forum,

  1. click the Create button in the upper left corner and select the Forum option from the drop-down list,
  2. select a desired forum Category,

    Drop-down the list and select one of the existing categories you wish to add your forum to or create a new one choosing the Create a new category option from the list and entering its Title in the corresponding field below;

  3. enter a Forum Name,
  4. provide a short Description of your forum that will be displayed along with its name on the Forums page,
  5. click the Create button.

To manage forums,

Make use of the Forum Editor clicking the corresponding link in the Settings section at the left side panel. Here you can:

The Forum Creation/Editing option is available for portal and Community administrators only.
Leading Forum Discussion Leading Forum Discussion

To add a new topic to discuss to your forum:

  1. click the Create button in the upper left corner and select the Topic option from the drop-down list,
  2. select a Forum you wish to add a topic to,
  3. enter a Topic title,
  4. type in your topic Message,
  5. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  6. enter tags separating them with commas,

    This helps categorize your topic and facilitate the search for the other users.

  7. attach a file, if necessary, clicking the corresponding button,
  8. leave the Subscribe to this topic box checked if you wish to be notified about all new posts added to your topic,
  9. preview the result clicking the corresponding button below,
  10. click the Publish button, if you are satisfied with the result.

Your forum topic will be published and displayed on the selected forum page. To add a post to your topic or any other topics within your forum, use one of the links below the message:

If you need to edit a topic,

  1. open the topic page clicking its title,
  2. click the Actions Icon icon to the right of the topic title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save button.

To delete a topic, choose the corresponding option from the Actions drop-down list.

Being a portal or Community administrator you can stick or close any topic, just open the topic list, click the arrow next to the topic title you need and select the necessary option.

If you no longer want to receive the notifications about new posts added, unsubscribe from your topic. To do that,

  1. open your topic page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the topic title.
Adding bookmarks

A bookmark is a link to a web resource that allows you to easily get back to your favorite place. Community allows you to create, store and share your bookmarks with other portal users directly on your portal.

To add a bookmark,

  1. click the Create button in the upper left corner and select the Bookmark option from the drop-down list,
  2. enter the link to the page you want to bookmark in the URL field,
  3. click the Check URL button,
  4. change the bookmark Name, if necessary,
  5. add/edit a bookmark Description,
  6. enter tags separating them with commas,

    This helps categorize your bookmark and facilitate the search for the other users.

  7. click the Save button.
Adding Bookmarks Adding Bookmarks

The created bookmark will be added to the Bookmarks list.

To add a bookmark shared by other users to your Favorites list,

  1. find the bookmark you wish to add,

    Use the links above the Bookmarks list to display the Most Recent bookmarks or, Top of the Day, or the bookmarks added the latest Week, Month, Year.

  2. click the Plus sign sign to the right of the selected bookmark,
  3. review the bookmark details,
  4. click the Add to Favorites button.

To access your Favorites list, explore the Bookmarks list at the left side panel and select the corresponding option.

To remove a bookmark from your Favorites list use the Cross sign icon to the right of the bookmark title.

If you need to edit a bookmark,

  1. find the bookmark you wish to edit,

    Use the links above the Bookmarks list to display the Most Recent bookmarks or, Top of the Day, or the bookmarks added the latest Week, Month, Year.

  2. click the Details link below the bookmark title,
  3. use the Edit link to open the Edit bookmark form,
  4. make the changes you need and click the Add to Favorites button.

To delete a bookmark use the Cross sign icon to the right of the bookmark title.

By default you are subscribed to your newly created bookmark and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your bookmark. To do that,

  1. open your bookmark description page clicking the Details link below its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the bookmark title.
 Using Wiki

Wiki is another way to store, organize and share information with other portal users. It allows you to create pages, interlink them and group them into categories.

To create a new page,

  1. click the Create button in the upper left corner and select the Page option from the drop-down list,
  2. enter a desired Page Title,
  3. type in the Text of your article,
  4. edit the text using the Formatting Toolbar.

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • add headings;
    • subscript and superscript some characters;
    • insert links to internal or external resources;
    • insert/edit tables;
    • add different images;
    • insert local file link;
    • add horizontal lines;
    • insert numbered and bulleted lists.

    Read the Wiki Markup Tips for the text to be displayed correctly on a page, just click the corresponding link at the left side panel.

  5. Preview the result and publish your article.
Using Wiki Using Wiki

Your page will be added and displayed on the Wiki Index page.

Online office Wiki is a wiki, so any portal user can access any page and edit it, if necessary.

To start editing a Wiki page,

  1. open your Wiki page clicking its title on the Wiki Index page,
  2. click the Actions Icon icon to the right of the page title,
  3. select the Edit page option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

The page version will be changed. To view the whole page history just click the Version # link in the lower right corner of the page.

By default you are subscribed to your newly created page and will be notified via Email and Talk once your page is edited by another user or a comment is added. If you no longer want to receive the notifications, unsubscribe from your page. To do that,

  1. open your Wiki page clicking its title on the Wiki Index page,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the page title.
Keeping track of birthdays

Birthdays is a way to keep track of all portal users' birthdays. It allows you to:

Tracking Birthdays Tracking Birthdays
"Changing Community module settings

By default, all portal users can access the Community module. There are 2 different access levels inside it: user/guest and community administrator.

Being a user/guest you may perform the following operations:

Being a community administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the Community for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to Community section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Disabling Community module

To disable the Community module, go to the Common section and select the Modules & Tools subsection using the corresponding option at the left side panel and uncheck the Community module. To disable some Community tools only, just uncheck the tools you don't need and click the Save button.

Changing Community Settings Changing Community Settings
Overview

The Community module offers you a complete toolset for building a social network inside your company. It lets you communicate and collaborate not only with your project team, but with the entire company. Using the Community module you can:

To access the Community module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Maintaining blog

The corporate blog is a diary or journal where any user of the portal can create his own page to share the interesting information, thoughts and experiences with others.

To build a corporate blog,

  1. click the Create button in the upper left corner and select the blog Post option from the drop-down list,
  2. enter a Title for your post,
  3. type in your post Text,
  4. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  5. select a part to be shown on the Blogs and Feed pages,

    To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the blog list and feed pages.

  6. enter tags separating them with commas,

    This helps categorize your post and facilitate the search for the other users.

  7. leave the Subscribe to post comments box checked if you wish to be notified about all new comments added to your post,
  8. preview the result clicking the corresponding button below,
  9. click the Publish button, if you are satisfied with the result.
Maintaining Blog Maintaining Blog

Your blog post will be published and displayed on the Blogs page. To leave a comment to your post or any other posts within your corporate blog, just click the Add comment link below the post message.

If you need to edit a post,

  1. open the blog post page clicking its title on the Blogs page,
  2. click the Actions Icon icon to the right of the post title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

To delete a post, choose the corresponding option from the Actions drop-down list.

If you no longer want to receive the notifications about new comments added, unsubscribe from your post. To do that,

  1. open your blog post page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the blog post title.
Sharing events

If you have some news or announcements you wish to share with other portal users, create an event.

To post your message,

  1. click the Create button in the upper left corner and select one of the event types: News, Order, or Announcement from the drop-down list,
  2. enter a Title for your event,
  3. type in your event Text,
  4. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  5. preview the result clicking the corresponding button below,
  6. click the Publish button, if you are satisfied with the result.
Sharing Events Sharing Events

Your event will be published and displayed on the Events page. To leave a comment to your event or any other events shared with you, just click the Add comment link below the event message.

All your portal users will be notified about a new event added.

If you need to edit an event,

  1. open the event page clicking its title on the Events page,
  2. click the Actions Icon icon to the right of the event title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

To delete an event, choose the corresponding option from the Actions drop-down list.

By default you are subscribed to your newly created event and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your event. To do that,

  1. open your event page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the event title.
 Adding poll

The best way to collect other users' opinions and find out what they think about some issue is to create a poll.

To add a new poll,

  1. click the Create button in the upper left corner and select the corresponding Poll option from the drop-down list,

    You can add a poll within two Community sections: Events and Forums.

  2. enter your Poll Question,
  3. specify your Poll Choices,

    You need to add at least two possible choices. Using the Add poll choice link you can add up to 15 choices. To delete one of the choices use the Delete Choice Icon icon to the right of the entry field.

  4. select a desired Poll Type,
    • Allow only one choice for this poll question - check this option to give the participants the possibility to select only one answer.
    • Allow multiple choices for this poll question - check this option to give the participants the possibility to select several responses to a single question.
  5. click the Save button.
Adding Poll Adding Poll

The created poll will be added to the Events list or Forums list according to the option you have selected at the step 1.

If you need to edit a poll,

  1. open the poll page clicking its title,
  2. click the Actions Icon icon to the right of the poll title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save button.

To delete a poll, choose the corresponding option from the Actions drop-down list.

By default you are subscribed to your newly created poll and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your poll. To do that,

  1. open your poll page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the poll title.
Leading forum discussion,

If you need to discuss some issues or just share your ideas and knowledges with other portal users make use of the Forums section.

To organize a portal forum,

  1. click the Create button in the upper left corner and select the Forum option from the drop-down list,
  2. select a desired forum Category,

    Drop-down the list and select one of the existing categories you wish to add your forum to or create a new one choosing the Create a new category option from the list and entering its Title in the corresponding field below;

  3. enter a Forum Name,
  4. provide a short Description of your forum that will be displayed along with its name on the Forums page,
  5. click the Create button.

To manage forums,

Make use of the Forum Editor clicking the corresponding link in the Settings section at the left side panel. Here you can:

The Forum Creation/Editing option is available for portal and Community administrators only.
Leading Forum Discussion Leading Forum Discussion

To add a new topic to discuss to your forum:

  1. click the Create button in the upper left corner and select the Topic option from the drop-down list,
  2. select a Forum you wish to add a topic to,
  3. enter a Topic title,
  4. type in your topic Message,
  5. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  6. enter tags separating them with commas,

    This helps categorize your topic and facilitate the search for the other users.

  7. attach a file, if necessary, clicking the corresponding button,
  8. leave the Subscribe to this topic box checked if you wish to be notified about all new posts added to your topic,
  9. preview the result clicking the corresponding button below,
  10. click the Publish button, if you are satisfied with the result.

Your forum topic will be published and displayed on the selected forum page. To add a post to your topic or any other topics within your forum, use one of the links below the message:

If you need to edit a topic,

  1. open the topic page clicking its title,
  2. click the Actions Icon icon to the right of the topic title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save button.

To delete a topic, choose the corresponding option from the Actions drop-down list.

Being a portal or Community administrator you can stick or close any topic, just open the topic list, click the arrow next to the topic title you need and select the necessary option.

If you no longer want to receive the notifications about new posts added, unsubscribe from your topic. To do that,

  1. open your topic page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the topic title.
Adding bookmarks

A bookmark is a link to a web resource that allows you to easily get back to your favorite place. Community allows you to create, store and share your bookmarks with other portal users directly on your portal.

To add a bookmark,

  1. click the Create button in the upper left corner and select the Bookmark option from the drop-down list,
  2. enter the link to the page you want to bookmark in the URL field,
  3. click the Check URL button,
  4. change the bookmark Name, if necessary,
  5. add/edit a bookmark Description,
  6. enter tags separating them with commas,

    This helps categorize your bookmark and facilitate the search for the other users.

  7. click the Save button.
Adding Bookmarks Adding Bookmarks

The created bookmark will be added to the Bookmarks list.

To add a bookmark shared by other users to your Favorites list,

  1. find the bookmark you wish to add,

    Use the links above the Bookmarks list to display the Most Recent bookmarks or, Top of the Day, or the bookmarks added the latest Week, Month, Year.

  2. click the Plus sign sign to the right of the selected bookmark,
  3. review the bookmark details,
  4. click the Add to Favorites button.

To access your Favorites list, explore the Bookmarks list at the left side panel and select the corresponding option.

To remove a bookmark from your Favorites list use the Cross sign icon to the right of the bookmark title.

If you need to edit a bookmark,

  1. find the bookmark you wish to edit,

    Use the links above the Bookmarks list to display the Most Recent bookmarks or, Top of the Day, or the bookmarks added the latest Week, Month, Year.

  2. click the Details link below the bookmark title,
  3. use the Edit link to open the Edit bookmark form,
  4. make the changes you need and click the Add to Favorites button.

To delete a bookmark use the Cross sign icon to the right of the bookmark title.

By default you are subscribed to your newly created bookmark and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your bookmark. To do that,

  1. open your bookmark description page clicking the Details link below its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the bookmark title.
 Using Wiki

Wiki is another way to store, organize and share information with other portal users. It allows you to create pages, interlink them and group them into categories.

To create a new page,

  1. click the Create button in the upper left corner and select the Page option from the drop-down list,
  2. enter a desired Page Title,
  3. type in the Text of your article,
  4. edit the text using the Formatting Toolbar.

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • add headings;
    • subscript and superscript some characters;
    • insert links to internal or external resources;
    • insert/edit tables;
    • add different images;
    • insert local file link;
    • add horizontal lines;
    • insert numbered and bulleted lists.

    Read the Wiki Markup Tips for the text to be displayed correctly on a page, just click the corresponding link at the left side panel.

  5. Preview the result and publish your article.
Using Wiki Using Wiki

Your page will be added and displayed on the Wiki Index page.

Online office Wiki is a wiki, so any portal user can access any page and edit it, if necessary.

To start editing a Wiki page,

  1. open your Wiki page clicking its title on the Wiki Index page,
  2. click the Actions Icon icon to the right of the page title,
  3. select the Edit page option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

The page version will be changed. To view the whole page history just click the Version # link in the lower right corner of the page.

By default you are subscribed to your newly created page and will be notified via Email and Talk once your page is edited by another user or a comment is added. If you no longer want to receive the notifications, unsubscribe from your page. To do that,

  1. open your Wiki page clicking its title on the Wiki Index page,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the page title.
Keeping track of birthdays

Birthdays is a way to keep track of all portal users' birthdays. It allows you to:

Tracking Birthdays Tracking Birthdays
"Changing Community module settings

By default, all portal users can access the Community module. There are 2 different access levels inside it: user/guest and community administrator.

Being a user/guest you may perform the following operations:

Being a community administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the Community for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to Community section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Disabling Community module

To disable the Community module, go to the Common section and select the Modules & Tools subsection using the corresponding option at the left side panel and uncheck the Community module. To disable some Community tools only, just uncheck the tools you don't need and click the Save button.

Changing Community Settings Changing Community Settings
Overview

The Community module offers you a complete toolset for building a social network inside your company. It lets you communicate and collaborate not only with your project team, but with the entire company. Using the Community module you can:

To access the Community module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Maintaining blog

The corporate blog is a diary or journal where any user of the portal can create his own page to share the interesting information, thoughts and experiences with others.

To build a corporate blog,

  1. click the Create button in the upper left corner and select the blog Post option from the drop-down list,
  2. enter a Title for your post,
  3. type in your post Text,
  4. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  5. select a part to be shown on the Blogs and Feed pages,

    To do that, select the part you wish to hide with the mouse and click the Text Cut button. The selected part will be highlighted. In this way only a short snippet of the post (not selected) was shown at the blog list and feed pages.

  6. enter tags separating them with commas,

    This helps categorize your post and facilitate the search for the other users.

  7. leave the Subscribe to post comments box checked if you wish to be notified about all new comments added to your post,
  8. preview the result clicking the corresponding button below,
  9. click the Publish button, if you are satisfied with the result.
Maintaining Blog Maintaining Blog

Your blog post will be published and displayed on the Blogs page. To leave a comment to your post or any other posts within your corporate blog, just click the Add comment link below the post message.

If you need to edit a post,

  1. open the blog post page clicking its title on the Blogs page,
  2. click the Actions Icon icon to the right of the post title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

To delete a post, choose the corresponding option from the Actions drop-down list.

If you no longer want to receive the notifications about new comments added, unsubscribe from your post. To do that,

  1. open your blog post page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the blog post title.
Sharing events

If you have some news or announcements you wish to share with other portal users, create an event.

To post your message,

  1. click the Create button in the upper left corner and select one of the event types: News, Order, or Announcement from the drop-down list,
  2. enter a Title for your event,
  3. type in your event Text,
  4. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  5. preview the result clicking the corresponding button below,
  6. click the Publish button, if you are satisfied with the result.
Sharing Events Sharing Events

Your event will be published and displayed on the Events page. To leave a comment to your event or any other events shared with you, just click the Add comment link below the event message.

All your portal users will be notified about a new event added.

If you need to edit an event,

  1. open the event page clicking its title on the Events page,
  2. click the Actions Icon icon to the right of the event title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

To delete an event, choose the corresponding option from the Actions drop-down list.

By default you are subscribed to your newly created event and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your event. To do that,

  1. open your event page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the event title.
 Adding poll

The best way to collect other users' opinions and find out what they think about some issue is to create a poll.

To add a new poll,

  1. click the Create button in the upper left corner and select the corresponding Poll option from the drop-down list,

    You can add a poll within two Community sections: Events and Forums.

  2. enter your Poll Question,
  3. specify your Poll Choices,

    You need to add at least two possible choices. Using the Add poll choice link you can add up to 15 choices. To delete one of the choices use the Delete Choice Icon icon to the right of the entry field.

  4. select a desired Poll Type,
    • Allow only one choice for this poll question - check this option to give the participants the possibility to select only one answer.
    • Allow multiple choices for this poll question - check this option to give the participants the possibility to select several responses to a single question.
  5. click the Save button.
Adding Poll Adding Poll

The created poll will be added to the Events list or Forums list according to the option you have selected at the step 1.

If you need to edit a poll,

  1. open the poll page clicking its title,
  2. click the Actions Icon icon to the right of the poll title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save button.

To delete a poll, choose the corresponding option from the Actions drop-down list.

By default you are subscribed to your newly created poll and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your poll. To do that,

  1. open your poll page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the poll title.
Leading forum discussion,

If you need to discuss some issues or just share your ideas and knowledges with other portal users make use of the Forums section.

To organize a portal forum,

  1. click the Create button in the upper left corner and select the Forum option from the drop-down list,
  2. select a desired forum Category,

    Drop-down the list and select one of the existing categories you wish to add your forum to or create a new one choosing the Create a new category option from the list and entering its Title in the corresponding field below;

  3. enter a Forum Name,
  4. provide a short Description of your forum that will be displayed along with its name on the Forums page,
  5. click the Create button.

To manage forums,

Make use of the Forum Editor clicking the corresponding link in the Settings section at the left side panel. Here you can:

The Forum Creation/Editing option is available for portal and Community administrators only.
Leading Forum Discussion Leading Forum Discussion

To add a new topic to discuss to your forum:

  1. click the Create button in the upper left corner and select the Topic option from the drop-down list,
  2. select a Forum you wish to add a topic to,
  3. enter a Topic title,
  4. type in your topic Message,
  5. format your text using the Formatting Toolbar,

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • insert links to some external or internal resources,
    • add image files,
    • insert smileys,
    • create lists.
  6. enter tags separating them with commas,

    This helps categorize your topic and facilitate the search for the other users.

  7. attach a file, if necessary, clicking the corresponding button,
  8. leave the Subscribe to this topic box checked if you wish to be notified about all new posts added to your topic,
  9. preview the result clicking the corresponding button below,
  10. click the Publish button, if you are satisfied with the result.

Your forum topic will be published and displayed on the selected forum page. To add a post to your topic or any other topics within your forum, use one of the links below the message:

If you need to edit a topic,

  1. open the topic page clicking its title,
  2. click the Actions Icon icon to the right of the topic title,
  3. select the Edit option from the Actions drop-down list,
  4. make all the changes you need and click the Save button.

To delete a topic, choose the corresponding option from the Actions drop-down list.

Being a portal or Community administrator you can stick or close any topic, just open the topic list, click the arrow next to the topic title you need and select the necessary option.

If you no longer want to receive the notifications about new posts added, unsubscribe from your topic. To do that,

  1. open your topic page clicking its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the topic title.
Adding bookmarks

A bookmark is a link to a web resource that allows you to easily get back to your favorite place. Community allows you to create, store and share your bookmarks with other portal users directly on your portal.

To add a bookmark,

  1. click the Create button in the upper left corner and select the Bookmark option from the drop-down list,
  2. enter the link to the page you want to bookmark in the URL field,
  3. click the Check URL button,
  4. change the bookmark Name, if necessary,
  5. add/edit a bookmark Description,
  6. enter tags separating them with commas,

    This helps categorize your bookmark and facilitate the search for the other users.

  7. click the Save button.
Adding Bookmarks Adding Bookmarks

The created bookmark will be added to the Bookmarks list.

To add a bookmark shared by other users to your Favorites list,

  1. find the bookmark you wish to add,

    Use the links above the Bookmarks list to display the Most Recent bookmarks or, Top of the Day, or the bookmarks added the latest Week, Month, Year.

  2. click the Plus sign sign to the right of the selected bookmark,
  3. review the bookmark details,
  4. click the Add to Favorites button.

To access your Favorites list, explore the Bookmarks list at the left side panel and select the corresponding option.

To remove a bookmark from your Favorites list use the Cross sign icon to the right of the bookmark title.

If you need to edit a bookmark,

  1. find the bookmark you wish to edit,

    Use the links above the Bookmarks list to display the Most Recent bookmarks or, Top of the Day, or the bookmarks added the latest Week, Month, Year.

  2. click the Details link below the bookmark title,
  3. use the Edit link to open the Edit bookmark form,
  4. make the changes you need and click the Add to Favorites button.

To delete a bookmark use the Cross sign icon to the right of the bookmark title.

By default you are subscribed to your newly created bookmark and will be notified via Email and Talk once some comments are added. If you no longer want to receive the notifications about new comments added, unsubscribe from your bookmark. To do that,

  1. open your bookmark description page clicking the Details link below its title,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the bookmark title.
 Using Wiki

Wiki is another way to store, organize and share information with other portal users. It allows you to create pages, interlink them and group them into categories.

To create a new page,

  1. click the Create button in the upper left corner and select the Page option from the drop-down list,
  2. enter a desired Page Title,
  3. type in the Text of your article,
  4. edit the text using the Formatting Toolbar.

    The Formatting Toolbar provides many of most common formatting commands such as font style, font color, alignment and size. Here you can also:

    • add headings;
    • subscript and superscript some characters;
    • insert links to internal or external resources;
    • insert/edit tables;
    • add different images;
    • insert local file link;
    • add horizontal lines;
    • insert numbered and bulleted lists.

    Read the Wiki Markup Tips for the text to be displayed correctly on a page, just click the corresponding link at the left side panel.

  5. Preview the result and publish your article.
Using Wiki Using Wiki

Your page will be added and displayed on the Wiki Index page.

Online office Wiki is a wiki, so any portal user can access any page and edit it, if necessary.

To start editing a Wiki page,

  1. open your Wiki page clicking its title on the Wiki Index page,
  2. click the Actions Icon icon to the right of the page title,
  3. select the Edit page option from the Actions drop-down list,
  4. make all the changes you need and click the Publish button.

The page version will be changed. To view the whole page history just click the Version # link in the lower right corner of the page.

By default you are subscribed to your newly created page and will be notified via Email and Talk once your page is edited by another user or a comment is added. If you no longer want to receive the notifications, unsubscribe from your page. To do that,

  1. open your Wiki page clicking its title on the Wiki Index page,
  2. click the Subscribe/Unsubscribe Icon icon to the right of the page title.
 Keeping track of birthdays 

Birthdays is a way to keep track of all portal users' birthdays. It allows you to:

Tracking Birthdays Tracking Birthdays
 "Changing Community module settings 

By default, all portal users can access the Community module. There are 2 different access levels inside it: user/guest and community administrator.

Being a user/guest you may perform the following operations:

Being a community administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the Community for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to Community section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Disabling Community module

To disable the Community module, go to the Common section and select the Modules & Tools subsection using the corresponding option at the left side panel and uncheck the Community module. To disable some Community tools only, just uncheck the tools you don't need and click the Save button.

Changing Community Settings Changing Community Settings
 Overview

People is a module where all portal members as well as group participants are displayed.

There can be two types of members on your portal:

Every member has one of the following statuses:

The full access administrators can change the portal members' type and status by selecting them in the list and clicking the 'Change Type' or 'Change Status' button at the top or on their profile page. Please bear in mind that it's impossible to change type for the administrators.
Editing profile<

Every active portal member can edit his own profile. To do that,

  1. click the link with your name in the right upper corner
  2. select the Profile option
  3. press the Edit Photo button at the bottom of the current profile photo to upload another one and select the image area that will be displayed as your avatar photo
  4. click the Actions Icon icon above your photo and select one of the following options depending on your goal:
    • Edit - to change personal information displayed on your profile page: first or last name, registration date, title, location, sex, date of birth, contact details, avatar photo
    • Change password - to change your password you use to log in to the portal (you can do that also by clicking the Edit Icon icon next to the current password on your profile page)
      Your password must be at least 8 but no more than 30 characters long.
    • Change email - to change your registration email address (you can do that also by clicking the Edit Icon icon next to the current email on your profile page)
    • Edit Photo - to upload another photo and select the image area that will be displayed as your avatar photo
    • Delete my profile - to receive instructions per email on how to do that
Editing Profile Editing Profile

In case two-factor authentication is enabled in the portal settings, you can also change your Primary Mobile Phone. After you click the Change phone number Icon icon, the information window will open. Press OK. You'll be redirected to another page, where you will be able to specify a different phone number and press the Enter number button to save it. You'll receive an SMS with a verification code to your new mobile phone.

The full access administrators can edit not only their own profiles but also other portal members' profiles. For this purpose,
  1. find the needed person in the portal members list and open his/her profile page
  2. click the Actions Icon icon next to the member's name and select one of the available options (they coincide with the options listed above, the only difference is the Disable option that is used to move the portal member to the list of disabled members who can't log in to the portal any more).

Being a portal member, you can also change the portal language within your account. For this purpose, open your profile page and select one of the available options in the Language dropdown list. By default, the portal is displayed in the language chosen in the common portal settings by a full access administrator.

You can find the list of languages already available and that will be available at your portal in the nearest future in this article. If you'd like to contribute to the online office translation, please read this article to learn how to do that.
Changing Language Changing Language

To facilitate your login to the portal, you can use one of your social accounts at Google, Facebook, Twitter, or LinkedIn. To connect it, please

  1. open your profile page clicking the link with your name in the right upper corner and selecting the Profile option
  2. click the Connect link under the needed social network icon
  3. enter your email address and password into the corresponding fields within the opened window
  4. allow the online office to access your account data pressing the appropriate button

It's also possible to manage your subscriptions within all portal modules on your profile page. To view the whole list of the portal content you are subscribed to, click the Show link next to the Subscriptions caption. Here you can unsubscribe from the content that isn't interesting to you any more and change the way you want to be informed about updates selecting one of the available notification types: via Talk, email or both. For further information, please refer to this article.

You can also disable or enable back tooltips that appear on the screen to introduce you to the basic features of each module when you log in for the first time or to inform you of new features added. Click the Show link next to the Tooltips caption and click the on-off control. The tooltips will be enabled or disabled for all modules at once.

Managing Subscriptions Managing Subscriptions
Adding new portal membersL

As a portal owner or full access administrator, you can add new members to the portal.

If you've created your portal recently and have not yet added users, the Invite users to portal icon Invite users to portal button is available on the left side panel in each portal module. It allows you to quickly and easily invite new members to your portal so that they could join it:

  1. click the Invite users to portal icon Invite users to portal button

    The invitation link will be copied to the clipboard right away and the Invitation Link window will open allowing you to adjust additional link settings:

    • check the Add users as guests box to invite people who will have view-only permissions on your portal (if you want these people to create portal content, leave this box unchecked). After you change this parameter do not forget to copy the renewed link using the Copy link option.
    • you can also Get the shortened link which is more suitable for adding to your message
  2. paste the copied link into your invitation message and send it or share the link via social networks using the corresponding icons in the Invitation Link window

The link is valid for 7 days only.

Later you can click the Additional Options button button in the left upper corner within the People module and select the Invitation Link option to copy the invitation link and open the corresponding window.
Sending Invitation Link Sending Invitation Link
Add users manually

You can also add portal members manually one by one:

  1. click the Create button in the left upper corner within the People module
  2. select the User or Guest option from the dropdown list
  3. fill in the fields marked with asterisk - first and last name as well as email address.

    When creating a user you can specify an existing email address or create a new email on the domain previously connected in the Mail module. For a guest you can specify an existing email address only. To create a new mailbox for a user, click the Create email on domain link. Enter a user name for the new mailbox in the entry field. If you have several domains connected in the Mail module select the necessary domain from the drop-down list.

    When creating a user/guest it's also possible to create a temporary password so that the user/guest can access the portal for the first time (he/she can change this password later at his/her profile page). To create a password click the Set password link. Once you click this link, the field becomes obligatory. You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the Generate password icon. The requirements for the password generation and validation are determined by the Password Strength Settings specified in the portal Security settings.

    The password must be at least 8 but no more than 30 characters long.

    The specified email and password can be copied to the clipboard by clicking the Copy email and password link.

    You can also select a group (or even several groups) the user/guest will belong to, enter his/her title and location, upload an avatar photo, etc. The registration date is set to the current date by default, but you can change it clicking within the field.
  4. click the Save button
Adding Users Adding Users

Right after that the newly added member's profile page opens and an email notification with a link for accessing the portal is sent to him/her. The new portal member gets the pending status till he/she confirms his/her registration email address. In the portal members list he/she will be marked with the Pending Icon icon at his/her avatar photo. After the email confirmation the guests get the Guest Icon icon on their avatar photo and administrators - the Administrator Icon icon. The portal owner is marked with the Owner Icon icon.

The link sent in the notification is valid for 7 days only. If the user doesn't manage to complete the registration by following the link in time, you can resend this notification clicking the Send invitation once again link on his/her profile page. If there are several users who exceeded the time limit given for email confirmation, click the Additional Options button button in the left upper corner and select the Send invitations once again option or select the needed members in the list and click the Send activation link once again button at the top.

Import people

To save time, you can also add users all at once from:

You can also add guests all at once. For further instructions please refer to this article.
Create groups

While adding members, you will certainly need to create new groups. To do that,

  1. click the Create button in the left upper corner within the People module
  2. select the Group option from the dropdown list
  3. enter the group Title into the field marked with asterisk
  4. assign the group Head by clicking the Choose user link and selecting one of the existing users/guests or creating a new profile
  5. add group Members by clicking the Add members link and selecting the existing users/guests or creating new profiles one by one
  6. click the Save button
Adding Groups Adding Groups
Managing access rightsB

There are three main access levels within portal: Guest with view-only permissions, user with basic privileges and administrator with advanced privileges.

Among administrators there are:

Changing portal owner

Actually, the portal owner is the person who created the portal. If he wants to appoint another portal member to this position, he needs to:

  1. switch to the portal settings choosing the Settings option in the top menu,
  2. expand the Security section on the left-side panel and select the Access Rights subsection,
  3. click the Choose Owner link under his photo in the Portal Owner section,
  4. select a person from the dropdown list,
  5. click the Change Portal Owner button,
  6. check the mail box and follow the confirmation link sent in the email message.
Changing Portal Owner Changing Portal Owner

The portal owner has the same permissions as full access administrators and can perform the following operations:

Full Access Administrator Portal Owner
add portal members
edit member profiles
appoint module administrators
change general and customization portal settings
(see Portal Configuration)
view portal statistics (see Portal Configuration) 		+
change portal owner
backup portal data (see Tips & Tricks)
deactivate/delete portal (see Portal Configuration)
change server region (see Portal Configuration)
Granting administrator privileges

After a portal member is added to the portal, he gets user or guest access rights. The portal owner or full access administrators can grant administrator privileges to users only. To do that, they need to proceed through the following steps:

  1. switch to the portal settings choosing the Settings option in the top menu,
  2. select the Access Rights option on the left-side panel,
  3. click the Show link next to the Administrators caption,
  4. click the Choose user link under the list of administrators,
  5. select a person or several persons at once from the existing users/guests or create a new administrator right here by clicking the Create new profile link,
  6. click the Save button,
  7. the selected person(s) will get the maximum access to all portal modules by default; to limit it, uncheck the Full Access box first and then the boxes corresponding to the modules you don't want to grant administrator access to.
Adding Administrators Adding Administrators
Permissions for Documents, CRM, Community, People, and Mail modules

This access rights structure - guest/user/administrator - is valid for the following portal modules:

The guests have no access to the 'CRM' 'People' and 'Mail' modules at all. They only can view and edit their own profile.

The main permissions are listed in the table below.

Documents CRM Community People Mail
Guest view files available to all portal members, download files from the 'Common Documents' folder and documents shared with them, upload files to folders shared with them add comments to existing posts, attach files to comments edit own profile
User create/edit/manage/share files and folders in the 'My Documents' section, view files in 'Common Documents' add new content and edit own one create new module content and edit own one edit own profile, view other members' profiles manage own mail accounts, receive and send letters
Module Administrator +
create/edit/manage/share files and folders stored in the 'Common Documents' section		 +
configure module settings, import/export data, send email messages to CRM contacts in bulk, view/edit the whole module content		 +
moderate the whole module content		 +
add/invite users, create groups and edit other members' profiles		 +
manage Mail Server (add own domain, create mailboxes, mail groups) and general Mail settings
Permissions for Projects module

The access rights structure in the Projects module is more complicated and comprises five levels:

The main permissions are listed in the table below.

Guest/ User Team Member Project Manager Module Administrator
view projects available to all portal members or private ones (where he is a project team member), leave comments and subscribe to tasks and discussions belonging to projects he can access +
create/assign/manage own tasks, create discussions, add/delete own files		 +
manage project team, create/edit the whole project content, change project status, set access rights for team members (for private projects only)		 +
create/edit/delete any project, appoint project managers, create/edit project templates

Portal tools - Mail, Talk, Calendar, Feed - are available to all portal users. The guests can use every tool with the exception of Mail.

'Reassigning data when deleting profiles@
What happens to the data without reassigning

If you do not reassign data when deleting disabled users, the related contents created by a user on the portal will also be deleted as follows:

To avoid the data deletion, you can reassign Documents, Projects and CRM entities to an active user.

currently, the data reassignment option is only available for the users with the Disabled status, it's not possible to reassign the data that belongs to an active user.
What happens to the data after reassigning

After you reassign data and delete a user, the following contents will be transferred/kept:

After you reassign data and delete a user, the following contents will be deleted:

Deleting a single user

To delete a single user,

  1. Open the list of disabled users selecting the corresponding status in the filter on the top,
  2. Click the Actions Icon Actions button next to the disabled user,
  3. Select the Delete profile option from the menu,
  4. A confirmation window opens where you'll be prompted to reassign the user's data:
    Deleting a profile Deleting a profile
  5. Click the Reassign data button in the confirmation window.
  6. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.
  7. The Delete profile when reassignment is finished box is checked by default that allows to automatically delete the profile after data reassignment.
  8. Click the Reassign button.
    Reassigning data Reassigning data

    Now you can close this page. Once the reassignment process is over, you'll be notified via email. If you unchecked the Delete profile when reassignment is finished box, you can return to the list of disabled users and manually delete the user without losing his/her data.

Deleting several users

Data reassignment is an individual action, i.e. if you want to delete several users at once, you'll need to previously reassign the data for each of them separately.

To reassign the data of any disabled user,

  1. Click the Actions Icon Actions button next to the disabled user.
  2. Select the Reassign data option from the menu.
  3. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.
  4. Check the Delete profile when reassignment is finished box to automatically delete the profile after data reassignment.
  5. Click the Reassign button.

Once you reassign all the necessary data, (if you did not check the Delete profile when reassignment is finished box) you can return to the list of disabled users, check the users you want to delete and press the Delete button above the user list to remove several users at once without losing their data.

Changing People module settings

Being a portal owner or full access administrator you can restrict access to the People module for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link on the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the People section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Disabling People module

To disable the People module just switch to the Modules & Tools section selecting the corresponding option on the left-side panel, uncheck the People module and click the Save button.

If the People module is disabled, each portal member can access his/her own profile only.
Change People Module Settings Change People Module Settings
Overview

People is a module where all portal members as well as group participants are displayed.

There can be two types of members on your portal:

Every member has one of the following statuses:

The full access administrators can change the portal members' type and status by selecting them in the list and clicking the 'Change Type' or 'Change Status' button at the top or on their profile page. Please bear in mind that it's impossible to change type for the administrators.
Editing profile<

Every active portal member can edit his own profile. To do that,

  1. click the link with your name in the right upper corner
  2. select the Profile option
  3. press the Edit Photo button at the bottom of the current profile photo to upload another one and select the image area that will be displayed as your avatar photo
  4. click the Actions Icon icon above your photo and select one of the following options depending on your goal:
    • Edit - to change personal information displayed on your profile page: first or last name, registration date, title, location, sex, date of birth, contact details, avatar photo
    • Change password - to change your password you use to log in to the portal (you can do that also by clicking the Edit Icon icon next to the current password on your profile page)
      Your password must be at least 8 but no more than 30 characters long.
    • Change email - to change your registration email address (you can do that also by clicking the Edit Icon icon next to the current email on your profile page)
    • Edit Photo - to upload another photo and select the image area that will be displayed as your avatar photo
    • Delete my profile - to receive instructions per email on how to do that
Editing Profile Editing Profile

In case two-factor authentication is enabled in the portal settings, you can also change your Primary Mobile Phone. After you click the Change phone number Icon icon, the information window will open. Press OK. You'll be redirected to another page, where you will be able to specify a different phone number and press the Enter number button to save it. You'll receive an SMS with a verification code to your new mobile phone.

The full access administrators can edit not only their own profiles but also other portal members' profiles. For this purpose,
  1. find the needed person in the portal members list and open his/her profile page
  2. click the Actions Icon icon next to the member's name and select one of the available options (they coincide with the options listed above, the only difference is the Disable option that is used to move the portal member to the list of disabled members who can't log in to the portal any more).

Being a portal member, you can also change the portal language within your account. For this purpose, open your profile page and select one of the available options in the Language dropdown list. By default, the portal is displayed in the language chosen in the common portal settings by a full access administrator.

You can find the list of languages already available and that will be available at your portal in the nearest future in this article. If you'd like to contribute to the online office translation, please read this article to learn how to do that.
Changing Language Changing Language

To facilitate your login to the portal, you can use one of your social accounts at Google, Facebook, Twitter, or LinkedIn. To connect it, please

  1. open your profile page clicking the link with your name in the right upper corner and selecting the Profile option
  2. click the Connect link under the needed social network icon
  3. enter your email address and password into the corresponding fields within the opened window
  4. allow the online office to access your account data pressing the appropriate button

It's also possible to manage your subscriptions within all portal modules on your profile page. To view the whole list of the portal content you are subscribed to, click the Show link next to the Subscriptions caption. Here you can unsubscribe from the content that isn't interesting to you any more and change the way you want to be informed about updates selecting one of the available notification types: via Talk, email or both. For further information, please refer to this article.

You can also disable or enable back tooltips that appear on the screen to introduce you to the basic features of each module when you log in for the first time or to inform you of new features added. Click the Show link next to the Tooltips caption and click the on-off control. The tooltips will be enabled or disabled for all modules at once.

Managing Subscriptions Managing Subscriptions
Adding new portal membersL

As a portal owner or full access administrator, you can add new members to the portal.

If you've created your portal recently and have not yet added users, the Invite users to portal icon Invite users to portal button is available on the left side panel in each portal module. It allows you to quickly and easily invite new members to your portal so that they could join it:

  1. click the Invite users to portal icon Invite users to portal button

    The invitation link will be copied to the clipboard right away and the Invitation Link window will open allowing you to adjust additional link settings:

    • check the Add users as guests box to invite people who will have view-only permissions on your portal (if you want these people to create portal content, leave this box unchecked). After you change this parameter do not forget to copy the renewed link using the Copy link option.
    • you can also Get the shortened link which is more suitable for adding to your message
  2. paste the copied link into your invitation message and send it or share the link via social networks using the corresponding icons in the Invitation Link window

The link is valid for 7 days only.

Later you can click the Additional Options button button in the left upper corner within the People module and select the Invitation Link option to copy the invitation link and open the corresponding window.
Sending Invitation Link Sending Invitation Link
Add users manually

You can also add portal members manually one by one:

  1. click the Create button in the left upper corner within the People module
  2. select the User or Guest option from the dropdown list
  3. fill in the fields marked with asterisk - first and last name as well as email address.

    When creating a user you can specify an existing email address or create a new email on the domain previously connected in the Mail module. For a guest you can specify an existing email address only. To create a new mailbox for a user, click the Create email on domain link. Enter a user name for the new mailbox in the entry field. If you have several domains connected in the Mail module select the necessary domain from the drop-down list.

    When creating a user/guest it's also possible to create a temporary password so that the user/guest can access the portal for the first time (he/she can change this password later at his/her profile page). To create a password click the Set password link. Once you click this link, the field becomes obligatory. You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the Generate password icon. The requirements for the password generation and validation are determined by the Password Strength Settings specified in the portal Security settings.

    The password must be at least 8 but no more than 30 characters long.

    The specified email and password can be copied to the clipboard by clicking the Copy email and password link.

    You can also select a group (or even several groups) the user/guest will belong to, enter his/her title and location, upload an avatar photo, etc. The registration date is set to the current date by default, but you can change it clicking within the field.
  4. click the Save button
Adding Users Adding Users

Right after that the newly added member's profile page opens and an email notification with a link for accessing the portal is sent to him/her. The new portal member gets the pending status till he/she confirms his/her registration email address. In the portal members list he/she will be marked with the Pending Icon icon at his/her avatar photo. After the email confirmation the guests get the Guest Icon icon on their avatar photo and administrators - the Administrator Icon icon. The portal owner is marked with the Owner Icon icon.

The link sent in the notification is valid for 7 days only. If the user doesn't manage to complete the registration by following the link in time, you can resend this notification clicking the Send invitation once again link on his/her profile page. If there are several users who exceeded the time limit given for email confirmation, click the Additional Options button button in the left upper corner and select the Send invitations once again option or select the needed members in the list and click the Send activation link once again button at the top.

