System Settings manual

What are 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

   (System Settings)

The Administrator Password lets you and whoever else knows the password log in as a system administrator. With the password, you have access to all System Settings and company-wide Settings at the bottom right corner of all applications.

As a system administrator, you can control access permissions, set up users and groups, and manage many other options for the individual applications.

The first time you log in to Office 4, you will come in as a default user (Lisa, Bob, John, etc.). The first thing you should do is to set the administrator password; thereafter, you will have to use that password to access any admin functions. The system default is no admin password, so it is wise to set it up immediately.

Once you log in as Admin in an Office 4 session, you will retain Admin rights until you log out. All Admin screens have a yellow background to help you visually distinguish between regular Office usage and Admin privileges.

You should be careful with the Admin Password, and give it only to people you trust to manage the structure and organization of the Office suite.

To set up a password for Office 4, follow these steps:

  1. Before Login, from the Office 4 menu, choose System Setting > System Password Setting, or

    After Login, choose System Setting > System Password Setting.

  2. Register a password.

    [********] is displayed in the password box. Delete it and register your password.

    Choose a case-sensitive password that does not exceed 64 characters.

  3. When done, click Edit.

    Only system administrators should know this password. With this identification, you can set up users and administer application settings.

    A password is valid until logout or browser exit.

2. Set up Groups

   (System Settings)

As a system administrator, you control the set up and organization of Groups for all users.

Group settings are important to help users be more efficient in finding people and information most important to them. We suggest that you add groups based on your organizational structure, such as Sales or R&D, so that all users can easily understand who should be in each group.

Each user can be added to multiple groups at the same time. In addition, it may be a good idea to create cross-functional/departmental groups to meet the urgent needs for workgroups/project teams.

To create company Groups, follow these steps:

  1. Before Login, from the Office 4 menu, choose System Setting > Group Setting, or

    After Login, choose System Setting > Group Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Click Add.

  3. Enter required data.

    *Notice:

    • If you delete Group Information
      • The corresponding Exclusive Group's data are deleted in Bulletin Board 4 and Forum 4. The users data in other applications (ex) Bulletin Board or Forum) are maintained but only System Administrators can delete the file.
      • Group information of users who belonged to the Group will be disappeared. (If the Group was the only group a user belonged to, the user will not belong to any group after the deleting the Group.

    • If you change Group ID
      • Group ID is assigned by Cybozu Office 4 automatically.
        Deleting ID number means the same thing as deleting its Group Information. Once you delete ID number, you can not return to the Group just by setting ID number again. Cybozu Office 4 will assign new ID number to the user.

    • If the data is deleted by mistake, please restore with Backup files.

  4. When done, click Add.

    We recommend you start by setting up large groups such as the Sales Department or Marketing Department.

    If you make groups too small, they may be inefficient to use for groupware purposes.

    Users can belong to multiple groups. For example, a user can belong to both the Sales and the Marketing groups at the same time.

3. Set up Users

   (System Settings)

In order for users to be able to log in to Office 4 to get their personalized Portal Pages, the system administrator has to register users. During the free trial, the administrator may register as many users as necessary, but once a license is purchased, you can only register as many users as your license specifies (i.e. 50 user license, 100 user license).

Those who are not registered users are considered Guest Users and cannot log in to a personalized Portal Page. Although they cannot have full access to use Office 4, some information is available to Guest Users depending on how the access permissions are set up for each application by the system administrator.

To set up users in Office 4, follow these steps:

  1. Before Login, from the Office 4 menu, choose System Setting > User Setting, or

    After Login, choose System Setting > User Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Click Add.

  3. Enter required data. Here are helpful explanations:

    Name: A user will have a distinct ID number assigned automatically. Please note that it is possible to have the same name as other users. In addition, the system administrator can change a name at any time upon user request.

    This information can only be edited by a system administrator.

    Email: This is for the email address link within Office 4. If a user enters an email address here, the address will be displayed with the user name in Whereabouts 4 and Bulletin Board 4. Then, the user can click the email address link from these applications to send emails.

    A user can change the email account setting from User Information Setting or from WebMail 4.

