Application Manuals

  1. Address Book
  2. Bulletin Board
  3. Cabinet
  4. Circulation
  5. Forum
  6. Project
  7. Reservation
  1. Scheduler
  2. ToDo List
  3. Web Forms
  4. WebMail
  5. Whereabouts


  6. Sync 4


  7. System Settings
  8. User Settings

Address Book

Address Book lets you can create company-wide and personal address books. You can record, manage, and disperse important information for each address record including telephone numbers, email addresses, and personal notes.

Address Book also contains the User Directory, which allows you quick access to your co-workers' important information.

  1. Add Address Records
  2. Edit Address Records
  3. Copy Address Records
  4. Delete Personal Address Records
  5. Delete All Records from the Personal List
  6. Export Personal Address Records to CSV Files
  7. Import Personal Address Records via CSV Files
  8. Browse Address Records
  9. Search Company-wide Address Records
  10. User Directory
  1. View Setting
  2. Access Permissions Chart
  3. Set Access Permissions
  4. Set Up Address Fields
  5. Delete Company-wide Address Records
  6. Delete All Address Records
  7. Export Company-wide Address Records to CSV Files
  8. Import Company-wide Address Records via CSV Files

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View FAQ for Address Book

Bulletin Board

In Bulletin Board you can post important company-wide announcements or post articles/documents for everyone to see. The announcements are organized by category for quick accessibility.

  1. Post Articles
  2. Reply to Articles
  3. Edit Articles
  4. Delete Articles
  5. Search Articles
  6. Browse the Latest Articles
  7. Browse Other Bulletin Boards
  8. Change Bulletin Board Settings on Your Portal Page
  9. Set up Bulletin Boards
  1. Create a Group Exclusive Bulletin Board
  2. Set Access Permissions
  3. General Settings
  4. Delete/Move Articles
  5. Delete All Articles
  6. Merge Bulletin Boards
  7. Split a Bulletin Board

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View FAQ for Bulletin Board

Cabinet

Cabinet 4 acts as a local file-sharing network for your group or company. You can store files in an organized folder management system for easy management. Files and folders can be group-exclusive for privacy. You can use the file lock feature to prevent others from editing a file while you are working on it, and the version control feature also allows you to restore your edited files to their original versions.

  1. Browse Folders
  2. Add Folders
  3. Delete Folders
  4. Edit Folder Details
  5. Change Folder Paths
  6. Change Order of Folders
  7. Add Files
  8. Delete Files
  9. Edit File Details
  10. Change File Paths
  11. Change the Order of Files
  12. Restore File Versions
  1. Restore Deleted Files
  2. Lock and Edit Files
  3. Search Folders/Files
  4. Set the Number of Keywords for Folders/Files
  5. Set the Number of Update Logs to Display
  6. Set the Time Period to Hold Deleted Files for Restoration
  7. Activate File Lock
  8. Activate Version Control
  9. Set Access Permissions

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View FAQ for Cabinet

Circulation

Circulation allows you to send messages and documents to colleagues in your group or company. This is the resource to use when you need to know if important information has been delivered to the right people. Circulation 4 goes beyond they typical distribution list by offering message tracking and by giving you the current status of responses from message recipients. Users can post a response or circulate a new message to build group discussion.

  1. Send Circulations
  2. Attach Files
  3. Reuse Circulations
  4. Add Users to Circulations
  5. Check Status of Sent Circulations
  6. Read Received Circulations
  7. Add Comments to Received Circulations
  1. Search Circulations
  2. Delete Circulations
  3. Export Circulations
  4. General Settings
  5. Delete All Circulations

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View FAQ for Circulation

Forum

Using Forum 4, you can start and participate in online discussions. Everyone can exchange opinions on various subjects, regardless of time or location. Forum lets you create organized categories and topics for all threaded opinions.

Whereas Bulletin Board 4 is designed to broadcast information to multiple users at one time, but Forum is designed to offer a place for discussion on a specific subject.