Import people

To save time, you can also add users all at once from:

You can also add guests all at once. For further instructions please refer to this article.
Create groups

While adding members, you will certainly need to create new groups. To do that,

  1. click the Create button in the left upper corner within the People module
  2. select the Group option from the dropdown list
  3. enter the group Title into the field marked with asterisk
  4. assign the group Head by clicking the Choose user link and selecting one of the existing users/guests or creating a new profile
  5. add group Members by clicking the Add members link and selecting the existing users/guests or creating new profiles one by one
  6. click the Save button
Adding Groups Adding Groups
Managing access rights B

There are three main access levels within portal: Guest with view-only permissions, user with basic privileges and administrator with advanced privileges.

Among administrators there are:

Changing portal owner

Actually, the portal owner is the person who created the portal. If he wants to appoint another portal member to this position, he needs to:

  1. switch to the portal settings choosing the Settings option in the top menu,
  2. expand the Security section on the left-side panel and select the Access Rights subsection,
  3. click the Choose Owner link under his photo in the Portal Owner section,
  4. select a person from the dropdown list,
  5. click the Change Portal Owner button,
  6. check the mail box and follow the confirmation link sent in the email message.
Changing Portal Owner Changing Portal Owner

The portal owner has the same permissions as full access administrators and can perform the following operations:

Full Access Administrator Portal Owner
add portal members
edit member profiles
appoint module administrators
change general and customization portal settings
(see Portal Configuration)
view portal statistics (see Portal Configuration) 		+
change portal owner
backup portal data (see Tips & Tricks)
deactivate/delete portal (see Portal Configuration)
change server region (see Portal Configuration)
Granting administrator privileges

After a portal member is added to the portal, he gets user or guest access rights. The portal owner or full access administrators can grant administrator privileges to users only. To do that, they need to proceed through the following steps:

  1. switch to the portal settings choosing the Settings option in the top menu,
  2. select the Access Rights option on the left-side panel,
  3. click the Show link next to the Administrators caption,
  4. click the Choose user link under the list of administrators,
  5. select a person or several persons at once from the existing users/guests or create a new administrator right here by clicking the Create new profile link,
  6. click the Save button,
  7. the selected person(s) will get the maximum access to all portal modules by default; to limit it, uncheck the Full Access box first and then the boxes corresponding to the modules you don't want to grant administrator access to.
Adding Administrators Adding Administrators
Permissions for Documents, CRM, Community, People, and Mail modules

This access rights structure - guest/user/administrator - is valid for the following portal modules:

The guests have no access to the 'CRM' 'People' and 'Mail' modules at all. They only can view and edit their own profile.

The main permissions are listed in the table below.

Documents CRM Community People Mail
Guest view files available to all portal members, download files from the 'Common Documents' folder and documents shared with them, upload files to folders shared with them add comments to existing posts, attach files to comments edit own profile
User create/edit/manage/share files and folders in the 'My Documents' section, view files in 'Common Documents' add new content and edit own one create new module content and edit own one edit own profile, view other members' profiles manage own mail accounts, receive and send letters
Module Administrator +
create/edit/manage/share files and folders stored in the 'Common Documents' section		 +
configure module settings, import/export data, send email messages to CRM contacts in bulk, view/edit the whole module content		 +
moderate the whole module content		 +
add/invite users, create groups and edit other members' profiles		 +
manage Mail Server (add own domain, create mailboxes, mail groups) and general Mail settings
Permissions for Projects module

The access rights structure in the Projects module is more complicated and comprises five levels:

The main permissions are listed in the table below.

Guest/ User Team Member Project Manager Module Administrator
view projects available to all portal members or private ones (where he is a project team member), leave comments and subscribe to tasks and discussions belonging to projects he can access +
create/assign/manage own tasks, create discussions, add/delete own files		 +
manage project team, create/edit the whole project content, change project status, set access rights for team members (for private projects only)		 +
create/edit/delete any project, appoint project managers, create/edit project templates

Portal tools - Mail, Talk, Calendar, Feed - are available to all portal users. The guests can use every tool with the exception of Mail.

!'Reassigning data when deleting profiles"@
What happens to the data without reassigning

If you do not reassign data when deleting disabled users, the related contents created by a user on the portal will also be deleted as follows:

To avoid the data deletion, you can reassign Documents, Projects and CRM entities to an active user.

currently, the data reassignment option is only available for the users with the Disabled status, it's not possible to reassign the data that belongs to an active user.
What happens to the data after reassigning

After you reassign data and delete a user, the following contents will be transferred/kept:

After you reassign data and delete a user, the following contents will be deleted:

Deleting a single user

To delete a single user,

  1. Open the list of disabled users selecting the corresponding status in the filter on the top,
  2. Click the Actions Icon Actions button next to the disabled user,
  3. Select the Delete profile option from the menu,
  4. A confirmation window opens where you'll be prompted to reassign the user's data:
    Deleting a profile Deleting a profile
  5. Click the Reassign data button in the confirmation window.
  6. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.
  7. The Delete profile when reassignment is finished box is checked by default that allows to automatically delete the profile after data reassignment.
  8. Click the Reassign button.
    Reassigning data Reassigning data

    Now you can close this page. Once the reassignment process is over, you'll be notified via email. If you unchecked the Delete profile when reassignment is finished box, you can return to the list of disabled users and manually delete the user without losing his/her data.

Deleting several users

Data reassignment is an individual action, i.e. if you want to delete several users at once, you'll need to previously reassign the data for each of them separately.

To reassign the data of any disabled user,

  1. Click the Actions Icon Actions button next to the disabled user.
  2. Select the Reassign data option from the menu.
  3. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.
  4. Check the Delete profile when reassignment is finished box to automatically delete the profile after data reassignment.
  5. Click the Reassign button.

Once you reassign all the necessary data, (if you did not check the Delete profile when reassignment is finished box) you can return to the list of disabled users, check the users you want to delete and press the Delete button above the user list to remove several users at once without losing their data.

#Changing People module settings$

Being a portal owner or full access administrator you can restrict access to the People module for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link on the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the People section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Disabling People module

To disable the People module just switch to the Modules & Tools section selecting the corresponding option on the left-side panel, uncheck the People module and click the Save button.

If the People module is disabled, each portal member can access his/her own profile only.
Change People Module Settings Change People Module Settings
%Overview&

People is a module where all portal members as well as group participants are displayed.

There can be two types of members on your portal:

Every member has one of the following statuses:

The full access administrators can change the portal members' type and status by selecting them in the list and clicking the 'Change Type' or 'Change Status' button at the top or on their profile page. Please bear in mind that it's impossible to change type for the administrators.
'Editing profile(<

Every active portal member can edit his own profile. To do that,

  1. click the link with your name in the right upper corner
  2. select the Profile option
  3. press the Edit Photo button at the bottom of the current profile photo to upload another one and select the image area that will be displayed as your avatar photo
  4. click the Actions Icon icon above your photo and select one of the following options depending on your goal:
    • Edit - to change personal information displayed on your profile page: first or last name, registration date, title, location, sex, date of birth, contact details, avatar photo
    • Change password - to change your password you use to log in to the portal (you can do that also by clicking the Edit Icon icon next to the current password on your profile page)
      Your password must be at least 8 but no more than 30 characters long.
    • Change email - to change your registration email address (you can do that also by clicking the Edit Icon icon next to the current email on your profile page)
    • Edit Photo - to upload another photo and select the image area that will be displayed as your avatar photo
    • Delete my profile - to receive instructions per email on how to do that
Editing Profile Editing Profile

In case two-factor authentication is enabled in the portal settings, you can also change your Primary Mobile Phone. After you click the Change phone number Icon icon, the information window will open. Press OK. You'll be redirected to another page, where you will be able to specify a different phone number and press the Enter number button to save it. You'll receive an SMS with a verification code to your new mobile phone.

The full access administrators can edit not only their own profiles but also other portal members' profiles. For this purpose,
  1. find the needed person in the portal members list and open his/her profile page
  2. click the Actions Icon icon next to the member's name and select one of the available options (they coincide with the options listed above, the only difference is the Disable option that is used to move the portal member to the list of disabled members who can't log in to the portal any more).

Being a portal member, you can also change the portal language within your account. For this purpose, open your profile page and select one of the available options in the Language dropdown list. By default, the portal is displayed in the language chosen in the common portal settings by a full access administrator.

You can find the list of languages already available and that will be available at your portal in the nearest future in this article. If you'd like to contribute to the online office translation, please read this article to learn how to do that.
Changing Language Changing Language

To facilitate your login to the portal, you can use one of your social accounts at Google, Facebook, Twitter, or LinkedIn. To connect it, please

  1. open your profile page clicking the link with your name in the right upper corner and selecting the Profile option
  2. click the Connect link under the needed social network icon
  3. enter your email address and password into the corresponding fields within the opened window
  4. allow the online office to access your account data pressing the appropriate button

It's also possible to manage your subscriptions within all portal modules on your profile page. To view the whole list of the portal content you are subscribed to, click the Show link next to the Subscriptions caption. Here you can unsubscribe from the content that isn't interesting to you any more and change the way you want to be informed about updates selecting one of the available notification types: via Talk, email or both. For further information, please refer to this article.

You can also disable or enable back tooltips that appear on the screen to introduce you to the basic features of each module when you log in for the first time or to inform you of new features added. Click the Show link next to the Tooltips caption and click the on-off control. The tooltips will be enabled or disabled for all modules at once.

Managing Subscriptions Managing Subscriptions
)Adding new portal members*L

As a portal owner or full access administrator, you can add new members to the portal.

If you've created your portal recently and have not yet added users, the Invite users to portal icon Invite users to portal button is available on the left side panel in each portal module. It allows you to quickly and easily invite new members to your portal so that they could join it:

  1. click the Invite users to portal icon Invite users to portal button

    The invitation link will be copied to the clipboard right away and the Invitation Link window will open allowing you to adjust additional link settings:

    • check the Add users as guests box to invite people who will have view-only permissions on your portal (if you want these people to create portal content, leave this box unchecked). After you change this parameter do not forget to copy the renewed link using the Copy link option.
    • you can also Get the shortened link which is more suitable for adding to your message
  2. paste the copied link into your invitation message and send it or share the link via social networks using the corresponding icons in the Invitation Link window

The link is valid for 7 days only.

Later you can click the Additional Options button button in the left upper corner within the People module and select the Invitation Link option to copy the invitation link and open the corresponding window.
Sending Invitation Link Sending Invitation Link
Add users manually

You can also add portal members manually one by one:

  1. click the Create button in the left upper corner within the People module
  2. select the User or Guest option from the dropdown list
  3. fill in the fields marked with asterisk - first and last name as well as email address.

    When creating a user you can specify an existing email address or create a new email on the domain previously connected in the Mail module. For a guest you can specify an existing email address only. To create a new mailbox for a user, click the Create email on domain link. Enter a user name for the new mailbox in the entry field. If you have several domains connected in the Mail module select the necessary domain from the drop-down list.

    When creating a user/guest it's also possible to create a temporary password so that the user/guest can access the portal for the first time (he/she can change this password later at his/her profile page). To create a password click the Set password link. Once you click this link, the field becomes obligatory. You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the Generate password icon. The requirements for the password generation and validation are determined by the Password Strength Settings specified in the portal Security settings.

    The password must be at least 8 but no more than 30 characters long.

    The specified email and password can be copied to the clipboard by clicking the Copy email and password link.

    You can also select a group (or even several groups) the user/guest will belong to, enter his/her title and location, upload an avatar photo, etc. The registration date is set to the current date by default, but you can change it clicking within the field.
  4. click the Save button
Adding Users Adding Users

Right after that the newly added member's profile page opens and an email notification with a link for accessing the portal is sent to him/her. The new portal member gets the pending status till he/she confirms his/her registration email address. In the portal members list he/she will be marked with the Pending Icon icon at his/her avatar photo. After the email confirmation the guests get the Guest Icon icon on their avatar photo and administrators - the Administrator Icon icon. The portal owner is marked with the Owner Icon icon.

The link sent in the notification is valid for 7 days only. If the user doesn't manage to complete the registration by following the link in time, you can resend this notification clicking the Send invitation once again link on his/her profile page. If there are several users who exceeded the time limit given for email confirmation, click the Additional Options button button in the left upper corner and select the Send invitations once again option or select the needed members in the list and click the Send activation link once again button at the top.

Import people

To save time, you can also add users all at once from:

You can also add guests all at once. For further instructions please refer to this article.
Create groups

While adding members, you will certainly need to create new groups. To do that,

  1. click the Create button in the left upper corner within the People module
  2. select the Group option from the dropdown list
  3. enter the group Title into the field marked with asterisk
  4. assign the group Head by clicking the Choose user link and selecting one of the existing users/guests or creating a new profile
  5. add group Members by clicking the Add members link and selecting the existing users/guests or creating new profiles one by one
  6. click the Save button
Adding Groups Adding Groups
+Managing access rights,B

There are three main access levels within portal: Guest with view-only permissions, user with basic privileges and administrator with advanced privileges.

Among administrators there are:

Changing portal owner

Actually, the portal owner is the person who created the portal. If he wants to appoint another portal member to this position, he needs to:

  1. switch to the portal settings choosing the Settings option in the top menu,
  2. expand the Security section on the left-side panel and select the Access Rights subsection,
  3. click the Choose Owner link under his photo in the Portal Owner section,
  4. select a person from the dropdown list,
  5. click the Change Portal Owner button,
  6. check the mail box and follow the confirmation link sent in the email message.
Changing Portal Owner Changing Portal Owner

The portal owner has the same permissions as full access administrators and can perform the following operations:

Full Access Administrator Portal Owner
add portal members
edit member profiles
appoint module administrators
change general and customization portal settings
(see Portal Configuration)
view portal statistics (see Portal Configuration) 		+
change portal owner
backup portal data (see Tips & Tricks)
deactivate/delete portal (see Portal Configuration)
change server region (see Portal Configuration)
Granting administrator privileges

After a portal member is added to the portal, he gets user or guest access rights. The portal owner or full access administrators can grant administrator privileges to users only. To do that, they need to proceed through the following steps:

  1. switch to the portal settings choosing the Settings option in the top menu,
  2. select the Access Rights option on the left-side panel,
  3. click the Show link next to the Administrators caption,
  4. click the Choose user link under the list of administrators,
  5. select a person or several persons at once from the existing users/guests or create a new administrator right here by clicking the Create new profile link,
  6. click the Save button,
  7. the selected person(s) will get the maximum access to all portal modules by default; to limit it, uncheck the Full Access box first and then the boxes corresponding to the modules you don't want to grant administrator access to.
Adding Administrators Adding Administrators
Permissions for Documents, CRM, Community, People, and Mail modules

This access rights structure - guest/user/administrator - is valid for the following portal modules:

The guests have no access to the 'CRM' 'People' and 'Mail' modules at all. They only can view and edit their own profile.

The main permissions are listed in the table below.

Documents CRM Community People Mail
Guest view files available to all portal members, download files from the 'Common Documents' folder and documents shared with them, upload files to folders shared with them add comments to existing posts, attach files to comments edit own profile
User create/edit/manage/share files and folders in the 'My Documents' section, view files in 'Common Documents' add new content and edit own one create new module content and edit own one edit own profile, view other members' profiles manage own mail accounts, receive and send letters
Module Administrator +
create/edit/manage/share files and folders stored in the 'Common Documents' section		 +
configure module settings, import/export data, send email messages to CRM contacts in bulk, view/edit the whole module content		 +
moderate the whole module content		 +
add/invite users, create groups and edit other members' profiles		 +
manage Mail Server (add own domain, create mailboxes, mail groups) and general Mail settings
Permissions for Projects module

The access rights structure in the Projects module is more complicated and comprises five levels:

The main permissions are listed in the table below.

Guest/ User Team Member Project Manager Module Administrator
view projects available to all portal members or private ones (where he is a project team member), leave comments and subscribe to tasks and discussions belonging to projects he can access +
create/assign/manage own tasks, create discussions, add/delete own files		 +
manage project team, create/edit the whole project content, change project status, set access rights for team members (for private projects only)		 +
create/edit/delete any project, appoint project managers, create/edit project templates

Portal tools - Mail, Talk, Calendar, Feed - are available to all portal users. The guests can use every tool with the exception of Mail.

-'Reassigning data when deleting profiles.@
What happens to the data without reassigning

If you do not reassign data when deleting disabled users, the related contents created by a user on the portal will also be deleted as follows:

To avoid the data deletion, you can reassign Documents, Projects and CRM entities to an active user.

currently, the data reassignment option is only available for the users with the Disabled status, it's not possible to reassign the data that belongs to an active user.
What happens to the data after reassigning

After you reassign data and delete a user, the following contents will be transferred/kept:

After you reassign data and delete a user, the following contents will be deleted:

Deleting a single user

To delete a single user,

  1. Open the list of disabled users selecting the corresponding status in the filter on the top,
  2. Click the Actions Icon Actions button next to the disabled user,
  3. Select the Delete profile option from the menu,
  4. A confirmation window opens where you'll be prompted to reassign the user's data:
    Deleting a profile Deleting a profile
  5. Click the Reassign data button in the confirmation window.
  6. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.
  7. The Delete profile when reassignment is finished box is checked by default that allows to automatically delete the profile after data reassignment.
  8. Click the Reassign button.
    Reassigning data Reassigning data

    Now you can close this page. Once the reassignment process is over, you'll be notified via email. If you unchecked the Delete profile when reassignment is finished box, you can return to the list of disabled users and manually delete the user without losing his/her data.

Deleting several users

Data reassignment is an individual action, i.e. if you want to delete several users at once, you'll need to previously reassign the data for each of them separately.

To reassign the data of any disabled user,

  1. Click the Actions Icon Actions button next to the disabled user.
  2. Select the Reassign data option from the menu.
  3. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.
  4. Check the Delete profile when reassignment is finished box to automatically delete the profile after data reassignment.
  5. Click the Reassign button.

Once you reassign all the necessary data, (if you did not check the Delete profile when reassignment is finished box) you can return to the list of disabled users, check the users you want to delete and press the Delete button above the user list to remove several users at once without losing their data.

/Changing People module settings0

Being a portal owner or full access administrator you can restrict access to the People module for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link on the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the People section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Disabling People module

To disable the People module just switch to the Modules & Tools section selecting the corresponding option on the left-side panel, uncheck the People module and click the Save button.

If the People module is disabled, each portal member can access his/her own profile only.
Change People Module Settings Change People Module Settings
1Overview2

People is a module where all portal members as well as group participants are displayed.

There can be two types of members on your portal:

Every member has one of the following statuses:

The full access administrators can change the portal members' type and status by selecting them in the list and clicking the 'Change Type' or 'Change Status' button at the top or on their profile page. Please bear in mind that it's impossible to change type for the administrators.
3Editing profile4<

Every active portal member can edit his own profile. To do that,

  1. click the link with your name in the right upper corner
  2. select the Profile option
  3. press the Edit Photo button at the bottom of the current profile photo to upload another one and select the image area that will be displayed as your avatar photo
  4. click the Actions Icon icon above your photo and select one of the following options depending on your goal:
    • Edit - to change personal information displayed on your profile page: first or last name, registration date, title, location, sex, date of birth, contact details, avatar photo
    • Change password - to change your password you use to log in to the portal (you can do that also by clicking the Edit Icon icon next to the current password on your profile page)
      Your password must be at least 8 but no more than 30 characters long.
    • Change email - to change your registration email address (you can do that also by clicking the Edit Icon icon next to the current email on your profile page)
    • Edit Photo - to upload another photo and select the image area that will be displayed as your avatar photo
    • Delete my profile - to receive instructions per email on how to do that
Editing Profile Editing Profile

In case two-factor authentication is enabled in the portal settings, you can also change your Primary Mobile Phone. After you click the Change phone number Icon icon, the information window will open. Press OK. You'll be redirected to another page, where you will be able to specify a different phone number and press the Enter number button to save it. You'll receive an SMS with a verification code to your new mobile phone.

The full access administrators can edit not only their own profiles but also other portal members' profiles. For this purpose,
  1. find the needed person in the portal members list and open his/her profile page
  2. click the Actions Icon icon next to the member's name and select one of the available options (they coincide with the options listed above, the only difference is the Disable option that is used to move the portal member to the list of disabled members who can't log in to the portal any more).

Being a portal member, you can also change the portal language within your account. For this purpose, open your profile page and select one of the available options in the Language dropdown list. By default, the portal is displayed in the language chosen in the common portal settings by a full access administrator.

You can find the list of languages already available and that will be available at your portal in the nearest future in this article. If you'd like to contribute to the online office translation, please read this article to learn how to do that.
Changing Language Changing Language

To facilitate your login to the portal, you can use one of your social accounts at Google, Facebook, Twitter, or LinkedIn. To connect it, please

  1. open your profile page clicking the link with your name in the right upper corner and selecting the Profile option
  2. click the Connect link under the needed social network icon
  3. enter your email address and password into the corresponding fields within the opened window
  4. allow the online office to access your account data pressing the appropriate button

It's also possible to manage your subscriptions within all portal modules on your profile page. To view the whole list of the portal content you are subscribed to, click the Show link next to the Subscriptions caption. Here you can unsubscribe from the content that isn't interesting to you any more and change the way you want to be informed about updates selecting one of the available notification types: via Talk, email or both. For further information, please refer to this article.

You can also disable or enable back tooltips that appear on the screen to introduce you to the basic features of each module when you log in for the first time or to inform you of new features added. Click the Show link next to the Tooltips caption and click the on-off control. The tooltips will be enabled or disabled for all modules at once.

Managing Subscriptions Managing Subscriptions
5Adding new portal members6L

As a portal owner or full access administrator, you can add new members to the portal.

If you've created your portal recently and have not yet added users, the Invite users to portal icon Invite users to portal button is available on the left side panel in each portal module. It allows you to quickly and easily invite new members to your portal so that they could join it:

  1. click the Invite users to portal icon Invite users to portal button

    The invitation link will be copied to the clipboard right away and the Invitation Link window will open allowing you to adjust additional link settings:

    • check the Add users as guests box to invite people who will have view-only permissions on your portal (if you want these people to create portal content, leave this box unchecked). After you change this parameter do not forget to copy the renewed link using the Copy link option.
    • you can also Get the shortened link which is more suitable for adding to your message
  2. paste the copied link into your invitation message and send it or share the link via social networks using the corresponding icons in the Invitation Link window

The link is valid for 7 days only.

Later you can click the Additional Options button button in the left upper corner within the People module and select the Invitation Link option to copy the invitation link and open the corresponding window.
Sending Invitation Link Sending Invitation Link
Add users manually

You can also add portal members manually one by one:

  1. click the Create button in the left upper corner within the People module
  2. select the User or Guest option from the dropdown list
  3. fill in the fields marked with asterisk - first and last name as well as email address.

    When creating a user you can specify an existing email address or create a new email on the domain previously connected in the Mail module. For a guest you can specify an existing email address only. To create a new mailbox for a user, click the Create email on domain link. Enter a user name for the new mailbox in the entry field. If you have several domains connected in the Mail module select the necessary domain from the drop-down list.

    When creating a user/guest it's also possible to create a temporary password so that the user/guest can access the portal for the first time (he/she can change this password later at his/her profile page). To create a password click the Set password link. Once you click this link, the field becomes obligatory. You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the Generate password icon. The requirements for the password generation and validation are determined by the Password Strength Settings specified in the portal Security settings.

    The password must be at least 8 but no more than 30 characters long.

    The specified email and password can be copied to the clipboard by clicking the Copy email and password link.

    You can also select a group (or even several groups) the user/guest will belong to, enter his/her title and location, upload an avatar photo, etc. The registration date is set to the current date by default, but you can change it clicking within the field.
  4. click the Save button
Adding Users Adding Users

Right after that the newly added member's profile page opens and an email notification with a link for accessing the portal is sent to him/her. The new portal member gets the pending status till he/she confirms his/her registration email address. In the portal members list he/she will be marked with the Pending Icon icon at his/her avatar photo. After the email confirmation the guests get the Guest Icon icon on their avatar photo and administrators - the Administrator Icon icon. The portal owner is marked with the Owner Icon icon.

The link sent in the notification is valid for 7 days only. If the user doesn't manage to complete the registration by following the link in time, you can resend this notification clicking the Send invitation once again link on his/her profile page. If there are several users who exceeded the time limit given for email confirmation, click the Additional Options button button in the left upper corner and select the Send invitations once again option or select the needed members in the list and click the Send activation link once again button at the top.

Import people

To save time, you can also add users all at once from:

You can also add guests all at once. For further instructions please refer to this article.
Create groups

While adding members, you will certainly need to create new groups. To do that,

  1. click the Create button in the left upper corner within the People module
  2. select the Group option from the dropdown list
  3. enter the group Title into the field marked with asterisk
  4. assign the group Head by clicking the Choose user link and selecting one of the existing users/guests or creating a new profile
  5. add group Members by clicking the Add members link and selecting the existing users/guests or creating new profiles one by one
  6. click the Save button
Adding Groups Adding Groups
7Managing access rights8B

There are three main access levels within portal: Guest with view-only permissions, user with basic privileges and administrator with advanced privileges.

Among administrators there are:

Changing portal owner

Actually, the portal owner is the person who created the portal. If he wants to appoint another portal member to this position, he needs to:

  1. switch to the portal settings choosing the Settings option in the top menu,
  2. expand the Security section on the left-side panel and select the Access Rights subsection,
  3. click the Choose Owner link under his photo in the Portal Owner section,
  4. select a person from the dropdown list,
  5. click the Change Portal Owner button,
  6. check the mail box and follow the confirmation link sent in the email message.
Changing Portal Owner Changing Portal Owner

The portal owner has the same permissions as full access administrators and can perform the following operations:

Full Access Administrator Portal Owner
add portal members
edit member profiles
appoint module administrators
change general and customization portal settings
(see Portal Configuration)
view portal statistics (see Portal Configuration) 		+
change portal owner
backup portal data (see Tips & Tricks)
deactivate/delete portal (see Portal Configuration)
change server region (see Portal Configuration)
Granting administrator privileges

After a portal member is added to the portal, he gets user or guest access rights. The portal owner or full access administrators can grant administrator privileges to users only. To do that, they need to proceed through the following steps:

  1. switch to the portal settings choosing the Settings option in the top menu,
  2. select the Access Rights option on the left-side panel,
  3. click the Show link next to the Administrators caption,
  4. click the Choose user link under the list of administrators,
  5. select a person or several persons at once from the existing users/guests or create a new administrator right here by clicking the Create new profile link,
  6. click the Save button,
  7. the selected person(s) will get the maximum access to all portal modules by default; to limit it, uncheck the Full Access box first and then the boxes corresponding to the modules you don't want to grant administrator access to.
Adding Administrators Adding Administrators
Permissions for Documents, CRM, Community, People, and Mail modules

This access rights structure - guest/user/administrator - is valid for the following portal modules:

The guests have no access to the 'CRM' 'People' and 'Mail' modules at all. They only can view and edit their own profile.

The main permissions are listed in the table below.

Documents CRM Community People Mail
Guest view files available to all portal members, download files from the 'Common Documents' folder and documents shared with them, upload files to folders shared with them add comments to existing posts, attach files to comments edit own profile
User create/edit/manage/share files and folders in the 'My Documents' section, view files in 'Common Documents' add new content and edit own one create new module content and edit own one edit own profile, view other members' profiles manage own mail accounts, receive and send letters
Module Administrator +
create/edit/manage/share files and folders stored in the 'Common Documents' section		 +
configure module settings, import/export data, send email messages to CRM contacts in bulk, view/edit the whole module content		 +
moderate the whole module content		 +
add/invite users, create groups and edit other members' profiles		 +
manage Mail Server (add own domain, create mailboxes, mail groups) and general Mail settings
Permissions for Projects module

The access rights structure in the Projects module is more complicated and comprises five levels:

The main permissions are listed in the table below.

Guest/ User Team Member Project Manager Module Administrator
view projects available to all portal members or private ones (where he is a project team member), leave comments and subscribe to tasks and discussions belonging to projects he can access +
create/assign/manage own tasks, create discussions, add/delete own files		 +
manage project team, create/edit the whole project content, change project status, set access rights for team members (for private projects only)		 +
create/edit/delete any project, appoint project managers, create/edit project templates

Portal tools - Mail, Talk, Calendar, Feed - are available to all portal users. The guests can use every tool with the exception of Mail.

9'Reassigning data when deleting profiles:@
What happens to the data without reassigning

If you do not reassign data when deleting disabled users, the related contents created by a user on the portal will also be deleted as follows:

To avoid the data deletion, you can reassign Documents, Projects and CRM entities to an active user.

currently, the data reassignment option is only available for the users with the Disabled status, it's not possible to reassign the data that belongs to an active user.
What happens to the data after reassigning

After you reassign data and delete a user, the following contents will be transferred/kept:

After you reassign data and delete a user, the following contents will be deleted:

Deleting a single user

To delete a single user,

  1. Open the list of disabled users selecting the corresponding status in the filter on the top,
  2. Click the Actions Icon Actions button next to the disabled user,
  3. Select the Delete profile option from the menu,
  4. A confirmation window opens where you'll be prompted to reassign the user's data:
    Deleting a profile Deleting a profile
  5. Click the Reassign data button in the confirmation window.
  6. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.
  7. The Delete profile when reassignment is finished box is checked by default that allows to automatically delete the profile after data reassignment.
  8. Click the Reassign button.
    Reassigning data Reassigning data

    Now you can close this page. Once the reassignment process is over, you'll be notified via email. If you unchecked the Delete profile when reassignment is finished box, you can return to the list of disabled users and manually delete the user without losing his/her data.

Deleting several users

Data reassignment is an individual action, i.e. if you want to delete several users at once, you'll need to previously reassign the data for each of them separately.

To reassign the data of any disabled user,

  1. Click the Actions Icon Actions button next to the disabled user.
  2. Select the Reassign data option from the menu.
  3. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.
  4. Check the Delete profile when reassignment is finished box to automatically delete the profile after data reassignment.
  5. Click the Reassign button.

Once you reassign all the necessary data, (if you did not check the Delete profile when reassignment is finished box) you can return to the list of disabled users, check the users you want to delete and press the Delete button above the user list to remove several users at once without losing their data.

;Changing People module settings<

Being a portal owner or full access administrator you can restrict access to the People module for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link on the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the People section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Disabling People module

To disable the People module just switch to the Modules & Tools section selecting the corresponding option on the left-side panel, uncheck the People module and click the Save button.

If the People module is disabled, each portal member can access his/her own profile only.
Change People Module Settings Change People Module Settings
=Overview>

People is a module where all portal members as well as group participants are displayed.

There can be two types of members on your portal:

Every member has one of the following statuses:

The full access administrators can change the portal members' type and status by selecting them in the list and clicking the 'Change Type' or 'Change Status' button at the top or on their profile page. Please bear in mind that it's impossible to change type for the administrators.
?Editing profile@<

Every active portal member can edit his own profile. To do that,

  1. click the link with your name in the right upper corner
  2. select the Profile option
  3. press the Edit Photo button at the bottom of the current profile photo to upload another one and select the image area that will be displayed as your avatar photo
  4. click the Actions Icon icon above your photo and select one of the following options depending on your goal:
    • Edit - to change personal information displayed on your profile page: first or last name, registration date, title, location, sex, date of birth, contact details, avatar photo
    • Change password - to change your password you use to log in to the portal (you can do that also by clicking the Edit Icon icon next to the current password on your profile page)
      Your password must be at least 8 but no more than 30 characters long.
    • Change email - to change your registration email address (you can do that also by clicking the Edit Icon icon next to the current email on your profile page)
    • Edit Photo - to upload another photo and select the image area that will be displayed as your avatar photo
    • Delete my profile - to receive instructions per email on how to do that
Editing Profile Editing Profile

In case two-factor authentication is enabled in the portal settings, you can also change your Primary Mobile Phone. After you click the Change phone number Icon icon, the information window will open. Press OK. You'll be redirected to another page, where you will be able to specify a different phone number and press the Enter number button to save it. You'll receive an SMS with a verification code to your new mobile phone.

The full access administrators can edit not only their own profiles but also other portal members' profiles. For this purpose,
  1. find the needed person in the portal members list and open his/her profile page
  2. click the Actions Icon icon next to the member's name and select one of the available options (they coincide with the options listed above, the only difference is the Disable option that is used to move the portal member to the list of disabled members who can't log in to the portal any more).

Being a portal member, you can also change the portal language within your account. For this purpose, open your profile page and select one of the available options in the Language dropdown list. By default, the portal is displayed in the language chosen in the common portal settings by a full access administrator.

You can find the list of languages already available and that will be available at your portal in the nearest future in this article. If you'd like to contribute to the online office translation, please read this article to learn how to do that.
Changing Language Changing Language

To facilitate your login to the portal, you can use one of your social accounts at Google, Facebook, Twitter, or LinkedIn. To connect it, please

  1. open your profile page clicking the link with your name in the right upper corner and selecting the Profile option
  2. click the Connect link under the needed social network icon
  3. enter your email address and password into the corresponding fields within the opened window
  4. allow the online office to access your account data pressing the appropriate button

It's also possible to manage your subscriptions within all portal modules on your profile page. To view the whole list of the portal content you are subscribed to, click the Show link next to the Subscriptions caption. Here you can unsubscribe from the content that isn't interesting to you any more and change the way you want to be informed about updates selecting one of the available notification types: via Talk, email or both. For further information, please refer to this article.

You can also disable or enable back tooltips that appear on the screen to introduce you to the basic features of each module when you log in for the first time or to inform you of new features added. Click the Show link next to the Tooltips caption and click the on-off control. The tooltips will be enabled or disabled for all modules at once.

Managing Subscriptions Managing Subscriptions
AAdding new portal membersBL

As a portal owner or full access administrator, you can add new members to the portal.

If you've created your portal recently and have not yet added users, the Invite users to portal icon Invite users to portal button is available on the left side panel in each portal module. It allows you to quickly and easily invite new members to your portal so that they could join it:

  1. click the Invite users to portal icon Invite users to portal button

    The invitation link will be copied to the clipboard right away and the Invitation Link window will open allowing you to adjust additional link settings:

    • check the Add users as guests box to invite people who will have view-only permissions on your portal (if you want these people to create portal content, leave this box unchecked). After you change this parameter do not forget to copy the renewed link using the Copy link option.
    • you can also Get the shortened link which is more suitable for adding to your message
  2. paste the copied link into your invitation message and send it or share the link via social networks using the corresponding icons in the Invitation Link window

The link is valid for 7 days only.

Later you can click the Additional Options button button in the left upper corner within the People module and select the Invitation Link option to copy the invitation link and open the corresponding window.
Sending Invitation Link Sending Invitation Link
Add users manually

You can also add portal members manually one by one:

  1. click the Create button in the left upper corner within the People module
  2. select the User or Guest option from the dropdown list
  3. fill in the fields marked with asterisk - first and last name as well as email address.

    When creating a user you can specify an existing email address or create a new email on the domain previously connected in the Mail module. For a guest you can specify an existing email address only. To create a new mailbox for a user, click the Create email on domain link. Enter a user name for the new mailbox in the entry field. If you have several domains connected in the Mail module select the necessary domain from the drop-down list.

    When creating a user/guest it's also possible to create a temporary password so that the user/guest can access the portal for the first time (he/she can change this password later at his/her profile page). To create a password click the Set password link. Once you click this link, the field becomes obligatory. You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the Generate password icon. The requirements for the password generation and validation are determined by the Password Strength Settings specified in the portal Security settings.

    The password must be at least 8 but no more than 30 characters long.

    The specified email and password can be copied to the clipboard by clicking the Copy email and password link.

    You can also select a group (or even several groups) the user/guest will belong to, enter his/her title and location, upload an avatar photo, etc. The registration date is set to the current date by default, but you can change it clicking within the field.
  4. click the Save button
Adding Users Adding Users

Right after that the newly added member's profile page opens and an email notification with a link for accessing the portal is sent to him/her. The new portal member gets the pending status till he/she confirms his/her registration email address. In the portal members list he/she will be marked with the Pending Icon icon at his/her avatar photo. After the email confirmation the guests get the Guest Icon icon on their avatar photo and administrators - the Administrator Icon icon. The portal owner is marked with the Owner Icon icon.

The link sent in the notification is valid for 7 days only. If the user doesn't manage to complete the registration by following the link in time, you can resend this notification clicking the Send invitation once again link on his/her profile page. If there are several users who exceeded the time limit given for email confirmation, click the Additional Options button button in the left upper corner and select the Send invitations once again option or select the needed members in the list and click the Send activation link once again button at the top.

Import people

To save time, you can also add users all at once from:

You can also add guests all at once. For further instructions please refer to this article.
Create groups

While adding members, you will certainly need to create new groups. To do that,

  1. click the Create button in the left upper corner within the People module
  2. select the Group option from the dropdown list
  3. enter the group Title into the field marked with asterisk
  4. assign the group Head by clicking the Choose user link and selecting one of the existing users/guests or creating a new profile
  5. add group Members by clicking the Add members link and selecting the existing users/guests or creating new profiles one by one
  6. click the Save button
Adding Groups Adding Groups
CManaging access rightsDB

There are three main access levels within portal: Guest with view-only permissions, user with basic privileges and administrator with advanced privileges.

Among administrators there are:

Changing portal owner

Actually, the portal owner is the person who created the portal. If he wants to appoint another portal member to this position, he needs to:

  1. switch to the portal settings choosing the Settings option in the top menu,
  2. expand the Security section on the left-side panel and select the Access Rights subsection,
  3. click the Choose Owner link under his photo in the Portal Owner section,
  4. select a person from the dropdown list,
  5. click the Change Portal Owner button,
  6. check the mail box and follow the confirmation link sent in the email message.
Changing Portal Owner Changing Portal Owner

The portal owner has the same permissions as full access administrators and can perform the following operations:

Full Access Administrator Portal Owner
add portal members
edit member profiles
appoint module administrators
change general and customization portal settings
(see Portal Configuration)
view portal statistics (see Portal Configuration) 		+
change portal owner
backup portal data (see Tips & Tricks)
deactivate/delete portal (see Portal Configuration)
change server region (see Portal Configuration)
Granting administrator privileges

After a portal member is added to the portal, he gets user or guest access rights. The portal owner or full access administrators can grant administrator privileges to users only. To do that, they need to proceed through the following steps:

  1. switch to the portal settings choosing the Settings option in the top menu,
  2. select the Access Rights option on the left-side panel,
  3. click the Show link next to the Administrators caption,
  4. click the Choose user link under the list of administrators,
  5. select a person or several persons at once from the existing users/guests or create a new administrator right here by clicking the Create new profile link,
  6. click the Save button,
  7. the selected person(s) will get the maximum access to all portal modules by default; to limit it, uncheck the Full Access box first and then the boxes corresponding to the modules you don't want to grant administrator access to.
Adding Administrators Adding Administrators
Permissions for Documents, CRM, Community, People, and Mail modules

This access rights structure - guest/user/administrator - is valid for the following portal modules:

The guests have no access to the 'CRM' 'People' and 'Mail' modules at all. They only can view and edit their own profile.

The main permissions are listed in the table below.

Documents CRM Community People Mail
Guest view files available to all portal members, download files from the 'Common Documents' folder and documents shared with them, upload files to folders shared with them add comments to existing posts, attach files to comments edit own profile
User create/edit/manage/share files and folders in the 'My Documents' section, view files in 'Common Documents' add new content and edit own one create new module content and edit own one edit own profile, view other members' profiles manage own mail accounts, receive and send letters
Module Administrator +
create/edit/manage/share files and folders stored in the 'Common Documents' section		 +
configure module settings, import/export data, send email messages to CRM contacts in bulk, view/edit the whole module content		 +
moderate the whole module content		 +
add/invite users, create groups and edit other members' profiles		 +
manage Mail Server (add own domain, create mailboxes, mail groups) and general Mail settings
Permissions for Projects module

The access rights structure in the Projects module is more complicated and comprises five levels:

The main permissions are listed in the table below.

Guest/ User Team Member Project Manager Module Administrator
view projects available to all portal members or private ones (where he is a project team member), leave comments and subscribe to tasks and discussions belonging to projects he can access +
create/assign/manage own tasks, create discussions, add/delete own files		 +
manage project team, create/edit the whole project content, change project status, set access rights for team members (for private projects only)		 +
create/edit/delete any project, appoint project managers, create/edit project templates

Portal tools - Mail, Talk, Calendar, Feed - are available to all portal users. The guests can use every tool with the exception of Mail.

E'Reassigning data when deleting profilesF@
What happens to the data without reassigning

If you do not reassign data when deleting disabled users, the related contents created by a user on the portal will also be deleted as follows:

To avoid the data deletion, you can reassign Documents, Projects and CRM entities to an active user.

currently, the data reassignment option is only available for the users with the Disabled status, it's not possible to reassign the data that belongs to an active user.
What happens to the data after reassigning

After you reassign data and delete a user, the following contents will be transferred/kept:

After you reassign data and delete a user, the following contents will be deleted:

Deleting a single user

To delete a single user,

  1. Open the list of disabled users selecting the corresponding status in the filter on the top,
  2. Click the Actions Icon Actions button next to the disabled user,
  3. Select the Delete profile option from the menu,
  4. A confirmation window opens where you'll be prompted to reassign the user's data:
    Deleting a profile Deleting a profile
  5. Click the Reassign data button in the confirmation window.
  6. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.
  7. The Delete profile when reassignment is finished box is checked by default that allows to automatically delete the profile after data reassignment.
  8. Click the Reassign button.
    Reassigning data Reassigning data

    Now you can close this page. Once the reassignment process is over, you'll be notified via email. If you unchecked the Delete profile when reassignment is finished box, you can return to the list of disabled users and manually delete the user without losing his/her data.

Deleting several users

Data reassignment is an individual action, i.e. if you want to delete several users at once, you'll need to previously reassign the data for each of them separately.

To reassign the data of any disabled user,

  1. Click the Actions Icon Actions button next to the disabled user.
  2. Select the Reassign data option from the menu.
  3. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.
  4. Check the Delete profile when reassignment is finished box to automatically delete the profile after data reassignment.
  5. Click the Reassign button.

Once you reassign all the necessary data, (if you did not check the Delete profile when reassignment is finished box) you can return to the list of disabled users, check the users you want to delete and press the Delete button above the user list to remove several users at once without losing their data.

GChanging People module settingsH

Being a portal owner or full access administrator you can restrict access to the People module for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link on the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the People section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Disabling People module

To disable the People module just switch to the Modules & Tools section selecting the corresponding option on the left-side panel, uncheck the People module and click the Save button.