    URL: Enter any personal URL for the user.

    A user can change this URL at any time from User Information Setting.

    Contact: If a user enters a corporate extension number or a mobile telephone number, it is automatically displayed in Whereabouts 4 or Reservation 4 as their Contact. To set up another mail account, a user must open Whereabouts 4 and proceed to the User Setting there.

    A user can change the Contact information at any time from User Information Setting.

    Password: The login password must not exceed 64 characters. However, other user information has a 100-character maximum.

    When setting up initial users, we recommend you use a general password for all users, so that you can easily let the users know their user names and passwords.

    Once a user logs in, the user should immediately change the password from Change Password.

    Default Group: A user must set up a default group for each application. For example, when a user opens Scheduler 4, they will see their default group automatically displayed on the first screen. A user can select a default group from the groups that are registered in [2].

    Users can edit this information themselves once they log in.

    Group to join: To associate a user with a group, go to Group Not to Join, click the group. Then click Add. Users can be associated with multiple groups.

    Users cannot edit this information themselves. The system administrator must change this setting for the user.

  4. When done, click Add.

4. Change Display Order of Users in Groups

   (System Settings)

As a system administrator, you can change the display order of a user name in each group. For example, “John” may be displayed first in “Group A” but second to last in “Group B.”

To use Office 4 to change the display order of a user name in a group, follow these steps:

  1. Before Login, from the Office 4 menu, choose System Setting > User Setting, or

    After Login, choose System Setting > User Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Select a group with the user name to reorder.

  3. Select the user name, and with it highlighted reorder as follows:

    To move user name up: Click the Up Arrow.

    To move user name down: Click the Down Arrow.

5. Register Users/Groups from CSV Files

  (System Settings)

As a system administrator, you can register users or groups through an imported CSV file as follows:

  1. Before Login, from the Office 4 menu, choose System Setting > User Setting or

    After Login, choose System Setting > User Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Click Import.

  3. Click Import CSV File.

  4. Select a CSV file.

    Click Browse to make a selection. If you import a CSV file for both User Information and Group Information, enter both file names.

  5. Click Import.

  6. See Step 7. for a walkthrough of the registration process.

  7. Register user information in a CSV file.

    • Cybozu Office 4 contains "John's" data as an initial group setting. See below for explanation:

    User: "John"'s Data
    User ID 18
    Name John
    E-mail  
    URL http://
    Contact  
    Password  
    Default Group Management
    Other Groups Management, Sales/Marketing,
    R&D, Accounting, Finance,
    General Affairs

    • If you export this CSV file, it will be as follows:

    18,"John","","http://","","*","Management","Management",
    "Sales/Marketing","R&D","Accounting","Finance",
    "General Affairs"

    • From this file is the following user data:

    User: "John"s Data
    User ID 18
    Name John
    E-mail john@abc.com
    URL  
    Contact 650-xxx-xxxx
    Password johnpassword
    Default Group Sales/Marketing
    Other Groups

    Sales/Marketing, Management

    • User ID - You do not need to set this up in the initial setting. It will be assigned automatically.
    • Name - Set up the name of the users. After registration, only the system administrator can change this field.
    • E-mail - Set up an email address. In this example, enter "john@abc.co.jp". It will be possible to edit after registration.
    • URL - If the user has their own URL, enter its address. In this example, enter""(i.e., no address).
    • Contact - Contact information for the user. In this example, "650-xxx-xxxx". The user can change the setting from User Setting or User Directory after registration.
    • Password - Set up the password upon user request. In this example, set "johnpassword" as his password. After registration, the user can change the password from User Setting>Login Password Setting.
    • Default Group - Set up a Default Group. In this example, John's Default Group is Management. In this example, he set "Sales/Marketing" as the Default Group. If the user does not set up a Default Group, leave it blank. The user can edit the Default Group from User Setting or User Directory.
    • Other Groups - Other Groups the user belongs to. In this example, set John to belong to Sales/Marketing and Management.
    • In this example, you will see the following CSV file information.