  1. Add New Subjects
  2. Post Opinions within Subjects
  3. Search Opinions
  4. Delete Opinions
  5. Browse the Latest Opinions
  6. Set Forum View on Your Portal Page
  7. General Settings
  8. Set Access Permissions
  1. Add Forums
  2. Edit Forums
  3. Delete Forums
  4. Change the Order of Displaying Forums
  5. Delete All Subjects
  6. Delete a Subject

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View FAQ for Forum

Project

Project 4 lets you create projects and manage them to completion. Create a sequence of jobs and tasks each with responsible parties, timelines, goals and action steps. Keep track of status visually with a chart view of progress or a table view showing written status and risks from the task owners.

  1. Add Projects
  2. Add Projects via CSV Files
  3. Add Projects Based on Existing Project Data
  4. Set Units of Numeric Goals
  5. Edit Projects
  6. Change Project Managers and Members
  7. Edit Job/Task Properties
  8. Add Jobs
  9. Edit Job Details
  10. Copy Jobs
  11. Delete Jobs
  12. Change Order of Job Display
  13. Add Tasks
  1. Change Order of Task Display
  2. Edit Task Details
  3. Copy Task Details
  4. Delete Tasks
  5. Set Projects as Complete
  6. Resume Completed Projects
  7. Import Project Data via CSV Files
  8. Export Project Data to CSV Files
  9. Display Projects on Your Portal Page
  10. Set Access Permissions
  11. Set Permissions for Project Administrators

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View FAQ for Project

Reservation

In Reservation you can reserve facilities for conferences, meetings, or other events. You can check for availability, book facilities, and reserve special equipment such as televisions or other AV equipment.

  1. Reserve Facilities
  2. Edit/Delete Facility Reservations
  3. Reuse Reservations
  4. Browse Reservations
  5. Browse My Group
  6. Browse Scheduler 4
  7. General Settings
  8. Set Up Holidays
  1. Export Holiday Data to CSV Files
  2. Import Holiday Data from CSV Files
  3. Change Facility Settings
  4. Change Facility Group Settings
  5. Customize Facility Properties
  6. Export Facility Reservation Data

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View FAQ for Reservation

Scheduler

Scheduler lets you easily keep track and maintain your individual or co-workers’ schedules. Quickly view calendars and schedule meetings, appointments or company resources. You can schedule all-day, repeating, or one-time events.

  1. Add an Event
  2. Edit/Delete Events
  3. Reuse Schedules
  4. Browse Schedules
  5. Browse My Group
  6. Export My User Data to CSV File
  7. Send Whereabouts Messages from Scheduler
  8. Set Schedule Views on the Portal Page
  1. General Settings
  2. Set Up Events/Location Options
  3. Set Up Holidays
  4. Export Holiday Data to CSV Files
  5. Import Holiday Data via CSV Files
  6. Set Access Permissions

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View FAQ for Scheduler

Sync 4

Sync 4 lets you synchronize key Office applications -Scheduler, ToDo List, Address Book, Bulletin Board, and WebMail - with your handheld and vice versa. You can use Office 4 anytime, anywhere as long as you have a Palm OS(R) device.

Just put your handheld in its cradle and press the HotSync button.

HotSync will start synchronizing, and you're off and running!

  1. Before You Start
  2. What You Can Do
  3. Basic Settings
  4. HotSync Settings for Address Book
  5. HotSync Settings for Bulletin Board
  6. Hot Sync Setting for Scheduler
  1. HotSync Settings for ToDo List
  2. HotSync Settings for WebMail
  3. About the Sync License
  4. Registration Key Setting

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View FAQ for Sync 4

System Settings

System Settings allow the system administrator (or anyone who knows the system administrator password) to control various company-wide settings which affect all users.

Overall System Settings are found at the bottom of your Portal Page, whereas the System Settings for each individual application are found on the home pages of each application.

If you are a system administrator, you can set the overall and application settings company-wide settings as follows:

  1. Set Admin Password
  2. Set up Groups
  3. Set up Users
  4. Change Display Order of Users in Groups
  5. Register Users/Groups from CSV Files
  6. Set Up Company Profile
  7. Set Up SMTP Server Information
  8. Edit/Delete Users
  9. Set Up Login Style
  10. Set up Login Page Icons/Bookmarks
  11. Choose Start Up Icon Order
  12. Set up Company-wide Bookmarks
  13. Activate Select Modules
  1. Change Corporate Logo
  2. Set Up Biz Links
  3. Set Up Access Permissions for User Directory
  4. Set Up New Fields in User Directory
  5. Change Display Order of User Directory Fields
  6. Edit User Directory as System Administrator
  7. Set Up Registration Key
  8. Transfer User Data Between Servers
  9. Data Backup
  10. Long Term Backup
  11. Restore Data

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View FAQ for System_Settings

ToDo List

Using ToDo List you can create individual or group-tasks, keep track of due dates, and keep a history of all your ToDos.