If the People module is disabled, each portal member can access his/her own profile only.
Change People Module Settings Change People Module Settings
IOverviewJ

People is a module where all portal members as well as group participants are displayed.

There can be two types of members on your portal:

Every member has one of the following statuses:

The full access administrators can change the portal members' type and status by selecting them in the list and clicking the 'Change Type' or 'Change Status' button at the top or on their profile page. Please bear in mind that it's impossible to change type for the administrators.
KEditing profileL<

Every active portal member can edit his own profile. To do that,

  1. click the link with your name in the right upper corner
  2. select the Profile option
  3. press the Edit Photo button at the bottom of the current profile photo to upload another one and select the image area that will be displayed as your avatar photo
  4. click the Actions Icon icon above your photo and select one of the following options depending on your goal:
    • Edit - to change personal information displayed on your profile page: first or last name, registration date, title, location, sex, date of birth, contact details, avatar photo
    • Change password - to change your password you use to log in to the portal (you can do that also by clicking the Edit Icon icon next to the current password on your profile page)
      Your password must be at least 8 but no more than 30 characters long.
    • Change email - to change your registration email address (you can do that also by clicking the Edit Icon icon next to the current email on your profile page)
    • Edit Photo - to upload another photo and select the image area that will be displayed as your avatar photo
    • Delete my profile - to receive instructions per email on how to do that
Editing Profile Editing Profile

In case two-factor authentication is enabled in the portal settings, you can also change your Primary Mobile Phone. After you click the Change phone number Icon icon, the information window will open. Press OK. You'll be redirected to another page, where you will be able to specify a different phone number and press the Enter number button to save it. You'll receive an SMS with a verification code to your new mobile phone.

The full access administrators can edit not only their own profiles but also other portal members' profiles. For this purpose,
  1. find the needed person in the portal members list and open his/her profile page
  2. click the Actions Icon icon next to the member's name and select one of the available options (they coincide with the options listed above, the only difference is the Disable option that is used to move the portal member to the list of disabled members who can't log in to the portal any more).

Being a portal member, you can also change the portal language within your account. For this purpose, open your profile page and select one of the available options in the Language dropdown list. By default, the portal is displayed in the language chosen in the common portal settings by a full access administrator.

You can find the list of languages already available and that will be available at your portal in the nearest future in this article. If you'd like to contribute to the online office translation, please read this article to learn how to do that.
Changing Language Changing Language

To facilitate your login to the portal, you can use one of your social accounts at Google, Facebook, Twitter, or LinkedIn. To connect it, please

  1. open your profile page clicking the link with your name in the right upper corner and selecting the Profile option
  2. click the Connect link under the needed social network icon
  3. enter your email address and password into the corresponding fields within the opened window
  4. allow the online office to access your account data pressing the appropriate button

It's also possible to manage your subscriptions within all portal modules on your profile page. To view the whole list of the portal content you are subscribed to, click the Show link next to the Subscriptions caption. Here you can unsubscribe from the content that isn't interesting to you any more and change the way you want to be informed about updates selecting one of the available notification types: via Talk, email or both. For further information, please refer to this article.

You can also disable or enable back tooltips that appear on the screen to introduce you to the basic features of each module when you log in for the first time or to inform you of new features added. Click the Show link next to the Tooltips caption and click the on-off control. The tooltips will be enabled or disabled for all modules at once.

Managing Subscriptions Managing Subscriptions
MAdding new portal membersNL

As a portal owner or full access administrator, you can add new members to the portal.

If you've created your portal recently and have not yet added users, the Invite users to portal icon Invite users to portal button is available on the left side panel in each portal module. It allows you to quickly and easily invite new members to your portal so that they could join it:

  1. click the Invite users to portal icon Invite users to portal button

    The invitation link will be copied to the clipboard right away and the Invitation Link window will open allowing you to adjust additional link settings:

    • check the Add users as guests box to invite people who will have view-only permissions on your portal (if you want these people to create portal content, leave this box unchecked). After you change this parameter do not forget to copy the renewed link using the Copy link option.
    • you can also Get the shortened link which is more suitable for adding to your message
  2. paste the copied link into your invitation message and send it or share the link via social networks using the corresponding icons in the Invitation Link window

The link is valid for 7 days only.

Later you can click the Additional Options button button in the left upper corner within the People module and select the Invitation Link option to copy the invitation link and open the corresponding window.
Sending Invitation Link Sending Invitation Link
Add users manually

You can also add portal members manually one by one:

  1. click the Create button in the left upper corner within the People module
  2. select the User or Guest option from the dropdown list
  3. fill in the fields marked with asterisk - first and last name as well as email address.

    When creating a user you can specify an existing email address or create a new email on the domain previously connected in the Mail module. For a guest you can specify an existing email address only. To create a new mailbox for a user, click the Create email on domain link. Enter a user name for the new mailbox in the entry field. If you have several domains connected in the Mail module select the necessary domain from the drop-down list.

    When creating a user/guest it's also possible to create a temporary password so that the user/guest can access the portal for the first time (he/she can change this password later at his/her profile page). To create a password click the Set password link. Once you click this link, the field becomes obligatory. You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the Generate password icon. The requirements for the password generation and validation are determined by the Password Strength Settings specified in the portal Security settings.

    The password must be at least 8 but no more than 30 characters long.

    The specified email and password can be copied to the clipboard by clicking the Copy email and password link.

    You can also select a group (or even several groups) the user/guest will belong to, enter his/her title and location, upload an avatar photo, etc. The registration date is set to the current date by default, but you can change it clicking within the field.
  4. click the Save button
Adding Users Adding Users

Right after that the newly added member's profile page opens and an email notification with a link for accessing the portal is sent to him/her. The new portal member gets the pending status till he/she confirms his/her registration email address. In the portal members list he/she will be marked with the Pending Icon icon at his/her avatar photo. After the email confirmation the guests get the Guest Icon icon on their avatar photo and administrators - the Administrator Icon icon. The portal owner is marked with the Owner Icon icon.

The link sent in the notification is valid for 7 days only. If the user doesn't manage to complete the registration by following the link in time, you can resend this notification clicking the Send invitation once again link on his/her profile page. If there are several users who exceeded the time limit given for email confirmation, click the Additional Options button button in the left upper corner and select the Send invitations once again option or select the needed members in the list and click the Send activation link once again button at the top.

Import people

To save time, you can also add users all at once from:

You can also add guests all at once. For further instructions please refer to this article.
Create groups

While adding members, you will certainly need to create new groups. To do that,

  1. click the Create button in the left upper corner within the People module
  2. select the Group option from the dropdown list
  3. enter the group Title into the field marked with asterisk
  4. assign the group Head by clicking the Choose user link and selecting one of the existing users/guests or creating a new profile
  5. add group Members by clicking the Add members link and selecting the existing users/guests or creating new profiles one by one
  6. click the Save button
Adding Groups Adding Groups
OManaging access rightsPB

There are three main access levels within portal: Guest with view-only permissions, user with basic privileges and administrator with advanced privileges.

Among administrators there are:

Changing portal owner

Actually, the portal owner is the person who created the portal. If he wants to appoint another portal member to this position, he needs to:

  1. switch to the portal settings choosing the Settings option in the top menu,
  2. expand the Security section on the left-side panel and select the Access Rights subsection,
  3. click the Choose Owner link under his photo in the Portal Owner section,
  4. select a person from the dropdown list,
  5. click the Change Portal Owner button,
  6. check the mail box and follow the confirmation link sent in the email message.
Changing Portal Owner Changing Portal Owner

The portal owner has the same permissions as full access administrators and can perform the following operations:

Full Access Administrator Portal Owner
add portal members
edit member profiles
appoint module administrators
change general and customization portal settings
(see Portal Configuration)
view portal statistics (see Portal Configuration) 		+
change portal owner
backup portal data (see Tips & Tricks)
deactivate/delete portal (see Portal Configuration)
change server region (see Portal Configuration)
Granting administrator privileges

After a portal member is added to the portal, he gets user or guest access rights. The portal owner or full access administrators can grant administrator privileges to users only. To do that, they need to proceed through the following steps:

  1. switch to the portal settings choosing the Settings option in the top menu,
  2. select the Access Rights option on the left-side panel,
  3. click the Show link next to the Administrators caption,
  4. click the Choose user link under the list of administrators,
  5. select a person or several persons at once from the existing users/guests or create a new administrator right here by clicking the Create new profile link,
  6. click the Save button,
  7. the selected person(s) will get the maximum access to all portal modules by default; to limit it, uncheck the Full Access box first and then the boxes corresponding to the modules you don't want to grant administrator access to.
Adding Administrators Adding Administrators
Permissions for Documents, CRM, Community, People, and Mail modules

This access rights structure - guest/user/administrator - is valid for the following portal modules:

The guests have no access to the 'CRM' 'People' and 'Mail' modules at all. They only can view and edit their own profile.

The main permissions are listed in the table below.

Documents CRM Community People Mail
Guest view files available to all portal members, download files from the 'Common Documents' folder and documents shared with them, upload files to folders shared with them add comments to existing posts, attach files to comments edit own profile
User create/edit/manage/share files and folders in the 'My Documents' section, view files in 'Common Documents' add new content and edit own one create new module content and edit own one edit own profile, view other members' profiles manage own mail accounts, receive and send letters
Module Administrator +
create/edit/manage/share files and folders stored in the 'Common Documents' section		 +
configure module settings, import/export data, send email messages to CRM contacts in bulk, view/edit the whole module content		 +
moderate the whole module content		 +
add/invite users, create groups and edit other members' profiles		 +
manage Mail Server (add own domain, create mailboxes, mail groups) and general Mail settings
Permissions for Projects module

The access rights structure in the Projects module is more complicated and comprises five levels:

The main permissions are listed in the table below.

Guest/ User Team Member Project Manager Module Administrator
view projects available to all portal members or private ones (where he is a project team member), leave comments and subscribe to tasks and discussions belonging to projects he can access +
create/assign/manage own tasks, create discussions, add/delete own files		 +
manage project team, create/edit the whole project content, change project status, set access rights for team members (for private projects only)		 +
create/edit/delete any project, appoint project managers, create/edit project templates

Portal tools - Mail, Talk, Calendar, Feed - are available to all portal users. The guests can use every tool with the exception of Mail.

Q'Reassigning data when deleting profilesR@
What happens to the data without reassigning

If you do not reassign data when deleting disabled users, the related contents created by a user on the portal will also be deleted as follows:

To avoid the data deletion, you can reassign Documents, Projects and CRM entities to an active user.

currently, the data reassignment option is only available for the users with the Disabled status, it's not possible to reassign the data that belongs to an active user.
What happens to the data after reassigning

After you reassign data and delete a user, the following contents will be transferred/kept:

After you reassign data and delete a user, the following contents will be deleted:

Deleting a single user

To delete a single user,

  1. Open the list of disabled users selecting the corresponding status in the filter on the top,
  2. Click the Actions Icon Actions button next to the disabled user,
  3. Select the Delete profile option from the menu,
  4. A confirmation window opens where you'll be prompted to reassign the user's data:
    Deleting a profile Deleting a profile
  5. Click the Reassign data button in the confirmation window.
  6. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.
  7. The Delete profile when reassignment is finished box is checked by default that allows to automatically delete the profile after data reassignment.
  8. Click the Reassign button.
    Reassigning data Reassigning data

    Now you can close this page. Once the reassignment process is over, you'll be notified via email. If you unchecked the Delete profile when reassignment is finished box, you can return to the list of disabled users and manually delete the user without losing his/her data.

Deleting several users

Data reassignment is an individual action, i.e. if you want to delete several users at once, you'll need to previously reassign the data for each of them separately.

To reassign the data of any disabled user,

  1. Click the Actions Icon Actions button next to the disabled user.
  2. Select the Reassign data option from the menu.
  3. A new page opens where you can select a portal user you wish to reassign data to. Choose the necessary active user from the list.
  4. Check the Delete profile when reassignment is finished box to automatically delete the profile after data reassignment.
  5. Click the Reassign button.

Once you reassign all the necessary data, (if you did not check the Delete profile when reassignment is finished box) you can return to the list of disabled users, check the users you want to delete and press the Delete button above the user list to remove several users at once without losing their data.

SChanging People module settingsT

Being a portal owner or full access administrator you can restrict access to the People module for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link on the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the People section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Disabling People module

To disable the People module just switch to the Modules & Tools section selecting the corresponding option on the left-side panel, uncheck the People module and click the Save button.

If the People module is disabled, each portal member can access his/her own profile only.
Change People Module Settings Change People Module Settings
UOverviewV

Mail is a communication tool designed to manage your correspondence right on the portal. This message management solution helps you work more efficiently, improve business communication and allows you to:

To access Mail just click the Mail icon available at the top of each portal page.

WCreating/editing accountX<

To send, receive and keep your messages in order right on the portal first of all you need to set up an account. To do that,

  1. click the Mail icon at the top of any portal page,
  2. click the Add new account button in the opened window,
  3. complete the following fields: email and password,
    Create Account Create Account
  4. If necessary, switch to the advanced settings window using the Advanced option:
    Create Account - Advanced Create Account - Advanced

    Default parameters for the most popular mail services are automatically detected. You can change some of them if necessary. To return to the default settings click the Get default settings link.

    The full list of the settings for the most popular mail services can be found here. You can also refer to the official documentation of your mail service.

    The following parameters are available:

    • Email - your email address.
    • Account name (optional) - your name.
    • Receive mail fields
      • POP or IMAP Server - your POP or IMAP server host name, such as pop.domain.com or imap.domain.com.
      • Port - the port number used by the POP or IMAP server (by default, port 993 is used for IMAP Server, port 995 is used for POP Server, with the SSL encryption).
      • Login - your email address.
      • Password - the password you use to access the email box.
      • Authentication type - Simple password or Encrypted password.
      • Encryption for POP or IMAP Server - select the SSL or STARTTLS option depending on the encryption used for your POP or IMAP Server.
    • Send mail fields
      • SMTP Server - your SMTP server host name, such as smtp.domain.com.
      • Port - the port number used by the SMTP server (by default, port 465 is used for SSL, port 587 is used for STARTTLS).
      • Login - your email address.
      • Password - the password you use to access the email box.
      • Authentication type - Simple password or Encrypted password.
      • Encryption for SMTP Server - select the SSL or STARTTLS option depending on the encryption used for your SMTP Server. You may need to change the port correspondingly.
  5. click the Add Account (or Save) button to connect an account.

The mail importing process starts. This might take some time. You can close the window and continue using the portal or even close the browser. The importing will continue in the background. When the importing process is finished, all messages from your mail account will be loaded into the Inbox folder and you can start working with your correspondence.

In case you need to add one more account, follow these steps:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. click the Add New Account button above the list of the existing accounts,
  4. follow the account creation procedure described above,
  5. click the Add Account button to connect a new account.

The messages of the new added mail account will be loaded into the Inbox folder.

To edit an account (if you have changed the password for example) complete the following steps:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Edit option to open the Account Management window,
  5. type in the necessary parameters to make changes,
  6. click the Save button.
The settings for the accounts connected using OAuth cannot be edited. You can only change the account name for them.

If you have decided to delete an account from Mail:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Delete option,
  5. click the Delete button to confirm the account elimination.

All messages of this account will be removed from the Inbox folder.

If you don't need an account any longer but you want to save all the messages that have already been sent to it just Deactivate your account. If you choose this option you won't receive new messages from the deactivated account but the previously received messages will be displayed in your Mail and you could access them any time.

YChanging account settingsZ/
Adding Signature

Mail allows you to add a signature to your email messages.

To do that,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Manage signature button next to the needed account,
    Activate Signature Activate Signature
  3. in the opened 'Manage signature' window set up your own signature,
    Your choice is not restricted to the name only. You may use a text, picture, link or even generated html code as a signature.
  4. click the Save button.
    Create Signature Create Signature

Your personal signature will be added automatically every time you send an email from the account with the signature preconfigured.

If you want to change or delete the signature,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Manage signature button next to the needed account,
  3. in the opened 'Manage signature' window change the signature or delete it,
    You may also deactivate it temporarily unchecking the Use signature box.
Enabling Mail Autoreply feature

You can set up your accounts connected to the Mail module to send automatic replies when you are away.

To do that,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. select the necessary account from the list and click the Actions Icon icon to the right,
  3. select the Mail autoreply option,
  4. in the opened 'Mail autoreply' window check the Turn autoreply on option to enable the autoreply feature,
  5. check the Send autoreply to people in contacts only option, if you want automatic replies to be sent to the email addresses stored in your address book only (including Personal, Portal and CRM Contacts).
  6. if necessary, set the period when the feature should work. The start date is automatically set to a current date, but you can change it. Check the To box and set the end date.
  7. fill in the message Subject and Body,
    If you have set up a signature, it will also be added into automatic responses.
  8. click the Save button.
Mail Autoreply Mail Autoreply

Once the Mail autoreply feature is enabled, an information message will be displayed when you access Mail. Using the links in this message you will be able to quickly disable the feature or go to the Account Management page to change the settings. At the Account Management page, you can also turn Mail autoreply off by clicking the corresponding link.

When the Mail autoreply feature is enabled, an automatic response will be sent to all incoming messages, except when:

[Configuring mail server\B

From now on Mail not only aggregates the emails from different email services that you use but also gives you an opportunity to add a mail server to your domain. So, if you have your own domain you can easily create and manage corporate mailboxes right on your portal.

Only the portal owner and administrator can set up the domains, create, manage and delete corporate mailboxes.

To set up your first domain,

  1. click the Mail icon at the top of any portal page (if you haven't created any account yet) and click the Set up domain link or go to the Settings section of the Mail module,
  2. choose the Mail Server option and click the Add your own domain button,
    Add Domain Add Domain
  3. follow the wizard instructions to set up the domain:
    • enter your domain name in the corresponding field and click the Next button,
    • prove the domain ownership by adding TXT record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
      If you are using the server version, it’s not necessary to perform this step. In this case, the wizard includes 4 steps only.
    • add the MX record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the SPF record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the DKIM record to the control panel of your domain using the information provided in the wizard instruction and click the Complete button.
  4. in the appeared window click the OK button.

The added domain will be shown on the domains list page. Using the Add your own domain button you can add as many domains as you need.

Using the domain menu you can:

If you are using the server version, there is also a possibility to view the connection settings that can be used when connecting a mailbox to a third-party mail client.

Administrators can view the connection settings using the domain menu at the Mail Server settings page. Users who have a mailbox on the domain can view the connection settings using the mailbox menu at the Account Management page.

Select the Connection settings option from the domain/mailbox menu. The connection settings will be displayed in a new window. The settings include the following data: Login and password (your mailbox address and password), Server, Port, SSL/TLS for the incoming mail (IMAP server) and outgoing mail (SMTP server).

If you see the red notification next to the added domain, it means that some of the DNS records are incorrect or that they haven't been updated yet (this process may take from several minutes to several hours). Wait some time and if the notification remains click the DNS settings link to learn which DNS record you need to check. Click the Verify button to update the DNS settings information. Once updating is over, you can add the first mailbox.

In case you don't have your own domain you can use our free default domain. You can find it on the Mail server page of the Settings section.

To create a new mailbox,

  1. choose the needed domain (it can be either our domain or yours),
  2. click the Add new mailbox link,
  3. in the Create new mailbox window type the Mailbox address in the corresponding field and choose the user you want to create a mailbox for using the Add user link. The Sender name field will be filled in automatically with the information from the user profile, but you can change the name, if necessary,
    You can create only two mailboxes for one user for each domain.
  4. click the Save button.
    There is a second way to create a mailbox for our default domain. Go to the Account Management page, click the Create Mailbox button and follow the instruction described above.
Create New Mailbox Create New Mailbox
If you are using the server version, the user will receive a notification about the mailbox creation. The notification will be sent to the mailbox specified in the user’s profile (if it is activated) and to the created mailbox. In the Enterprise Edition server version, the notification will also contain the information about the connection settings for the third-party mail clients.

Using the mailbox menu you can Edit mailbox aliases or Delete a mailbox. If you want to learn more about aliases and mail groups, read this article.

If you are using the server version, there is also a possibility to change a mailbox password.

Administrators can change a password for the user’s mailbox using the mailbox menu at the Mail Server settings page. Users who have a mailbox on the domain can change their passwords using the mailbox menu at the Account Management page.

Select the Change password option from the mailbox menu and specify a new password. The password generation and validation rules are the same as the ones for the portal accounts passwords (which are specified in the Password Strength Settings section of the portal security settings). You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the Generate password icon. The mailbox address and generated password can be copied using the corresponding link below and sent to the user. The automatic portal notification about the password change will be sent to the mailbox specified in the user’s profile (if it is activated). If the user’s profile mailbox is not activated the message will be sent to the current mailbox.

]Sending/receiving messages^

Once you've added an email account to Mail or have created a mailbox right on the portal you can send and receive emails.

To send an email,

  1. click the Create Email button in the upper left corner to open the page where you will be able to create a message,

    In case you have several accounts, you need to select one to send a message. To do that, click the black arrow next to the From: field to open the drop-down list and select the necessary account.

    You can set the default account on the Account Management page of the Settings section. To do that, check the account you want to set as default for sending the emails.
  2. start typing the recipient email address or name in the To: filter field and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email adresses you've already sent emails to).

    You can send a message to more than one person. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address from the To: field, click the Delete Address Icon icon.

    When entering email addresses, you can also use common keyboard shortcuts: Ctrl+A to select all address blocks or all content within the block being edited, Ctrl+C to copy the selected data, Ctrl+V to paste the previously copied data, Ctrl+Z to undo the last performed action, Ctrl+Y to redo the last undone action.
    Add Multiple Email Addresses Add Multiple Email Addresses

    To send a copy to multiple addresses, use the Add copy link situated to the right of the To: field.

  3. enter a subject of your message in the Subject: field,
  4. write your message,

    To format your message, insert a link or an image use the formatting toolbar located above the message body field. You can change the font type, size, color, background color, clear formatting, change the text alignment, increase or decrease indents, insert lists, images, links, smileys, quotes, switch to the HTML view of your text.

    The mail message editor uses native browser spellchecker to check the spelling when you enter the message text. The incorrectly spelt word will be underlined with the red wavy line. If you need to see the word variant suggestions with the correct spelling, click the word with the right mouse button holding the Ctrl key on the keyboard.

    Some browsers have the spellchecker disabled by default. Please see your browser documentation to find out how to enable it.

    The message is automatically saved as a drafts while you are typing.

  5. attach files,

    You can attach documents from your local drive or Documents module to the message using the corresponding buttons under the message body field. Remember, that the file size must not exceed 15 MB and the total size of all files must not exceed 25 MB. To remove an attachment, click the Remove attachment Icon icon. You can also click the Actions Icon Actions icon to the right of the attachment to Download, View or Delete the file. If your message contains several attachments, you can use the Delete All option next to the attachment list to remove all the files at once.

    If the file size exceedes the allowed limit, you'll be suggested to send the attachment(s) as a link(s) to the needed document(s). In such case all the files you want to send will be saved in My Documents folder.

    If you want to send links to some files from the Documents module instead of adding these files to your message as attachments, use the Attach files from Documents option. In a new window that opens, switch between the Documents module sections and folders, check the necessary documents in the list, make sure that the Attach links to files option is selected and click the Attach Files button. If you have the Read Only access rights to a file from the Shared with me or Common Documents folder, you'll be prompted to copy the file to the My documents folder.

    Attach links to files Attach links to files

    The links to the selected files will be inserted into your message body. When you click the Send button, you will be asked to set up access rights for all the files attached as links. When a recipient follow the link from your message, the document will open in the online viewer or editor depending on the access rights you have specified.

  6. if necessary, you can request the delivery report using the Request the delivery report icon. At the receiving end, a read-receipt request will be displayed in the message if the client application supports this functionality. If the server supports sending delivery receipts, you should also receive a message with a delivery notification.
  7. assign a tag,

    The tags are used to simplify the search and message organization. To assign a tag to the message, click the Tags button at the top of the message body field and select the necessary tag or create a new one.

  8. click the Send button.
    Create Mail Create Mail

    To send your message later, click the arrow next to the Save button and choose the Save draft option. Your message will be saved in the Drafts folder. To access your draft, just click the corresponding folder on the left-side menu.

    To create a template on the base of your message, click the arrow next to the Save button and choose the Save template option. Your message will be saved in the Templates folder on the left-side menu. To learn more on how to create, edit and apply email templates, please refer to this article.

Managing messages in the Inbox folder

In order to update the Inbox folder, just click the Get New Messages Button button. All the conversations which you haven't read yet are displayed next to the Inbox caption or over the Mail icon. If you click the Mail icon you'll see the list of new conversations/messages, click the See all link to open them in the inbox. The number of messages in one conversation is displayed next to the name of a sender, for example: Number of letters Icon.

If you do not want messages to group into conversations, go to the Settings section on the left-side menu, open the Common Settings page and uncheck the Enable Conversations option. If this setting is disabled, all emails and replies to them are displayed separately in the message list.
Searching for, sorting and filtering messages

To quickly find necessary emails according to the selected criteria, use the Filter field above the messages list.

To organize the received emails, check the Select Button box in the upper left corner above the message list to select all displayed messages, or click the arrow next to this check box and choose one of the options to mark the needed group of conversations: All, Unread, Read, Important, With attachment, None, or manually check some necessary conversations from different groups. Then choose an appropriate operation using buttons above the message list:

You can also use the conversation context menu to perform the desired operation. Check the necessary conversations, right click the selected area and choose the needed option: Mark as Read/Unread, Spam, Delete. If you choose only one conversation, you'll see the advanced context menu. Choose one of the available options: Open, Open in new tab, Reply Reply All, Forward, Create Email to Sender, Mark as Read/Unread, Mark as Important/Not Important, Print, Spam, Delete.
Reading & printing messages

To read an email just click its subject.

When the conversation is open, by default, only the last sent or received message is shown. If you want to see all the messages of the conversation, click the Expand all link. If you want to hide them click the Collapse all link. You can pass from one open conversation to another using the Previous and Next links. Using the buttons situated above the message body field or the drop-down list, you can reply to the message, forward it, open it in a new tab, delete it, print, export it to CRM, mark it as unread, move it to the Spam folder, add a tag, link it with a CRM element, create a new personal or CRM contact on its base.

To print all the messages in the conversation, open it, click the More button on the top and select the Print all option. To print a single message from the conversation, click the corresponding Actions button on the right and select the Print option.
Read Message Read Message
Displaying images

By default, images sent in a message are disabled for the security reasons. To see the images you need to press the Display images link. If you need to change display options click the Always display images from "name of a sender" caption. After you've applied this option all the images in a message sent by the chosen user will be displayed by default.

Enable Image Enable Image

You can also go to the Settings section on the left-side menu, open the Common Settings page and use the Always display images from all option to enable or disable displaying images in all messages from all senders.

Working with attachments

The received email may contain attached files. Using Mail you can automatically save those files to any folder in the Documents module. To do that, you need to set up a folder for the attachments,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Actions Icon icon to the right of the account you want to set up the folder for,
  3. choose the Folder for Attachments option and then the desired folder,
  4. click the OK button.
    Folder For Attachments Folder For Attachments

When the folder for attachments is set all the files attached to the future emails will be saved there.

You can easily Unlink or change the attachment folder following the steps described above. But please note, if you change the folder all the previously saved attachments won't be transferred to a new folder. The changes will be applied only to new emails.

Using the Actions Icon icon to the right of the attachment you also can:

If a message contains several attachments, you can use the Download All option next to the attachment list to download all the files as a single .zip archive.

Attachment Options Attachment Options
_Managing Contacts`(

Mail as an indispensable tool of business communication allows you to carry on correspondence with your personal contacts, portal users as well as with CRM contacts. All the contacts are stored in the address book. To access it, expand the Contacts section on the left-side menu and select the Personal Contacts, Portal Contacts or CRM Contacts list.

The Personal Contacts list displays the people you've already sent emails to (they can be filtered by the Frequently contacted parameter) and those who have been added as your personal contacts.

Within the Portal Contacts and CRM Contacts lists, you can click the Actions Icon icon and select the View contact profile option to open a contact profile. You can also use the Filter to display:

To send an email to a contact,

  1. select the Personal Contacts, Portal Contacts or CRM Contacts list,
  2. select the necessary contact from the list,
  3. click the Actions Icon icon to the right of the selected contact and use the Compose mail option.
    CRM Contacts CRM Contacts

    Alternatively use the Compose button situated above the contact list to send a message to the contact(s) you have selected checking the box next to the contact name.

aIntegrating with CRMbZ

Mail gives you an opportunity to link a conversation or a single message to a CRM element with the purpose to transfer all the necessary information about the contacts, cases, opportunities sent by email to your CRM module.

There is a difference between linking a conversation and single message to a CRM element. If you link a conversation, all the conversation existing messages and as well as future ones will be transferred to the CRM module. If you link a single message to a CRM element, only this message will be displayed in the CRM module.

To link a conversation to a CRM element,

  1. choose a conversation and open it,
  2. сlick the More button in the upper part of the page and select the Link with CRM option,
  3. in the opened Link conversation with CRM window select the element you want to link your conversation to opening the drop-down list,

    There are three available options in Mail, they are: Contact, Case and Opportunity. The default option is Contact.

  4. enter the name of an element fully or partially,
    You can link your conversation to several CRM elements at once.

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  5. click the Save button.
Link conversation Link conversation

To link a single message to a CRM element,

  1. open the required conversation,
  2. click the desired message,
  3. click the Actions Icon icon to the right and select the Export to CRM option,
  4. in the opened Export to CRM window select the element you want to link your message to opening the drop-down list,
  5. enter the name of an element fully or partially,

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  6. click the Export button.

So that's it! You successfully transferred the necessary emails to the CRM module and since this moment you can look over your correspondence right on the element description page.

On the element description page in the CRM module you also can:

Element Page Element Page

To unlink a conversation from a CRM element,

  1. click the Mail icon at the top of any portal page,
  2. choose the necessary conversation and open it,
  3. сlick the More button in the upper part of the page and select the Link with CRM option,
  4. in the opened Link conversation with CRM window you'll see all the CRM elements linked with the conversation. If you want to delete all the linked elements, click the Unlink all button and confirm your choice. If you want to delete a certain CRM element click the Eliminate icon next to its name and then the Save button.
    Remember that if you unlink a conversation from a CRM element, new messages won't be transferred to the CRM module any longer but all the previously transferred conversation messages will remain on the element description page.If you want to delete the conversation from the element description page delete the messages one by one clicking the Eliminate2 icon next to the corresponding message.

To unlink a single message from a CRM element go to the element description page and click the Eliminate2 icon next to the required message.

You can also create a new CRM contact on the base of a conversation. To do that,

  1. open the required conversation,
  2. click any message received from the sender you want to add to CRM contacts,
  3. click the Actions Icon icon to the right and select the Create new CRM person or Create new CRM company option,
  4. in the opened Link conversation with CRM window click the necessary button:
    • Create and link - to create a new contact and link the current conversation with it,
    • Just create contact - to create a new contact without linking the current conversation.
  5. a new CRM contact creation form will open. The First name, Last name (or Company Name for companies) and Email fields will be automatically filled in with the contact information from the received message. Add some other data, if necessary, and click Save.
Create a new CRM Contact Create a new CRM Contact

You can send invoices from the CRM module using Mail. No doubt this feature will considerably save your time as long as you don't need to change between modules any longer.

To do that,

  1. go to CRM module,
  2. click the Create new button and choose the Invoice option. Alternatively, go to the Contacts section and choose a person or company the invoice is going to be made out to and click the Make out an invoice button,
    Make Out Invoice Make Out Invoice
    If the invoice that you need to send is made out already, proceed to the step 5.
  3. fill out all the fields marked with the red sign,
  4. click the Add this invoice button,
  5. on the 'Invoices' page click Actions Icon icon to the right of the necessary invoice and select the Send by email option. You will be redirected to the Mail. There you'll see the letter with the invoice attached,
    Send Invoice Send Invoice
  6. fill out all the necessary fields of the letter,
  7. click the Send button.
    If you want to send it later click the Save button.

There you are! Now you know how to easily send the invoices to your clients with Mail. If you want to know more about Invoices read the CRM section.

cIntegrating with Calendard(

The Mail and Calendar integration gives you a possibility to exchange the calendar event information between the internal portal Calendar and some third-party calendar applications using the Mail module as a communication channel.

The integration is based on the common open iCalendar format. iCalendar is a popular format for interchanging calendar and scheduling information over the Internet. iCalendar is supported by a large number of open and proprietary software, such as MS Exchange Server, MS Office Outlook 2000-2013, Google Calendar/GMail, Outlook.com, Yandex Mail/Calendar, Mail.ru, Yahoo, Apple Mail/Calendar, Lotus, Zimbra, Mozilla Thunderbird with the Lightning extension etc.

When the Mail Aggregator downloads email messages from any mail accounts connected to the Mail module, the service searches for files in the iCalendar format. If an email contains such a file, you can:

eCreating/managing tagsf

Arranging your emails will help you track your correspondence and facilitate the message search process. In order to arrange your emails you can add tags to them. To do that,

In the Inbox folder:

  1. select the conversation(s) checking the appropriate box,
  2. click the Tags button above the list of received conversations,
  3. select the tag from the list or create a new one.

While reading a message:

  1. open the necessary conversation,
  2. click the Tags button above the message body field,
  3. if necessary, check the Mark all sender(s) mail option to automatically add the selected tag to all messages received later from the sender(s) of the current message,
  4. select the tag from the list or create a new one.

While composing a message:

  1. click the Create Email button,
  2. click the Tags button situated above the From: field,
  3. select the tag from the list or create a new one.

The added tag is always visible next to the conversation subject in the Inbox folder and in the opened conversation window in the Tags field under the Date field.

You can access the tagged conversations using the links available in the left-side menu under the Spam folder. Clicking the name of the necessary tag you will open the list of conversations with the specified tag name.

To edit a tag:

  1. click the Settings section on the left-side menu,
  2. select the Tag Management option to open the list of tags,
  3. select the necessary tag from the list and click the Actions Icon icon to the right,
  4. select the Edit option,
  5. make all the changes you need: for example, change the tag color, name, or specify necessary email address(es) in the Mark all messages from section to automatically add this tag to all messages received later from the specified email address. To add one more email address, use the Plus Icon icon, to remove the added email address, use the Eliminate icon.
  6. click the Save button.

At the Tag Management page, you can also create new tags using the Create New Tag button.

To delete a tag, choose the corresponding option from the Actions Icon Actions drop-down list.

Manage Tags Manage Tags
gCreating custom foldersh!

In the Mail module, the following default folders are available: Inbox, Sent, Drafts, Trash and Spam. It's also possible to create your own folders and subfolders to organize your messages.

It's not possible to edit, move or delete the default folders as well as to create a subfolder within the default folder.

To create a new custom folder,

  1. click the Create folder link below the default folders list on the left-side menu,

    Alternatively, you can click the Settings section on the left-side menu, go to the Folder Management page and use the Create button.

  2. in the Create folder window that opens, enter the folder name,
  3. select a parent folder, if necessary. You can select only previously created custom folders, the default folders are not available in the list,
  4. click the Save button.
Manage Folders Manage Folders

When folders are created, you can move messages to the necessary folders manually or set up rules to move messages automatically. To move messages manually,

  1. check necessary messages in the list or select multiple emails by dragging the mouse,
  2. drag-and-drop the selected messages to the necessary folder on the left-side menu, or click the Move to button on the top and select the folder in the list (the current folder will be disabled in the list).

To find out how to move messages automatically, refer to the Setting up/applying filters section.

To edit a created folder,

  1. click the Settings section on the left-side menu and select the Folder Management option,

    You can also quickly access the Folder Management settings clicking the Manage folders Icon Manage folders icon that appears when you move the cursor over the Create folder link.

  2. select the folder you want to edit in the list,
  3. click the Edit button on the top,
  4. in the Edit folder window, make all the changes you need: change the folder name or select a different parent folder,
  5. click the Save button.

At the Folder Management page, you can easily edit the folders nested structure. To do that select the folder you want to move, then drag-and-drop it to the root folder or to a different custom folder in the list. You can edit the nested structure by dragging folders at the Folder Management page only, not in the left-side menu.

To delete a folder:

  1. switch to the Folder Management settings section,
  2. select the necessary folder in the list and click the Delete button,
    If you delete the folder, all the messages stored in it will be moved to Trash.
  3. confirm the deletion clicking the Delete button.
iSetting up/applying filtersj;

You can set up rules to automatically perform specified actions on the messages, for example, to move them to the necessary folders, add tags, mark messages as important or read.

To create a new filter,

  1. click the Settings section on the left-side menu, go to the Filter Management page and use the Create button.
  2. set the necessary condition(s) under which the filter should be applied. You can set a simple condition or a complex one that includes several conditions.
    • In the If section, open the first drop-down list and select one of the message items that will be checked by the filter:
      • From - to check the sender,
      • To or Cc - to check both recipients and the persons to whom a copy of the message has been sent,
      • To - to check only the message recipients,
      • Cc - to check only the persons to whom a copy of the message has been sent,
      • Subject - to check the message subject.
    • In the next list, select the match type:
      • matches - this means that the message item should exactly match the specified value,
      • doesn't match - this means that the message item should not match the specified value,
      • contains - this option that the item should contain the specified value anywhere in the text,
      • doesn't contain - this means that the item should not contain the specified value,
    • In the entry field, specify the necessary value, e.g. a sender's email address, a sender's or recipient's name or a certain word that the subject may contain.
    • Use the Plus Icon Add condition option below to create one more condition. To remove a condition use the Eliminate icon next to it.
    • For a complex condition, specify if a message must matches all of the conditions or matches at least one of the conditions.
  3. select actions that should be performed if a message matches all conditions or one of conditions. You can check one or several options:
    • Delete forever - to delete the filtered messages permanently without the possibility to restore them,
    • Move to folder - to move the filtered messages to the selected folder. You can choose both the default folders and previously created custom folders,
    • Add tag - to add the selected tag to the filtered messages. You can also create a new tag in the Create new tag section. To do that enter the tag name and click OK,
    • Mark important - to mark the filtered messages as important,
    • Mark as read - to mark the filtered messages as read.
  4. specify advanced options,
    • Select the default folder(s) that the filter should be applied to: Inbox, Sent, Spam.
    • If you have several accounts, decide if the filter should be applied to all mailboxes or to certain mailboxes only.
    • Specify how the filter should be applied depending on the attachment presence. Select the necessary option: Apply if attachments are present in the letter or not present in the letter.
    • Specify if you want to Ignore other filters.
  5. specify the filter name in the corresponding field,
  6. click the Check filter button to make sure that all parameters are set correctly and display the messages that the filter can be applied to. The Filtered messages will be displayed below.
  7. if necessary, click the Apply filter to existing messages button. The filter will be saved and enabled. The confirmation window will also appear informing you that the specified actions will be applied to all the filtered existing messages. Click the Apply filter button to perform the actions. If you have specified the Delete forever action, you'll be able to select the Move to Trash action instead of that.
  8. if you did not apply the filter, click the Create filter button to save the created filter.
Create Filters Create Filters

All the created filters are displayed at the Filter Management page. This page allows you to:

Use the Actions Icon Actions icon to the right of the selected filter to Disable the filter or Enable the disabled filter, Apply the filter to existing messages, Edit or Delete it.

Manage Filters Manage Filters
kChanging Mail module settingsl

By default, all portal users can access the Mail module. There are 2 different access levels inside it: user and Mail administrator.

Being a user you may perform the following operations:

Being a Mail administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the Mail for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the Mail section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Change Mail Module Settings Change Mail Module Settings

To disable the Mail module just switch to the Modules & Tools subsection of the Common portal settings selecting the corresponding option on the left side panel, uncheck the Mail module in the Modules section and click the Save button.

mOverviewn

Mail is a communication tool designed to manage your correspondence right on the portal. This message management solution helps you work more efficiently, improve business communication and allows you to:

To access Mail just click the Mail icon available at the top of each portal page.

oCreating/editing accountp<

To send, receive and keep your messages in order right on the portal first of all you need to set up an account. To do that,

  1. click the Mail icon at the top of any portal page,
  2. click the Add new account button in the opened window,
  3. complete the following fields: email and password,
    Create Account Create Account
  4. If necessary, switch to the advanced settings window using the Advanced option:
    Create Account - Advanced Create Account - Advanced

    Default parameters for the most popular mail services are automatically detected. You can change some of them if necessary. To return to the default settings click the Get default settings link.

    The full list of the settings for the most popular mail services can be found here. You can also refer to the official documentation of your mail service.

    The following parameters are available:

    • Email - your email address.
    • Account name (optional) - your name.
    • Receive mail fields
      • POP or IMAP Server - your POP or IMAP server host name, such as pop.domain.com or imap.domain.com.
      • Port - the port number used by the POP or IMAP server (by default, port 993 is used for IMAP Server, port 995 is used for POP Server, with the SSL encryption).
      • Login - your email address.
      • Password - the password you use to access the email box.
      • Authentication type - Simple password or Encrypted password.
      • Encryption for POP or IMAP Server - select the SSL or STARTTLS option depending on the encryption used for your POP or IMAP Server.
    • Send mail fields
      • SMTP Server - your SMTP server host name, such as smtp.domain.com.
      • Port - the port number used by the SMTP server (by default, port 465 is used for SSL, port 587 is used for STARTTLS).
      • Login - your email address.
      • Password - the password you use to access the email box.
      • Authentication type - Simple password or Encrypted password.
      • Encryption for SMTP Server - select the SSL or STARTTLS option depending on the encryption used for your SMTP Server. You may need to change the port correspondingly.
  5. click the Add Account (or Save) button to connect an account.

The mail importing process starts. This might take some time. You can close the window and continue using the portal or even close the browser. The importing will continue in the background. When the importing process is finished, all messages from your mail account will be loaded into the Inbox folder and you can start working with your correspondence.

In case you need to add one more account, follow these steps:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. click the Add New Account button above the list of the existing accounts,
  4. follow the account creation procedure described above,
  5. click the Add Account button to connect a new account.

The messages of the new added mail account will be loaded into the Inbox folder.

To edit an account (if you have changed the password for example) complete the following steps:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Edit option to open the Account Management window,
  5. type in the necessary parameters to make changes,
  6. click the Save button.
The settings for the accounts connected using OAuth cannot be edited. You can only change the account name for them.