    18,"John","john@abc.com","","650-xxx-xxxx","johnpassword","Sales/Marketing",
    "Sales/Marketing","Management"

    • User data is created on one line. When done creating, please save in the CSV format. Please import the CSV file by following the instructions under "How to Register" above.
    • When initially registering user data, please delete all user and import files.

    *Notice:

    • If you delete User Information
      • The corresponding user's data are deleted in User Directory,
        Scheduler 4, Whereabouts 4, ToDo List 4 and WebMail 4. The
        users data in other applications (ex) Bulletin Board or Forum)
        are maintained but only System Administrators can delete the file.

    • If the data is deleted by mistake, please restore with Backup files.

    • Items must not exceed 100 characters. When editing from the browser, a 100-character maximum applies to both Internet Explorer and Netscape.

  8. Register Group Information from CSV File

    • Office 4 contains "Finance" data as an initial setting. See below for explanation:

    Group: "Finance" Data
    Group ID 14
    Name Finance
    E-mail  
    URL http://
    Contact  
    Fax  

    • If you export this CSV file, it will be as follows:

    "14","Finance","","http://","",""

    • From this file is the following user data:

    Group: "Finance" Data
    Group ID  
    Name Finance
    E-mail  
    URL  
    Contact  
    Fax  

    • Group ID - You do not need to set this up here in the initial setting. It will be assigned automatically.
    • Name - Set up the name of the Group. In this example, "Finance." After registration, only the system administrator can change this field.
    • Email - Set up the email address (if the group has an email address). In this example, put ""(No email address).
    • URL - If the Group has a home page, set up a URL for reference. In this example, ""(No URL).
    • Contact - Set up a Contact. In this example, ""(No Contact).
    • Fax - If a Group has a fax number, set up this field. In this example, (No Fax number).
    • Then the CSV File is displayed as follows:

    "","Finance","","","",""

    • The data of a group is created on one line. When you finish creating the file, save in the CSV format. Please import the CSV file by following the instructions under "How to Register" above.
    • When initially registering user data, please delete all user and import files.

    *Notice:

    • If you delete Group Information
      • The corresponding Exclusive Group's data are deleted in Bulletin Board 4 and Forum 4. The users data in other applications (ex) Bulletin Board or Forum) are maintained but only System Administrators can delete the file.
      • Group information of users who belonged to the Group will be disappeared. (If the Group was the only group a user belonged to, the user will not belong to any group after the deleting the Group.

    • If you change Group ID
      • Group ID is assigned by Cybozu Office 4 automatically.
        Deleting ID number means the same thing as deleting its Group Information. Once you delete ID number, you can not return to the Group just by setting ID number again. Cybozu Office 4 will assign new ID number to the user.

    • If the data is deleted by mistake, please restore with Backup files.

    • Only the system administrator can change Registered Group information.
    • You can set up a password at 64 bytes maximum and 100 characters maximum for other items. In editing from the browser, 100 characters is the maximum in both Internet Explorer and Netscape.

6. Set Up Company Profile

   (System Settings)

As a system administrator, you should create a company profile for your company. The Company Name will be displayed in the title bar of the browser.

Also, you'll be able to access the company profile information by clicking your Company Name that will be displayed on the top right of the application screen.

To set up a company profile in Office 4, follow these steps:

  1. Before Login, from the Office 4 menu, choose System Setting > Company Profile Setting, or

    After Login, choose System Setting > Company Profile Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Enter required data.

  3. When done, click Save.

7. Set Up SMTP Server Information

   (System Settings)

As a system administrator, you must set up an SMTP server (for outgoing email) to utilize WebMail 4 and the message features in Whereabouts 4.

To set up an SMTP server for outgoing email, follow these steps:

  1. Before Login, from the Office 4 menu, choose System Setting > Mail Server Setting, or

    After Login, choose System Setting > Mail Server Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Enter the IP address or host name of the SMTP server.

    If you do not know the IP address of the SMTP server or the host name, see your network administrator.

  3. When done, click Save.

    The POP3 server setting is administered through WebMail 4.

    We recommend system administrators save backup files to prevent unexpected data losses.