  1. Register a Simple ToDo
  2. Register an Advanced ToDo
  3. Edit a ToDo
  4. Delete a ToDo
  5. Complete a ToDo
  6. Resume a Completed ToDo
  7. Browse a ToDo
  1. Change the Order of ToDo Display
  2. Browse/Delete ToDo History
  3. Set ToDo List View on Your Portal Page
  4. General Settings/Access Permissions

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View FAQ for ToDo List

User Settings

Each Office 4 registered user can customize their personal portal pages. Users can change their page layout and design, set up bookmarks and personal groups, and most importantly, they can set up the information that shows up on their portal page to fit their specific needs.

  1. Change Your Password/User Information
  2. Set Up Frame View
  3. Setting Up Portal Page Design
  4. Set Up Your Portal Page Layout
  5. Set up My Groups
  6. Change My News Default
  1. Set Up Web Search
  2. Set Up Personal Bookmarks
  3. Setting Up Applications on Your Portal Page

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View FAQ for User_Settings

Web Forms

Web Forms allows you to send, receive, and process various forms online.

You can create customized online forms such as expense reports, travel reports, purchase orders, etc. through an easy user interface, without knowing any HTML. When creating the forms, you can specify the form routing for fast and efficient approvals.

After the forms are created, everyone can submit the customized company forms online and track their forms' approval routing real-time.

  1. Submit a Form for Approval
  2. Reuse Forms
  3. Print Forms
  4. Approval/Decline Routed Forms
  5. Delete Forms from Your Received List
  6. Search Forms
  7. Set Up Form Categories
  8. Add New Forms
  9. Set Up Form Items
  10. Import/Export Forms
  11. Copy Forms
  12. Editing Forms
  1. Delete Actual Forms
  2. Change the Order of Displaying Forms
  3. List All Application Records
  4. Search All Forms
  5. Export Application Data
  6. Set Up Application Path Options
  7. View Web Form Messages on Your Portal Page
  8. General Settings
  9. Set Up the Administrator Group
  10. Set Access Permissions

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View FAQ for Web Forms

WebMail

Send or receive emails using WebMail. It uses SMTP/POP3 protocol, making set up and use easy. You can check your emails from anywhere, anytime, as the emails are stored on a Web server where WebMail is installed. You can file your emails in folders you create, or you can apply pre-set rules to your emails so they are distributed to folders automatically.

  1. Create Emails
  2. Reply to Emails
  3. Resend Emails
  4. Receive Emails
  5. Browse Emails
  6. Move/Delete Emails
  7. Delete Emails Due to Size Limitations
  8. Save Emails as Text Files
  9. Delete All Searched Emails
  10. Set Up Accounts
  11. Edit User Accounts
  1. General Settings
  2. Set Up Email Folders
  3. Set Email Rules
  4. WebMail Overview
  5. Set Up SMTP Servers
  6. Set Up POP3 Servers
  7. Set Disk Quotas for All Emails
  8. Limit Email File Sizes

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View FAQ for WebMail

Whereabouts

Whereabouts lets you know where a group member is at all times. You can easily see if your colleagues are available, register messages for them, browse schedules and agendas, and use a time sheet to record your personal attendance.

  1. Register/Edit Whereabouts
  2. Register Messages
  3. Browse Whereabouts
  4. Browse/Delete Messages
  5. Browse Daily View of Schedule
  6. Set Up Time Sheets
  7. Export data to a CSV file
  8. Change User Settings
  9. Display Whereabouts on Your Portal Page
  1. Set Up the Whereabouts Menu
  2. Set Access Permissions
  3. Change Mail Server Settings
  4. Set Up Time Sheets
  5. List Time Sheet Data
  6. Using Message Settings

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View FAQ for Whereabouts