If you have decided to delete an account from Mail:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Delete option,
  5. click the Delete button to confirm the account elimination.

All messages of this account will be removed from the Inbox folder.

If you don't need an account any longer but you want to save all the messages that have already been sent to it just Deactivate your account. If you choose this option you won't receive new messages from the deactivated account but the previously received messages will be displayed in your Mail and you could access them any time.

qChanging account settingsr/
Adding Signature

Mail allows you to add a signature to your email messages.

To do that,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Manage signature button next to the needed account,
    Activate Signature Activate Signature
  3. in the opened 'Manage signature' window set up your own signature,
    Your choice is not restricted to the name only. You may use a text, picture, link or even generated html code as a signature.
  4. click the Save button.
    Create Signature Create Signature

Your personal signature will be added automatically every time you send an email from the account with the signature preconfigured.

If you want to change or delete the signature,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Manage signature button next to the needed account,
  3. in the opened 'Manage signature' window change the signature or delete it,
    You may also deactivate it temporarily unchecking the Use signature box.
Enabling Mail Autoreply feature

You can set up your accounts connected to the Mail module to send automatic replies when you are away.

To do that,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. select the necessary account from the list and click the Actions Icon icon to the right,
  3. select the Mail autoreply option,
  4. in the opened 'Mail autoreply' window check the Turn autoreply on option to enable the autoreply feature,
  5. check the Send autoreply to people in contacts only option, if you want automatic replies to be sent to the email addresses stored in your address book only (including Personal, Portal and CRM Contacts).
  6. if necessary, set the period when the feature should work. The start date is automatically set to a current date, but you can change it. Check the To box and set the end date.
  7. fill in the message Subject and Body,
    If you have set up a signature, it will also be added into automatic responses.
  8. click the Save button.
Mail Autoreply Mail Autoreply

Once the Mail autoreply feature is enabled, an information message will be displayed when you access Mail. Using the links in this message you will be able to quickly disable the feature or go to the Account Management page to change the settings. At the Account Management page, you can also turn Mail autoreply off by clicking the corresponding link.

When the Mail autoreply feature is enabled, an automatic response will be sent to all incoming messages, except when:

sConfiguring mail servertB

From now on Mail not only aggregates the emails from different email services that you use but also gives you an opportunity to add a mail server to your domain. So, if you have your own domain you can easily create and manage corporate mailboxes right on your portal.

Only the portal owner and administrator can set up the domains, create, manage and delete corporate mailboxes.

To set up your first domain,

  1. click the Mail icon at the top of any portal page (if you haven't created any account yet) and click the Set up domain link or go to the Settings section of the Mail module,
  2. choose the Mail Server option and click the Add your own domain button,
    Add Domain Add Domain
  3. follow the wizard instructions to set up the domain:
    • enter your domain name in the corresponding field and click the Next button,
    • prove the domain ownership by adding TXT record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
      If you are using the server version, it’s not necessary to perform this step. In this case, the wizard includes 4 steps only.
    • add the MX record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the SPF record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the DKIM record to the control panel of your domain using the information provided in the wizard instruction and click the Complete button.
  4. in the appeared window click the OK button.

The added domain will be shown on the domains list page. Using the Add your own domain button you can add as many domains as you need.

Using the domain menu you can:

If you are using the server version, there is also a possibility to view the connection settings that can be used when connecting a mailbox to a third-party mail client.

Administrators can view the connection settings using the domain menu at the Mail Server settings page. Users who have a mailbox on the domain can view the connection settings using the mailbox menu at the Account Management page.

Select the Connection settings option from the domain/mailbox menu. The connection settings will be displayed in a new window. The settings include the following data: Login and password (your mailbox address and password), Server, Port, SSL/TLS for the incoming mail (IMAP server) and outgoing mail (SMTP server).

If you see the red notification next to the added domain, it means that some of the DNS records are incorrect or that they haven't been updated yet (this process may take from several minutes to several hours). Wait some time and if the notification remains click the DNS settings link to learn which DNS record you need to check. Click the Verify button to update the DNS settings information. Once updating is over, you can add the first mailbox.

In case you don't have your own domain you can use our free default domain. You can find it on the Mail server page of the Settings section.

To create a new mailbox,

  1. choose the needed domain (it can be either our domain or yours),
  2. click the Add new mailbox link,
  3. in the Create new mailbox window type the Mailbox address in the corresponding field and choose the user you want to create a mailbox for using the Add user link. The Sender name field will be filled in automatically with the information from the user profile, but you can change the name, if necessary,
    You can create only two mailboxes for one user for each domain.
  4. click the Save button.
    There is a second way to create a mailbox for our default domain. Go to the Account Management page, click the Create Mailbox button and follow the instruction described above.
Create New Mailbox Create New Mailbox
If you are using the server version, the user will receive a notification about the mailbox creation. The notification will be sent to the mailbox specified in the user’s profile (if it is activated) and to the created mailbox. In the Enterprise Edition server version, the notification will also contain the information about the connection settings for the third-party mail clients.

Using the mailbox menu you can Edit mailbox aliases or Delete a mailbox. If you want to learn more about aliases and mail groups, read this article.

If you are using the server version, there is also a possibility to change a mailbox password.

Administrators can change a password for the user’s mailbox using the mailbox menu at the Mail Server settings page. Users who have a mailbox on the domain can change their passwords using the mailbox menu at the Account Management page.

Select the Change password option from the mailbox menu and specify a new password. The password generation and validation rules are the same as the ones for the portal accounts passwords (which are specified in the Password Strength Settings section of the portal security settings). You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the Generate password icon. The mailbox address and generated password can be copied using the corresponding link below and sent to the user. The automatic portal notification about the password change will be sent to the mailbox specified in the user’s profile (if it is activated). If the user’s profile mailbox is not activated the message will be sent to the current mailbox.

uSending/receiving messagesv

Once you've added an email account to Mail or have created a mailbox right on the portal you can send and receive emails.

To send an email,

  1. click the Create Email button in the upper left corner to open the page where you will be able to create a message,

    In case you have several accounts, you need to select one to send a message. To do that, click the black arrow next to the From: field to open the drop-down list and select the necessary account.

    You can set the default account on the Account Management page of the Settings section. To do that, check the account you want to set as default for sending the emails.
  2. start typing the recipient email address or name in the To: filter field and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email adresses you've already sent emails to).

    You can send a message to more than one person. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address from the To: field, click the Delete Address Icon icon.

    When entering email addresses, you can also use common keyboard shortcuts: Ctrl+A to select all address blocks or all content within the block being edited, Ctrl+C to copy the selected data, Ctrl+V to paste the previously copied data, Ctrl+Z to undo the last performed action, Ctrl+Y to redo the last undone action.
    Add Multiple Email Addresses Add Multiple Email Addresses

    To send a copy to multiple addresses, use the Add copy link situated to the right of the To: field.

  3. enter a subject of your message in the Subject: field,
  4. write your message,

    To format your message, insert a link or an image use the formatting toolbar located above the message body field. You can change the font type, size, color, background color, clear formatting, change the text alignment, increase or decrease indents, insert lists, images, links, smileys, quotes, switch to the HTML view of your text.

    The mail message editor uses native browser spellchecker to check the spelling when you enter the message text. The incorrectly spelt word will be underlined with the red wavy line. If you need to see the word variant suggestions with the correct spelling, click the word with the right mouse button holding the Ctrl key on the keyboard.

    Some browsers have the spellchecker disabled by default. Please see your browser documentation to find out how to enable it.

    The message is automatically saved as a drafts while you are typing.

  5. attach files,

    You can attach documents from your local drive or Documents module to the message using the corresponding buttons under the message body field. Remember, that the file size must not exceed 15 MB and the total size of all files must not exceed 25 MB. To remove an attachment, click the Remove attachment Icon icon. You can also click the Actions Icon Actions icon to the right of the attachment to Download, View or Delete the file. If your message contains several attachments, you can use the Delete All option next to the attachment list to remove all the files at once.

    If the file size exceedes the allowed limit, you'll be suggested to send the attachment(s) as a link(s) to the needed document(s). In such case all the files you want to send will be saved in My Documents folder.

    If you want to send links to some files from the Documents module instead of adding these files to your message as attachments, use the Attach files from Documents option. In a new window that opens, switch between the Documents module sections and folders, check the necessary documents in the list, make sure that the Attach links to files option is selected and click the Attach Files button. If you have the Read Only access rights to a file from the Shared with me or Common Documents folder, you'll be prompted to copy the file to the My documents folder.

    Attach links to files Attach links to files

    The links to the selected files will be inserted into your message body. When you click the Send button, you will be asked to set up access rights for all the files attached as links. When a recipient follow the link from your message, the document will open in the online viewer or editor depending on the access rights you have specified.

  6. if necessary, you can request the delivery report using the Request the delivery report icon. At the receiving end, a read-receipt request will be displayed in the message if the client application supports this functionality. If the server supports sending delivery receipts, you should also receive a message with a delivery notification.
  7. assign a tag,

    The tags are used to simplify the search and message organization. To assign a tag to the message, click the Tags button at the top of the message body field and select the necessary tag or create a new one.

  8. click the Send button.
    Create Mail Create Mail

    To send your message later, click the arrow next to the Save button and choose the Save draft option. Your message will be saved in the Drafts folder. To access your draft, just click the corresponding folder on the left-side menu.

    To create a template on the base of your message, click the arrow next to the Save button and choose the Save template option. Your message will be saved in the Templates folder on the left-side menu. To learn more on how to create, edit and apply email templates, please refer to this article.

Managing messages in the Inbox folder

In order to update the Inbox folder, just click the Get New Messages Button button. All the conversations which you haven't read yet are displayed next to the Inbox caption or over the Mail icon. If you click the Mail icon you'll see the list of new conversations/messages, click the See all link to open them in the inbox. The number of messages in one conversation is displayed next to the name of a sender, for example: Number of letters Icon.

If you do not want messages to group into conversations, go to the Settings section on the left-side menu, open the Common Settings page and uncheck the Enable Conversations option. If this setting is disabled, all emails and replies to them are displayed separately in the message list.
Searching for, sorting and filtering messages

To quickly find necessary emails according to the selected criteria, use the Filter field above the messages list.

To organize the received emails, check the Select Button box in the upper left corner above the message list to select all displayed messages, or click the arrow next to this check box and choose one of the options to mark the needed group of conversations: All, Unread, Read, Important, With attachment, None, or manually check some necessary conversations from different groups. Then choose an appropriate operation using buttons above the message list:

You can also use the conversation context menu to perform the desired operation. Check the necessary conversations, right click the selected area and choose the needed option: Mark as Read/Unread, Spam, Delete. If you choose only one conversation, you'll see the advanced context menu. Choose one of the available options: Open, Open in new tab, Reply Reply All, Forward, Create Email to Sender, Mark as Read/Unread, Mark as Important/Not Important, Print, Spam, Delete.
Reading & printing messages

To read an email just click its subject.

When the conversation is open, by default, only the last sent or received message is shown. If you want to see all the messages of the conversation, click the Expand all link. If you want to hide them click the Collapse all link. You can pass from one open conversation to another using the Previous and Next links. Using the buttons situated above the message body field or the drop-down list, you can reply to the message, forward it, open it in a new tab, delete it, print, export it to CRM, mark it as unread, move it to the Spam folder, add a tag, link it with a CRM element, create a new personal or CRM contact on its base.

To print all the messages in the conversation, open it, click the More button on the top and select the Print all option. To print a single message from the conversation, click the corresponding Actions button on the right and select the Print option.
Read Message Read Message
Displaying images

By default, images sent in a message are disabled for the security reasons. To see the images you need to press the Display images link. If you need to change display options click the Always display images from "name of a sender" caption. After you've applied this option all the images in a message sent by the chosen user will be displayed by default.

Enable Image Enable Image

You can also go to the Settings section on the left-side menu, open the Common Settings page and use the Always display images from all option to enable or disable displaying images in all messages from all senders.

Working with attachments

The received email may contain attached files. Using Mail you can automatically save those files to any folder in the Documents module. To do that, you need to set up a folder for the attachments,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Actions Icon icon to the right of the account you want to set up the folder for,
  3. choose the Folder for Attachments option and then the desired folder,
  4. click the OK button.
    Folder For Attachments Folder For Attachments

When the folder for attachments is set all the files attached to the future emails will be saved there.

You can easily Unlink or change the attachment folder following the steps described above. But please note, if you change the folder all the previously saved attachments won't be transferred to a new folder. The changes will be applied only to new emails.

Using the Actions Icon icon to the right of the attachment you also can:

If a message contains several attachments, you can use the Download All option next to the attachment list to download all the files as a single .zip archive.

Attachment Options Attachment Options
wManaging Contactsx(

Mail as an indispensable tool of business communication allows you to carry on correspondence with your personal contacts, portal users as well as with CRM contacts. All the contacts are stored in the address book. To access it, expand the Contacts section on the left-side menu and select the Personal Contacts, Portal Contacts or CRM Contacts list.

The Personal Contacts list displays the people you've already sent emails to (they can be filtered by the Frequently contacted parameter) and those who have been added as your personal contacts.

Within the Portal Contacts and CRM Contacts lists, you can click the Actions Icon icon and select the View contact profile option to open a contact profile. You can also use the Filter to display:

To send an email to a contact,

  1. select the Personal Contacts, Portal Contacts or CRM Contacts list,
  2. select the necessary contact from the list,
  3. click the Actions Icon icon to the right of the selected contact and use the Compose mail option.
    CRM Contacts CRM Contacts

    Alternatively use the Compose button situated above the contact list to send a message to the contact(s) you have selected checking the box next to the contact name.

 yIntegrating with CRMzZ

Mail gives you an opportunity to link a conversation or a single message to a CRM element with the purpose to transfer all the necessary information about the contacts, cases, opportunities sent by email to your CRM module.

There is a difference between linking a conversation and single message to a CRM element. If you link a conversation, all the conversation existing messages and as well as future ones will be transferred to the CRM module. If you link a single message to a CRM element, only this message will be displayed in the CRM module.

To link a conversation to a CRM element,

  1. choose a conversation and open it,
  2. сlick the More button in the upper part of the page and select the Link with CRM option,
  3. in the opened Link conversation with CRM window select the element you want to link your conversation to opening the drop-down list,

    There are three available options in Mail, they are: Contact, Case and Opportunity. The default option is Contact.

  4. enter the name of an element fully or partially,
    You can link your conversation to several CRM elements at once.

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  5. click the Save button.
Link conversation Link conversation

To link a single message to a CRM element,

  1. open the required conversation,
  2. click the desired message,
  3. click the Actions Icon icon to the right and select the Export to CRM option,
  4. in the opened Export to CRM window select the element you want to link your message to opening the drop-down list,
  5. enter the name of an element fully or partially,

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  6. click the Export button.

So that's it! You successfully transferred the necessary emails to the CRM module and since this moment you can look over your correspondence right on the element description page.

On the element description page in the CRM module you also can:

Element Page Element Page

To unlink a conversation from a CRM element,

  1. click the Mail icon at the top of any portal page,
  2. choose the necessary conversation and open it,
  3. сlick the More button in the upper part of the page and select the Link with CRM option,
  4. in the opened Link conversation with CRM window you'll see all the CRM elements linked with the conversation. If you want to delete all the linked elements, click the Unlink all button and confirm your choice. If you want to delete a certain CRM element click the Eliminate icon next to its name and then the Save button.
    Remember that if you unlink a conversation from a CRM element, new messages won't be transferred to the CRM module any longer but all the previously transferred conversation messages will remain on the element description page.If you want to delete the conversation from the element description page delete the messages one by one clicking the Eliminate2 icon next to the corresponding message.

To unlink a single message from a CRM element go to the element description page and click the Eliminate2 icon next to the required message.

You can also create a new CRM contact on the base of a conversation. To do that,

  1. open the required conversation,
  2. click any message received from the sender you want to add to CRM contacts,
  3. click the Actions Icon icon to the right and select the Create new CRM person or Create new CRM company option,
  4. in the opened Link conversation with CRM window click the necessary button:
    • Create and link - to create a new contact and link the current conversation with it,
    • Just create contact - to create a new contact without linking the current conversation.
  5. a new CRM contact creation form will open. The First name, Last name (or Company Name for companies) and Email fields will be automatically filled in with the contact information from the received message. Add some other data, if necessary, and click Save.
Create a new CRM Contact Create a new CRM Contact

You can send invoices from the CRM module using Mail. No doubt this feature will considerably save your time as long as you don't need to change between modules any longer.

To do that,

  1. go to CRM module,
  2. click the Create new button and choose the Invoice option. Alternatively, go to the Contacts section and choose a person or company the invoice is going to be made out to and click the Make out an invoice button,
    Make Out Invoice Make Out Invoice
    If the invoice that you need to send is made out already, proceed to the step 5.
  3. fill out all the fields marked with the red sign,
  4. click the Add this invoice button,
  5. on the 'Invoices' page click Actions Icon icon to the right of the necessary invoice and select the Send by email option. You will be redirected to the Mail. There you'll see the letter with the invoice attached,
    Send Invoice Send Invoice
  6. fill out all the necessary fields of the letter,
  7. click the Send button.
    If you want to send it later click the Save button.

There you are! Now you know how to easily send the invoices to your clients with Mail. If you want to know more about Invoices read the CRM section.

 {Integrating with Calendar|(

The Mail and Calendar integration gives you a possibility to exchange the calendar event information between the internal portal Calendar and some third-party calendar applications using the Mail module as a communication channel.

The integration is based on the common open iCalendar format. iCalendar is a popular format for interchanging calendar and scheduling information over the Internet. iCalendar is supported by a large number of open and proprietary software, such as MS Exchange Server, MS Office Outlook 2000-2013, Google Calendar/GMail, Outlook.com, Yandex Mail/Calendar, Mail.ru, Yahoo, Apple Mail/Calendar, Lotus, Zimbra, Mozilla Thunderbird with the Lightning extension etc.

When the Mail Aggregator downloads email messages from any mail accounts connected to the Mail module, the service searches for files in the iCalendar format. If an email contains such a file, you can:

 }Creating/managing tags~

Arranging your emails will help you track your correspondence and facilitate the message search process. In order to arrange your emails you can add tags to them. To do that,

In the Inbox folder:

  1. select the conversation(s) checking the appropriate box,
  2. click the Tags button above the list of received conversations,
  3. select the tag from the list or create a new one.

While reading a message:

  1. open the necessary conversation,
  2. click the Tags button above the message body field,
  3. if necessary, check the Mark all sender(s) mail option to automatically add the selected tag to all messages received later from the sender(s) of the current message,
  4. select the tag from the list or create a new one.

While composing a message:

  1. click the Create Email button,
  2. click the Tags button situated above the From: field,
  3. select the tag from the list or create a new one.

The added tag is always visible next to the conversation subject in the Inbox folder and in the opened conversation window in the Tags field under the Date field.

You can access the tagged conversations using the links available in the left-side menu under the Spam folder. Clicking the name of the necessary tag you will open the list of conversations with the specified tag name.

To edit a tag:

  1. click the Settings section on the left-side menu,
  2. select the Tag Management option to open the list of tags,
  3. select the necessary tag from the list and click the Actions Icon icon to the right,
  4. select the Edit option,
  5. make all the changes you need: for example, change the tag color, name, or specify necessary email address(es) in the Mark all messages from section to automatically add this tag to all messages received later from the specified email address. To add one more email address, use the Plus Icon icon, to remove the added email address, use the Eliminate icon.
  6. click the Save button.

At the Tag Management page, you can also create new tags using the Create New Tag button.

To delete a tag, choose the corresponding option from the Actions Icon Actions drop-down list.

Manage Tags Manage Tags
 Creating custom folders!

In the Mail module, the following default folders are available: Inbox, Sent, Drafts, Trash and Spam. It's also possible to create your own folders and subfolders to organize your messages.

It's not possible to edit, move or delete the default folders as well as to create a subfolder within the default folder.

To create a new custom folder,

  1. click the Create folder link below the default folders list on the left-side menu,

    Alternatively, you can click the Settings section on the left-side menu, go to the Folder Management page and use the Create button.

  2. in the Create folder window that opens, enter the folder name,
  3. select a parent folder, if necessary. You can select only previously created custom folders, the default folders are not available in the list,
  4. click the Save button.
Manage Folders Manage Folders

When folders are created, you can move messages to the necessary folders manually or set up rules to move messages automatically. To move messages manually,

  1. check necessary messages in the list or select multiple emails by dragging the mouse,
  2. drag-and-drop the selected messages to the necessary folder on the left-side menu, or click the Move to button on the top and select the folder in the list (the current folder will be disabled in the list).

To find out how to move messages automatically, refer to the Setting up/applying filters section.

To edit a created folder,

  1. click the Settings section on the left-side menu and select the Folder Management option,

    You can also quickly access the Folder Management settings clicking the Manage folders Icon Manage folders icon that appears when you move the cursor over the Create folder link.

  2. select the folder you want to edit in the list,
  3. click the Edit button on the top,
  4. in the Edit folder window, make all the changes you need: change the folder name or select a different parent folder,
  5. click the Save button.

At the Folder Management page, you can easily edit the folders nested structure. To do that select the folder you want to move, then drag-and-drop it to the root folder or to a different custom folder in the list. You can edit the nested structure by dragging folders at the Folder Management page only, not in the left-side menu.

To delete a folder:

  1. switch to the Folder Management settings section,
  2. select the necessary folder in the list and click the Delete button,
    If you delete the folder, all the messages stored in it will be moved to Trash.
  3. confirm the deletion clicking the Delete button.
 Setting up/applying filters;

You can set up rules to automatically perform specified actions on the messages, for example, to move them to the necessary folders, add tags, mark messages as important or read.

To create a new filter,

  1. click the Settings section on the left-side menu, go to the Filter Management page and use the Create button.
  2. set the necessary condition(s) under which the filter should be applied. You can set a simple condition or a complex one that includes several conditions.
    • In the If section, open the first drop-down list and select one of the message items that will be checked by the filter:
      • From - to check the sender,
      • To or Cc - to check both recipients and the persons to whom a copy of the message has been sent,
      • To - to check only the message recipients,
      • Cc - to check only the persons to whom a copy of the message has been sent,
      • Subject - to check the message subject.
    • In the next list, select the match type:
      • matches - this means that the message item should exactly match the specified value,
      • doesn't match - this means that the message item should not match the specified value,
      • contains - this option that the item should contain the specified value anywhere in the text,
      • doesn't contain - this means that the item should not contain the specified value,
    • In the entry field, specify the necessary value, e.g. a sender's email address, a sender's or recipient's name or a certain word that the subject may contain.
    • Use the Plus Icon Add condition option below to create one more condition. To remove a condition use the Eliminate icon next to it.
    • For a complex condition, specify if a message must matches all of the conditions or matches at least one of the conditions.
  3. select actions that should be performed if a message matches all conditions or one of conditions. You can check one or several options:
    • Delete forever - to delete the filtered messages permanently without the possibility to restore them,
    • Move to folder - to move the filtered messages to the selected folder. You can choose both the default folders and previously created custom folders,
    • Add tag - to add the selected tag to the filtered messages. You can also create a new tag in the Create new tag section. To do that enter the tag name and click OK,
    • Mark important - to mark the filtered messages as important,
    • Mark as read - to mark the filtered messages as read.
  4. specify advanced options,
    • Select the default folder(s) that the filter should be applied to: Inbox, Sent, Spam.
    • If you have several accounts, decide if the filter should be applied to all mailboxes or to certain mailboxes only.
    • Specify how the filter should be applied depending on the attachment presence. Select the necessary option: Apply if attachments are present in the letter or not present in the letter.
    • Specify if you want to Ignore other filters.
  5. specify the filter name in the corresponding field,
  6. click the Check filter button to make sure that all parameters are set correctly and display the messages that the filter can be applied to. The Filtered messages will be displayed below.
  7. if necessary, click the Apply filter to existing messages button. The filter will be saved and enabled. The confirmation window will also appear informing you that the specified actions will be applied to all the filtered existing messages. Click the Apply filter button to perform the actions. If you have specified the Delete forever action, you'll be able to select the Move to Trash action instead of that.
  8. if you did not apply the filter, click the Create filter button to save the created filter.
Create Filters Create Filters

All the created filters are displayed at the Filter Management page. This page allows you to:

Use the Actions Icon Actions icon to the right of the selected filter to Disable the filter or Enable the disabled filter, Apply the filter to existing messages, Edit or Delete it.

Manage Filters Manage Filters
Changing Mail module settings

By default, all portal users can access the Mail module. There are 2 different access levels inside it: user and Mail administrator.

Being a user you may perform the following operations:

Being a Mail administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the Mail for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the Mail section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Change Mail Module Settings Change Mail Module Settings

To disable the Mail module just switch to the Modules & Tools subsection of the Common portal settings selecting the corresponding option on the left side panel, uncheck the Mail module in the Modules section and click the Save button.

Overview

Mail is a communication tool designed to manage your correspondence right on the portal. This message management solution helps you work more efficiently, improve business communication and allows you to:

To access Mail just click the Mail icon available at the top of each portal page.

Creating/editing account<

To send, receive and keep your messages in order right on the portal first of all you need to set up an account. To do that,

  1. click the Mail icon at the top of any portal page,
  2. click the Add new account button in the opened window,
  3. complete the following fields: email and password,
    Create Account Create Account
  4. If necessary, switch to the advanced settings window using the Advanced option:
    Create Account - Advanced Create Account - Advanced

    Default parameters for the most popular mail services are automatically detected. You can change some of them if necessary. To return to the default settings click the Get default settings link.

    The full list of the settings for the most popular mail services can be found here. You can also refer to the official documentation of your mail service.

    The following parameters are available:

    • Email - your email address.
    • Account name (optional) - your name.
    • Receive mail fields
      • POP or IMAP Server - your POP or IMAP server host name, such as pop.domain.com or imap.domain.com.
      • Port - the port number used by the POP or IMAP server (by default, port 993 is used for IMAP Server, port 995 is used for POP Server, with the SSL encryption).
      • Login - your email address.
      • Password - the password you use to access the email box.
      • Authentication type - Simple password or Encrypted password.
      • Encryption for POP or IMAP Server - select the SSL or STARTTLS option depending on the encryption used for your POP or IMAP Server.
    • Send mail fields
      • SMTP Server - your SMTP server host name, such as smtp.domain.com.
      • Port - the port number used by the SMTP server (by default, port 465 is used for SSL, port 587 is used for STARTTLS).
      • Login - your email address.
      • Password - the password you use to access the email box.
      • Authentication type - Simple password or Encrypted password.
      • Encryption for SMTP Server - select the SSL or STARTTLS option depending on the encryption used for your SMTP Server. You may need to change the port correspondingly.
  5. click the Add Account (or Save) button to connect an account.

The mail importing process starts. This might take some time. You can close the window and continue using the portal or even close the browser. The importing will continue in the background. When the importing process is finished, all messages from your mail account will be loaded into the Inbox folder and you can start working with your correspondence.

In case you need to add one more account, follow these steps:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. click the Add New Account button above the list of the existing accounts,
  4. follow the account creation procedure described above,
  5. click the Add Account button to connect a new account.

The messages of the new added mail account will be loaded into the Inbox folder.

To edit an account (if you have changed the password for example) complete the following steps:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Edit option to open the Account Management window,
  5. type in the necessary parameters to make changes,
  6. click the Save button.
The settings for the accounts connected using OAuth cannot be edited. You can only change the account name for them.

If you have decided to delete an account from Mail:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Delete option,
  5. click the Delete button to confirm the account elimination.

All messages of this account will be removed from the Inbox folder.

If you don't need an account any longer but you want to save all the messages that have already been sent to it just Deactivate your account. If you choose this option you won't receive new messages from the deactivated account but the previously received messages will be displayed in your Mail and you could access them any time.

Changing account settings/
Adding Signature

Mail allows you to add a signature to your email messages.

To do that,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Manage signature button next to the needed account,
    Activate Signature Activate Signature
  3. in the opened 'Manage signature' window set up your own signature,
    Your choice is not restricted to the name only. You may use a text, picture, link or even generated html code as a signature.
  4. click the Save button.
    Create Signature Create Signature

Your personal signature will be added automatically every time you send an email from the account with the signature preconfigured.

If you want to change or delete the signature,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Manage signature button next to the needed account,
  3. in the opened 'Manage signature' window change the signature or delete it,
    You may also deactivate it temporarily unchecking the Use signature box.
Enabling Mail Autoreply feature

You can set up your accounts connected to the Mail module to send automatic replies when you are away.

To do that,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. select the necessary account from the list and click the Actions Icon icon to the right,
  3. select the Mail autoreply option,
  4. in the opened 'Mail autoreply' window check the Turn autoreply on option to enable the autoreply feature,
  5. check the Send autoreply to people in contacts only option, if you want automatic replies to be sent to the email addresses stored in your address book only (including Personal, Portal and CRM Contacts).
  6. if necessary, set the period when the feature should work. The start date is automatically set to a current date, but you can change it. Check the To box and set the end date.
  7. fill in the message Subject and Body,
    If you have set up a signature, it will also be added into automatic responses.
  8. click the Save button.
Mail Autoreply Mail Autoreply

Once the Mail autoreply feature is enabled, an information message will be displayed when you access Mail. Using the links in this message you will be able to quickly disable the feature or go to the Account Management page to change the settings. At the Account Management page, you can also turn Mail autoreply off by clicking the corresponding link.

When the Mail autoreply feature is enabled, an automatic response will be sent to all incoming messages, except when:

Configuring mail serverB

From now on Mail not only aggregates the emails from different email services that you use but also gives you an opportunity to add a mail server to your domain. So, if you have your own domain you can easily create and manage corporate mailboxes right on your portal.

Only the portal owner and administrator can set up the domains, create, manage and delete corporate mailboxes.

To set up your first domain,

  1. click the Mail icon at the top of any portal page (if you haven't created any account yet) and click the Set up domain link or go to the Settings section of the Mail module,
  2. choose the Mail Server option and click the Add your own domain button,
    Add Domain Add Domain
  3. follow the wizard instructions to set up the domain:
    • enter your domain name in the corresponding field and click the Next button,
    • prove the domain ownership by adding TXT record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
      If you are using the server version, it’s not necessary to perform this step. In this case, the wizard includes 4 steps only.
    • add the MX record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the SPF record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the DKIM record to the control panel of your domain using the information provided in the wizard instruction and click the Complete button.
  4. in the appeared window click the OK button.

The added domain will be shown on the domains list page. Using the Add your own domain button you can add as many domains as you need.

Using the domain menu you can:

If you are using the server version, there is also a possibility to view the connection settings that can be used when connecting a mailbox to a third-party mail client.

Administrators can view the connection settings using the domain menu at the Mail Server settings page. Users who have a mailbox on the domain can view the connection settings using the mailbox menu at the Account Management page.

Select the Connection settings option from the domain/mailbox menu. The connection settings will be displayed in a new window. The settings include the following data: Login and password (your mailbox address and password), Server, Port, SSL/TLS for the incoming mail (IMAP server) and outgoing mail (SMTP server).

If you see the red notification next to the added domain, it means that some of the DNS records are incorrect or that they haven't been updated yet (this process may take from several minutes to several hours). Wait some time and if the notification remains click the DNS settings link to learn which DNS record you need to check. Click the Verify button to update the DNS settings information. Once updating is over, you can add the first mailbox.

In case you don't have your own domain you can use our free default domain. You can find it on the Mail server page of the Settings section.

To create a new mailbox,

  1. choose the needed domain (it can be either our domain or yours),
  2. click the Add new mailbox link,
  3. in the Create new mailbox window type the Mailbox address in the corresponding field and choose the user you want to create a mailbox for using the Add user link. The Sender name field will be filled in automatically with the information from the user profile, but you can change the name, if necessary,
    You can create only two mailboxes for one user for each domain.
  4. click the Save button.
    There is a second way to create a mailbox for our default domain. Go to the Account Management page, click the Create Mailbox button and follow the instruction described above.
Create New Mailbox Create New Mailbox
If you are using the server version, the user will receive a notification about the mailbox creation. The notification will be sent to the mailbox specified in the user’s profile (if it is activated) and to the created mailbox. In the Enterprise Edition server version, the notification will also contain the information about the connection settings for the third-party mail clients.

Using the mailbox menu you can Edit mailbox aliases or Delete a mailbox. If you want to learn more about aliases and mail groups, read this article.

If you are using the server version, there is also a possibility to change a mailbox password.

Administrators can change a password for the user’s mailbox using the mailbox menu at the Mail Server settings page. Users who have a mailbox on the domain can change their passwords using the mailbox menu at the Account Management page.

Select the Change password option from the mailbox menu and specify a new password. The password generation and validation rules are the same as the ones for the portal accounts passwords (which are specified in the Password Strength Settings section of the portal security settings). You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the Generate password icon. The mailbox address and generated password can be copied using the corresponding link below and sent to the user. The automatic portal notification about the password change will be sent to the mailbox specified in the user’s profile (if it is activated). If the user’s profile mailbox is not activated the message will be sent to the current mailbox.

Sending/receiving messages

Once you've added an email account to Mail or have created a mailbox right on the portal you can send and receive emails.

To send an email,

  1. click the Create Email button in the upper left corner to open the page where you will be able to create a message,

    In case you have several accounts, you need to select one to send a message. To do that, click the black arrow next to the From: field to open the drop-down list and select the necessary account.

    You can set the default account on the Account Management page of the Settings section. To do that, check the account you want to set as default for sending the emails.
  2. start typing the recipient email address or name in the To: filter field and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email adresses you've already sent emails to).

    You can send a message to more than one person. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address from the To: field, click the Delete Address Icon icon.

    When entering email addresses, you can also use common keyboard shortcuts: Ctrl+A to select all address blocks or all content within the block being edited, Ctrl+C to copy the selected data, Ctrl+V to paste the previously copied data, Ctrl+Z to undo the last performed action, Ctrl+Y to redo the last undone action.
    Add Multiple Email Addresses Add Multiple Email Addresses

    To send a copy to multiple addresses, use the Add copy link situated to the right of the To: field.

  3. enter a subject of your message in the Subject: field,
  4. write your message,

    To format your message, insert a link or an image use the formatting toolbar located above the message body field. You can change the font type, size, color, background color, clear formatting, change the text alignment, increase or decrease indents, insert lists, images, links, smileys, quotes, switch to the HTML view of your text.

    The mail message editor uses native browser spellchecker to check the spelling when you enter the message text. The incorrectly spelt word will be underlined with the red wavy line. If you need to see the word variant suggestions with the correct spelling, click the word with the right mouse button holding the Ctrl key on the keyboard.

    Some browsers have the spellchecker disabled by default. Please see your browser documentation to find out how to enable it.

    The message is automatically saved as a drafts while you are typing.

  5. attach files,

    You can attach documents from your local drive or Documents module to the message using the corresponding buttons under the message body field. Remember, that the file size must not exceed 15 MB and the total size of all files must not exceed 25 MB. To remove an attachment, click the Remove attachment Icon icon. You can also click the Actions Icon Actions icon to the right of the attachment to Download, View or Delete the file. If your message contains several attachments, you can use the Delete All option next to the attachment list to remove all the files at once.

    If the file size exceedes the allowed limit, you'll be suggested to send the attachment(s) as a link(s) to the needed document(s). In such case all the files you want to send will be saved in My Documents folder.

    If you want to send links to some files from the Documents module instead of adding these files to your message as attachments, use the Attach files from Documents option. In a new window that opens, switch between the Documents module sections and folders, check the necessary documents in the list, make sure that the Attach links to files option is selected and click the Attach Files button. If you have the Read Only access rights to a file from the Shared with me or Common Documents folder, you'll be prompted to copy the file to the My documents folder.

    Attach links to files Attach links to files

    The links to the selected files will be inserted into your message body. When you click the Send button, you will be asked to set up access rights for all the files attached as links. When a recipient follow the link from your message, the document will open in the online viewer or editor depending on the access rights you have specified.

  6. if necessary, you can request the delivery report using the Request the delivery report icon. At the receiving end, a read-receipt request will be displayed in the message if the client application supports this functionality. If the server supports sending delivery receipts, you should also receive a message with a delivery notification.
  7. assign a tag,

    The tags are used to simplify the search and message organization. To assign a tag to the message, click the Tags button at the top of the message body field and select the necessary tag or create a new one.

  8. click the Send button.
    Create Mail Create Mail

    To send your message later, click the arrow next to the Save button and choose the Save draft option. Your message will be saved in the Drafts folder. To access your draft, just click the corresponding folder on the left-side menu.

    To create a template on the base of your message, click the arrow next to the Save button and choose the Save template option. Your message will be saved in the Templates folder on the left-side menu. To learn more on how to create, edit and apply email templates, please refer to this article.

Managing messages in the Inbox folder

In order to update the Inbox folder, just click the Get New Messages Button button. All the conversations which you haven't read yet are displayed next to the Inbox caption or over the Mail icon. If you click the Mail icon you'll see the list of new conversations/messages, click the See all link to open them in the inbox. The number of messages in one conversation is displayed next to the name of a sender, for example: Number of letters Icon.

If you do not want messages to group into conversations, go to the Settings section on the left-side menu, open the Common Settings page and uncheck the Enable Conversations option. If this setting is disabled, all emails and replies to them are displayed separately in the message list.
Searching for, sorting and filtering messages

To quickly find necessary emails according to the selected criteria, use the Filter field above the messages list.

To organize the received emails, check the Select Button box in the upper left corner above the message list to select all displayed messages, or click the arrow next to this check box and choose one of the options to mark the needed group of conversations: All, Unread, Read, Important, With attachment, None, or manually check some necessary conversations from different groups. Then choose an appropriate operation using buttons above the message list:

You can also use the conversation context menu to perform the desired operation. Check the necessary conversations, right click the selected area and choose the needed option: Mark as Read/Unread, Spam, Delete. If you choose only one conversation, you'll see the advanced context menu. Choose one of the available options: Open, Open in new tab, Reply Reply All, Forward, Create Email to Sender, Mark as Read/Unread, Mark as Important/Not Important, Print, Spam, Delete.
Reading & printing messages

To read an email just click its subject.

When the conversation is open, by default, only the last sent or received message is shown. If you want to see all the messages of the conversation, click the Expand all link. If you want to hide them click the Collapse all link. You can pass from one open conversation to another using the Previous and Next links. Using the buttons situated above the message body field or the drop-down list, you can reply to the message, forward it, open it in a new tab, delete it, print, export it to CRM, mark it as unread, move it to the Spam folder, add a tag, link it with a CRM element, create a new personal or CRM contact on its base.

To print all the messages in the conversation, open it, click the More button on the top and select the Print all option. To print a single message from the conversation, click the corresponding Actions button on the right and select the Print option.
Read Message Read Message
Displaying images

By default, images sent in a message are disabled for the security reasons. To see the images you need to press the Display images link. If you need to change display options click the Always display images from "name of a sender" caption. After you've applied this option all the images in a message sent by the chosen user will be displayed by default.

Enable Image Enable Image

You can also go to the Settings section on the left-side menu, open the Common Settings page and use the Always display images from all option to enable or disable displaying images in all messages from all senders.

Working with attachments

The received email may contain attached files. Using Mail you can automatically save those files to any folder in the Documents module. To do that, you need to set up a folder for the attachments,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Actions Icon icon to the right of the account you want to set up the folder for,
  3. choose the Folder for Attachments option and then the desired folder,
  4. click the OK button.
    Folder For Attachments Folder For Attachments

When the folder for attachments is set all the files attached to the future emails will be saved there.

You can easily Unlink or change the attachment folder following the steps described above. But please note, if you change the folder all the previously saved attachments won't be transferred to a new folder. The changes will be applied only to new emails.

Using the Actions Icon icon to the right of the attachment you also can:

If a message contains several attachments, you can use the Download All option next to the attachment list to download all the files as a single .zip archive.

Attachment Options Attachment Options
Managing Contacts(

Mail as an indispensable tool of business communication allows you to carry on correspondence with your personal contacts, portal users as well as with CRM contacts. All the contacts are stored in the address book. To access it, expand the Contacts section on the left-side menu and select the Personal Contacts, Portal Contacts or CRM Contacts list.

The Personal Contacts list displays the people you've already sent emails to (they can be filtered by the Frequently contacted parameter) and those who have been added as your personal contacts.

Within the Portal Contacts and CRM Contacts lists, you can click the Actions Icon icon and select the View contact profile option to open a contact profile. You can also use the Filter to display:

To send an email to a contact,

  1. select the Personal Contacts, Portal Contacts or CRM Contacts list,
  2. select the necessary contact from the list,
  3. click the Actions Icon icon to the right of the selected contact and use the Compose mail option.
    CRM Contacts CRM Contacts

    Alternatively use the Compose button situated above the contact list to send a message to the contact(s) you have selected checking the box next to the contact name.

Integrating with CRMZ

Mail gives you an opportunity to link a conversation or a single message to a CRM element with the purpose to transfer all the necessary information about the contacts, cases, opportunities sent by email to your CRM module.

There is a difference between linking a conversation and single message to a CRM element. If you link a conversation, all the conversation existing messages and as well as future ones will be transferred to the CRM module. If you link a single message to a CRM element, only this message will be displayed in the CRM module.

To link a conversation to a CRM element,

  1. choose a conversation and open it,
  2. сlick the More button in the upper part of the page and select the Link with CRM option,
  3. in the opened Link conversation with CRM window select the element you want to link your conversation to opening the drop-down list,

    There are three available options in Mail, they are: Contact, Case and Opportunity. The default option is Contact.

  4. enter the name of an element fully or partially,
    You can link your conversation to several CRM elements at once.

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  5. click the Save button.
Link conversation Link conversation

To link a single message to a CRM element,

  1. open the required conversation,
  2. click the desired message,
  3. click the Actions Icon icon to the right and select the Export to CRM option,
  4. in the opened Export to CRM window select the element you want to link your message to opening the drop-down list,
  5. enter the name of an element fully or partially,

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  6. click the Export button.

So that's it! You successfully transferred the necessary emails to the CRM module and since this moment you can look over your correspondence right on the element description page.