8. Edit/Delete Users

  (System Settings)

As a system administrator, you can edit user information or delete users from Office 4 as follows:

  1. Before Login, from the Office 4 menu, choose System Setting > User Setting, or

    After Login, choose System Setting > User Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. To edit a user:

    • Select a group with the user name to edit.
    • Select the user from the list box.
    • Make changes to the user information as necessary.
    • Click Save.

    To delete a user, follow the steps below:

    Note: If you delete a user, the corresponding user data is deleted from the User Directory in Scheduler, Whereabouts, ToDo List, and WebMail. Data deleted by mistake can be recovered with the backup file.

    • Select a group with the user name to delete.
    • Click the user you want to delete.
    • Click Delete.
    • Click Yes to confirm.

  3. *Notice:

    • If you delete User Information
      • The corresponding user's data are deleted in User Directory, Scheduler 4, Whereabouts 4, ToDo List 4 and WebMail 4. The users data in other applications (ex) Bulletin Board or Forum) are maintained but only System Administrators can delete the file.


    • If the data is deleted by mistake, please restore with Backup files.

9. Set Up Login Style

   (System Settings)

As a system administrator, you can set up the login style for all users. You will choose your style based on the size of your company. See below for details.

  1. Before Login, from the Office 4 menu, choose System Setting > Login Setting, or

    After Login, choose System Setting > Login Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. You can select from two ways to log in to Office 4:

    By User Name (For small- to medium-scale use): Check this option if the company or department has fewer than 100 registered users. A user will simply select his or her name from a drop down menu for user name, enter a password, and move on.

    By User Name & Group Name (For large-scale use): Check this option if the company or department has more than 100 registered users. This option will display all the users in the Login screen by group. A user will selects his or her name from a group, then select a name, enter a password.

    When logging out, Office 4 will remember the Login setting, so at the next Login, only a password will be required.

  3. When done, click Save.

10. Set up Login Page Icons/Bookmarks

   (System Settings)

To change the Login Page settings, follow these steps:

  1. Before Login, from the Office 4 menu, choose System Setting > Login Page Setting, or

    After Login, choose System Setting > Login Page Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Choose options for the Login page as follows:

    List Startup Icon: Check this option to display Startup icons on the Login page.

    Your Guest Users will therefore be able to click on the application icons for limited functionality of Office 4. The limitations depend on access permission settings for each application set up by the system administrator.

    If you do not want to allow Guest Users to use Office 4, simply hide the icons; therefore, no one will be able to use the system without first logging in.

    List Bookmark to Share: Check this option to display company-wide bookmarks on the Login page. These bookmarks are set up by the system administrator in system settings.

  3. When done, click Save.

    This setting is valid for all registered users.

11. Choose Start Up Icon Order

  (System Settings)

As a system administrator, you can change the display order of the application icons on all users' Portal Pages.

Users will then have the ability to hide or show these icons, but they will not be able to reorder them.

To set up the display order of application icons, follow these steps:

  1. Before Login, from the Office 4 menu, choose System Setting > Startup Icon Setting, or

    After Login, choose System Setting > Startup Icon Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Select an application to reorder, and with it highlighted reorder as follows:

    To move application up: Click the Up Arrow.

    To move application down: Click the Down Arrow.

    This setting will be valid for all registered users.

12. Set up Company-wide Bookmarks

   (System Settings)

As a system administrator, you can set up the company-wide bookmarks to be displayed on the Login page and on the Portal Pages of users.

The system administrator chooses whether or not to display the bookmarks on the Login Page (see Set up Login Page Icons/Bookmarks). The users choose if they want to display the shared bookmarks on their personal Portal Pages.

To set up company-wide bookmarks, follow these steps:

  1. Before Login, from the Office 4 menu, choose System Setting > Bookmark Setting, or

    After Login, choose System Setting > Bookmark Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Choose a setup option as follows:

    To add bookmarks: Click Add, enter a title and URL, and then click Add. The title will be displayed on the Login page and the Portal Page. Click it to enter the URL.

    To edit bookmarks: Select a bookmark to edit, click Edit, change as desired, and then click Save.

    To delete bookmarks: (1) To delete one by one, select a bookmark to delete, click Delete, and then click Yes to confirm, (2) To delete all bookmarks, click Delete All Bookmarks, and then click Yes to confirm.