On the element description page in the CRM module you also can:

Element Page Element Page

To unlink a conversation from a CRM element,

  1. click the Mail icon at the top of any portal page,
  2. choose the necessary conversation and open it,
  3. сlick the More button in the upper part of the page and select the Link with CRM option,
  4. in the opened Link conversation with CRM window you'll see all the CRM elements linked with the conversation. If you want to delete all the linked elements, click the Unlink all button and confirm your choice. If you want to delete a certain CRM element click the Eliminate icon next to its name and then the Save button.
    Remember that if you unlink a conversation from a CRM element, new messages won't be transferred to the CRM module any longer but all the previously transferred conversation messages will remain on the element description page.If you want to delete the conversation from the element description page delete the messages one by one clicking the Eliminate2 icon next to the corresponding message.

To unlink a single message from a CRM element go to the element description page and click the Eliminate2 icon next to the required message.

You can also create a new CRM contact on the base of a conversation. To do that,

  1. open the required conversation,
  2. click any message received from the sender you want to add to CRM contacts,
  3. click the Actions Icon icon to the right and select the Create new CRM person or Create new CRM company option,
  4. in the opened Link conversation with CRM window click the necessary button:
    • Create and link - to create a new contact and link the current conversation with it,
    • Just create contact - to create a new contact without linking the current conversation.
  5. a new CRM contact creation form will open. The First name, Last name (or Company Name for companies) and Email fields will be automatically filled in with the contact information from the received message. Add some other data, if necessary, and click Save.
Create a new CRM Contact Create a new CRM Contact

You can send invoices from the CRM module using Mail. No doubt this feature will considerably save your time as long as you don't need to change between modules any longer.

To do that,

  1. go to CRM module,
  2. click the Create new button and choose the Invoice option. Alternatively, go to the Contacts section and choose a person or company the invoice is going to be made out to and click the Make out an invoice button,
    Make Out Invoice Make Out Invoice
    If the invoice that you need to send is made out already, proceed to the step 5.
  3. fill out all the fields marked with the red sign,
  4. click the Add this invoice button,
  5. on the 'Invoices' page click Actions Icon icon to the right of the necessary invoice and select the Send by email option. You will be redirected to the Mail. There you'll see the letter with the invoice attached,
    Send Invoice Send Invoice
  6. fill out all the necessary fields of the letter,
  7. click the Send button.
    If you want to send it later click the Save button.

There you are! Now you know how to easily send the invoices to your clients with Mail. If you want to know more about Invoices read the CRM section.

Integrating with Calendar(

The Mail and Calendar integration gives you a possibility to exchange the calendar event information between the internal portal Calendar and some third-party calendar applications using the Mail module as a communication channel.

The integration is based on the common open iCalendar format. iCalendar is a popular format for interchanging calendar and scheduling information over the Internet. iCalendar is supported by a large number of open and proprietary software, such as MS Exchange Server, MS Office Outlook 2000-2013, Google Calendar/GMail, Outlook.com, Yandex Mail/Calendar, Mail.ru, Yahoo, Apple Mail/Calendar, Lotus, Zimbra, Mozilla Thunderbird with the Lightning extension etc.

When the Mail Aggregator downloads email messages from any mail accounts connected to the Mail module, the service searches for files in the iCalendar format. If an email contains such a file, you can:

Creating/managing tags

Arranging your emails will help you track your correspondence and facilitate the message search process. In order to arrange your emails you can add tags to them. To do that,

In the Inbox folder:

  1. select the conversation(s) checking the appropriate box,
  2. click the Tags button above the list of received conversations,
  3. select the tag from the list or create a new one.

While reading a message:

  1. open the necessary conversation,
  2. click the Tags button above the message body field,
  3. if necessary, check the Mark all sender(s) mail option to automatically add the selected tag to all messages received later from the sender(s) of the current message,
  4. select the tag from the list or create a new one.

While composing a message:

  1. click the Create Email button,
  2. click the Tags button situated above the From: field,
  3. select the tag from the list or create a new one.

The added tag is always visible next to the conversation subject in the Inbox folder and in the opened conversation window in the Tags field under the Date field.

You can access the tagged conversations using the links available in the left-side menu under the Spam folder. Clicking the name of the necessary tag you will open the list of conversations with the specified tag name.

To edit a tag:

  1. click the Settings section on the left-side menu,
  2. select the Tag Management option to open the list of tags,
  3. select the necessary tag from the list and click the Actions Icon icon to the right,
  4. select the Edit option,
  5. make all the changes you need: for example, change the tag color, name, or specify necessary email address(es) in the Mark all messages from section to automatically add this tag to all messages received later from the specified email address. To add one more email address, use the Plus Icon icon, to remove the added email address, use the Eliminate icon.
  6. click the Save button.

At the Tag Management page, you can also create new tags using the Create New Tag button.

To delete a tag, choose the corresponding option from the Actions Icon Actions drop-down list.

Manage Tags Manage Tags
Creating custom folders!

In the Mail module, the following default folders are available: Inbox, Sent, Drafts, Trash and Spam. It's also possible to create your own folders and subfolders to organize your messages.

It's not possible to edit, move or delete the default folders as well as to create a subfolder within the default folder.

To create a new custom folder,

  1. click the Create folder link below the default folders list on the left-side menu,

    Alternatively, you can click the Settings section on the left-side menu, go to the Folder Management page and use the Create button.

  2. in the Create folder window that opens, enter the folder name,
  3. select a parent folder, if necessary. You can select only previously created custom folders, the default folders are not available in the list,
  4. click the Save button.
Manage Folders Manage Folders

When folders are created, you can move messages to the necessary folders manually or set up rules to move messages automatically. To move messages manually,

  1. check necessary messages in the list or select multiple emails by dragging the mouse,
  2. drag-and-drop the selected messages to the necessary folder on the left-side menu, or click the Move to button on the top and select the folder in the list (the current folder will be disabled in the list).

To find out how to move messages automatically, refer to the Setting up/applying filters section.

To edit a created folder,

  1. click the Settings section on the left-side menu and select the Folder Management option,

    You can also quickly access the Folder Management settings clicking the Manage folders Icon Manage folders icon that appears when you move the cursor over the Create folder link.

  2. select the folder you want to edit in the list,
  3. click the Edit button on the top,
  4. in the Edit folder window, make all the changes you need: change the folder name or select a different parent folder,
  5. click the Save button.

At the Folder Management page, you can easily edit the folders nested structure. To do that select the folder you want to move, then drag-and-drop it to the root folder or to a different custom folder in the list. You can edit the nested structure by dragging folders at the Folder Management page only, not in the left-side menu.

To delete a folder:

  1. switch to the Folder Management settings section,
  2. select the necessary folder in the list and click the Delete button,
    If you delete the folder, all the messages stored in it will be moved to Trash.
  3. confirm the deletion clicking the Delete button.
Setting up/applying filters;

You can set up rules to automatically perform specified actions on the messages, for example, to move them to the necessary folders, add tags, mark messages as important or read.

To create a new filter,

  1. click the Settings section on the left-side menu, go to the Filter Management page and use the Create button.
  2. set the necessary condition(s) under which the filter should be applied. You can set a simple condition or a complex one that includes several conditions.
    • In the If section, open the first drop-down list and select one of the message items that will be checked by the filter:
      • From - to check the sender,
      • To or Cc - to check both recipients and the persons to whom a copy of the message has been sent,
      • To - to check only the message recipients,
      • Cc - to check only the persons to whom a copy of the message has been sent,
      • Subject - to check the message subject.
    • In the next list, select the match type:
      • matches - this means that the message item should exactly match the specified value,
      • doesn't match - this means that the message item should not match the specified value,
      • contains - this option that the item should contain the specified value anywhere in the text,
      • doesn't contain - this means that the item should not contain the specified value,
    • In the entry field, specify the necessary value, e.g. a sender's email address, a sender's or recipient's name or a certain word that the subject may contain.
    • Use the Plus Icon Add condition option below to create one more condition. To remove a condition use the Eliminate icon next to it.
    • For a complex condition, specify if a message must matches all of the conditions or matches at least one of the conditions.
  3. select actions that should be performed if a message matches all conditions or one of conditions. You can check one or several options:
    • Delete forever - to delete the filtered messages permanently without the possibility to restore them,
    • Move to folder - to move the filtered messages to the selected folder. You can choose both the default folders and previously created custom folders,
    • Add tag - to add the selected tag to the filtered messages. You can also create a new tag in the Create new tag section. To do that enter the tag name and click OK,
    • Mark important - to mark the filtered messages as important,
    • Mark as read - to mark the filtered messages as read.
  4. specify advanced options,
    • Select the default folder(s) that the filter should be applied to: Inbox, Sent, Spam.
    • If you have several accounts, decide if the filter should be applied to all mailboxes or to certain mailboxes only.
    • Specify how the filter should be applied depending on the attachment presence. Select the necessary option: Apply if attachments are present in the letter or not present in the letter.
    • Specify if you want to Ignore other filters.
  5. specify the filter name in the corresponding field,
  6. click the Check filter button to make sure that all parameters are set correctly and display the messages that the filter can be applied to. The Filtered messages will be displayed below.
  7. if necessary, click the Apply filter to existing messages button. The filter will be saved and enabled. The confirmation window will also appear informing you that the specified actions will be applied to all the filtered existing messages. Click the Apply filter button to perform the actions. If you have specified the Delete forever action, you'll be able to select the Move to Trash action instead of that.
  8. if you did not apply the filter, click the Create filter button to save the created filter.
Create Filters Create Filters

All the created filters are displayed at the Filter Management page. This page allows you to:

Use the Actions Icon Actions icon to the right of the selected filter to Disable the filter or Enable the disabled filter, Apply the filter to existing messages, Edit or Delete it.

Manage Filters Manage Filters
Changing Mail module settings

By default, all portal users can access the Mail module. There are 2 different access levels inside it: user and Mail administrator.

Being a user you may perform the following operations:

Being a Mail administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the Mail for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the Mail section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Change Mail Module Settings Change Mail Module Settings

To disable the Mail module just switch to the Modules & Tools subsection of the Common portal settings selecting the corresponding option on the left side panel, uncheck the Mail module in the Modules section and click the Save button.

Overview

Mail is a communication tool designed to manage your correspondence right on the portal. This message management solution helps you work more efficiently, improve business communication and allows you to:

To access Mail just click the Mail icon available at the top of each portal page.

Creating/editing account<

To send, receive and keep your messages in order right on the portal first of all you need to set up an account. To do that,

  1. click the Mail icon at the top of any portal page,
  2. click the Add new account button in the opened window,
  3. complete the following fields: email and password,
    Create Account Create Account
  4. If necessary, switch to the advanced settings window using the Advanced option:
    Create Account - Advanced Create Account - Advanced

    Default parameters for the most popular mail services are automatically detected. You can change some of them if necessary. To return to the default settings click the Get default settings link.

    The full list of the settings for the most popular mail services can be found here. You can also refer to the official documentation of your mail service.

    The following parameters are available:

    • Email - your email address.
    • Account name (optional) - your name.
    • Receive mail fields
      • POP or IMAP Server - your POP or IMAP server host name, such as pop.domain.com or imap.domain.com.
      • Port - the port number used by the POP or IMAP server (by default, port 993 is used for IMAP Server, port 995 is used for POP Server, with the SSL encryption).
      • Login - your email address.
      • Password - the password you use to access the email box.
      • Authentication type - Simple password or Encrypted password.
      • Encryption for POP or IMAP Server - select the SSL or STARTTLS option depending on the encryption used for your POP or IMAP Server.
    • Send mail fields
      • SMTP Server - your SMTP server host name, such as smtp.domain.com.
      • Port - the port number used by the SMTP server (by default, port 465 is used for SSL, port 587 is used for STARTTLS).
      • Login - your email address.
      • Password - the password you use to access the email box.
      • Authentication type - Simple password or Encrypted password.
      • Encryption for SMTP Server - select the SSL or STARTTLS option depending on the encryption used for your SMTP Server. You may need to change the port correspondingly.
  5. click the Add Account (or Save) button to connect an account.

The mail importing process starts. This might take some time. You can close the window and continue using the portal or even close the browser. The importing will continue in the background. When the importing process is finished, all messages from your mail account will be loaded into the Inbox folder and you can start working with your correspondence.

In case you need to add one more account, follow these steps:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. click the Add New Account button above the list of the existing accounts,
  4. follow the account creation procedure described above,
  5. click the Add Account button to connect a new account.

The messages of the new added mail account will be loaded into the Inbox folder.

To edit an account (if you have changed the password for example) complete the following steps:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Edit option to open the Account Management window,
  5. type in the necessary parameters to make changes,
  6. click the Save button.
The settings for the accounts connected using OAuth cannot be edited. You can only change the account name for them.

If you have decided to delete an account from Mail:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Delete option,
  5. click the Delete button to confirm the account elimination.

All messages of this account will be removed from the Inbox folder.

If you don't need an account any longer but you want to save all the messages that have already been sent to it just Deactivate your account. If you choose this option you won't receive new messages from the deactivated account but the previously received messages will be displayed in your Mail and you could access them any time.

Changing account settings/
Adding Signature

Mail allows you to add a signature to your email messages.

To do that,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Manage signature button next to the needed account,
    Activate Signature Activate Signature
  3. in the opened 'Manage signature' window set up your own signature,
    Your choice is not restricted to the name only. You may use a text, picture, link or even generated html code as a signature.
  4. click the Save button.
    Create Signature Create Signature

Your personal signature will be added automatically every time you send an email from the account with the signature preconfigured.

If you want to change or delete the signature,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Manage signature button next to the needed account,
  3. in the opened 'Manage signature' window change the signature or delete it,
    You may also deactivate it temporarily unchecking the Use signature box.
Enabling Mail Autoreply feature

You can set up your accounts connected to the Mail module to send automatic replies when you are away.

To do that,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. select the necessary account from the list and click the Actions Icon icon to the right,
  3. select the Mail autoreply option,
  4. in the opened 'Mail autoreply' window check the Turn autoreply on option to enable the autoreply feature,
  5. check the Send autoreply to people in contacts only option, if you want automatic replies to be sent to the email addresses stored in your address book only (including Personal, Portal and CRM Contacts).
  6. if necessary, set the period when the feature should work. The start date is automatically set to a current date, but you can change it. Check the To box and set the end date.
  7. fill in the message Subject and Body,
    If you have set up a signature, it will also be added into automatic responses.
  8. click the Save button.
Mail Autoreply Mail Autoreply

Once the Mail autoreply feature is enabled, an information message will be displayed when you access Mail. Using the links in this message you will be able to quickly disable the feature or go to the Account Management page to change the settings. At the Account Management page, you can also turn Mail autoreply off by clicking the corresponding link.

When the Mail autoreply feature is enabled, an automatic response will be sent to all incoming messages, except when:

Configuring mail serverB

From now on Mail not only aggregates the emails from different email services that you use but also gives you an opportunity to add a mail server to your domain. So, if you have your own domain you can easily create and manage corporate mailboxes right on your portal.

Only the portal owner and administrator can set up the domains, create, manage and delete corporate mailboxes.

To set up your first domain,

  1. click the Mail icon at the top of any portal page (if you haven't created any account yet) and click the Set up domain link or go to the Settings section of the Mail module,
  2. choose the Mail Server option and click the Add your own domain button,
    Add Domain Add Domain
  3. follow the wizard instructions to set up the domain:
    • enter your domain name in the corresponding field and click the Next button,
    • prove the domain ownership by adding TXT record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
      If you are using the server version, it’s not necessary to perform this step. In this case, the wizard includes 4 steps only.
    • add the MX record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the SPF record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the DKIM record to the control panel of your domain using the information provided in the wizard instruction and click the Complete button.
  4. in the appeared window click the OK button.

The added domain will be shown on the domains list page. Using the Add your own domain button you can add as many domains as you need.

Using the domain menu you can:

If you are using the server version, there is also a possibility to view the connection settings that can be used when connecting a mailbox to a third-party mail client.

Administrators can view the connection settings using the domain menu at the Mail Server settings page. Users who have a mailbox on the domain can view the connection settings using the mailbox menu at the Account Management page.

Select the Connection settings option from the domain/mailbox menu. The connection settings will be displayed in a new window. The settings include the following data: Login and password (your mailbox address and password), Server, Port, SSL/TLS for the incoming mail (IMAP server) and outgoing mail (SMTP server).

If you see the red notification next to the added domain, it means that some of the DNS records are incorrect or that they haven't been updated yet (this process may take from several minutes to several hours). Wait some time and if the notification remains click the DNS settings link to learn which DNS record you need to check. Click the Verify button to update the DNS settings information. Once updating is over, you can add the first mailbox.

In case you don't have your own domain you can use our free default domain. You can find it on the Mail server page of the Settings section.

To create a new mailbox,

  1. choose the needed domain (it can be either our domain or yours),
  2. click the Add new mailbox link,
  3. in the Create new mailbox window type the Mailbox address in the corresponding field and choose the user you want to create a mailbox for using the Add user link. The Sender name field will be filled in automatically with the information from the user profile, but you can change the name, if necessary,
    You can create only two mailboxes for one user for each domain.
  4. click the Save button.
    There is a second way to create a mailbox for our default domain. Go to the Account Management page, click the Create Mailbox button and follow the instruction described above.
Create New Mailbox Create New Mailbox
If you are using the server version, the user will receive a notification about the mailbox creation. The notification will be sent to the mailbox specified in the user’s profile (if it is activated) and to the created mailbox. In the Enterprise Edition server version, the notification will also contain the information about the connection settings for the third-party mail clients.

Using the mailbox menu you can Edit mailbox aliases or Delete a mailbox. If you want to learn more about aliases and mail groups, read this article.

If you are using the server version, there is also a possibility to change a mailbox password.

Administrators can change a password for the user’s mailbox using the mailbox menu at the Mail Server settings page. Users who have a mailbox on the domain can change their passwords using the mailbox menu at the Account Management page.

Select the Change password option from the mailbox menu and specify a new password. The password generation and validation rules are the same as the ones for the portal accounts passwords (which are specified in the Password Strength Settings section of the portal security settings). You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the Generate password icon. The mailbox address and generated password can be copied using the corresponding link below and sent to the user. The automatic portal notification about the password change will be sent to the mailbox specified in the user’s profile (if it is activated). If the user’s profile mailbox is not activated the message will be sent to the current mailbox.

Sending/receiving messages

Once you've added an email account to Mail or have created a mailbox right on the portal you can send and receive emails.

To send an email,

  1. click the Create Email button in the upper left corner to open the page where you will be able to create a message,

    In case you have several accounts, you need to select one to send a message. To do that, click the black arrow next to the From: field to open the drop-down list and select the necessary account.

    You can set the default account on the Account Management page of the Settings section. To do that, check the account you want to set as default for sending the emails.
  2. start typing the recipient email address or name in the To: filter field and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email adresses you've already sent emails to).

    You can send a message to more than one person. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address from the To: field, click the Delete Address Icon icon.

    When entering email addresses, you can also use common keyboard shortcuts: Ctrl+A to select all address blocks or all content within the block being edited, Ctrl+C to copy the selected data, Ctrl+V to paste the previously copied data, Ctrl+Z to undo the last performed action, Ctrl+Y to redo the last undone action.
    Add Multiple Email Addresses Add Multiple Email Addresses

    To send a copy to multiple addresses, use the Add copy link situated to the right of the To: field.

  3. enter a subject of your message in the Subject: field,
  4. write your message,

    To format your message, insert a link or an image use the formatting toolbar located above the message body field. You can change the font type, size, color, background color, clear formatting, change the text alignment, increase or decrease indents, insert lists, images, links, smileys, quotes, switch to the HTML view of your text.

    The mail message editor uses native browser spellchecker to check the spelling when you enter the message text. The incorrectly spelt word will be underlined with the red wavy line. If you need to see the word variant suggestions with the correct spelling, click the word with the right mouse button holding the Ctrl key on the keyboard.

    Some browsers have the spellchecker disabled by default. Please see your browser documentation to find out how to enable it.

    The message is automatically saved as a drafts while you are typing.

  5. attach files,

    You can attach documents from your local drive or Documents module to the message using the corresponding buttons under the message body field. Remember, that the file size must not exceed 15 MB and the total size of all files must not exceed 25 MB. To remove an attachment, click the Remove attachment Icon icon. You can also click the Actions Icon Actions icon to the right of the attachment to Download, View or Delete the file. If your message contains several attachments, you can use the Delete All option next to the attachment list to remove all the files at once.

    If the file size exceedes the allowed limit, you'll be suggested to send the attachment(s) as a link(s) to the needed document(s). In such case all the files you want to send will be saved in My Documents folder.

    If you want to send links to some files from the Documents module instead of adding these files to your message as attachments, use the Attach files from Documents option. In a new window that opens, switch between the Documents module sections and folders, check the necessary documents in the list, make sure that the Attach links to files option is selected and click the Attach Files button. If you have the Read Only access rights to a file from the Shared with me or Common Documents folder, you'll be prompted to copy the file to the My documents folder.

    Attach links to files Attach links to files

    The links to the selected files will be inserted into your message body. When you click the Send button, you will be asked to set up access rights for all the files attached as links. When a recipient follow the link from your message, the document will open in the online viewer or editor depending on the access rights you have specified.

  6. if necessary, you can request the delivery report using the Request the delivery report icon. At the receiving end, a read-receipt request will be displayed in the message if the client application supports this functionality. If the server supports sending delivery receipts, you should also receive a message with a delivery notification.
  7. assign a tag,

    The tags are used to simplify the search and message organization. To assign a tag to the message, click the Tags button at the top of the message body field and select the necessary tag or create a new one.

  8. click the Send button.
    Create Mail Create Mail

    To send your message later, click the arrow next to the Save button and choose the Save draft option. Your message will be saved in the Drafts folder. To access your draft, just click the corresponding folder on the left-side menu.

    To create a template on the base of your message, click the arrow next to the Save button and choose the Save template option. Your message will be saved in the Templates folder on the left-side menu. To learn more on how to create, edit and apply email templates, please refer to this article.

Managing messages in the Inbox folder

In order to update the Inbox folder, just click the Get New Messages Button button. All the conversations which you haven't read yet are displayed next to the Inbox caption or over the Mail icon. If you click the Mail icon you'll see the list of new conversations/messages, click the See all link to open them in the inbox. The number of messages in one conversation is displayed next to the name of a sender, for example: Number of letters Icon.

If you do not want messages to group into conversations, go to the Settings section on the left-side menu, open the Common Settings page and uncheck the Enable Conversations option. If this setting is disabled, all emails and replies to them are displayed separately in the message list.
Searching for, sorting and filtering messages

To quickly find necessary emails according to the selected criteria, use the Filter field above the messages list.

To organize the received emails, check the Select Button box in the upper left corner above the message list to select all displayed messages, or click the arrow next to this check box and choose one of the options to mark the needed group of conversations: All, Unread, Read, Important, With attachment, None, or manually check some necessary conversations from different groups. Then choose an appropriate operation using buttons above the message list:

You can also use the conversation context menu to perform the desired operation. Check the necessary conversations, right click the selected area and choose the needed option: Mark as Read/Unread, Spam, Delete. If you choose only one conversation, you'll see the advanced context menu. Choose one of the available options: Open, Open in new tab, Reply Reply All, Forward, Create Email to Sender, Mark as Read/Unread, Mark as Important/Not Important, Print, Spam, Delete.
Reading & printing messages

To read an email just click its subject.

When the conversation is open, by default, only the last sent or received message is shown. If you want to see all the messages of the conversation, click the Expand all link. If you want to hide them click the Collapse all link. You can pass from one open conversation to another using the Previous and Next links. Using the buttons situated above the message body field or the drop-down list, you can reply to the message, forward it, open it in a new tab, delete it, print, export it to CRM, mark it as unread, move it to the Spam folder, add a tag, link it with a CRM element, create a new personal or CRM contact on its base.

To print all the messages in the conversation, open it, click the More button on the top and select the Print all option. To print a single message from the conversation, click the corresponding Actions button on the right and select the Print option.
Read Message Read Message
Displaying images

By default, images sent in a message are disabled for the security reasons. To see the images you need to press the Display images link. If you need to change display options click the Always display images from "name of a sender" caption. After you've applied this option all the images in a message sent by the chosen user will be displayed by default.

Enable Image Enable Image

You can also go to the Settings section on the left-side menu, open the Common Settings page and use the Always display images from all option to enable or disable displaying images in all messages from all senders.

Working with attachments

The received email may contain attached files. Using Mail you can automatically save those files to any folder in the Documents module. To do that, you need to set up a folder for the attachments,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Actions Icon icon to the right of the account you want to set up the folder for,
  3. choose the Folder for Attachments option and then the desired folder,
  4. click the OK button.
    Folder For Attachments Folder For Attachments

When the folder for attachments is set all the files attached to the future emails will be saved there.

You can easily Unlink or change the attachment folder following the steps described above. But please note, if you change the folder all the previously saved attachments won't be transferred to a new folder. The changes will be applied only to new emails.

Using the Actions Icon icon to the right of the attachment you also can:

If a message contains several attachments, you can use the Download All option next to the attachment list to download all the files as a single .zip archive.

Attachment Options Attachment Options
 Managing Contacts(

Mail as an indispensable tool of business communication allows you to carry on correspondence with your personal contacts, portal users as well as with CRM contacts. All the contacts are stored in the address book. To access it, expand the Contacts section on the left-side menu and select the Personal Contacts, Portal Contacts or CRM Contacts list.

The Personal Contacts list displays the people you've already sent emails to (they can be filtered by the Frequently contacted parameter) and those who have been added as your personal contacts.

Within the Portal Contacts and CRM Contacts lists, you can click the Actions Icon icon and select the View contact profile option to open a contact profile. You can also use the Filter to display:

To send an email to a contact,

  1. select the Personal Contacts, Portal Contacts or CRM Contacts list,
  2. select the necessary contact from the list,
  3. click the Actions Icon icon to the right of the selected contact and use the Compose mail option.
    CRM Contacts CRM Contacts

    Alternatively use the Compose button situated above the contact list to send a message to the contact(s) you have selected checking the box next to the contact name.

!Integrating with CRMZ

Mail gives you an opportunity to link a conversation or a single message to a CRM element with the purpose to transfer all the necessary information about the contacts, cases, opportunities sent by email to your CRM module.

There is a difference between linking a conversation and single message to a CRM element. If you link a conversation, all the conversation existing messages and as well as future ones will be transferred to the CRM module. If you link a single message to a CRM element, only this message will be displayed in the CRM module.

To link a conversation to a CRM element,

  1. choose a conversation and open it,
  2. сlick the More button in the upper part of the page and select the Link with CRM option,
  3. in the opened Link conversation with CRM window select the element you want to link your conversation to opening the drop-down list,

    There are three available options in Mail, they are: Contact, Case and Opportunity. The default option is Contact.

  4. enter the name of an element fully or partially,
    You can link your conversation to several CRM elements at once.

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  5. click the Save button.
Link conversation Link conversation

To link a single message to a CRM element,

  1. open the required conversation,
  2. click the desired message,
  3. click the Actions Icon icon to the right and select the Export to CRM option,
  4. in the opened Export to CRM window select the element you want to link your message to opening the drop-down list,
  5. enter the name of an element fully or partially,

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  6. click the Export button.

So that's it! You successfully transferred the necessary emails to the CRM module and since this moment you can look over your correspondence right on the element description page.

On the element description page in the CRM module you also can:

Element Page Element Page

To unlink a conversation from a CRM element,

  1. click the Mail icon at the top of any portal page,
  2. choose the necessary conversation and open it,
  3. сlick the More button in the upper part of the page and select the Link with CRM option,
  4. in the opened Link conversation with CRM window you'll see all the CRM elements linked with the conversation. If you want to delete all the linked elements, click the Unlink all button and confirm your choice. If you want to delete a certain CRM element click the Eliminate icon next to its name and then the Save button.
    Remember that if you unlink a conversation from a CRM element, new messages won't be transferred to the CRM module any longer but all the previously transferred conversation messages will remain on the element description page.If you want to delete the conversation from the element description page delete the messages one by one clicking the Eliminate2 icon next to the corresponding message.

To unlink a single message from a CRM element go to the element description page and click the Eliminate2 icon next to the required message.

You can also create a new CRM contact on the base of a conversation. To do that,

  1. open the required conversation,
  2. click any message received from the sender you want to add to CRM contacts,
  3. click the Actions Icon icon to the right and select the Create new CRM person or Create new CRM company option,
  4. in the opened Link conversation with CRM window click the necessary button:
    • Create and link - to create a new contact and link the current conversation with it,
    • Just create contact - to create a new contact without linking the current conversation.
  5. a new CRM contact creation form will open. The First name, Last name (or Company Name for companies) and Email fields will be automatically filled in with the contact information from the received message. Add some other data, if necessary, and click Save.
Create a new CRM Contact Create a new CRM Contact

You can send invoices from the CRM module using Mail. No doubt this feature will considerably save your time as long as you don't need to change between modules any longer.

To do that,

  1. go to CRM module,
  2. click the Create new button and choose the Invoice option. Alternatively, go to the Contacts section and choose a person or company the invoice is going to be made out to and click the Make out an invoice button,
    Make Out Invoice Make Out Invoice
    If the invoice that you need to send is made out already, proceed to the step 5.
  3. fill out all the fields marked with the red sign,
  4. click the Add this invoice button,
  5. on the 'Invoices' page click Actions Icon icon to the right of the necessary invoice and select the Send by email option. You will be redirected to the Mail. There you'll see the letter with the invoice attached,
    Send Invoice Send Invoice
  6. fill out all the necessary fields of the letter,
  7. click the Send button.
    If you want to send it later click the Save button.

There you are! Now you know how to easily send the invoices to your clients with Mail. If you want to know more about Invoices read the CRM section.

"Integrating with Calendar(

The Mail and Calendar integration gives you a possibility to exchange the calendar event information between the internal portal Calendar and some third-party calendar applications using the Mail module as a communication channel.

The integration is based on the common open iCalendar format. iCalendar is a popular format for interchanging calendar and scheduling information over the Internet. iCalendar is supported by a large number of open and proprietary software, such as MS Exchange Server, MS Office Outlook 2000-2013, Google Calendar/GMail, Outlook.com, Yandex Mail/Calendar, Mail.ru, Yahoo, Apple Mail/Calendar, Lotus, Zimbra, Mozilla Thunderbird with the Lightning extension etc.

When the Mail Aggregator downloads email messages from any mail accounts connected to the Mail module, the service searches for files in the iCalendar format. If an email contains such a file, you can:

#Creating/managing tags

Arranging your emails will help you track your correspondence and facilitate the message search process. In order to arrange your emails you can add tags to them. To do that,

In the Inbox folder:

  1. select the conversation(s) checking the appropriate box,
  2. click the Tags button above the list of received conversations,
  3. select the tag from the list or create a new one.

While reading a message:

  1. open the necessary conversation,
  2. click the Tags button above the message body field,
  3. if necessary, check the Mark all sender(s) mail option to automatically add the selected tag to all messages received later from the sender(s) of the current message,
  4. select the tag from the list or create a new one.

While composing a message:

  1. click the Create Email button,
  2. click the Tags button situated above the From: field,
  3. select the tag from the list or create a new one.

The added tag is always visible next to the conversation subject in the Inbox folder and in the opened conversation window in the Tags field under the Date field.

You can access the tagged conversations using the links available in the left-side menu under the Spam folder. Clicking the name of the necessary tag you will open the list of conversations with the specified tag name.

To edit a tag:

  1. click the Settings section on the left-side menu,
  2. select the Tag Management option to open the list of tags,
  3. select the necessary tag from the list and click the Actions Icon icon to the right,
  4. select the Edit option,
  5. make all the changes you need: for example, change the tag color, name, or specify necessary email address(es) in the Mark all messages from section to automatically add this tag to all messages received later from the specified email address. To add one more email address, use the Plus Icon icon, to remove the added email address, use the Eliminate icon.
  6. click the Save button.

At the Tag Management page, you can also create new tags using the Create New Tag button.

To delete a tag, choose the corresponding option from the Actions Icon Actions drop-down list.

Manage Tags Manage Tags
$Creating custom folders!

In the Mail module, the following default folders are available: Inbox, Sent, Drafts, Trash and Spam. It's also possible to create your own folders and subfolders to organize your messages.

It's not possible to edit, move or delete the default folders as well as to create a subfolder within the default folder.

To create a new custom folder,

  1. click the Create folder link below the default folders list on the left-side menu,

    Alternatively, you can click the Settings section on the left-side menu, go to the Folder Management page and use the Create button.

  2. in the Create folder window that opens, enter the folder name,
  3. select a parent folder, if necessary. You can select only previously created custom folders, the default folders are not available in the list,
  4. click the Save button.
Manage Folders Manage Folders

When folders are created, you can move messages to the necessary folders manually or set up rules to move messages automatically. To move messages manually,

  1. check necessary messages in the list or select multiple emails by dragging the mouse,
  2. drag-and-drop the selected messages to the necessary folder on the left-side menu, or click the Move to button on the top and select the folder in the list (the current folder will be disabled in the list).

To find out how to move messages automatically, refer to the Setting up/applying filters section.

To edit a created folder,

  1. click the Settings section on the left-side menu and select the Folder Management option,

    You can also quickly access the Folder Management settings clicking the Manage folders Icon Manage folders icon that appears when you move the cursor over the Create folder link.

  2. select the folder you want to edit in the list,
  3. click the Edit button on the top,
  4. in the Edit folder window, make all the changes you need: change the folder name or select a different parent folder,
  5. click the Save button.

At the Folder Management page, you can easily edit the folders nested structure. To do that select the folder you want to move, then drag-and-drop it to the root folder or to a different custom folder in the list. You can edit the nested structure by dragging folders at the Folder Management page only, not in the left-side menu.

To delete a folder:

  1. switch to the Folder Management settings section,
  2. select the necessary folder in the list and click the Delete button,
    If you delete the folder, all the messages stored in it will be moved to Trash.
  3. confirm the deletion clicking the Delete button.
%Setting up/applying filters;

You can set up rules to automatically perform specified actions on the messages, for example, to move them to the necessary folders, add tags, mark messages as important or read.

To create a new filter,

  1. click the Settings section on the left-side menu, go to the Filter Management page and use the Create button.
  2. set the necessary condition(s) under which the filter should be applied. You can set a simple condition or a complex one that includes several conditions.
    • In the If section, open the first drop-down list and select one of the message items that will be checked by the filter:
      • From - to check the sender,
      • To or Cc - to check both recipients and the persons to whom a copy of the message has been sent,
      • To - to check only the message recipients,
      • Cc - to check only the persons to whom a copy of the message has been sent,
      • Subject - to check the message subject.
    • In the next list, select the match type:
      • matches - this means that the message item should exactly match the specified value,
      • doesn't match - this means that the message item should not match the specified value,
      • contains - this option that the item should contain the specified value anywhere in the text,
      • doesn't contain - this means that the item should not contain the specified value,
    • In the entry field, specify the necessary value, e.g. a sender's email address, a sender's or recipient's name or a certain word that the subject may contain.
    • Use the Plus Icon Add condition option below to create one more condition. To remove a condition use the Eliminate icon next to it.
    • For a complex condition, specify if a message must matches all of the conditions or matches at least one of the conditions.
  3. select actions that should be performed if a message matches all conditions or one of conditions. You can check one or several options:
    • Delete forever - to delete the filtered messages permanently without the possibility to restore them,
    • Move to folder - to move the filtered messages to the selected folder. You can choose both the default folders and previously created custom folders,
    • Add tag - to add the selected tag to the filtered messages. You can also create a new tag in the Create new tag section. To do that enter the tag name and click OK,
    • Mark important - to mark the filtered messages as important,
    • Mark as read - to mark the filtered messages as read.
  4. specify advanced options,
    • Select the default folder(s) that the filter should be applied to: Inbox, Sent, Spam.
    • If you have several accounts, decide if the filter should be applied to all mailboxes or to certain mailboxes only.
    • Specify how the filter should be applied depending on the attachment presence. Select the necessary option: Apply if attachments are present in the letter or not present in the letter.
    • Specify if you want to Ignore other filters.
  5. specify the filter name in the corresponding field,
  6. click the Check filter button to make sure that all parameters are set correctly and display the messages that the filter can be applied to. The Filtered messages will be displayed below.
  7. if necessary, click the Apply filter to existing messages button. The filter will be saved and enabled. The confirmation window will also appear informing you that the specified actions will be applied to all the filtered existing messages. Click the Apply filter button to perform the actions. If you have specified the Delete forever action, you'll be able to select the Move to Trash action instead of that.
  8. if you did not apply the filter, click the Create filter button to save the created filter.
Create Filters Create Filters

All the created filters are displayed at the Filter Management page. This page allows you to:

Use the Actions Icon Actions icon to the right of the selected filter to Disable the filter or Enable the disabled filter, Apply the filter to existing messages, Edit or Delete it.

Manage Filters Manage Filters
&Changing Mail module settings

By default, all portal users can access the Mail module. There are 2 different access levels inside it: user and Mail administrator.

Being a user you may perform the following operations:

Being a Mail administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the Mail for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the Mail section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Change Mail Module Settings Change Mail Module Settings

To disable the Mail module just switch to the Modules & Tools subsection of the Common portal settings selecting the corresponding option on the left side panel, uncheck the Mail module in the Modules section and click the Save button.

'Overview

Mail is a communication tool designed to manage your correspondence right on the portal. This message management solution helps you work more efficiently, improve business communication and allows you to:

To access Mail just click the Mail icon available at the top of each portal page.

(Creating/editing account<

To send, receive and keep your messages in order right on the portal first of all you need to set up an account. To do that,

  1. click the Mail icon at the top of any portal page,
  2. click the Add new account button in the opened window,
  3. complete the following fields: email and password,
    Create Account Create Account
  4. If necessary, switch to the advanced settings window using the Advanced option:
    Create Account - Advanced Create Account - Advanced

    Default parameters for the most popular mail services are automatically detected. You can change some of them if necessary. To return to the default settings click the Get default settings link.

    The full list of the settings for the most popular mail services can be found here. You can also refer to the official documentation of your mail service.

    The following parameters are available:

    • Email - your email address.
    • Account name (optional) - your name.
    • Receive mail fields
      • POP or IMAP Server - your POP or IMAP server host name, such as pop.domain.com or imap.domain.com.
      • Port - the port number used by the POP or IMAP server (by default, port 993 is used for IMAP Server, port 995 is used for POP Server, with the SSL encryption).
      • Login - your email address.
      • Password - the password you use to access the email box.
      • Authentication type - Simple password or Encrypted password.
      • Encryption for POP or IMAP Server - select the SSL or STARTTLS option depending on the encryption used for your POP or IMAP Server.
    • Send mail fields
      • SMTP Server - your SMTP server host name, such as smtp.domain.com.
      • Port - the port number used by the SMTP server (by default, port 465 is used for SSL, port 587 is used for STARTTLS).
      • Login - your email address.
      • Password - the password you use to access the email box.
      • Authentication type - Simple password or Encrypted password.
      • Encryption for SMTP Server - select the SSL or STARTTLS option depending on the encryption used for your SMTP Server. You may need to change the port correspondingly.
  5. click the Add Account (or Save) button to connect an account.

The mail importing process starts. This might take some time. You can close the window and continue using the portal or even close the browser. The importing will continue in the background. When the importing process is finished, all messages from your mail account will be loaded into the Inbox folder and you can start working with your correspondence.

In case you need to add one more account, follow these steps:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. click the Add New Account button above the list of the existing accounts,
  4. follow the account creation procedure described above,
  5. click the Add Account button to connect a new account.

The messages of the new added mail account will be loaded into the Inbox folder.

To edit an account (if you have changed the password for example) complete the following steps:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Edit option to open the Account Management window,
  5. type in the necessary parameters to make changes,
  6. click the Save button.
The settings for the accounts connected using OAuth cannot be edited. You can only change the account name for them.

If you have decided to delete an account from Mail:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Delete option,
  5. click the Delete button to confirm the account elimination.

All messages of this account will be removed from the Inbox folder.

If you don't need an account any longer but you want to save all the messages that have already been sent to it just Deactivate your account. If you choose this option you won't receive new messages from the deactivated account but the previously received messages will be displayed in your Mail and you could access them any time.

)Changing account settings/
Adding Signature

Mail allows you to add a signature to your email messages.

To do that,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Manage signature button next to the needed account,
    Activate Signature Activate Signature
  3. in the opened 'Manage signature' window set up your own signature,
    Your choice is not restricted to the name only. You may use a text, picture, link or even generated html code as a signature.
  4. click the Save button.
    Create Signature Create Signature

Your personal signature will be added automatically every time you send an email from the account with the signature preconfigured.

If you want to change or delete the signature,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Manage signature button next to the needed account,
  3. in the opened 'Manage signature' window change the signature or delete it,
    You may also deactivate it temporarily unchecking the Use signature box.
Enabling Mail Autoreply feature

You can set up your accounts connected to the Mail module to send automatic replies when you are away.

To do that,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. select the necessary account from the list and click the Actions Icon icon to the right,
  3. select the Mail autoreply option,
  4. in the opened 'Mail autoreply' window check the Turn autoreply on option to enable the autoreply feature,
  5. check the Send autoreply to people in contacts only option, if you want automatic replies to be sent to the email addresses stored in your address book only (including Personal, Portal and CRM Contacts).
  6. if necessary, set the period when the feature should work. The start date is automatically set to a current date, but you can change it. Check the To box and set the end date.
  7. fill in the message Subject and Body,
    If you have set up a signature, it will also be added into automatic responses.
  8. click the Save button.
Mail Autoreply Mail Autoreply

Once the Mail autoreply feature is enabled, an information message will be displayed when you access Mail. Using the links in this message you will be able to quickly disable the feature or go to the Account Management page to change the settings. At the Account Management page, you can also turn Mail autoreply off by clicking the corresponding link.

When the Mail autoreply feature is enabled, an automatic response will be sent to all incoming messages, except when:

*Configuring mail serverB

From now on Mail not only aggregates the emails from different email services that you use but also gives you an opportunity to add a mail server to your domain. So, if you have your own domain you can easily create and manage corporate mailboxes right on your portal.

Only the portal owner and administrator can set up the domains, create, manage and delete corporate mailboxes.

To set up your first domain,

  1. click the Mail icon at the top of any portal page (if you haven't created any account yet) and click the Set up domain link or go to the Settings section of the Mail module,
  2. choose the Mail Server option and click the Add your own domain button,
    Add Domain Add Domain
  3. follow the wizard instructions to set up the domain:
    • enter your domain name in the corresponding field and click the Next button,
    • prove the domain ownership by adding TXT record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
      If you are using the server version, it’s not necessary to perform this step. In this case, the wizard includes 4 steps only.
    • add the MX record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the SPF record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the DKIM record to the control panel of your domain using the information provided in the wizard instruction and click the Complete button.
  4. in the appeared window click the OK button.

The added domain will be shown on the domains list page. Using the Add your own domain button you can add as many domains as you need.

Using the domain menu you can:

If you are using the server version, there is also a possibility to view the connection settings that can be used when connecting a mailbox to a third-party mail client.

Administrators can view the connection settings using the domain menu at the Mail Server settings page. Users who have a mailbox on the domain can view the connection settings using the mailbox menu at the Account Management page.

Select the Connection settings option from the domain/mailbox menu. The connection settings will be displayed in a new window. The settings include the following data: Login and password (your mailbox address and password), Server, Port, SSL/TLS for the incoming mail (IMAP server) and outgoing mail (SMTP server).

If you see the red notification next to the added domain, it means that some of the DNS records are incorrect or that they haven't been updated yet (this process may take from several minutes to several hours). Wait some time and if the notification remains click the DNS settings link to learn which DNS record you need to check. Click the Verify button to update the DNS settings information. Once updating is over, you can add the first mailbox.

In case you don't have your own domain you can use our free default domain. You can find it on the Mail server page of the Settings section.

To create a new mailbox,

  1. choose the needed domain (it can be either our domain or yours),
  2. click the Add new mailbox link,
  3. in the Create new mailbox window type the Mailbox address in the corresponding field and choose the user you want to create a mailbox for using the Add user link. The Sender name field will be filled in automatically with the information from the user profile, but you can change the name, if necessary,
    You can create only two mailboxes for one user for each domain.
  4. click the Save button.
    There is a second way to create a mailbox for our default domain. Go to the Account Management page, click the Create Mailbox button and follow the instruction described above.
Create New Mailbox Create New Mailbox
If you are using the server version, the user will receive a notification about the mailbox creation. The notification will be sent to the mailbox specified in the user’s profile (if it is activated) and to the created mailbox. In the Enterprise Edition server version, the notification will also contain the information about the connection settings for the third-party mail clients.

Using the mailbox menu you can Edit mailbox aliases or Delete a mailbox. If you want to learn more about aliases and mail groups, read this article.

If you are using the server version, there is also a possibility to change a mailbox password.

Administrators can change a password for the user’s mailbox using the mailbox menu at the Mail Server settings page. Users who have a mailbox on the domain can change their passwords using the mailbox menu at the Account Management page.

Select the Change password option from the mailbox menu and specify a new password. The password generation and validation rules are the same as the ones for the portal accounts passwords (which are specified in the Password Strength Settings section of the portal security settings). You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the Generate password icon. The mailbox address and generated password can be copied using the corresponding link below and sent to the user. The automatic portal notification about the password change will be sent to the mailbox specified in the user’s profile (if it is activated). If the user’s profile mailbox is not activated the message will be sent to the current mailbox.

+Sending/receiving messages

Once you've added an email account to Mail or have created a mailbox right on the portal you can send and receive emails.

To send an email,

  1. click the Create Email button in the upper left corner to open the page where you will be able to create a message,

    In case you have several accounts, you need to select one to send a message. To do that, click the black arrow next to the From: field to open the drop-down list and select the necessary account.

    You can set the default account on the Account Management page of the Settings section. To do that, check the account you want to set as default for sending the emails.
  2. start typing the recipient email address or name in the To: filter field and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email adresses you've already sent emails to).

    You can send a message to more than one person. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address from the To: field, click the Delete Address Icon icon.

    When entering email addresses, you can also use common keyboard shortcuts: Ctrl+A to select all address blocks or all content within the block being edited, Ctrl+C to copy the selected data, Ctrl+V to paste the previously copied data, Ctrl+Z to undo the last performed action, Ctrl+Y to redo the last undone action.
    Add Multiple Email Addresses Add Multiple Email Addresses

    To send a copy to multiple addresses, use the Add copy link situated to the right of the To: field.

  3. enter a subject of your message in the Subject: field,
  4. write your message,

    To format your message, insert a link or an image use the formatting toolbar located above the message body field. You can change the font type, size, color, background color, clear formatting, change the text alignment, increase or decrease indents, insert lists, images, links, smileys, quotes, switch to the HTML view of your text.

    The mail message editor uses native browser spellchecker to check the spelling when you enter the message text. The incorrectly spelt word will be underlined with the red wavy line. If you need to see the word variant suggestions with the correct spelling, click the word with the right mouse button holding the Ctrl key on the keyboard.

    Some browsers have the spellchecker disabled by default. Please see your browser documentation to find out how to enable it.

    The message is automatically saved as a drafts while you are typing.

  5. attach files,

    You can attach documents from your local drive or Documents module to the message using the corresponding buttons under the message body field. Remember, that the file size must not exceed 15 MB and the total size of all files must not exceed 25 MB. To remove an attachment, click the Remove attachment Icon icon. You can also click the Actions Icon Actions icon to the right of the attachment to Download, View or Delete the file. If your message contains several attachments, you can use the Delete All option next to the attachment list to remove all the files at once.

    If the file size exceedes the allowed limit, you'll be suggested to send the attachment(s) as a link(s) to the needed document(s). In such case all the files you want to send will be saved in My Documents folder.

    If you want to send links to some files from the Documents module instead of adding these files to your message as attachments, use the Attach files from Documents option. In a new window that opens, switch between the Documents module sections and folders, check the necessary documents in the list, make sure that the Attach links to files option is selected and click the Attach Files button. If you have the Read Only access rights to a file from the Shared with me or Common Documents folder, you'll be prompted to copy the file to the My documents folder.

    Attach links to files Attach links to files

    The links to the selected files will be inserted into your message body. When you click the Send button, you will be asked to set up access rights for all the files attached as links. When a recipient follow the link from your message, the document will open in the online viewer or editor depending on the access rights you have specified.

  6. if necessary, you can request the delivery report using the Request the delivery report icon. At the receiving end, a read-receipt request will be displayed in the message if the client application supports this functionality. If the server supports sending delivery receipts, you should also receive a message with a delivery notification.
  7. assign a tag,

    The tags are used to simplify the search and message organization. To assign a tag to the message, click the Tags button at the top of the message body field and select the necessary tag or create a new one.

  8. click the Send button.
    Create Mail Create Mail

    To send your message later, click the arrow next to the Save button and choose the Save draft option. Your message will be saved in the Drafts folder. To access your draft, just click the corresponding folder on the left-side menu.

    To create a template on the base of your message, click the arrow next to the Save button and choose the Save template option. Your message will be saved in the Templates folder on the left-side menu. To learn more on how to create, edit and apply email templates, please refer to this article.

Managing messages in the Inbox folder

In order to update the Inbox folder, just click the Get New Messages Button button. All the conversations which you haven't read yet are displayed next to the Inbox caption or over the Mail icon. If you click the Mail icon you'll see the list of new conversations/messages, click the See all link to open them in the inbox. The number of messages in one conversation is displayed next to the name of a sender, for example: Number of letters Icon.

If you do not want messages to group into conversations, go to the Settings section on the left-side menu, open the Common Settings page and uncheck the Enable Conversations option. If this setting is disabled, all emails and replies to them are displayed separately in the message list.
Searching for, sorting and filtering messages

To quickly find necessary emails according to the selected criteria, use the Filter field above the messages list.

To organize the received emails, check the Select Button box in the upper left corner above the message list to select all displayed messages, or click the arrow next to this check box and choose one of the options to mark the needed group of conversations: All, Unread, Read, Important, With attachment, None, or manually check some necessary conversations from different groups. Then choose an appropriate operation using buttons above the message list:

You can also use the conversation context menu to perform the desired operation. Check the necessary conversations, right click the selected area and choose the needed option: Mark as Read/Unread, Spam, Delete. If you choose only one conversation, you'll see the advanced context menu. Choose one of the available options: Open, Open in new tab, Reply Reply All, Forward, Create Email to Sender, Mark as Read/Unread, Mark as Important/Not Important, Print, Spam, Delete.
Reading & printing messages

To read an email just click its subject.

When the conversation is open, by default, only the last sent or received message is shown. If you want to see all the messages of the conversation, click the Expand all link. If you want to hide them click the Collapse all link. You can pass from one open conversation to another using the Previous and Next links. Using the buttons situated above the message body field or the drop-down list, you can reply to the message, forward it, open it in a new tab, delete it, print, export it to CRM, mark it as unread, move it to the Spam folder, add a tag, link it with a CRM element, create a new personal or CRM contact on its base.

To print all the messages in the conversation, open it, click the More button on the top and select the Print all option. To print a single message from the conversation, click the corresponding Actions button on the right and select the Print option.
Read Message Read Message
Displaying images

By default, images sent in a message are disabled for the security reasons. To see the images you need to press the Display images link. If you need to change display options click the Always display images from "name of a sender" caption. After you've applied this option all the images in a message sent by the chosen user will be displayed by default.

Enable Image Enable Image

You can also go to the Settings section on the left-side menu, open the Common Settings page and use the Always display images from all option to enable or disable displaying images in all messages from all senders.

Working with attachments

The received email may contain attached files. Using Mail you can automatically save those files to any folder in the Documents module. To do that, you need to set up a folder for the attachments,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Actions Icon icon to the right of the account you want to set up the folder for,
  3. choose the Folder for Attachments option and then the desired folder,
  4. click the OK button.
    Folder For Attachments Folder For Attachments

When the folder for attachments is set all the files attached to the future emails will be saved there.

You can easily Unlink or change the attachment folder following the steps described above. But please note, if you change the folder all the previously saved attachments won't be transferred to a new folder. The changes will be applied only to new emails.

Using the Actions Icon icon to the right of the attachment you also can:

If a message contains several attachments, you can use the Download All option next to the attachment list to download all the files as a single .zip archive.

Attachment Options Attachment Options
,Managing Contacts(

Mail as an indispensable tool of business communication allows you to carry on correspondence with your personal contacts, portal users as well as with CRM contacts. All the contacts are stored in the address book. To access it, expand the Contacts section on the left-side menu and select the Personal Contacts, Portal Contacts or CRM Contacts list.

The Personal Contacts list displays the people you've already sent emails to (they can be filtered by the Frequently contacted parameter) and those who have been added as your personal contacts.

Within the Portal Contacts and CRM Contacts lists, you can click the Actions Icon icon and select the View contact profile option to open a contact profile. You can also use the Filter to display:

To send an email to a contact,

  1. select the Personal Contacts, Portal Contacts or CRM Contacts list,
  2. select the necessary contact from the list,
  3. click the Actions Icon icon to the right of the selected contact and use the Compose mail option.
    CRM Contacts CRM Contacts

    Alternatively use the Compose button situated above the contact list to send a message to the contact(s) you have selected checking the box next to the contact name.

-Integrating with CRMZ

Mail gives you an opportunity to link a conversation or a single message to a CRM element with the purpose to transfer all the necessary information about the contacts, cases, opportunities sent by email to your CRM module.

There is a difference between linking a conversation and single message to a CRM element. If you link a conversation, all the conversation existing messages and as well as future ones will be transferred to the CRM module. If you link a single message to a CRM element, only this message will be displayed in the CRM module.

To link a conversation to a CRM element,

  1. choose a conversation and open it,
  2. сlick the More button in the upper part of the page and select the Link with CRM option,
  3. in the opened Link conversation with CRM window select the element you want to link your conversation to opening the drop-down list,

    There are three available options in Mail, they are: Contact, Case and Opportunity. The default option is Contact.

  4. enter the name of an element fully or partially,
    You can link your conversation to several CRM elements at once.

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  5. click the Save button.
Link conversation Link conversation

To link a single message to a CRM element,

  1. open the required conversation,
  2. click the desired message,
  3. click the Actions Icon icon to the right and select the Export to CRM option,
  4. in the opened Export to CRM window select the element you want to link your message to opening the drop-down list,
  5. enter the name of an element fully or partially,

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  6. click the Export button.

So that's it! You successfully transferred the necessary emails to the CRM module and since this moment you can look over your correspondence right on the element description page.

On the element description page in the CRM module you also can:

Element Page Element Page

To unlink a conversation from a CRM element,

  1. click the Mail icon at the top of any portal page,
  2. choose the necessary conversation and open it,
  3. сlick the More button in the upper part of the page and select the Link with CRM option,
  4. in the opened Link conversation with CRM window you'll see all the CRM elements linked with the conversation. If you want to delete all the linked elements, click the Unlink all button and confirm your choice. If you want to delete a certain CRM element click the Eliminate icon next to its name and then the Save button.
    Remember that if you unlink a conversation from a CRM element, new messages won't be transferred to the CRM module any longer but all the previously transferred conversation messages will remain on the element description page.If you want to delete the conversation from the element description page delete the messages one by one clicking the Eliminate2 icon next to the corresponding message.

To unlink a single message from a CRM element go to the element description page and click the Eliminate2 icon next to the required message.

You can also create a new CRM contact on the base of a conversation. To do that,

  1. open the required conversation,
  2. click any message received from the sender you want to add to CRM contacts,
  3. click the Actions Icon icon to the right and select the Create new CRM person or Create new CRM company option,
  4. in the opened Link conversation with CRM window click the necessary button:
    • Create and link - to create a new contact and link the current conversation with it,
    • Just create contact - to create a new contact without linking the current conversation.
  5. a new CRM contact creation form will open. The First name, Last name (or Company Name for companies) and Email fields will be automatically filled in with the contact information from the received message. Add some other data, if necessary, and click Save.
Create a new CRM Contact Create a new CRM Contact

You can send invoices from the CRM module using Mail. No doubt this feature will considerably save your time as long as you don't need to change between modules any longer.

To do that,

  1. go to CRM module,
  2. click the Create new button and choose the Invoice option. Alternatively, go to the Contacts section and choose a person or company the invoice is going to be made out to and click the Make out an invoice button,
    Make Out Invoice Make Out Invoice
    If the invoice that you need to send is made out already, proceed to the step 5.
  3. fill out all the fields marked with the red sign,
  4. click the Add this invoice button,
  5. on the 'Invoices' page click Actions Icon icon to the right of the necessary invoice and select the Send by email option. You will be redirected to the Mail. There you'll see the letter with the invoice attached,
    Send Invoice Send Invoice
  6. fill out all the necessary fields of the letter,
  7. click the Send button.
    If you want to send it later click the Save button.

There you are! Now you know how to easily send the invoices to your clients with Mail. If you want to know more about Invoices read the CRM section.

.Integrating with Calendar(

The Mail and Calendar integration gives you a possibility to exchange the calendar event information between the internal portal Calendar and some third-party calendar applications using the Mail module as a communication channel.

The integration is based on the common open iCalendar format. iCalendar is a popular format for interchanging calendar and scheduling information over the Internet. iCalendar is supported by a large number of open and proprietary software, such as MS Exchange Server, MS Office Outlook 2000-2013, Google Calendar/GMail, Outlook.com, Yandex Mail/Calendar, Mail.ru, Yahoo, Apple Mail/Calendar, Lotus, Zimbra, Mozilla Thunderbird with the Lightning extension etc.

When the Mail Aggregator downloads email messages from any mail accounts connected to the Mail module, the service searches for files in the iCalendar format. If an email contains such a file, you can:

/Creating/managing tags

Arranging your emails will help you track your correspondence and facilitate the message search process. In order to arrange your emails you can add tags to them. To do that,

In the Inbox folder:

  1. select the conversation(s) checking the appropriate box,
  2. click the Tags button above the list of received conversations,
  3. select the tag from the list or create a new one.

While reading a message:

  1. open the necessary conversation,
  2. click the Tags button above the message body field,
  3. if necessary, check the Mark all sender(s) mail option to automatically add the selected tag to all messages received later from the sender(s) of the current message,
  4. select the tag from the list or create a new one.

While composing a message:

  1. click the Create Email button,
  2. click the Tags button situated above the From: field,
  3. select the tag from the list or create a new one.

The added tag is always visible next to the conversation subject in the Inbox folder and in the opened conversation window in the Tags field under the Date field.

You can access the tagged conversations using the links available in the left-side menu under the Spam folder. Clicking the name of the necessary tag you will open the list of conversations with the specified tag name.

To edit a tag:

  1. click the Settings section on the left-side menu,
  2. select the Tag Management option to open the list of tags,
  3. select the necessary tag from the list and click the Actions Icon icon to the right,
  4. select the Edit option,
  5. make all the changes you need: for example, change the tag color, name, or specify necessary email address(es) in the Mark all messages from section to automatically add this tag to all messages received later from the specified email address. To add one more email address, use the Plus Icon icon, to remove the added email address, use the Eliminate icon.
  6. click the Save button.

At the Tag Management page, you can also create new tags using the Create New Tag button.

To delete a tag, choose the corresponding option from the Actions Icon Actions drop-down list.

Manage Tags Manage Tags
0Creating custom folders!

In the Mail module, the following default folders are available: Inbox, Sent, Drafts, Trash and Spam. It's also possible to create your own folders and subfolders to organize your messages.

It's not possible to edit, move or delete the default folders as well as to create a subfolder within the default folder.

To create a new custom folder,

  1. click the Create folder link below the default folders list on the left-side menu,

    Alternatively, you can click the Settings section on the left-side menu, go to the Folder Management page and use the Create button.

  2. in the Create folder window that opens, enter the folder name,
  3. select a parent folder, if necessary. You can select only previously created custom folders, the default folders are not available in the list,
  4. click the Save button.
Manage Folders Manage Folders

When folders are created, you can move messages to the necessary folders manually or set up rules to move messages automatically. To move messages manually,

  1. check necessary messages in the list or select multiple emails by dragging the mouse,
  2. drag-and-drop the selected messages to the necessary folder on the left-side menu, or click the Move to button on the top and select the folder in the list (the current folder will be disabled in the list).

To find out how to move messages automatically, refer to the Setting up/applying filters section.

To edit a created folder,

  1. click the Settings section on the left-side menu and select the Folder Management option,

    You can also quickly access the Folder Management settings clicking the Manage folders Icon Manage folders icon that appears when you move the cursor over the Create folder link.

  2. select the folder you want to edit in the list,
  3. click the Edit button on the top,
  4. in the Edit folder window, make all the changes you need: change the folder name or select a different parent folder,
  5. click the Save button.

At the Folder Management page, you can easily edit the folders nested structure. To do that select the folder you want to move, then drag-and-drop it to the root folder or to a different custom folder in the list. You can edit the nested structure by dragging folders at the Folder Management page only, not in the left-side menu.

To delete a folder:

  1. switch to the Folder Management settings section,
  2. select the necessary folder in the list and click the Delete button,
    If you delete the folder, all the messages stored in it will be moved to Trash.
  3. confirm the deletion clicking the Delete button.
1Setting up/applying filters;

You can set up rules to automatically perform specified actions on the messages, for example, to move them to the necessary folders, add tags, mark messages as important or read.

To create a new filter,

  1. click the Settings section on the left-side menu, go to the Filter Management page and use the Create button.
  2. set the necessary condition(s) under which the filter should be applied. You can set a simple condition or a complex one that includes several conditions.
    • In the If section, open the first drop-down list and select one of the message items that will be checked by the filter:
      • From - to check the sender,
      • To or Cc - to check both recipients and the persons to whom a copy of the message has been sent,
      • To - to check only the message recipients,
      • Cc - to check only the persons to whom a copy of the message has been sent,
      • Subject - to check the message subject.
    • In the next list, select the match type:
      • matches - this means that the message item should exactly match the specified value,
      • doesn't match - this means that the message item should not match the specified value,
      • contains - this option that the item should contain the specified value anywhere in the text,
      • doesn't contain - this means that the item should not contain the specified value,
    • In the entry field, specify the necessary value, e.g. a sender's email address, a sender's or recipient's name or a certain word that the subject may contain.
    • Use the Plus Icon Add condition option below to create one more condition. To remove a condition use the Eliminate icon next to it.
    • For a complex condition, specify if a message must matches all of the conditions or matches at least one of the conditions.
  3. select actions that should be performed if a message matches all conditions or one of conditions. You can check one or several options:
    • Delete forever - to delete the filtered messages permanently without the possibility to restore them,
    • Move to folder - to move the filtered messages to the selected folder. You can choose both the default folders and previously created custom folders,
    • Add tag - to add the selected tag to the filtered messages. You can also create a new tag in the Create new tag section. To do that enter the tag name and click OK,
    • Mark important - to mark the filtered messages as important,
    • Mark as read - to mark the filtered messages as read.
  4. specify advanced options,
    • Select the default folder(s) that the filter should be applied to: Inbox, Sent, Spam.
    • If you have several accounts, decide if the filter should be applied to all mailboxes or to certain mailboxes only.
    • Specify how the filter should be applied depending on the attachment presence. Select the necessary option: Apply if attachments are present in the letter or not present in the letter.
    • Specify if you want to Ignore other filters.
  5. specify the filter name in the corresponding field,
  6. click the Check filter button to make sure that all parameters are set correctly and display the messages that the filter can be applied to. The Filtered messages will be displayed below.
  7. if necessary, click the Apply filter to existing messages button. The filter will be saved and enabled. The confirmation window will also appear informing you that the specified actions will be applied to all the filtered existing messages. Click the Apply filter button to perform the actions. If you have specified the Delete forever action, you'll be able to select the Move to Trash action instead of that.
  8. if you did not apply the filter, click the Create filter button to save the created filter.
Create Filters Create Filters

All the created filters are displayed at the Filter Management page. This page allows you to:

Use the Actions Icon Actions icon to the right of the selected filter to Disable the filter or Enable the disabled filter, Apply the filter to existing messages, Edit or Delete it.

Manage Filters Manage Filters
2Changing Mail module settings

By default, all portal users can access the Mail module. There are 2 different access levels inside it: user and Mail administrator.

Being a user you may perform the following operations:

Being a Mail administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the Mail for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the Mail section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Change Mail Module Settings Change Mail Module Settings

To disable the Mail module just switch to the Modules & Tools subsection of the Common portal settings selecting the corresponding option on the left side panel, uncheck the Mail module in the Modules section and click the Save button.

3Overview

Mail is a communication tool designed to manage your correspondence right on the portal. This message management solution helps you work more efficiently, improve business communication and allows you to:

To access Mail just click the Mail icon available at the top of each portal page.

4Creating/editing account<

To send, receive and keep your messages in order right on the portal first of all you need to set up an account. To do that,

  1. click the Mail icon at the top of any portal page,
  2. click the Add new account button in the opened window,
  3. complete the following fields: email and password,
    Create Account Create Account
  4. If necessary, switch to the advanced settings window using the Advanced option:
    Create Account - Advanced Create Account - Advanced

    Default parameters for the most popular mail services are automatically detected. You can change some of them if necessary. To return to the default settings click the Get default settings link.

    The full list of the settings for the most popular mail services can be found here. You can also refer to the official documentation of your mail service.

    The following parameters are available:

    • Email - your email address.
    • Account name (optional) - your name.
    • Receive mail fields
      • POP or IMAP Server - your POP or IMAP server host name, such as pop.domain.com or imap.domain.com.
      • Port - the port number used by the POP or IMAP server (by default, port 993 is used for IMAP Server, port 995 is used for POP Server, with the SSL encryption).
      • Login - your email address.
      • Password - the password you use to access the email box.
      • Authentication type - Simple password or Encrypted password.
      • Encryption for POP or IMAP Server - select the SSL or STARTTLS option depending on the encryption used for your POP or IMAP Server.
    • Send mail fields
      • SMTP Server - your SMTP server host name, such as smtp.domain.com.
      • Port - the port number used by the SMTP server (by default, port 465 is used for SSL, port 587 is used for STARTTLS).
      • Login - your email address.
      • Password - the password you use to access the email box.
      • Authentication type - Simple password or Encrypted password.
      • Encryption for SMTP Server - select the SSL or STARTTLS option depending on the encryption used for your SMTP Server. You may need to change the port correspondingly.
  5. click the Add Account (or Save) button to connect an account.

The mail importing process starts. This might take some time. You can close the window and continue using the portal or even close the browser. The importing will continue in the background. When the importing process is finished, all messages from your mail account will be loaded into the Inbox folder and you can start working with your correspondence.

In case you need to add one more account, follow these steps:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. click the Add New Account button above the list of the existing accounts,
  4. follow the account creation procedure described above,
  5. click the Add Account button to connect a new account.

The messages of the new added mail account will be loaded into the Inbox folder.

To edit an account (if you have changed the password for example) complete the following steps:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Edit option to open the Account Management window,
  5. type in the necessary parameters to make changes,
  6. click the Save button.
The settings for the accounts connected using OAuth cannot be edited. You can only change the account name for them.

If you have decided to delete an account from Mail:

  1. click the Settings section on the left-side menu,
  2. select the Account Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Delete option,
  5. click the Delete button to confirm the account elimination.

All messages of this account will be removed from the Inbox folder.

If you don't need an account any longer but you want to save all the messages that have already been sent to it just Deactivate your account. If you choose this option you won't receive new messages from the deactivated account but the previously received messages will be displayed in your Mail and you could access them any time.

5Changing account settings/
Adding Signature

Mail allows you to add a signature to your email messages.

To do that,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Manage signature button next to the needed account,
    Activate Signature Activate Signature
  3. in the opened 'Manage signature' window set up your own signature,
    Your choice is not restricted to the name only. You may use a text, picture, link or even generated html code as a signature.
  4. click the Save button.
    Create Signature Create Signature

Your personal signature will be added automatically every time you send an email from the account with the signature preconfigured.

If you want to change or delete the signature,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Manage signature button next to the needed account,
  3. in the opened 'Manage signature' window change the signature or delete it,
    You may also deactivate it temporarily unchecking the Use signature box.
Enabling Mail Autoreply feature

You can set up your accounts connected to the Mail module to send automatic replies when you are away.

To do that,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. select the necessary account from the list and click the Actions Icon icon to the right,
  3. select the Mail autoreply option,
  4. in the opened 'Mail autoreply' window check the Turn autoreply on option to enable the autoreply feature,
  5. check the Send autoreply to people in contacts only option, if you want automatic replies to be sent to the email addresses stored in your address book only (including Personal, Portal and CRM Contacts).
  6. if necessary, set the period when the feature should work. The start date is automatically set to a current date, but you can change it. Check the To box and set the end date.
  7. fill in the message Subject and Body,
    If you have set up a signature, it will also be added into automatic responses.
  8. click the Save button.
Mail Autoreply Mail Autoreply

Once the Mail autoreply feature is enabled, an information message will be displayed when you access Mail. Using the links in this message you will be able to quickly disable the feature or go to the Account Management page to change the settings. At the Account Management page, you can also turn Mail autoreply off by clicking the corresponding link.

When the Mail autoreply feature is enabled, an automatic response will be sent to all incoming messages, except when:

6Configuring mail serverB

From now on Mail not only aggregates the emails from different email services that you use but also gives you an opportunity to add a mail server to your domain. So, if you have your own domain you can easily create and manage corporate mailboxes right on your portal.

Only the portal owner and administrator can set up the domains, create, manage and delete corporate mailboxes.

To set up your first domain,

  1. click the Mail icon at the top of any portal page (if you haven't created any account yet) and click the Set up domain link or go to the Settings section of the Mail module,
  2. choose the Mail Server option and click the Add your own domain button,
    Add Domain Add Domain
  3. follow the wizard instructions to set up the domain:
    • enter your domain name in the corresponding field and click the Next button,
    • prove the domain ownership by adding TXT record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
      If you are using the server version, it’s not necessary to perform this step. In this case, the wizard includes 4 steps only.
    • add the MX record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the SPF record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the DKIM record to the control panel of your domain using the information provided in the wizard instruction and click the Complete button.
  4. in the appeared window click the OK button.

The added domain will be shown on the domains list page. Using the Add your own domain button you can add as many domains as you need.

Using the domain menu you can:

If you are using the server version, there is also a possibility to view the connection settings that can be used when connecting a mailbox to a third-party mail client.

Administrators can view the connection settings using the domain menu at the Mail Server settings page. Users who have a mailbox on the domain can view the connection settings using the mailbox menu at the Account Management page.

Select the Connection settings option from the domain/mailbox menu. The connection settings will be displayed in a new window. The settings include the following data: Login and password (your mailbox address and password), Server, Port, SSL/TLS for the incoming mail (IMAP server) and outgoing mail (SMTP server).

If you see the red notification next to the added domain, it means that some of the DNS records are incorrect or that they haven't been updated yet (this process may take from several minutes to several hours). Wait some time and if the notification remains click the DNS settings link to learn which DNS record you need to check. Click the Verify button to update the DNS settings information. Once updating is over, you can add the first mailbox.

In case you don't have your own domain you can use our free default domain. You can find it on the Mail server page of the Settings section.

To create a new mailbox,

  1. choose the needed domain (it can be either our domain or yours),
  2. click the Add new mailbox link,
  3. in the Create new mailbox window type the Mailbox address in the corresponding field and choose the user you want to create a mailbox for using the Add user link. The Sender name field will be filled in automatically with the information from the user profile, but you can change the name, if necessary,
    You can create only two mailboxes for one user for each domain.
  4. click the Save button.
    There is a second way to create a mailbox for our default domain. Go to the Account Management page, click the Create Mailbox button and follow the instruction described above.
Create New Mailbox Create New Mailbox
If you are using the server version, the user will receive a notification about the mailbox creation. The notification will be sent to the mailbox specified in the user’s profile (if it is activated) and to the created mailbox. In the Enterprise Edition server version, the notification will also contain the information about the connection settings for the third-party mail clients.

Using the mailbox menu you can Edit mailbox aliases or Delete a mailbox. If you want to learn more about aliases and mail groups, read this article.

If you are using the server version, there is also a possibility to change a mailbox password.

Administrators can change a password for the user’s mailbox using the mailbox menu at the Mail Server settings page. Users who have a mailbox on the domain can change their passwords using the mailbox menu at the Account Management page.

Select the Change password option from the mailbox menu and specify a new password. The password generation and validation rules are the same as the ones for the portal accounts passwords (which are specified in the Password Strength Settings section of the portal security settings). You can enter a password manually or generate it automatically. The password is validated as you type, its compliance with the password strength requirements is indicated by color. To generate a new password automatically click the Generate password icon. The mailbox address and generated password can be copied using the corresponding link below and sent to the user. The automatic portal notification about the password change will be sent to the mailbox specified in the user’s profile (if it is activated). If the user’s profile mailbox is not activated the message will be sent to the current mailbox.

7Sending/receiving messages

Once you've added an email account to Mail or have created a mailbox right on the portal you can send and receive emails.

To send an email,

  1. click the Create Email button in the upper left corner to open the page where you will be able to create a message,

    In case you have several accounts, you need to select one to send a message. To do that, click the black arrow next to the From: field to open the drop-down list and select the necessary account.

    You can set the default account on the Account Management page of the Settings section. To do that, check the account you want to set as default for sending the emails.
  2. start typing the recipient email address or name in the To: filter field and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email adresses you've already sent emails to).

    You can send a message to more than one person. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address from the To: field, click the Delete Address Icon icon.

    When entering email addresses, you can also use common keyboard shortcuts: Ctrl+A to select all address blocks or all content within the block being edited, Ctrl+C to copy the selected data, Ctrl+V to paste the previously copied data, Ctrl+Z to undo the last performed action, Ctrl+Y to redo the last undone action.
    Add Multiple Email Addresses Add Multiple Email Addresses

    To send a copy to multiple addresses, use the Add copy link situated to the right of the To: field.

  3. enter a subject of your message in the Subject: field,
  4. write your message,

    To format your message, insert a link or an image use the formatting toolbar located above the message body field. You can change the font type, size, color, background color, clear formatting, change the text alignment, increase or decrease indents, insert lists, images, links, smileys, quotes, switch to the HTML view of your text.

    The mail message editor uses native browser spellchecker to check the spelling when you enter the message text. The incorrectly spelt word will be underlined with the red wavy line. If you need to see the word variant suggestions with the correct spelling, click the word with the right mouse button holding the Ctrl key on the keyboard.

    Some browsers have the spellchecker disabled by default. Please see your browser documentation to find out how to enable it.

    The message is automatically saved as a drafts while you are typing.

  5. attach files,

    You can attach documents from your local drive or Documents module to the message using the corresponding buttons under the message body field. Remember, that the file size must not exceed 15 MB and the total size of all files must not exceed 25 MB. To remove an attachment, click the Remove attachment Icon icon. You can also click the Actions Icon Actions icon to the right of the attachment to Download, View or Delete the file. If your message contains several attachments, you can use the Delete All option next to the attachment list to remove all the files at once.

    If the file size exceedes the allowed limit, you'll be suggested to send the attachment(s) as a link(s) to the needed document(s). In such case all the files you want to send will be saved in My Documents folder.

    If you want to send links to some files from the Documents module instead of adding these files to your message as attachments, use the Attach files from Documents option. In a new window that opens, switch between the Documents module sections and folders, check the necessary documents in the list, make sure that the Attach links to files option is selected and click the Attach Files button. If you have the Read Only access rights to a file from the Shared with me or Common Documents folder, you'll be prompted to copy the file to the My documents folder.

    Attach links to files Attach links to files

    The links to the selected files will be inserted into your message body. When you click the Send button, you will be asked to set up access rights for all the files attached as links. When a recipient follow the link from your message, the document will open in the online viewer or editor depending on the access rights you have specified.

  6. if necessary, you can request the delivery report using the Request the delivery report icon. At the receiving end, a read-receipt request will be displayed in the message if the client application supports this functionality. If the server supports sending delivery receipts, you should also receive a message with a delivery notification.
  7. assign a tag,

    The tags are used to simplify the search and message organization. To assign a tag to the message, click the Tags button at the top of the message body field and select the necessary tag or create a new one.

  8. click the Send button.
    Create Mail Create Mail

    To send your message later, click the arrow next to the Save button and choose the Save draft option. Your message will be saved in the Drafts folder. To access your draft, just click the corresponding folder on the left-side menu.

    To create a template on the base of your message, click the arrow next to the Save button and choose the Save template option. Your message will be saved in the Templates folder on the left-side menu. To learn more on how to create, edit and apply email templates, please refer to this article.

Managing messages in the Inbox folder

In order to update the Inbox folder, just click the Get New Messages Button button. All the conversations which you haven't read yet are displayed next to the Inbox caption or over the Mail icon. If you click the Mail icon you'll see the list of new conversations/messages, click the See all link to open them in the inbox. The number of messages in one conversation is displayed next to the name of a sender, for example: Number of letters Icon.

If you do not want messages to group into conversations, go to the Settings section on the left-side menu, open the Common Settings page and uncheck the Enable Conversations option. If this setting is disabled, all emails and replies to them are displayed separately in the message list.
Searching for, sorting and filtering messages

To quickly find necessary emails according to the selected criteria, use the Filter field above the messages list.

To organize the received emails, check the Select Button box in the upper left corner above the message list to select all displayed messages, or click the arrow next to this check box and choose one of the options to mark the needed group of conversations: All, Unread, Read, Important, With attachment, None, or manually check some necessary conversations from different groups. Then choose an appropriate operation using buttons above the message list:

You can also use the conversation context menu to perform the desired operation. Check the necessary conversations, right click the selected area and choose the needed option: Mark as Read/Unread, Spam, Delete. If you choose only one conversation, you'll see the advanced context menu. Choose one of the available options: Open, Open in new tab, Reply Reply All, Forward, Create Email to Sender, Mark as Read/Unread, Mark as Important/Not Important, Print, Spam, Delete.
Reading & printing messages

To read an email just click its subject.

When the conversation is open, by default, only the last sent or received message is shown. If you want to see all the messages of the conversation, click the Expand all link. If you want to hide them click the Collapse all link. You can pass from one open conversation to another using the Previous and Next links. Using the buttons situated above the message body field or the drop-down list, you can reply to the message, forward it, open it in a new tab, delete it, print, export it to CRM, mark it as unread, move it to the Spam folder, add a tag, link it with a CRM element, create a new personal or CRM contact on its base.

To print all the messages in the conversation, open it, click the More button on the top and select the Print all option. To print a single message from the conversation, click the corresponding Actions button on the right and select the Print option.
Read Message Read Message
Displaying images

By default, images sent in a message are disabled for the security reasons. To see the images you need to press the Display images link. If you need to change display options click the Always display images from "name of a sender" caption. After you've applied this option all the images in a message sent by the chosen user will be displayed by default.

Enable Image Enable Image

You can also go to the Settings section on the left-side menu, open the Common Settings page and use the Always display images from all option to enable or disable displaying images in all messages from all senders.

Working with attachments

The received email may contain attached files. Using Mail you can automatically save those files to any folder in the Documents module. To do that, you need to set up a folder for the attachments,

  1. go to the Settings section on the left-side menu and choose the Account Management option,
  2. click the Actions Icon icon to the right of the account you want to set up the folder for,
  3. choose the Folder for Attachments option and then the desired folder,
  4. click the OK button.
    Folder For Attachments Folder For Attachments

When the folder for attachments is set all the files attached to the future emails will be saved there.

You can easily Unlink or change the attachment folder following the steps described above. But please note, if you change the folder all the previously saved attachments won't be transferred to a new folder. The changes will be applied only to new emails.

Using the Actions Icon icon to the right of the attachment you also can:

If a message contains several attachments, you can use the Download All option next to the attachment list to download all the files as a single .zip archive.

Attachment Options Attachment Options
8Managing Contacts(

Mail as an indispensable tool of business communication allows you to carry on correspondence with your personal contacts, portal users as well as with CRM contacts. All the contacts are stored in the address book. To access it, expand the Contacts section on the left-side menu and select the Personal Contacts, Portal Contacts or CRM Contacts list.

The Personal Contacts list displays the people you've already sent emails to (they can be filtered by the Frequently contacted parameter) and those who have been added as your personal contacts.

Within the Portal Contacts and CRM Contacts lists, you can click the Actions Icon icon and select the View contact profile option to open a contact profile. You can also use the Filter to display:

To send an email to a contact,

  1. select the Personal Contacts, Portal Contacts or CRM Contacts list,
  2. select the necessary contact from the list,
  3. click the Actions Icon icon to the right of the selected contact and use the Compose mail option.
    CRM Contacts CRM Contacts

    Alternatively use the Compose button situated above the contact list to send a message to the contact(s) you have selected checking the box next to the contact name.

9Integrating with CRMZ

Mail gives you an opportunity to link a conversation or a single message to a CRM element with the purpose to transfer all the necessary information about the contacts, cases, opportunities sent by email to your CRM module.

There is a difference between linking a conversation and single message to a CRM element. If you link a conversation, all the conversation existing messages and as well as future ones will be transferred to the CRM module. If you link a single message to a CRM element, only this message will be displayed in the CRM module.

To link a conversation to a CRM element,

  1. choose a conversation and open it,
  2. сlick the More button in the upper part of the page and select the Link with CRM option,
  3. in the opened Link conversation with CRM window select the element you want to link your conversation to opening the drop-down list,

    There are three available options in Mail, they are: Contact, Case and Opportunity. The default option is Contact.

  4. enter the name of an element fully or partially,
    You can link your conversation to several CRM elements at once.

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  5. click the Save button.
Link conversation Link conversation

To link a single message to a CRM element,

  1. open the required conversation,
  2. click the desired message,
  3. click the Actions Icon icon to the right and select the Export to CRM option,
  4. in the opened Export to CRM window select the element you want to link your message to opening the drop-down list,
  5. enter the name of an element fully or partially,

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  6. click the Export button.

So that's it! You successfully transferred the necessary emails to the CRM module and since this moment you can look over your correspondence right on the element description page.

On the element description page in the CRM module you also can:

Element Page Element Page

To unlink a conversation from a CRM element,

  1. click the Mail icon at the top of any portal page,
  2. choose the necessary conversation and open it,
  3. сlick the More button in the upper part of the page and select the Link with CRM option,
  4. in the opened Link conversation with CRM window you'll see all the CRM elements linked with the conversation. If you want to delete all the linked elements, click the Unlink all button and confirm your choice. If you want to delete a certain CRM element click the Eliminate icon next to its name and then the Save button.
    Remember that if you unlink a conversation from a CRM element, new messages won't be transferred to the CRM module any longer but all the previously transferred conversation messages will remain on the element description page.If you want to delete the conversation from the element description page delete the messages one by one clicking the Eliminate2 icon next to the corresponding message.

To unlink a single message from a CRM element go to the element description page and click the Eliminate2 icon next to the required message.

You can also create a new CRM contact on the base of a conversation. To do that,

  1. open the required conversation,
  2. click any message received from the sender you want to add to CRM contacts,
  3. click the Actions Icon icon to the right and select the Create new CRM person or Create new CRM company option,
  4. in the opened Link conversation with CRM window click the necessary button:
    • Create and link - to create a new contact and link the current conversation with it,
    • Just create contact - to create a new contact without linking the current conversation.
  5. a new CRM contact creation form will open. The First name, Last name (or Company Name for companies) and Email fields will be automatically filled in with the contact information from the received message. Add some other data, if necessary, and click Save.
Create a new CRM Contact Create a new CRM Contact

You can send invoices from the CRM module using Mail. No doubt this feature will considerably save your time as long as you don't need to change between modules any longer.

To do that,

  1. go to CRM module,
  2. click the Create new button and choose the Invoice option. Alternatively, go to the Contacts section and choose a person or company the invoice is going to be made out to and click the Make out an invoice button,
    Make Out Invoice Make Out Invoice
    If the invoice that you need to send is made out already, proceed to the step 5.
  3. fill out all the fields marked with the red sign,
  4. click the Add this invoice button,
  5. on the 'Invoices' page click Actions Icon icon to the right of the necessary invoice and select the Send by email option. You will be redirected to the Mail. There you'll see the letter with the invoice attached,
    Send Invoice Send Invoice
  6. fill out all the necessary fields of the letter,
  7. click the Send button.
    If you want to send it later click the Save button.

There you are! Now you know how to easily send the invoices to your clients with Mail. If you want to know more about Invoices read the CRM section.

:Integrating with Calendar(

The Mail and Calendar integration gives you a possibility to exchange the calendar event information between the internal portal Calendar and some third-party calendar applications using the Mail module as a communication channel.