    To change the order of displaying bookmarks: Select a bookmark to reorder, and then click either the Up Arrow or the Down Arrow to move it up or down respectively.

    To import a CSV file: Click Import/Export CSV File, select a file name and location, and then click Import. Importing CSV files does not mean synchronization. Even if you delete or change the order in a CSV file, the change will not be reflected in Office 4 after the CSV file import.

    To export a CSV file: Click Import/Export CSV File, click links.csv, select a location to save to, and then save the CSV file.

13. Activate Select Modules

   (System Settings)

As a system administrator, you control which Office 4 applications are available for users.

If you do not activate applications, the application icon will not be displayed on the Login page or the Portal Page. Users will not be able to use those applications.

To activate applications or modules, follow these steps:

  1. Before Login, from the Office 4 menu, choose System Setting > Module Activation Setting, or

    After Login, choose System Setting > Module Activation Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Check the box beside the application to activate.

  3. When done, click Save.

  4. For the applications you leave unchecked, the following will be set up for all users:

    • The application icons will not be displayed in the Non-Frame View setting. In Frame View, if you change the Use/Not Use setting, the setting will be updated by clicking the Reload button.
    • The Hide Icons will be displayed on the Portal Page.
    • At page Layout Setting, [Disabled] will be shown after the names of the application.
    • If you deactivate Whereabouts, messages will not appear in "Message to You" on the Portal Page.
    • If you deactivate WebMail, new emails will not appear in "Message to You" on the Portal Page.
    • If you deactivate Web Forms, "Pending Application to process" and "Result for application" will not appear in "Message to You" on the Portal Page.
    • If you deactivate the User Directory, the User Directory tab of Address Book is not displayed when composing mail in WebMail.
    • If you deactivate Circulation, unread Circulations will not be displayed on the Portal Page.

14. Change Corporate Logo

   (System Settings)

As a system administrator, you can replace the Office 4 logo displayed at the top left on the Portal Page with a picture file (for example, GIF, JPEG). This will be live for all users.

To replace the Office 4 logo with a corporate logo, follow these steps:

  1. Before Login, from the Office 4 menu, choose System Setting > Logo Image Setting, or

    After Login, choose System Setting > Logo Image Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Click Browse, and select a picture file.

  3. When done, click Save.

    To use the Office 4 logo, click Use Default Logo.

    Note: This change is not valid only for the Urban Style page design.

15. Set Up Biz Links

   (System Settings)

This is the process to set up sending a user ID to a business website. If a user sends their user ID to a business website, they can use services based on settings on the user side. Please note that the user ID data is randomly generated by Office 4, and is not a user entry.

To use Office 4 to set up a business link, follow these steps:

  1. Before Login, from the Office 4 menu, choose System Setting > Biz Links Setting, or

    After Login, choose System Setting > Biz Links Setting.

  2. Click Send Your User ID to Biz Links.

  3. When done, click Save.

16. Set Up Access Permissions for User Directory

   (System Settings)

As a system administrator, you control the access permissions for a guest user of the User Directory. Follow these steps:

  1. From the Portal, choose User Directory > Setting > Access Permission Setting.

  2. To set up access permission for a guest user, check the Browse box.

  3. When done, click Save.

17. Set Up New Fields in User Directory

   (System Settings)

As a system administrator, you can customize data fields in the User Directory. Follow these steps:

  1. From the Portal Page, choose User Directory > Setting > User Field Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Choose an option to add, edit, or delete a field.

    To add a field: Click Add, enter a name, select a type, then click Save.

    To edit a field: Select a field to edit, click Edit, change as desired, then click Save.

    To delete a field: Select a field to delete, click Delete, then click Yes to confirm.

    You cannot edit a Name, Email, URL, or Contact field because they are set as default user fields.

18. Change Display Order of User Directory Fields

   (System Settings)

As a system administrator, you can change the display order of User Directory fields. Follow these steps:

  1. From the Portal Page, choose User Directory > Setting > User Field Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Select a user field to move to a different location.

  3. Click the Up Arrow or the Down Arrow to move the user field up or down respectively.

19. Edit User Directory as System Administrator

   (System Settings)

As a system administrator, you can edit the User Directory information of any users. Users can only edit their own information.

To edit User Directory information that is not yours, follow these steps:

  1. From the Portal Page, click User Directory.

  2. Select a group containing the registered user you want to edit.

  3. Select a registered user.

  4. Click Edit as System Administrator.

    If you are not already logged in as Admin, enter your admin password when prompted.

  5. Enter user information.

    Default Group will be set up as the group displayed initially when the user opens the User Directory.

    The Picture with Browse field displays the image file.

    You can only attach files that have extensions such as .gif or .jpg.

  6. When done, click Save.

20. Set Up Registration Key

   (System Settings)

After your 60-day trial using Office 4, the system administrator will need to purchase a registration key from Cybozu to continue using the program.

Before the expiration of your trial, a warning will be posted at the top of each application module letting you know how much time you have remaining in each trial.

To purchase, go to the www.cybozu.com Web site.

Once you have purchased, enter your registration key here, and you'll be able to continue using Office 4.

  1. Before Login, from the Office 4 menu, choose System Setting > Registration Code Setting, or

    After Login, choose System Setting > Registration Code Setting.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Enter the user ID (6-digit number on the license card).

    The user ID is required when you send an inquiry email to Cybozu.

  3. Enter the Registration Key for the applications or package that you purchased.

  4. Click Register, and make an entry.

    You should see a confirmation page Registration Code Setting Completed.

    Congratulations on your purchase of Cybozu Office. We value you as a customer and will continue to serve your office needs.

21. Transfer User Data Between Servers

   (System Settings)

As a system administrator, you can transfer user data between servers when setting up a new server, you you can transfer user data to another server already running Office 4.

This process transfers only partial information. It is useful if single users are moving to another system. The following information will be transferred:

If you want to do a full migration of data for all users to a new server, see Migration Help at the bottom of the Installation page.

Please use this feature only to transfer user data between servers. Do not use it for any other purpose.

In this section, we cover the major tasks in performing data transfer activities—exporting, adding, importing, and deleting. Each major activity is presented one after the other.

To export user data to a file, follow these steps:

  1. Before Login, from the Office 4 menu, choose System Setting > Transfer User Data Between Servers, or

    After Login, choose System Setting > Transfer User Data Between Servers.

    If you are not already logged in as Admin, enter your admin password when prompted.

  2. Click Transfer User Data Between Servers.

  3. Click the user name with the data to transfer.

  4. Click xxx.udb (xxx=user + userid) under Export Data to File.

  5. Select a location to save to.

    Do not edit the export file here.

  6. To add user data:

  7. From the Portal Page, choose System Setting > User Setting.

  8. Click Add, and add a new user.

    User data newly added will be overwritten during the import user data process in the next step.

  9. To import a user data file, on the Portal, choose System Setting > Transfer User Data Between Servers.

  10. Click the user name registered during the add user process.

  11. From the Import User Data From File area, open the User Data File exported during the export user data to file process.

  12. Click Import.

  13. To delete user data:

  14. On the Portal Page, choose System Setting > User Setting.

  15. Click the user name where the user data was transferred.

  16. Click Delete.

  17. Click Yes to confirm.

    You may have the following problems if you import the user data to the same server that you have exported user data:

    • All Day Event cannot be imported.
    • Normal Schedules – Schedule is duplicated.
    • Group Schedule – If completely the same Group Schedule exists, it will be added on top.
    • Whereabouts – Overwrite the original data.

22. Data Backup

   (System Settings)

As a system administrator, you can schedule data backup reminders, or you can backup individual data on demand.

How the Backup Process Works:

When you backup, a copy of the data base will be created under the directory file/office/backup. If you backup multiple times on one day, the odb file under the backup directory will be overwritten.

Note: The WebMail folder will not be backed up by the Office backup utility. You will have to do the backup manually by copying and pasting all files under the following directory to a different directory:

c:\inetpub\scripts\cb4\data\webmail

For a description of the Cybozu Office File directories, please refer to File Driectory guide.