The integration is based on the common open iCalendar format. iCalendar is a popular format for interchanging calendar and scheduling information over the Internet. iCalendar is supported by a large number of open and proprietary software, such as MS Exchange Server, MS Office Outlook 2000-2013, Google Calendar/GMail, Outlook.com, Yandex Mail/Calendar, Mail.ru, Yahoo, Apple Mail/Calendar, Lotus, Zimbra, Mozilla Thunderbird with the Lightning extension etc.

When the Mail Aggregator downloads email messages from any mail accounts connected to the Mail module, the service searches for files in the iCalendar format. If an email contains such a file, you can:

;Creating/managing tags

Arranging your emails will help you track your correspondence and facilitate the message search process. In order to arrange your emails you can add tags to them. To do that,

In the Inbox folder:

  1. select the conversation(s) checking the appropriate box,
  2. click the Tags button above the list of received conversations,
  3. select the tag from the list or create a new one.

While reading a message:

  1. open the necessary conversation,
  2. click the Tags button above the message body field,
  3. if necessary, check the Mark all sender(s) mail option to automatically add the selected tag to all messages received later from the sender(s) of the current message,
  4. select the tag from the list or create a new one.

While composing a message:

  1. click the Create Email button,
  2. click the Tags button situated above the From: field,
  3. select the tag from the list or create a new one.

The added tag is always visible next to the conversation subject in the Inbox folder and in the opened conversation window in the Tags field under the Date field.

You can access the tagged conversations using the links available in the left-side menu under the Spam folder. Clicking the name of the necessary tag you will open the list of conversations with the specified tag name.

To edit a tag:

  1. click the Settings section on the left-side menu,
  2. select the Tag Management option to open the list of tags,
  3. select the necessary tag from the list and click the Actions Icon icon to the right,
  4. select the Edit option,
  5. make all the changes you need: for example, change the tag color, name, or specify necessary email address(es) in the Mark all messages from section to automatically add this tag to all messages received later from the specified email address. To add one more email address, use the Plus Icon icon, to remove the added email address, use the Eliminate icon.
  6. click the Save button.

At the Tag Management page, you can also create new tags using the Create New Tag button.

To delete a tag, choose the corresponding option from the Actions Icon Actions drop-down list.

Manage Tags Manage Tags
<Creating custom folders!

In the Mail module, the following default folders are available: Inbox, Sent, Drafts, Trash and Spam. It's also possible to create your own folders and subfolders to organize your messages.

It's not possible to edit, move or delete the default folders as well as to create a subfolder within the default folder.

To create a new custom folder,

  1. click the Create folder link below the default folders list on the left-side menu,

    Alternatively, you can click the Settings section on the left-side menu, go to the Folder Management page and use the Create button.

  2. in the Create folder window that opens, enter the folder name,
  3. select a parent folder, if necessary. You can select only previously created custom folders, the default folders are not available in the list,
  4. click the Save button.
Manage Folders Manage Folders

When folders are created, you can move messages to the necessary folders manually or set up rules to move messages automatically. To move messages manually,

  1. check necessary messages in the list or select multiple emails by dragging the mouse,
  2. drag-and-drop the selected messages to the necessary folder on the left-side menu, or click the Move to button on the top and select the folder in the list (the current folder will be disabled in the list).

To find out how to move messages automatically, refer to the Setting up/applying filters section.

To edit a created folder,

  1. click the Settings section on the left-side menu and select the Folder Management option,

    You can also quickly access the Folder Management settings clicking the Manage folders Icon Manage folders icon that appears when you move the cursor over the Create folder link.

  2. select the folder you want to edit in the list,
  3. click the Edit button on the top,
  4. in the Edit folder window, make all the changes you need: change the folder name or select a different parent folder,
  5. click the Save button.

At the Folder Management page, you can easily edit the folders nested structure. To do that select the folder you want to move, then drag-and-drop it to the root folder or to a different custom folder in the list. You can edit the nested structure by dragging folders at the Folder Management page only, not in the left-side menu.

To delete a folder:

  1. switch to the Folder Management settings section,
  2. select the necessary folder in the list and click the Delete button,
    If you delete the folder, all the messages stored in it will be moved to Trash.
  3. confirm the deletion clicking the Delete button.
=Setting up/applying filters;

You can set up rules to automatically perform specified actions on the messages, for example, to move them to the necessary folders, add tags, mark messages as important or read.

To create a new filter,

  1. click the Settings section on the left-side menu, go to the Filter Management page and use the Create button.
  2. set the necessary condition(s) under which the filter should be applied. You can set a simple condition or a complex one that includes several conditions.
    • In the If section, open the first drop-down list and select one of the message items that will be checked by the filter:
      • From - to check the sender,
      • To or Cc - to check both recipients and the persons to whom a copy of the message has been sent,
      • To - to check only the message recipients,
      • Cc - to check only the persons to whom a copy of the message has been sent,
      • Subject - to check the message subject.
    • In the next list, select the match type:
      • matches - this means that the message item should exactly match the specified value,
      • doesn't match - this means that the message item should not match the specified value,
      • contains - this option that the item should contain the specified value anywhere in the text,
      • doesn't contain - this means that the item should not contain the specified value,
    • In the entry field, specify the necessary value, e.g. a sender's email address, a sender's or recipient's name or a certain word that the subject may contain.
    • Use the Plus Icon Add condition option below to create one more condition. To remove a condition use the Eliminate icon next to it.
    • For a complex condition, specify if a message must matches all of the conditions or matches at least one of the conditions.
  3. select actions that should be performed if a message matches all conditions or one of conditions. You can check one or several options:
    • Delete forever - to delete the filtered messages permanently without the possibility to restore them,
    • Move to folder - to move the filtered messages to the selected folder. You can choose both the default folders and previously created custom folders,
    • Add tag - to add the selected tag to the filtered messages. You can also create a new tag in the Create new tag section. To do that enter the tag name and click OK,
    • Mark important - to mark the filtered messages as important,
    • Mark as read - to mark the filtered messages as read.
  4. specify advanced options,
    • Select the default folder(s) that the filter should be applied to: Inbox, Sent, Spam.
    • If you have several accounts, decide if the filter should be applied to all mailboxes or to certain mailboxes only.
    • Specify how the filter should be applied depending on the attachment presence. Select the necessary option: Apply if attachments are present in the letter or not present in the letter.
    • Specify if you want to Ignore other filters.
  5. specify the filter name in the corresponding field,
  6. click the Check filter button to make sure that all parameters are set correctly and display the messages that the filter can be applied to. The Filtered messages will be displayed below.
  7. if necessary, click the Apply filter to existing messages button. The filter will be saved and enabled. The confirmation window will also appear informing you that the specified actions will be applied to all the filtered existing messages. Click the Apply filter button to perform the actions. If you have specified the Delete forever action, you'll be able to select the Move to Trash action instead of that.
  8. if you did not apply the filter, click the Create filter button to save the created filter.
Create Filters Create Filters

All the created filters are displayed at the Filter Management page. This page allows you to:

Use the Actions Icon Actions icon to the right of the selected filter to Disable the filter or Enable the disabled filter, Apply the filter to existing messages, Edit or Delete it.

Manage Filters Manage Filters
>Changing Mail module settings

By default, all portal users can access the Mail module. There are 2 different access levels inside it: user and Mail administrator.

Being a user you may perform the following operations:

Being a Mail administrator you may perform the following operations:

But being a portal owner/full access administrator you can restrict access to the Mail for some users or even disable this module, if you don't need it at all. To do that,

  1. click the Settings link at the left-side panel,
  2. select the Portal Access Rights subsection,
  3. go to the Mail section,
  4. check the Users from list radio button,
  5. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Change Mail Module Settings Change Mail Module Settings

To disable the Mail module just switch to the Modules & Tools subsection of the Common portal settings selecting the corresponding option on the left side panel, uncheck the Mail module in the Modules section and click the Save button.

?Overview8

Once your portal is created, you will need to customize and manage it so that it fitted your needs. This can be done in the portal Settings section.

To access the Settings from any portal page, click the Settings Icon icon at the top of the page or use the drop-down list in the top left corner and select the corresponding option.

You can perform the following operations via the portal Settings section:

Common settings

Security settings

Data Management settings

Integration settings

Statistics settings

@Common settings4

The Common settings section opens by default. It allows you to adapt the appearance of the portal to your needs and choose the modules you wish to use. It includes three subsections: Customization, Modules & Tools and White Label.

Customizing portal

The Customization subsection of the Common settings allows you to change the look and feel of your portal. You can use your own company logo, name and text to match your organization brand.

Customizing Portal Customizing Portal
Language and time zone settings

This section allows you to change the language of the whole portal for all portal users and to configure the time zone so that all the events of the portal will be shown with the correct date and time.

To configure the Language and Time Zone settings,

Welcome Page Settings

This section allows you to change the default title to be displayed on the Sign In page of your portal. To do that,

The same name is also used for the From field of your portal email notifications.
DNS settings

This section allows you to set an alternative URL for your portal. By default, your portal is registered at name.onlyoffice.com. You can change it specifying your own domain name. To do that, check the Custom domain name box and specify your own domain name for your portal in the field below.

Please note, that if you choose to switch to a custom domain, the portal will become available via HTTP protocol, the secure HTTPS will be disabled.

To set up your own domain name, add a DNS CNAME entry, such as for example: team.ourcompany.com - intranet.onlyoffice.com (for the US West (Oregon) region), intranet.onlyoffice.eu (for the EU (Ireland) region), or intranet.onlyoffice.sg (for the Asia Pacific (Singapore) region).

Before you may do it, you'll need to configure your domain name to point to the online office server by setting up the appropriate DNS records with your registrar. Please contact your registrar from whom you purchased the domain name for help on how to do it.
Portal renaming

This section allows you to change the name part of your portal URL address name.onlyoffice.com so that your portal is available at newname.onlyoffice.com. Enter a desired name in the New portal name field and click the Save button.

Once you click the Save button, your old portal name will become available to new users who want to register a new portal.
Team template

This section allows you to name the organization (or group), its members and their activities within your portal. To do that,

OR

Color themes

This section allows you to change the default color palette of your portal interface so that it suits your company brand. To do that,

  1. switch between the available Color Themes to preview them: Mellow green, Dark green, Deep blue, Wild pink, Bright blue,
  2. select the one which suits you best,
  3. click the Save button to apply the selected color theme.

To return to the default color theme, click the Pure orange radiobutton and save your changes.

ASecurity settingsX

The Security section allows you to control access to your portal and monitor all users activity. It includes four subsections: Portal Access, Access Rights, Login History and Audit Trail.

Controlling portal access

The Portal Access subsection of the Security settings allows you to provide users with secure and convenient ways to access the portal.

Changing Portal Access Settings Changing Portal Access Settings
Password strength settings

This section allows you to determine password complexity (the effectiveness of a password in resisting guessing and brute-force attacks). To do that,

Two-factor authentication

This section allows you to enable the two-step verification with SMS or authenticator apps that ensures more secure portal access.

For the SaaS version, the SMS provider used on your portal is selected depending on the portal region: smsc is used for CIS, Clickatell and Twilio are used for all other regions. You can add available SMS providers in the Settings -> Integration -> Third-Party Services section.
If you are using the server version, you first need to connect at least one SMS provider in the Settings -> Integration -> Third-Party Services section so that you can enable the Two-factor authentication option.

To enable the two-factor authentication with SMS,

  1. make sure that one of the SMS providers is connected in the Integration section,
  2. check the By SMS radiobutton under the Two-factor authentication section,
  3. click the Save button at the bottom of the section to make the parameters you set take effect.

When the two-factor authentication with SMS is enabled, a user can access the portal data after entering his/her regular email and password or signing in via a social account and typing in a six-digit verification code received via SMS.

The SMS messages are sent to the user primary mobile phone which is specified at the first portal login via the two-factor authentication and later can be changed on the user profile page. A verification code can be resent by clicking the Send code again button, but no more often than 5 times per 5 minutes. The sent code is valid for 10 minutes.

SMS messages can be sent if you have a positive balance only. You can always check your current balance in your SMS provider account. Do not forget to replenish your balance in good time.

To enable the two-factor authentication with an authenticator app,

  1. check the By authenticator app radiobutton under the Two-factor authentication section,
  2. click the Save button at the bottom of the section to make the parameters you set take effect.

When the two-factor authentication with an authenticator app is enabled, a user can access the portal data after entering his/her regular email and password or signing in via a social account and typing in a six-digit verification code or a backup code generated by the authenticator app.

To access the portal for the first time after enabling the two-factor authentication:

  1. Enter your regular credentials to access the portal. The QR code and your secret key are displayed at your portal login confirmation page.
  2. Install an authenticator app on your mobile device. You can use Google Authenticator for Android and iOS or Authenticator for Windows Phone.
  3. Open the authenticator app on your mobile device and configure it in one of the following ways:
    • Scan the QR code displayed in the browser, or
    • Manually enter your secret key displayed in the browser,
  4. At your portal login confirmation page, enter a 6-digit code generated by your application.
  5. Click the Connect app button.

To learn more on how to use the two-factor authentication on your portal you can read the following article.

Trusted mail domain settings

This section allows you to specify the mail servers used for user self-registration on your portal. By default, this option is disabled. To enable it,

To add more mail servers, use the Add trusted domain link. To delete a server added by mistake, click the corresponding Remove Icon icon to the right of the field.

After that any user who has an account at a specified mail server will be able to register him(her)self clicking the Click here to join link on the Sign In page and entering the email address. An invitation email with a link to the portal will be sent at the specified email address. To sign in the user will need to follow the link provided in the email, enter a password and confirm it.

To disable this option again just check the Disabled radiobutton.

IP security settings

This section allows you to prevent unwanted visitors from accessing your portal by allowing access to the portal from trusted networks only. If a user attempts to log in to your portal from any IP address except those you specify, this login attempt will be blocked. To restrict access to your portal based on the IP addresses,

  1. check the Enable radio button;
  2. click the Add allowed IP address link;
  3. in the entry field that appears, specify a single IP address in the IPv4 format (#.#.#.#, where # is a numeric value from 0 to 255) or set an IP addresses range by entering the starting and ending IP addresses of the range in the #.#.#.#-#.#.#.# format;
    You can find the information on your portal visitors IP addresses in the Login History subsection of the Security settings by clicking the Download and open report button.
  4. in the same way, add as many trusted IP addresses as you need;
  5. click the Save button at the bottom of the section.

If necessary, you can delete the added IP addresses by clicking the corresponding Remove Icon icon to the right of the IP address. To disable this option again just check the Disable radio button and click the Save button.

Administrator message settings

This section allows you to display the contact form on the Sign In page so that people could send the message to the portal administrator in case they have troubles accessing the portal.

To enable it, just check the corresponding radiobutton and click the Save button at the bottom of the section to make the parameters you set take effect.

Session Lifetime

This section allows you to set time (in minutes) before the portal users will need to enter the portal credentials again in order to access the portal.

To set session lifetime, check the Enable radiobutton, enter the necessary time value measured in minutes in the Lifetime field that appears and click the Save button at the bottom of the section to make the parameters you set take effect. After save all the users will be logged out from portal.

BManaging access rights'

The Access Rights subsection of the Security settings is used to change the portal owner, grant administrator privileges to users and restrict access to certain portal modules for users and groups.

To see the detailed information about existing access levels on the portal and find out which permissions have guests, users and administrators, please refer to this section.
Changing portal owner

If the portal owner wants to appoint another portal member to this position, he/she needs to:

  1. click the Choose Owner link under his photo in the Portal Owner section,
  2. select a person from the dropdown list,
  3. click the Change Portal Owner button,
  4. check the mail box and follow the confirmation link sent in the email message.
Changing Portal Owner Changing Portal Owner
Adding administrators

The portal owner or full access administrators can grant administrator privileges to users only (not to guests). To do that, they need to proceed through the following steps:

  1. click the Show link next to the Administrators caption,
  2. click the Choose user link under the list of administrators,
  3. select a person or several persons at once from the existing users/guests or create a new administrator right here by clicking the Create new profile link,
  4. click the Save button,
  5. the selected person(s) will get the maximum access to all portal modules by default; to limit it, uncheck the Full Access box first and then the boxes corresponding to the modules you don't want to grant administrator access to.
Adding Administrators Adding Administrators
Restricting access to portal modules

The portal owner or full access administrators can restrict access to certain portal modules for some users or groups.

To restrict access to a portal module,

  1. find the necessary module section below the Administrators list,
  2. check the Users from list radio button,
  3. select the users you wish to grant access to,

    To do that, use one of the available options;

    • use the Add user link if you wish to grant access to one or more people;
    • use the Add group link if you wish to grant access to all portal users, or to one or more groups.
Restricting access to portal modules Restricting access to portal modules
CData management settings

The Data Management settings section allows you to ensure data protection and recoverability as well as to manage your portal status. It includes three subsections: Migration, Backup and Deactivating/Deleting Portal.

Changing portal region
This option is available for the owners of the paid portals only.

The Migration subsection of the Data Management settings section allows you to change the location of the server where your portal is hosted. The closer the server region is to your geographical location, the faster the portal speed will be.

Changing Portal Region Changing Portal Region

At present you can select between three server regions: EU (Ireland) Region, US West (Oregon) Region and Asia Pacific (Singapore). To migrate from one region to another one,

Once the process is started, it cannot be cancelled.

The migration process may take some time depending of your portal data amount. During this process the portal will not be available. Once the migration is complete, you will receive the email with the new portal address.

DIntegration settings

The Integration section is used to integrate your portal with third-party services and adjust the SMTP settings.

Third-party service integration

If you use the SaaS version, the authorization keys parameters for most services, such as Facebook, Twitter, Google, LinkedIn, Box, Dropbox, OneDrive, Bitly, Firebase, and Yahoo are set up automatically, so the corresponding switchers are disabled. You can connect your Facebook/Google/LinkedIn/Twitter account on your profile page right away or follow this article instructions to learn how to connect third-party services within the Documents module.

In the SaaS version, you can connect the following services on the Third-Party Services page:

For more details on the third-party service integration, please refer to our instructions for the SaaS version or server version.

Adjusting Integration Settings Adjusting Integration Settings
EStatistics settings

The Statistics section is used to present and summarize all your portal data in order to analyze and manage them.

Viewing portal statistics

Here you can view the following information:

Viewing Portal Statistics Viewing Portal Statistics
FAperçu

Une fois que votre portail est créé, vous pouvez avoir besoin de le personnaliser de sorte qu'il soit adapté à vos besoins. Pour cela, vous pouvez :

Pour accéder aux Paramètres depuis n'importe quelle page de portail, cliquez sur l'icône icône Paramètres en haut de la page ou utilisez la liste déroulante située dans le coin supérieur gauche et sélectionnez l'option correspondante.

GParamètres communs3

La section des paramètres Commun s'ouvre par défaut. Elle vous permet d'adapter l'apparence du portail à vos besoins et de choisir les modules que vous souhaitez utiliser. Cette section inclut deux sous-sections : Personnalisation et Modules et outils.

Personnalisation du portail

La sous-section Personnalisation des paramètres Commun permet de changer l'apparence de votre portail. Vous pouvez utiliser votre propre logo, le nom et le texte pour correspondre à la marque de votre entreprise.

Personnalisation du portail Personnalisation du portail
Paramètres de langue et fuseau horaire

Cette section vous permet de changer la langue du portail pour tous les utilisateurs et de configurer le fuseau horaire afin que tous les événements du portail seront affichés avec la date et l'heure correctes.

Pour configurer les Paramètres de langue et fuseau horaire,

Paramètres de salutation

Cette section vous permet de changer le titre et le logo du portail par défaut qui s'affichent sur la Page principale de votre portail. Pour le faire,

Paramètres DNS

Cette section vous permet de définir une URL alternative pour votre portail. Par défault, votre portail est enregistré à name.onlyoffice.com. Vous pouvez la modifier en entrant votre propre nom de domaine. Pour le faire, cochez la case Nom de domaine personnalisé puis spécifiez votre nom de domaine pour votre portail dans le champ ci-dessous.

Pour configurer votre propre nom de domaine, ajoutez une entrée DNS CNAME, comme par exemple : team.ourcompany.com - intranet.onlyoffice.com (pour la région US West (Oregon)), intranet.onlyoffice.eu (pour la région EU (Irlande)), ou intranet.onlyoffice.sg (pour la région Asie-Pacifique (Singapour)).

Avant de le faire, vous avez besoin de configurer votre nom de domaine pour qu'il indique sur le serveur du bureau en ligne en réglant les paramètres DNS appropriés chez votre enregistreur. Pour le faire, contactez votre enregistreur chez qui vous avez acheté le nom de domaine.
Modèle de l'équipe

Cette section vous permet de nommer l'organisation (ou le groupe), ses membres et leurs activités à l'interieur du portail. Pour le faire,

OU

Thèmes de couleur

Cette section vous permet de changer la palette de couleurs prédéfinie de l'interface du portail pour l'adapter au style de votre entreprise. Pour le faire,

  1. passez d'un Thème de couleur à un autre pour les visualiser: Orange pur, Vert foncé, Outremer, Rose violent, Bleu clair,
  2. sélectionnez celui-ci qui vous convient,
  3. cliquez sur le bouton Enregistrer pour appliquer le thème sélectionné.

Pour restaurer le thème de couleur par défaut, cliquez sur la case d'option Original et enregistrez vos changements.

HParamètres de sécuritéf

La section Sécurité permet de contrôler l'accès à votre portail et l'activité des utilisateurs. Elle inclut quatre sous-sections : Accès au portail, Droits d'accès, Histoire de connexion et Piste d'audit.

Contrôle d'accès au portail

La sous-section Accès au portail des paramètres de Sécutité propose aux utilisateurs des moyens sécurisés pour accéder au portail.

Modification des paramètres d'accès Modification des paramètres d'accès
Paramètres de robustesse de mot de passe

Cette section vous permet de déterminer la complexité de mot de passe (l'efficacité d'un mot de passe de résister aux attaques de deviner et de force brute). Pour le faire,

Authentification à deux facteurs
Cette option n'est disponible que pour les propriétaires / administrateurs dotés de droits d'accès complet des portails payés.

Cette section vous permet d'activer la vérification à deux passages qui assure un accès au portail plus sécurisé. Un utilisateur peut accéder aux données stockées sur le portail après avoir saisi son e-mail et son mot de passe ou après s'être connecté par un des comptes sociaux et après avoir entré un code de vérification à six ciffres reçu par SMS. Les messages SMS sont envoyés au téléphone portable primaire de l'utilisateur spécifié lors du premier accès au portail après l'activation de l'authentification à deux facteurs qui peut être modifié à tout moment sur la page du profil de l'utilisateur page. Le code de vérification peut être renvoyé par un seul clic sur le bouton Envoyer le code à nouveau, mais pas plus souvent que 5 fois par 5 minutes. Le code envoyé est valable pendant 10 minutes.

Pour activer cette fonction, il vous suffit de sélectionner la case d'option correspondante et cliquer sur le bouton Enregistrer en bas de la section pour valider les changements effectués.

Le nombre des messages SMS restants/payés est également disponible dans cette section.

Après qvoir payé le portail, un paquet de SMS initial qui inclut un certain nombre de SMS selon le plan tarifaire sélectionné sera à votre disposition. Le nombre de SMS dans ce paquet est égal au nombre d'utilisateurs maximum autorisé par le plan tarifaire multiplié par deux. Ce paquet initial n'est fourni qu'une seule fois.

Dans cette section vous pouvez acheter un certain nombre de SMS en plus en cliquant sur le lien Acheter un paquet de SMS et en sélectionnant un paquet nécessaire dans la fenêtre ouverte.

Paramètres de domaines de messagerie autorisés

Cette section vous permet de spécifier les serveurs de messagerie qui peuvent être utilisés par les utilisateurs lors de leur auto-enregistrement sur le bureau en ligne. Par défaut, cette option est désactivée. Pour l'activer,

Pour ajouter les autres serveurs de messagerie, cliquez sur le lien Ajouter domaine autorisé. Pour supprimer un serveur ajouté par erreur, cliquez sur l'icône icône Supprimer située à droite du champ.

Après quoi tout utilisateur qui a un compte sur un serveur de messagerie spécifié pourra s'inscrire en cliquant sur le lien Se joindre sur la Page de connexion sur la Page de connexion et en entrant l'adresse e-mail. Un message d'invitation avec un lien vers le portail sera envoyé à l'adresse e-mail indiquée. Pour se connecter, l'utilisateur doit suivre le lien fourni dans le message, entrer un mot de passe et le confirmer.

Pour désactiver cette option, cochez la case d'option Désactivé.

Paramètres de sécurité IP

Cette section vous permet d'empêcher les visiteurs indésirables d'accéder à votre portail en donnant l'accès au portail à partir de réseaux de confiance seulement. Si un utilisateur tente de se connecter à votre portail à partir de n'importe quelle adresse IP, sauf les adresses spécifiées, cette tentative de connexion sera bloquée. Pour restreindre l'accès à votre portail basé sur les adresses IP,

  1. cochez la case d'option Activer ;
  2. cliquez sur le lien Ajouter adresse IP autorisée ;
  3. spécifiez une adresse IP unique au format IPv4 (#.#.#.#, où # est une valeur numérique de 0 à 255) dans le champ de saisie qui s'affiche ou définissez la plage d'adresses IP en saisissant le début et la fin des adresses IP de la plage au format #.#.#.#-#.#.#.# ;
    Vous pouvez trouver les informations sur les adresses IP des visiteurs du portail en utilisant la sous-section Histoire de connexion des paramètres Sécurité en cliquant sur le bouton Télécharger et ouvrir le rapport .
  4. de la même manière, ajoutez autant d'adresses IP que vous le souhaitez ;
  5. cliquez sur le bouton Enregistrer en bas de la section.

Si nécessaire, vous pouvez supprimer les adresses IP ajoutées en cliquant sur l'icône icône Supprimer à la droite de l'adresse IP. Pour désactiver à nouveau cette option il suffit de cocher la case Désactiver et cliquer sur le bouton Enregistrer.

Paramètres de message d'administrateur

Cette section vous permet d'afficher le formulaire de contact sur la Page de connexion afin que les gens puissent envoyer le message à l'administrateur du portail s'ils ont des problèmes d'accès au portail.

Pour rendre disponible cette option, cochez simplement la case d'option correspondante et cliquez sur le bouton Enregistrer en bas de la section pour valider les changements effectués.

Paramètres d'accès au portail
Cette option n'est disponible que pour les portails gratuits (d'essai, à but non lucratif).

Cette section permet de rendre votre portail public de sorte que non seulement les utilisateurs autorisés, mais aussi tous les internautes puissent y accéder et afficher son contenu public.

Pour activer cette fonctionnalité, cochez la case Portail public et cliquez sur le bouton Enregistrer en bas de la section pour valider les changements effectués.

Une fois que cette fonctionnalité est activée, les changements suivants apparaîtront sur votre portail :

Vous pouvez cocher la case Enregistrer immédiatement de nouveaux utilisateurs de sorte que de nouveaux utilisateurs peuvent s'inscrire sans la confirmation de l'inscription par administrateur. Sinon, ils peuvent faire une demande à l'administrateur du portail en utilisant le formulaire de contact sur la page de Connexion.

Après avoir fait votre portail public, il n'y a pas de possibilité de passer au statut privé en utilisant les Paramètres du portail, mais vous pouvez soumettre votre demande à notre équipe d'assistance.

I#Paramètres de gestion des données

Les paramètres de Gestion des données vous permet d'assurer la protection et la récupération des données ainsi que de gérer le statut du portail. Cette section inclut trois sous-sections : Migration, Sauvegarde et Désactivation/Suppression du portail.

Modification de la région du portail
Cette option n'est disponible que pour les propriétaires des portails payés.

La sous-section Migration de la section des paramètres Gestion des données vous permet de modifier l'emplacement du serveur où votre portail est hébergé. Moins est la distance entre votre location géographique et la région du serveur, plus rapide est la vitesse du serveur.

Modification de la région du portail Modification de la région du portail

Actuellement vous pouvez choisir entre trois régions du serveur : Région EU (Irlande), Région US West (Oregon) et Région Asie-Pacifique (Singapour). Pour migrer d'une région à l'autre,

Une fois que le processus est lancé, il ne peut pas être annulé.

Le processus de migration peut prendre un certain temps selon la quantité de données du portail. Le portail ne sera pas disponible pendant le processus de migration. La migration completée, vous recevrez un message par le courrier électronique avec la nouvelle adresse du portail.

J%Affichage des statistiques du portail

La section Statistique est utilisée pour présenter et résumer toutes vos données du portail afin de les analyser et de les gérer.

Affichage des statistiques du portail

Ici vous pouvez voir les informations suivantes :

Affichage des statistiques du portail Affichage des statistiques du portail
KRevisión general

Una vez creado su portal, usted tendrá que personalizar y manejarlo en función de sus necesidades:

Para acceder a Ajustes de cualquier página del portal, pulse el icono Ajustes Icon en la parte superior de la página o use la lista desplegable en la esquina izquierda superior y seleccione la opción correspondiente.

LAjustes comunes1

La sección Común se abra por defecto. Le permite adaptar la apariencia del portal a sus necesidades y elegir los módulos que usted quiere usar. Incluye dos subsecciones: Personalización y Módulos y herramientas.

Personalizar portal

La subsección Personalización de la sección Común le permite cambiar decoración de su portal. Usted puede usar el logotipo de su empresa, su nombre y eslogan.

Personalizar Portal Personalizar Portal
Ajustes de idioma y zona horaria

Esta sección le ayuda a cambiar un idioma del portal para todos los usuarios y configurar zona horaria para que todos los eventos del portal se muestren con la fecha y horra correctas.

Para configurar los ajustes de Idioma y zona horaria,

  • despliegue la lista Idioma y seleccione un idioma apropiado. Este idioma se aplicará al portal y se usará en todas las notificaciones,
    Esta opción se usa para configurar el idioma del portal por defecto para usuarios nuevos. Cada usuario puede cambiarlo más tarde eligiendo un idioma preferido en su página de perfil (la prioridad del idioma en la página de perfil es más alta que en la sección Ajustes).

    Ahora oficina online está disponible en 19 idiomas: Inglés, Alemán, Francés, Español, Ruso, Italiano, Letón, Portugués (Brasileño), Turco, Griego, Polaco, Checo, Chino simplificado, Ucraniano, Vietnamita, Finés, Portugués, Azerí y Coreano. Si su idioma todavía no está en la lista de los disponibles o la traducción no está terminada, usted puede ayudarnos y enviar su solicitud a documentation@onlyoffice.com.

  • establezca zona horaria que corresponde a su ubicación en la lista desplegable Zona horaria,
  • pulse el botón Guardar debajo de la sección para que los parámetros ingresados sean activados.
Ajustes de bienvenida

Esta sección le permite cambiar el título y logotipo predeterminados que se muestran en la página de Inicio de su portal. Para hacerlo,

  • introduzca el nombre en el campo Título (ej. título de su empresa, su lema etc.),
  • reemplace el logotipo del portal usando el enlace Cambiar logo,

    púlselo para abrir la ventana del Explorador de Windows, navegue por una imagen necesaria y pulse el botón Abrir. La imagen se cargará y se mostrará en el campo Logo.

    Usted puede subir una imagen no más de 250x100 píxeles, en otro caso se aplicará redimensionamiento. El tamaño máximo de una imagen no puede superar 1 MB.
  • pulse el botón Guardar debajo de la sección para que los parámetros ingresados sean activados.
Ajustes de DNS

Esta sección le permite establecer un URL alternativo para su portal. De manera predeterminada, su portal es registrado en nombre.onlyoffice.com. Usted puede cambiarlo especificando su propio nombre de dominio. Para hacerlo, marque la casilla Nombre de dominio personalizado y especifique su propio nombre de dominio para su portal en el campo debajo.

Para fijar su propio nombre de dominio, añada una entrada DNS CNAME, por ejemplo: team.nuestraempresa.com - intranet.onlyoffice.com(para la región EE.UU. Oeste (Oregón)), intranet.onlyoffice.eu (para la región UE(Irlanda) ) o intranet.onlyoffice.sg (para la región Asia Pacífico (Singapur))

Antes de hacerlo, usted tiene que configurar su nombre de dominio, cambiando anotaciones apropiadas de DNS con la ayuda de su registrador, para que el nombre indique al servidor de oficina online. Por favor, póngase en contacto con su registrador que le ha vendido el nombre de dominio y pregúntele cómo se puede realizar esta acción.
Plantilla de grupo

Esta sección le permite dar el nombre a una organización (o grupo), sus miembros y sus actividades en el portal. Para hacerlo,

  • elija una de las opciones disponibles en la lista desplegable Plantilla,

O

  • seleccione la opción Personalizado en la lista e introduzca los nombres usted mismo en los campos debajo,
  • pulse el botón Guardar debajo de la sección para que los parámetros ingresados sean activados.
Temas de color

Esta sección le permite cambiar la paleta de colores predeterminada de la interfaz de su portal para que convenga mejor al estilo de su empresa. Para hacerlo,

  1. cambie entre los Temas de color disponibles para obtener una vista previa: Anaranjado puro, Verde oscuro, Azul oscuro, Rosa intenso, Azul vivo,
  2. seleccione uno que le convenga mejor,
  3. pulse el botón Guardar para aplicar el tema de color seleccionado.

Para volverse al tema de color predeterminado, marque la opción Original y guarde los cambios.

MAjustes de seguridad_

La sección Seguridad le permite controlar el acceso a su portal y monitorizar la actividad de usuarios. Incluye cuatro subsecciones: Acceso a portal, Derechos de acceso, Historial de conexiones y Rastro de auditoría.

Controlar acceso a portal

La subsección Ajustes a portal de la sección Seguridad se abra de manera predeterminada. Aquí usted puede definir los ajustes siguientes:

Controlar acceso a portal Controlar acceso a portal
Ajustes de seguridad de contraseña

Esta sección le permite determinar complejidad de contraseña (eficaz de una contraseña en resistir adivinanza y ataques de fuerza bruta). Para hacerlo,

  • use la barra Longitud mínima de la contraseña para determinar que longitud hay que tener una contraseña para ser difícil de descifrar,

    De manera predeterminada, la contraseña hay que contener por lo menos 6 caracteres.

  • marque las casillas convenientes debajo de la barra para determinar el conjunto de caracteres que debe usarse en la contraseña: letras mayúsculas, cifras, caracteres especiales,
  • pulse el botón Guardar debajo de la sección para que los parámetros ingresados sean activados.
Autenticación de dos factores
La opción está disponible sólo para propietarios/administradores con acceso completo de los portales de pago.

Esta sección le permite activar la verificación de dos pasos que garantiza acceso al portal más seguro. Un usuario puede acceder a los datos del portal después de introducir su correo electrónico y contraseña regular o iniciando la sección vía una cuenta social e introduciendo un código de verificación de 6 dígitos recibido por SMS. Los SMS se envían al teléfono móvil del usuario especificado al acceder al portal vía la autenticación de dos factores por la primera vez. Se puede cambiarlo más tarde en la página del usuario de portal. Un código de verificación puede ser reenviado si pulsa el botón Volver a enviar código, pero no más que 5 veces por 5 minutos. El código enviado es válido por 10 minutos.

Para activar esta función, marque la opción correspondiente y pulse el botón Guardar en la parte inferior de la sección para aplicar los cambios realizados.

El número de los SMS restantes/pagados SMS también se muestra en esta sección.

En cuanto usted pague por su portal, recibirá un paquete de SMS inicial que incluye un cierto número de mensajes en función del plan de precios seleccionado. El número de SMS en paquete es igual al número máximo de usuarios permitido por el plan de precios multiplicado por dos. El paquete inicial se proporciona sólo una vez.

En la sección de ajustes usted puede comprar más SMS pulsando el enlace Comprar un paquete de SMS y seleccionando un paquete necesario en la ventana abierta.

Ajustes del dominio de correo confiado

Esta sección le permite especificar el servidor de correo usado para registro automático en su portal. De manera predeterminada, la opción está desactivada. Para activarla,

  • marque el botón Permitir entrada desde dominios seguros,
  • introduzca un servidor de correo confiado en el campo debajo,
  • marque la casilla Invitar a usuarios como visitantes para que los usuarios añadidos tengan los permisos de sólo lectura,
  • pulse el botón Guardar en la parte inferior de la sección para activar los parámetros ingresados.

Para añadir más servidores de correo, haga clic en el enlace Añadir dominio seguro. Para borrar un servidor añadido por error, pulse el icono correspondiente icono Borrar al lado derecho del campo.

Después cada usuario que tiene una cuenta en el servidor de correo especificado podrá registrarse pulsando el enlace Haga clic para unirse en la página de Inicio y introduciendo la dirección de un correo electrónico. El mensaje de invitación con un enlace al portal será enviado a la dirección de correo electrónico especificada. Para registrarse el usuario tendrá que seguir el enlace proporcionado en el mensaje, introducir una contraseña y confirmarla.

Para desactivar esta opción marque el botón Desactivado.

Ajustes de seguridad IP

Esta sección sirve para limitar acceso al portal permitiendo que los usuarios lo accedan sólo de redes сonfiadas. Si un usuario intenta acceder a su portal de cualquier dirección IP excepto las especificadas, este intento de conexión será bloqueado. Si quiere restringir el acceso a su portal,

  1. marque el botón de opción Activar;
  2. pulse el enlace Añadir direcciones IP permitidas;
  3. en el campo correspondiente, especifique una dirección IP en el formato IPv4 (#.#.#.#, donde # es un valor numérico de 0 a 255) o fije el rango de direcciones IP introduciendo direcciones inicial y final del rango en el formato #.#.#.#-#.#.#.#;
    Usted puede encontrar la información sobre direcciones IP de visitantes de su portal en la subsección Historial de conexiones de la sección Seguridad pulsando el botón Descargar y abrir informe.
  4. añada tantas direcciones IP confiables como necesite usted;
  5. pulse el botón Guardar en la parte inferior de la sección.

Si es necesario, usted puede borrar las direcciones IP añadidas pulsando el icono icono Eliminar a la derecha de la dirección IP. Si quiere desactivar esta opción, marque el botón de opción Desactivar y pulse el botón Guardar.

Ajustes de mensajes de administrador

Esta sección le permite mostrar el formulario de contacto en la página de Inicio para que la gente pueda enviar mensajes al administrador del portal si hay algunos problemas de acceso al portal.

Para desactivarlo, marque el botón correspondiente y pulse el botón Guardar debajo de la sección para activar los parámetros ingresados.

Ajustes de acceso a portal
La opción está disponible sólo para los portales gratuitos (de prueba, sin fines de lucro).

Esta sección le permite hacer su portal público para que no sólo usuarios autorizados sino también cualquier persona del Internet pueda acceder a su portal y ver su contenido público.

Para activar esta característica, marque el botón de opción Portal público y pulse el botón Guardar en la parte inferior de la sección para aplicar los parámetros ingresados.

Una vez activada la característica, usted notará los cambios siguientes en su portal:

  • El plan de precios de su portal se cambiará al gratuito público que permite añadir 1-400 usuarios y usar 8 Gb de espacio de almacenamiento. Cualquier usuario del Internet podrá ver el contenido público de su portal sin registro, pero aquellos usuarios no podrán hacer ningunos cambios.

    Usuarios no registrados tendrán los derechos de Sólo lectura en su portal. Los derechos de acceso de usuarios no registrados son más restringidos que los de visitantes. Estos usuarios no pueden:

    • comentar los objetos existentes ya en el portal,
    • subir, copiar, mover y editar documentos,
    • acceder al Chat, Correo, Calendario, Fuente, su Perfil de usuario, todas las secciones del módulo Documentos excepto la una - Documentos comunes.
  • Unas características no estarán disponibles:
    • El módulo CRM será inaccesible para todos los usuarios.
    • La posibilidad de restringir acceso a proyectos en el módulo Proyectos ya no estará disponible. Todos los proyectos privados creados previamente serán inaccesibles para todos los usuarios.
    • La posibilidad de restringir el acceso a módulos (Ajustes -> Seguridad -> Derechos de acceso) ya no estará disponible. Todos los ajustes anteriores se cambiarán a predeterminados.
    • La posibilidad de desactivar módulos y herramientas (Ajustes -> Común -> Módulos y herramientas) ya no estará disponible.
    • La posibilidad de crear una copia de seguridad (Ajustes -> Gestión de datos -> Backup/Restauración) ya no estará disponible.
    • La opción que permite a usuarios ponerse en contacto con el administrador del portal (Ajustes -> Seguridad -> Acceso a portal -> Ajustes de mensajes de administrador) será desactivada de manera predeterminada sin posibilidad de activarla.
    • La posibilidad de especificar los servidores de correo electrónico usados para el auto registro de usuarios (Ajustes -> Seguridad -> Acceso a portal -> Ajustes del dominio de correo confiado) ya no estará disponible. Cualquier usuario podrá registrarse en el portal sin importar el servidor de correo electrónico, si la opción Registrar nuevos usuarios inmediatamente en la sección Ajustes de acceso a portal está marcada.

Usted puede marcar la casilla Registrar nuevos usuarios inmediatamente para que nuevos usuarios puedan registrarse sin confirmación de registro por usuario del portal. O ellos pueden enviar sus solicitudes al administrador del portal usando el formulario de contacto en la página de Inicio.

Después de hacer su portal público, usted no puede cambiar el estado de su portal a privado usando los Ajustes del portal, pero usted puede enviar su solicitud a nuestro equipo de soporte.

NAjustes de gestión de datos

La sección Gestión de datos le permite asegurar la protección y recuperación de los datos, también manejar estado de su portal. Incluye dos subsecciones: Migración, Backup/Restauración y Deactivación/Eliminación de portal.

Cambiar región de portal
La opción está disponible sólo para propietarios de portales de pago.

La subsección Migración de la sección Gestión de datos le permite a usted cambiar la ubicación del servidor donde su portal está alojado. Más cercano esté la región de servidor a su ubicación geográfica, más rápido será la velocidad del portal.

Cambiar región de portal Cambiar región de portal

Ahora usted puede seleccionar una de las tres regiones de servidor: región UE(Irlanda), región EE.UU. Oeste (Oregón) y Asia Pacífico (Singapur). Para migrar de una región a otra,

Una vez iniciado, el proceso no puede ser cancelado.

El proceso de migración puede durar algún tiempo depende de la cantidad de datos en su portal. Durante la migración el portal no estará disponible. Una vez terminada la migración, usted recibirá un mensaje de email con una dirección del portal nueva.

O Ajustes de estadísticas

La sección Estadísticas se usa para presentar y resumir todos los datos de su portal con el objetivo de analizar y manejarlos.

Ver estadísticas de portal

Aquí usted puede ver la información siguiente:

Ver estadísticas de portal Ver estadísticas de portal
P Übersicht

Sobald Ihr Portal erstellt ist, können Sie es nach Ihren Bedürfnissen einrichten und verwalten:

Um auf die Einstellungen zuzugreifen, klicken Sie aufs Symbol Symbol Einstellungen im oberen Bereich der Seite oder nutzen Sie das Listenmenü in der oberen linken Ecke und wählen Sie die entsprechende Option.

Q  Allgemeine Einstellungen ändern ]

Die Sektion Allgemein der Seite Einstellungen wird standardmäßig geöffnet. Hier können Sie die folgenden Einstellungen ändern:

Allgemeine Einstellungen ändern Allgemeine Einstellungen ändern
Portalregion
Diese Option ist nur für die Besitzer der bezahlten Portale verfügbar.

Diese Sektion erlaubt Ihnen, den Serverstandort zu ändern, wo Ihr Portal gehostet wird. Je näher Ihrem geografischen Standort die Serverregion liegt, desto schneller wird die Portalgeschwindigkeit sein.

Momentan können Sie zwischen zwei Serverregionen wählen: Region EU (Irland) und Region US West (Oregon). Um von einer Region in eine andere zu migrieren, führen Sie diese Schritte aus:

Sobald der Vorgang gestartet ist, kann er nicht abgebrochen werden.

Die Migration kann einige Zeit in Anspruch nehmen, abhängig vom Volumen Ihrer Portaldaten. Während dieses Vorgangs wird Ihr Portal nicht zugänglich sein. Sobald die Migration abgeschlossen ist, werden Sie eine E-Mail mit der neuen Portaladresse erhalten.

Sprach- und Zeitzoneneinstellungen

Diese Einstellungen lassen Sie die Sprache des kompletten Portals für alle Benutzer ändern und die Zeitzone konfigurieren, so dass alle Ereignisse des Portals mit einem richtigen Datum und der Uhrzeit angezeigt werden.

Um die Sprach- und Zeitzoneneinstellungen zu konfigurieren, führen Sie diese Schritte aus:

DNS-Einstellungen

Diese Einstellungen erlauben Ihnen, eine alternative URL-Adresse für Ihr Portal festzulegen. Standardmäßig wird Ihr Portal unter name.onlyoffice.com registriert. Sie können Ihren eigenen Domain-Namen für das Portal angeben. Dafür aktivieren Sie das Feld Benutzerdefinierter Domain-Name und geben Sie Ihren eigenen Domain-Namen für Ihr Portal ins Feld unten ein.

Um Ihren eigenen Domain-Namen festzulegen, fügen Sie den Eintrag DNS CNAME hinzu, wie z.B.: team.ourcompany.com - intranet.onlyoffice.com (für die Region US West (Oregon)) oder intranet.teamlab.eu.com (für die Region EU (Ireland)).

Aber davor müssen Sie Ihren Domain-Namen so konfigurieren, damit er zum Online-Office-Server führt. Dafür ändern Sie Ihre DNS-Einträge. Bitte wenden Sie sich an Ihren Registrator, bei dem Sie Ihren Domain-Namen gekauft haben.
Einstellungen sicherer Mail-Domains

Diese Sektion erlaubt Ihnen die Mail-Server anzugeben, die für die Selbstregistrierung der Benutzer in Online-Office verwendet werden dürfen. Standardmäßig ist diese Option deaktiviert. Um sie zu aktivieren, führen Sie diese Schritte aus:

Um weitere Mail-Server hinzuzufügen, klicken Sie auf den Link Sichere Domain hinzufügen. Um einen aus Versehen hinzugefügten Server zu entfernen, klicken Sie auf das entsprechende Symbol Symbol Entfernen rechts vom Feld.

Danach kann jeder Benutzer, der über ein Konto auf dem angegebenen Mail-Server verfügt, sich registrieren, wenn er auf den Link Beitreten auf der Loginseite klickt und seine E-Mail-Adresse eingibt. Dann wird eine Einladung mit dem Link zum Portal per E-Mail an die angegebene Adresse geschickt. Um sich ins Portal einzuloggen, muss der Benutzer dem Link aus der E-Mail folgen, ein Kennwort eingeben und es bestätigen.

Um diese Option auszuschalten, aktivieren Sie das Feld Deaktiviert.

Einstellungen der Kennwortstärke

Verwenden Sie diese Einstellungen, um die Kennwortkomplexität zu bestimmen (die Effizienz eines Kennworts beim Widersetzen den Brute-Force-Angriffen und sonstigen Versuchen, das Kennwort zu erraten). Dafür:

Einladungslink

Diese Sektion erlaubt Ihnen, die Leute zum Portal einzuladen. Dafür kopieren Sie den Link mithilfe der entsprechenden Option oder der Tastenkombination STRG + C, um ihn in die E-Mail einzufügen und an die Leute zu versenden, die Sie zum Portal einladen möchten. Mit einem Link können Sie so viele Benutzer einladen, wie Sie möchten.

Wenn Sie möchten, dass die eingeladenen Personen, nur die Leseberechtigungen erhalten, aktivieren Sie das Feld Benutzer als Gäste hinzufügen, bevor Sie den Link kopieren.

Nachdem diese Benutzer dem Link gefolgt sind und ihre E-Mail-Adresse, den Vor- und Nachnamen sowie das Kennwort angegeben haben, werden sie automatisch zum Portal hinzugefügt und mit Ihnen sofort zusammenarbeiten können.

Der gesendete Link ist nur 7 Tage gültig.
Einstellungen der Adminnachrichten

Diese Sektion erlaubt Ihnen, das Kontaktformular auf der Loginseite anzuzeigen, damit die Portalbenutzer den Administrator direkt von der Loginseite kontaktieren können (wenn sie Probleme beim Einloggen ins Portal haben).

Um diese Option zu aktivieren, markieren Sie das entsprechende Feld und klicken Sie auf den Button Speichern im unteren Bereich der Sektion, um die Änderungen zu übernehmen.

Zwei-Faktor-Authentifizierung
Diese Option ist nur für die Besitzer/Administratoren mit Volltzgriff der kostenpflichtigen Portale verfügbar.

Die Sektion ermöglicht es Ihnen die Zwei-Faktor-Authentifizierung zu aktivieren, die einen sicheren Zugriff aufs Portal gewährleistet. Der Benutzer kann auf die Portaldaten nach der Eingabe ihrer/seiner E-Mail-Adresse, des Kennwortes (oder per Konto im sozialen Netzwerk) und eines sechsstelligen Bestätigungscodes, der Sie via SMS erhalten, zugreifen. Die SMS-Nachrichten werden auf die primäre Mobiltelefonnummer, die bei der ersten Anmeldung am Portal per Zwei-Faktor-Authentifizierung angegeben wurde, gesendet und kann später auf der Profile-Seite geändert sein. Der Bestätigungscode kann erneut gesendet werden, klicken Sie dafür auf den Button Code erneut senden, aber nicht öfter als 5 mal pro 5 Minuten. Der gesendete Code ist 10 Minuten lang gültig.

Um diese Funktion zu aktivieren, aktivieren Sie das entsprechende Optionsfeld und klicken Sie auf den Button Speichern unten, damit die eingegebenen Parameter wirksam werden.

Die Anzahl der restlichen/bezahlten SMS ist in dieser Sektion auch angezeigt.

Nachdem Sie für Ihr Portal gezahlt haben, steht Ihnen ein SMS-Anfangspaket, das eine bestimmte Anzahl der SMS (abhängig vom gewählten Zahlungsplan) enthält, zur Verfügung. Die Anzahl von SMS in diesem Paket ist gleich der maximalen Anzahl der Benutzer, die durch den Zahlungsplan zugelassen ist, multipliziert mit 2. Dieses Anfangspaket ist einmalig.

In dieser Sektion können Sie auch mehr SMS kaufen, dafür klicken Sie aufs Link SMS-Paket kaufen und wählen Sie das gewünschte Paket im geöffneten Fenster.

Standardstartseite

Diese Sektion erlaubt Ihnen, die Seite zu wählen, zu der Sie nach dem Einloggen ins Portal oder mit einem Klick aufs Online-Office-Logo, wenn Sie bereits eingeloggt sind, übergehen. Sie können eines der Portalmodule, die Feed-Seite wählen oder die Standardseite mit der Modulauswahl lassen.

Aktivieren Sie das entsprechende Feld und klicken Sie auf den Button Speichern im unteren Bereich der Sektion, um die Änderungen zu übernehmen.

R Portalmodule verwalten 

Die Sektion Module und Tools bietet Ihnen den Zugriff auf die Liste der Portalmodule und Tools sowie die Möglichkeit diese zu verwalten. Dafür:

Die deaktivierten Module und Tools werden für alle Portalbenutzer unsichtbar.

Nach der Aktivierung der Module und Tools werden Sie für alle Portalbenutzer zu sehen sein. Um den Zugriff zu beschränken, übergehen Sie zur Sektion Zugriffsrechte in den Einstellungen des Portals.
Portalmodule verwalten Portalmodule verwalten
S Portal einrichten

Die Sektion Individuelle Einrichtung erlaubt es Ihnen Ihr Portal einzurichten. Sie können das Logo Ihres Unternehmens, den Namen und Text nutzen, damit das Portal Ihrem Brand entspricht.

Portal einrichten Portal einrichten
Begrüßungseinstellungen

Diese Sektion erlaubt es Ihnen, den Standardtitel und das Logo zu ändern, die auf der Loginseite des Portals angezeigt werden. Dafür:

Teamvorlage

Diese Sektion erlaubt Ihnen, die Organisation (oder Gruppe), ihre Mitglieder und Aktivitäten auf Ihrem Portal zu benennen. Dafür:

ODER

Farbdesigns

Diese Sektion erlaubt, Standardfarbpaletten Ihrer Portalschnittstelle zu ändern, so dass das Portal Ihrem Brand entspricht. Dafür:

  1. Wechseln Sie zwischen die verfügten Farbdesigns zur Vorschau: Reinorange, Dunkelgrün, Dunkelblau, Intensiv rosa, Hellblau,
  2. Wählen Sie ein, das Ihnen am besten passt,
  3. Klicken Sie auf den Button "Speichern", um das gewählte Farbdesign anzuwenden.

Um zum Standardfarbdesign zurückzukehren, klicken Sie auf den Radiobutton Original und speichern Ihre Änderungen.

TBackup erstellen

Die Sektion Datenbackup erlaubt Ihnen, eine Sicherungskopie von Ihren Portaldaten zu erstellen und es aus der Cloud auf Ihren likalen Server zu übertragen. Dafür:

Die kopierten Dateien können auf das Portal zurück nicht importiert werden, aber sie können in einer lokalen Intranet-Version genutzt werden (Open-Source-Version oder Installation).
  1. Öffnen Sie die Seite Backup/Deaktivierung.
  2. Übergehen Sie zur Sektion Datenbackup.
  3. Klicken Sie auf den Button Backup erstellen.
  4. Laden Sie das Backup auf Ihre lokale Festplatte mithilfe des Links, der unter dem Button erscheint, herunter, sobald der Vorgang zu Ende ist.
    Der Link ist 24 Stunden gültig.
Backup erstellen Backup erstellen

Eine .zip-Datei wird auf der Festplatte Ihres Rechners erstellt. Sie können diese für die Wiederherstellung der Daten auf Ihrem lokalen Server nutzen, wo eine Online-Office-Intranet-Version bereits installiert ist.

Weitere Informationen finden Sie in der Sektion Tipps und Tricks.

UPortal deaktivieren/löschen

Wenn Sie aus irgendwelchem Grund das Portal vorläufig nicht nutzen möchten, deaktivieren Sie es. Dafür:

  1. Öffnen Sie die Seite Backup/Deaktivierung.
  2. Übergehen Sie zur Sektion Deaktivierung des Portals.
  3. Klicken Sie auf den Button Deaktivieren.

Ein Link für die Bestätigung der Operation wird an die E-Mail-Adresse des Portalbesitzers versandt. Folgen Sie dem Link, um die Operation zu bestätigen.

Dieser Link ist nur 7 Tage gültig. Bitte schließen Sie den Vorgang der Portaldeaktivierung im Laufe dieser Periode ab.

Danach werden das Portal und alle dazugehörigen Informationen gesperrt, so dass niemand auf das Portal zugreifen kann.

Sie können Ihr Portal zu jeder Zeit wieder aktivieren. Um das Portal weiter zu nutzen, verwenden Sie den zweiten Link aus der E-Mail. Bitte bewahren Sie deswegen diese E-Mail an einem sicheren Ort auf.

Wenn Sie das Portal nicht mehr nutzen werden und es unwiderruflich löschen möchten, führen Sie diese Schritte aus:

  1. Öffnen Sie die Seite Backup/Deaktivierung.
  2. Übergehen Sie zur Sektion Löschen des Portals.
  3. Klicken Sie auf den Button Löschen.

Ein Link für die Bestätigung der Operation wird an die E-Mail-Adresse des Portalbesitzers versandt. Folgen Sie dem Link, um die Operation zu bestätigen.

Dieser Link ist nur 7 Tage gültig. Bitte schließen Sie den Vorgang der Portalentfernung im Laufe dieser Periode ab.

Alle Daten auf Ihrem Portal sowie die Registrierungsdaten werden gelöscht. Sie werden Ihr Portal nicht mehr wieder aktivieren oder die dazugehörigen Informationen wiederherstellen können.

Portal deaktivieren/löschen Portal deaktivieren/löschen
VPortalstatistiken sehen

Die Sektion Portalstatistiken wird genutzt, um alle Portaldaten für die Analyse und Verwaltung zu sehen und darüber die Übersicht zu behalten. Hier gibt es die folgenden Informationen:

Portalstatistiken sehen Portalstatistiken sehen
WAnmeldehistorie verfolgen

Die Sektion Anmeldehistorie wird genutzt, um die letzte Anmeldeaktivität des Benutzers zu überwachen, u.a. erfolgreiche Anmeldungen und fehlgeschlagene Versuche mit Angabe der Gründe.

Diese Seite zeigt nur die letzten 20 Aufzeichnungen. Jede Aufzeichnung zeigt, welche und von wem die Aktion durchgeführt wurde und wann diese Ereignis stattgefunden wurde.

Anmeldehistorie verfolgen Anmeldehistorie verfolgen
XAudit-Trail-Daten erhalten

Die Sektion Audit-Trail ermöglicht es Ihnen die Liste der letzten Änderungen (Anlage, Änderung, Löschung usw.) der Portalelemente (Aufgaben, Verkaufschancen, Dateien usw.) anzusehen.

Diese Funktion ist jetzt nur für die Module Dokumente, Projekte, CRM und Personen verfügbar.

Diese Seite zeigt nur die letzten 20 Aufzeichnungen. Jede Aufzeichnung zeigt, welche und von wem die Aktion durchgeführt wurde und wann diese Ereignis stattgefunden wurde.

Receiving Audit Trail Data Receiving Audit Trail Data
Y ОбзорO

После того как ваш портал будет создан, понадобится настроить его и управлять им, чтобы он соответствовал вашим требованиям. Это можно сделать в разделе Настройки портала.

Чтобы получить доступ к Настройкам с любой страницы портала, щелкните по значку Значок Настройки наверху страницы или используйте выпадающий список в левом верхнем углу и выберите соответствующую опцию.

В разделе Настроек портала можно выполнить следующие действия:

Общие настройки

Настройки безопасности

Настройки управления данными

Настройки интеграции

Настройки статистики

ZОбщие настройкиU

Раздел настроек Общие открывается по умолчанию. Он позволяет адаптировать внешний вид портала к вашим требованиям и выбрать модули, которые вы хотите использовать. Этот раздел содержит три подраздела: Кастомизация, Модули и инструменты и Ребрендинг.

Индивидуальная настройка портала

Подраздел Кастомизация в разделе Общих настроек позволяет изменить оформление портала. Вы можете использовать логотип, название и слоган своей компании, чтобы портал соответствовал корпоративному стилю.

Индивидуальная настройка портала Индивидуальная настройка портала
Настройки языка и часового пояса

Этот раздел позволяет изменить язык всего портала для всех пользователей портала и настроить часовой пояс, чтобы все события на портале отображались с корректной датой и временем.

Чтобы изменить настройки Языка и часового пояса,

Настройки страницы приветствия

Этот раздел позволяет изменить выбранное по умолчанию название, которое должно отображаться на странице Входа на портал. Для этого:

Этот заголовок также используется в поле От кого в оповещениях портала.
Настройки DNS

Этот раздел позволяет задать альтернативный URL-адрес для вашего портала. По умолчанию ваш портал зарегистрирован на name.onlyoffice.com. Вы можете изменить его, указав собственное доменное имя. Для этого установите флажок Пользовательское доменное имя и в поле ниже укажите собственное доменное имя для портала.

Пожалуйста, обратите внимание: если вы решите переключиться на свой домен, портал будет доступен по протоколу HTTP, безопасный протокол HTTPS будет недоступен.

Чтобы задать свое доменное имя, добавьте DNS-запись типа CNAME, как например: team.ourcompany.com - intranet.onlyoffice.com (для региона Запад США (Орегон)), intranet.onlyoffice.eu (для региона Европа (Ирландия)) или intranet.onlyoffice.sg (для АТР (Сингапур)).

Прежде чем вы сможете это сделать, вам понадобится настроить ваше доменное имя, чтобы оно указывало на сервер онлайн-офиса, изменив соответствующие записи DNS с помощью вашего регистратора. Пожалуйста, обратитесь к своему регистратору, у которого вы приобрели доменное имя, за справкой о том, как это сделать.
Изменение имени портала

Этот раздел позволяет изменить часть name в URL-адресе вашего портала name.onlyoffice.com таким образом, что портал будет доступен по адресу newname.onlyoffice.com. Введите нужное имя в поле Новое имя портала и нажмите кнопку Сохранить.

Как только вы нажмете кнопку Сохранить, ваше старое имя портала станет доступно новым пользователям, которые хотят зарегистрировать новый портал.
Шаблон команды

Этот раздел позволяет задать названия для организации (или группы), ее участников и их действий на портале. Для этого:

ИЛИ

Цветовые схемы

Этот раздел позволяет изменить выбранную по умолчанию цветовую гамму интерфейса портала, чтобы она соответствовала корпоративному стилю вашей компании. Для этого:

  1. переключайтесь между доступными Цветовыми схемами, чтобы предварительно просмотреть их: Сочно-зеленая, Тёмно-зеленая, Тёмно-синяя, Интенсивно-розовая, Ярко-синяя,
  2. выберите наиболее подходящую,
  3. нажмите на кнопку "Сохранить", чтобы применить выбранную цветовую схему.

Для возврата к цветовой схеме по умолчанию выберите переключатель Чисто-оранжевая и сохраните изменения.

[+Настройки безопасности

Раздел Безопасность позволяет контролировать доступ к порталу и отслеживать активность всех пользователей. Он содержит четыре подраздела: Доступ к порталу, Права доступа, История входов в систему и Журнал аудита.

Контроль доступа к порталу

Подраздел Доступ к порталу в разделе настроек Безопасности позволяет обеспечить безопасные и удобные способы входа на портал для пользователей.

Изменение настроек безопасности Изменение настроек безопасности
Настройки надежности пароля

Этот раздел позволяет определить сложность пароля (эффективность пароля при сопротивлении угадыванию и прямому подбору). Для этого:

Двухфакторная аутентификация

Этот раздел позволяет вам включить двухэтапную авторизацию с помощью SMS или приложений для аутентификации, что обеспечит большую безопасность данных на вашем портале.

Для SaaS-версии используемый на портале SMS-провайдер выбирается в зависимости от региона портала: smsc используется для стран СНГ, Clickatell и Twilio используются для всех остальных регионов. Вы можете добавить доступных SMS-провайдеров в разделе Настройки -> Интеграция -> Сторонние сервисы.
Если вы используете серверную версию, сначала необходимо подключить хотя бы одного SMS-провайдера в разделе Настройки -> Интеграция -> Сторонние сервисы, чтобы можно было включить опцию Двухфакторная аутентификация.

Чтобы включить двухфакторную аутентификацию с помощью SMS,

  1. убедитесь, что в разделе Интеграция подключен один из SMS-провайдеров,
  2. в разделе Двухфакторная аутентификация выберите переключатель C помощью SMS,
  3. нажмите кнопку Сохранить внизу раздела, чтобы выбранные настройки вступили в силу.

После включения двухфакторной аутентификации с помощью SMS пользователь сможет получить доступ к данным портала только после ввода обычного адреса email и пароля (или входа через аккаунт социальной сети) и указания шестизначного кода подтверждения, полученного по SMS.

SMS-сообщения приходят на основной номер мобильного телефона пользователя, указанный при первом входе на портал с использованием двухфакторной аутентификации. В дальнейшем этот номер можно изменить на странице профиля пользователя. Код подтверждения можно получить повторно, нажав кнопку Отправить код еще раз, но не больше 5 раз за 5 минут. Отправленный код действителен в течение 10 минут.

Отправка SMS-сообщений осуществляется только при положительном балансе. Вы всегда можете проверить текущий баланс в учетной записи вашего SMS-провайдера. Не забывайте своевременно пополнять баланс.

Чтобы включить двухфакторную аутентификацию с помощью приложения для аутентификации,

  1. в разделе Двухфакторная аутентификация выберите переключатель С помощью приложения для аутентификации,
  2. нажмите кнопку Сохранить внизу раздела, чтобы выбранные настройки вступили в силу.

После включения двухфакторной аутентификации с помощью приложения для аутентификации пользователь сможет получить доступ к данным портала только после ввода обычного адреса email и пароля (или входа через аккаунт социальной сети) и указания шестизначного кода подтверждения или резервного кода, сгенерированного приложением для аутентификации.

Для получения доступа к порталу в первый раз после включения двухфакторной аутентификации:

  1. Введите обычные учетные данные для доступа к порталу. На странице подтверждения входа будут отображены QR-код и секретный ключ.
  2. Установите приложение для аутентификации на своем мобильном устройстве. Вы можете использовать Google Authenticator для Android и iOS или Authenticator для Windows Phone.
  3. Откройте приложение для аутентификации на мобильном устройстве и настройте его одним из следующих способов:
    • Отсканируйте QR-код, отображенный в браузере, или
    • Вручную введите секретный ключ, отображенный в браузере,
  4. На странице подтверждения входа на портал введите шестизначный код, сгенерированный приложением,
  5. Нажмите кнопку Подключить приложение.

Подробнее об использовании двухфакторной аутентификации на портале можно прочитать в следующей статье.

Настройки доверенных почтовых доменов

Этот раздел позволяет вам указать почтовые серверы, которые могут использоваться для самостоятельной регистрации пользователей в онлайн-офисе. По умолчанию эта возможность отключена. Для ее включения:

Чтобы добавить больше почтовых серверов, нажмите на ссылку Добавить доверенный домен. Для удаления сервера, добавленного по ошибке, щелкните по соответствующему значку Значок Удаления справа от поля.

После этого любой пользователь, имеющий учетную запись на указанном почтовом сервере, сможет зарегистрироваться самостоятельно, нажав на ссылку Нажмите сюда, чтобы присоединиться на странице Входа и введя адрес электронной почты. Пригласительное сообщение со ссылкой на портал будет выслано на указанный адрес электронной почты. Чтобы войти на портал, пользователь должен будет перейти по ссылке из сообщения, ввести пароль и подтвердить его.

Чтобы снова отключить эту возможность, выберите переключатель Отключено.

Настройки IP-безопасности

Этот раздел позволяет предотвратить доступ на портал нежелательных посетителей, разрешив доступ к нему только из доверенных сетей. Если пользователь пытается войти на портал с любого IP-адреса, кроме указанных, эта попытка входа будет заблокирована. Чтобы ограничить доступ к порталу по IP-адресам,

  1. выберите переключатель Включить;
  2. нажмите на ссылку Добавить разрешенный IP-адрес;
  3. в открывшемся поле ввода укажите отдельный IP-адрес в формате IPv4 (#.#.#.#, где # - это числовое значение от 0 до 255) или задайте диапазон IP-адресов, указав начальный и конечный IP-адреса диапазона в формате #.#.#.#-#.#.#.#;
    Сведения об IP-адресах посетителей портала можно найти в подразделе История входов в систему раздела Безопасность, нажав на кнопку Скачать и открыть отчет.
  4. таким же образом добавьте нужное количество доверенных IP-адресов;
  5. нажмите кнопку Сохранить внизу раздела.

В случае необходимости можно удалить добавленные IP-адреса, нажав на соответствующий значок Значок Удалить справа от IP-адреса. Чтобы снова отключить эту возможность, выберите переключатель Отключить и нажмите кнопку Сохранить.

Настройки сообщений администратору

Этот раздел позволяет отобразить контактную форму на странице Входа, чтобы люди могли отправить сообщение администратору портала, если у них возникнут проблемы с доступом на портал.

Чтобы включить эту возможность, выберите соответствующий переключатель и нажмите кнопку Сохранить внизу раздела, чтобы выбранные настройки вступили в силу.

Время существования сессии

Этот раздел позволяет позволяет задать время (в минутах), прежде чем пользователям портала потребуется заново вводить учетные данные для получения доступа к порталу.

Чтобы задать время существования сессии, выберите переключатель Включить, в появившемся поле Время существования введите нужное значение времени в минутах и нажмите кнопку Сохранить внизу раздела, чтобы выбранные настройки вступили в силу. После сохранения настроек все пользователи будут разлогинены.

\2Управление правами доступа :

Подраздел Права доступа в разделе настроек Безопасности используется для смены владельца портала, предоставления пользователям привилегий администратора и ограничения доступа к определенным модулям портала для пользователей и групп.

Чтобы просмотреть подробные сведения о существующих уровнях доступа на портале и узнать, какие разрешения есть у гостей, пользователей и администраторов, обратитесь к этому разделу.
Смена владельца портала

Если владелец портала хочет назначить другого участника портала на эту позицию, ему необходимо:

  1. нажать на ссылку Выбрать владельца под своей фотографией в разделе Владелец портала,
  2. выбрать другого человека из выпадающего списка,
  3. нажать на кнопку Сменить владельца портала,
  4. проверить почтовый ящик и перейти по ссылке для подтверждения, отправленной в сообщении по электронной почте.
Смена владельца портала Смена владельца портала
Добавление администраторов

Владелец портала или администраторы с полным доступом могут предоставить привилегии администратора только пользователям (не гостям). Для этого надо выполнить следующие шаги:

  1. нажать на ссылку Показать рядом с заголовком Администраторы
  2. нажать на ссылку Выбрать пользователя под списком администраторов
  3. выбрать человека или нескольких человек сразу из существующих пользователей/гостей или создать нового администратора прямо здесь, нажав на ссылку Создать новый профиль
  4. нажмите кнопку Сохранить
  5. выбранный человек по умолчанию получит максимальный доступ ко всем модулям портала; для ограничения этого доступа снимите флажки, соответствующие тем модулям, к которым вы не хотите предоставлять доступ администратору
Добавление администраторов Добавление администраторов
Ограничение доступа к модулям портала

Владелец портала или администраторы с полным доступом могут ограничить доступ к определенным модулям портала для некоторых пользователей или групп.

Чтобы ограничить доступ к какому-либо модулю портала:

  1. перейдите к нужному модулю под списком Администраторов,
  2. выберите переключатель Пользователей из списка,
  3. выберите пользователей, которым надо предоставить доступ,

    Для этого используйте одну из доступных опций:

    • используйте ссылку Добавить пользователя, если надо предоставить доступ одному или более людям;
    • используйте ссылку Добавить группу, если надо предоставить доступ всем пользователям портала, или одной или более группам.
Ограничение доступа к модулям портала Ограничение доступа к модулям портала
]!6Настройки управления данными"

Раздел настроек Управление данными позволяет обеспечить безопасность данных и возможность их восстановления, а также управлять статусом портала. Этот раздел содержит три подраздела: Миграция, Резервное копирование и Деактивация/Удаление портала.

Изменение региона портала
Эта опция доступна только для владельцев платных порталов.

Подраздел Миграция в разделе настроек Управление данными позволяет изменить местоположение сервера, на котором размещен ваш портал. Чем ближе к вам регион сервера территориально, тем выше будет скорость работы портала.

Изменение региона портала Изменение региона портала

В настоящее время можно выбрать один из трех регионов: Европа (Ирландия), Запад США (Орегон) и АТР (Сингапур). Для перехода из одного региона в другой:

Как только этот процесс будет запущен, его нельзя будет отменить.

Перенос может занять некоторое время, в зависимости от объема данных на вашем портале. В ходе этого процесса портал будет недоступен. После того как перенос завершится, вы получите по электронной почте сообщение с новым адресом портала.

^#'Настройки интеграции$

Раздел Интеграция служит для интеграции вашего портала со сторонними сервисами и настройки параметров SMTP.

Интеграция со сторонними сервисами

Если вы используете SaaS-версию, параметры ключей авторизации для большинства сервисов, таких как Facebook, Twitter, Google, LinkedIn, Box, Dropbox, OneDrive, Bitly, Firebase и Yahoo, настраиваются автоматически, поэтому соответствующие переключатели неактивны. Вы можете сразу же подключить свой аккаунт Facebook/Google/LinkedIn/Twitter на странице вашего профиля или перейти к инструкциям, изложенным в этой статье, чтобы узнать, как подключать сторонние сервисы внутри модуля Документы.

На странице Сторонние сервисы в SaaS-версии вы можете подключить следующие сервисы:

Для получения дополнительной информации по интеграции со сторонними сервисами обратитесь к нашим инструкциям для SaaS-версии или серверной версии.

Настройка параметров интеграции Настройка параметров интеграции
_%'Настройки статистики&

Раздел Статистика используется для представления и обобщения всех данных портала, чтобы можно было анализировать их и управлять ими.

Просмотр статистики портала

Здесь можно просмотреть следующие сведения:

Просмотр статистики портала Просмотр статистики портала
`' Descrizione(

Dopo aver creato un portale online office, puoi personalizzarlo e gestirlo per adattare ai bisogni della tua azienda:

Per accedere alle Impostazioni da qualsiasi pagina del portale online office, clicca sull'icona Impostazioni nella parte superiore della pagina o utilizza l'elenco a discesa nell'angolo sinistro superiore e seleziona l'opzione corrispondente.

a)$Modifica delle impostazioni generali*X

La sezione Generale delle Impostazioni si apre di default. Qui puoi configurare le seguenti impostazioni:

Modifica delle impostazioni generali Modifica delle impostazioni generali
Regione del portale
Questa opzione è disponibile solo per i proprietari dei portali pagati.

Questa sezione ti permette di cambiare la locazione del server dove il tuo portale è ospitato. Più vicina è la regione del server alla tua posizione geografica, più rapido è il lavoro del portale.

Al presente puoi selezionare tra due regioni disponibili: Regione UE (Irlanda) e Regione Ovest degli Stati Uniti (Оregon). Per migrare da una regione all'altra,

Una volta avviato il processo, non può essere annullato.

Il processo di migrazione richiede certo tempo secondo la quantità dei dati nel portale. Durante questo processo il portale non sarà disponibile. Una volta completata la migrazione, riceverai il messaggio con il nuovo indirizzo del portale.

Lingua e fuso orario

Questa sezione ti permette di cambiare la lingua dell'intero portale per tutti gli utenti e configurare il fuso orario perché tutti gli eventi siano visualizzati con la data e l'ora corretta.

Per configurare le impostazioni Lingua e fuso orario,

DNS

Questa sezione ti permette di impostare un URL alternativo per il tuo portale online office. Il tuo portale di default è registrato all'indirizzo nome.onlyoffice.com. Puoi cambiarlo specificando il proprio nome a dominio. Per farlo, seleziona l'opzione Domini personalizzati e specifica il tuo proprio nome a dominio per il portale online office nel campo di sotto.

Per impostare il proprio nome a dominio, aggiungi la voce DNS CNAME, come ad esempio: team.ourcompany.com - intranet.onlyoffice.com (per la regione Ovest degli Stati Uniti (Оregon)) o intranet.teamlab.eu.com (per la regione UE (Irlanda))

Prima di farlo, hai bisogno di configurare il tuo nome a dominio per indirizzare al server online office impostando i record DNS adatti. Ti preghiamo di contattare l'ufficio registro dove hai comprato il nome a dominio per sapere come farlo.
Dominio affidabile

Questa sezione ti permette di specificare i server di posta elettronica da utilizzare per l'autoregistrazione nel tuo portale online office. Di default, questa opzione è disabilitata. Per abilitarla,

Dopo questo qualsiasi utente che ha un account sul server di posta elettronica specificata potrà registrarsi cliccando sul collegamento Clicca qui per accedere nella Pagina di accesso ed inserendo l'indirizzo email. Un invito con il collegamento al portale verrà inviato all'indirizzo specificato. Per accedere l'utente deve seguire il collegamento fornito nell'email, inserire una password e confermarla.

Per disattivare questa opzione di nuovo seleziona l'opzione corrispondente.

Livello di sicurezza della password

Questa sezione ti permette di determinare il livello di sicurezza della password (l'efficacia di una password nella difesa contro intrusi e impostori). Per farlo,

Collegamento di invito

Questa sezione ti permette di invitare i nuovi utenti ad accedere al tuo portale online office. Per farlo, copia il collegamento usando l'opzione corrispondente o i tasti Ctrl + C per poi incollarlo nel messaggio ed inviare alle persone che desideri invitare al tuo portale. Usando lo stesso collegamento puoi invitare quante persone vuoi.

Se desideri concedere alle persone invitate i privilegi di sola visualizzazione, seleziona Aggiungi utenti come ospiti PRIMA di copiare il collegamento.

Dopo aver seguito il collegamento ed inserito il suo indirizzo email, nome, cognome e password l'utente sarà automaticamente aggiunto al tuo portale e potrà cominciare a collaborare con te.

Il collegamento inviato rimerrà valido solo per 7 giorni.
Contatti amministratore

Questa sezione ti permette di inserire il modulo di contatto nella Pagina di accesso per dare la possibilità di contattare l'amministratore del portale in caso di problemi con la registrazione.

Per attivarla, basta selezionare l'opzione corrispondente e cliccare su Salva nella parte inferiore della sezione per applicare le modifiche apportate.

Autenticazione a due fattori
Questa opzione è disponibile solo ai proprietari/amministratori con accesso completo dei portali pagati.

Questa sezione ti permette di attivare la verifica a due passaggi per assicurare un accesso al portale più sicuro. Un utente può accedere ai dati del portale dopo aver inserito il suo indirizzo email e la password o usato un account sociale e digitato un codice di verifica a sei cifre ricevuto per SMS. I messaggi SMS vengono inviati al telefono portabile primario dell'utente che viene specificato durante il primo accesso al portale dopo l'attivazione dell'autenticazione a due fattori e può essere modificato in seguito nella pagina di profilo. Un codice di verifica può essere inviato di nuovo con un clic sul pulsante Invia codice di nuovo, ma non più spesso di 5 volte ogni 5 minuti. Il codice inviato rimane valido durante 10 minuti.

Per attivare questa opzione, usa il pulsante di opzione corrispondente e clicca su Salva nella parte inferiore della sezione per applicare le modifiche apportate.

Il numero di SMS rimanenti/pagati è anche visualizzato in questa sezione.

Una volta pagato il portale, un pacchetto SMS iniziale che include un certo numero di SMS secondo il piano tariffario scelto sarà a tua disposizione. Il numero di SMS in questo pacchetto è uguale al numero di utenti massimo autorizzato dal piano tariffario moltiplicato per due. Il pacchetto iniziale viene fornito una sola volta.

In questa sezione puoi anche acquistare più SMS cliccando sul collegamento Acquista pacchetto SMS e selezionando il pacchetto necessario nella finestra aperta.

Pagina iniziale predefinita

Questa sezione ti permette di selezionare la pagina da aprire subito dopo aver acceduto al portale o cliccato sul logo di online office nell'angolo sinistro superiore. Puoi selezionare uno dei moduli online office, la pagina Feed, o lasciare la pagina predefinita con la Scelta del modulo.

Seleziona l'opzione desiderata e clicca su Salva nella parte inferiore della sezione per applicare le modifiche apportate.

b+!Gestione dei moduli di un portale,

La sezione Moduli e strumenti ti da l'accesso all'elenco dei moduli e degli strumenti del portale e la possibilità di gerstirli. Per farlo,

I moduli e gli strumenti deselezionati vengono nascosti da tutti gli utenti del portale.

I moduli e gli strumenti riattivati vengono disponibili anche a tutti gli utenti del portale. Per limitare l'accesso, passa alla sezione Privilegi di accesso delle Impostazioni del portale.
Gestione dei moduli di un portale Gestione dei moduli di un portale
c-Personalizzazione di un portale.

La sezione Personalizzazione ti permette di cambiare l'aspetto del tuo portale online office. Puoi utilizzare il logo, il nome e i propri testi per adattare il portale al brand aziendale.

Personalizzazione di un portale Personalizzazione di un portale
Impostazioni di saluto

Questa sezione ti permette di cambiare il titolo e il logo predefinito visualizzati nella Pagina di accesso del tuo portale. Per farlo,

Modello della squadra

Questa sezione ti permette di nominare l'organizzazione (o gruppo), i suoi membri e le loro attività all'interno del tuo portale online office. Per farlo,

OPPURE

Temi colori

Questa sezione ti permette di cambiare la combinazione colori predefinita dell'interfaccia del portale per adattarla allo stile della tua azienda. Per farlo,

  1. passa da un Tema colori ad un altro per visualizzarli in anteprima: Arancio puro, Verde scuro, Blu profondo, Rosa selvatica, Blu brillante,
  2. seleziona quello adatto,
  3. clicca su Salva per applicare il tema colori selezionato.

Per ritornare al tema colori predefinito, clicca su Originale e salva le modifiche apportate.

d/ Creazione di una copia di backup0

La sezione Copia di backup di dati ti permette di creare una copia di backup di tutti i dati del tuo portale e trasferirli dal cloud al tuo server locale. Per farlo,

E' impossibile reimportare i file di backup nel portale, però puoi utilizzarli nella versione intranet locale (open source o installazione) .
  1. apri la pagina Backup/Disattivazione,
  2. va' alla sezione Copia di backup di dati,
  3. clicca su Crea copia di backup,
  4. scarica la copia di backup sul disco locale usando il collegamento che appare al di sotto del pulsante una volta completato il processo di creazione.
    Il collegamento rimarrà valido solo per 24 ore.
Creazione di una copia di backup Creazione di una copia di backup

Un file .zip verrà creato sul tuo disco locale. Puoi utilizzarlo per ripristinare i dati sul tuo server locale con online office Intranet installato.

Per ulteriori informazioni, visita la nostra sezione Consigli e trucchi.

e1)Disattivazione/eliminazione di un portale2

Se hai deciso di non utilizzare più il portale online office durante un certo periodo di tempo, disattivalo. Per farlo,

  1. apri la pagina Backup/Disattivazione,
  2. va' alla sezione Disattivazione del portale,
  3. clicca su Disattiva.

Un collegamento per la conferma dell'operazione verrà inviato all'indirizzo email del proprietario del portale. Segui il collegamento fornito per confermare l'operazione.

Il collegamento contenuto nell'email rimarrà valido solo per 7 giorni. Ti preghiamo di completare il processo di disattivazione del portale durante questo periodo.

Dopo questo il portale e tutte le informazioni associate vengono bloccati e nessuno ha accesso ad esso durante un certo periodo.

Potrai riattivare il tuo portale online office in qualsiasi momento. Per ritornare al portale online office e riprendere il lavoro, utilizza il secondo collegamento fornito nel messaggio di conferma. Allora ti preghiamo di conservare questo messaggio in un posto sicuro.

Se non desideri utilizzare più il portale online office e vuoi eliminarlo per sempre,

  1. apri la pagina Backup/Disattivazione,
  2. va' alla sezione Eliminazione del portale,
  3. clicca su Elimina per inviare la tua richiesta.

Un collegamento per la conferma dell'operazione verrà inviato all'indirizzo email del proprietario del portale. Segui il collegamento fornito per confermare l'operazione.

Il collegamento contenuto nell'email rimarrà valido solo per 7 giorni. Ti preghiamo di completare il processo di eliminazione del portale durante questo periodo.

Tutti i dati memorizzati nel tuo portale, e anche i dati di registrazione verranno eliminati. Non potrai riattivare il tuo portale o recuperare qualsiasi informazione associata.

Disattivazione/eliminazione di un portale Disattivazione/eliminazione di un portale
f3!Visualizzazione delle statistiche4

La sezione Statistica si usa per presentare e riassumere tutti i dati del tuo portale per poter analizzarli e gestirli. Qui puoi visualizzare le seguenti informazioni:

Visualizzazione delle statistiche Visualizzazione delle statistiche
g5!Verifica della cronologia accessi6

La sezione Cronologia accessi si usa per monitorare le ultime attività di accesso compresi gli accessi riusciti e i tentativi non riusciti con la ragione specificata.

Questa pagina contiene solo 20 registrazioni. Ogni registrazione include le informazioni sull'azione che ha avuto luogo, sulla persona che l'ha effettuato e il tempo quando l'evento ha avuto luogo.

Verifica della cronologia accessi Verifica della cronologia accessi
h7,Ricezione dei dati dal registro di controllo8

La sezione Registro di controllo ti permette di sfogliare l'elenco delle ultime modifiche (creazione, modifica, eliminazione ecc.) apportate dall'utente agli elementi (attività, opportunità, file ecc.) sul tuo portale online office.

Questa funzione è al presente disponibile solo nei moduli Documenti, Progetti, CRM e Persone.

Questa pagina contiene solo 20 registrazioni. Ogni registrazione include le informazioni sull'azione che ha avuto luogo, sulla persona che l'ha effettuato e il tempo quando l'evento ha avuto luogo.

Ricezione dei dati dal registro di controllo Ricezione dei dati dal registro di controllo