The backup data will be saved in folders [1] - [7] under the directory file/Office/backup. When you execute a scheduled data backup, the latest data will be saved under the backup directory and the previous data will be saved in Folder 1; the data saved in Folder 1 will be moved to Folder 2, etc., and the data saved in Folder 7 will be deleted. In other words, you can save 7 sets of data.

Important Notes:

Do not delete [1]-[7] files under the backup directory and backup.txt. Without these, you will not be able to backup properly anymore

A copied directory should not be edited. Once you backup the directories, do not make edits.

If you backup while users are entering data in Cybozu Office 4, user inputs will be lost. Therefore, we recommend that you backup data at midnight, or early in the morning.

  1. Schedule Backup:

    So you don't forget to back up daily, you can schedule the data backup page to show up everyday on select individuals' Portal Pages. With a click of a button, the system is backed up.

    If the backup has not been completed between 12:00 PM and 6:00 PM, users who are included in the Data Backup Group will be forwarded to a page that has a Backup Button.

    If Backup is clicked by the user, a backup confirmation screen will be displayed.

    Users can skip the backup using the Skip button to skip the daily backup.

    Once one user completes the backup, the rest of the Data Backup Group will not be reminded, as they do not need to take any action.

  2. To add users to the Data Backup Group:

    • From the Portal Page, click System Settings > Schedule Data Backup.
    • If you are not already logged in as Admin, enter your admin password when prompted.
    • Use the Group pull-down menu to find the users you want to add.
    • Click on the user to add.
    • Click Add.
    • Click on the Schedule Data Backup box.
    • Click Save.

  3. To back up individual files instantly:

    If you want to back up specific files on demand, follow these steps:

    • From the Portal Page, click System Settings > Data Backup.
    • If you are not already logged in as Admin, enter your admin password when prompted.
    • Click Update on the file you'd like to backup. If you have never previously backed up, the button will say Create.
    • A copy of the database will be saved under Directory file/Office/backup.

23. Long Term Backup

   (System Settings)

After backing up files daily or weekly, it is a good idea to backup data directories/files to external devices, such as a CD-R, CD-DW, or Zip Drives, etc.

For a description of the Cybozu Office File directories, please refer to File directory Guide.

If you'd like to automate the backup process, you will need to purchase backup software available at retail stores.

Important Notes:

When you saved your odb files to backup using the Scheduled Backup, the files were saved under the directory file/Office/backup.

Note that the attachment file data is saved in different files under the file directory.

Therefore, to completely back up your system to a storage device, be sure to copy and store the entire file directory.

24. Restore Data

   (System Settings)

Please refer to the following to restore data for either Windows or UNIX.

  1. Windows

    Retrieve the backed up data from your external storage device.

    Overwrite the data in your files and data directories. (Please refer to Cybozu Office 4 File Directory) for file descriptions.

    Note: Be sure to turn off access to users before restoring.

    Access Cybozu Office 4 to confirm that the backup data has been properly restored and can be registered/edited.

    Note: When you retrieve the backup data from a CD-R, the file may become Read Only. In this case, right-click the name of the file and go to Properties. Remove the Read Only check mark.

    UNIX

    Before overwriting a copy of the data, confirm the owner/permissions of the directory/file.

    By overwriting, the owner and permissions of the directory/file might be changed; therfore you will not be able to access the data after restoration (Error Message 'Cannot open data file' will be displayed).

    To check the owner and permissions of the directory/file, execute command 'ls -l' at the directory, you'd like to check.

    For example: If the owner of 'bulletin.odb' is 'nobody', the permission is -rw-r--r--.

    • % pwd
    • % /usr/local/apache/cgi-bin/cb4
    • % ls -l
    • -rw------- 1 nobody root 1048576 Apr 28 16:03 address.odb
    • -rw------- 1 nobody root 1048576 Apr 28 16:03 bulletin.odb
    • permission/owner

    Retrieve the backup data saved in an external storage device.

    Overwrite the data in your Cybozu Office directories. (Please refer to Cybozu Office 4 File Directory) for file descriptions.

    Note: Do this task as a Super User.

    If using cp -pR command, the owner/permissions will not be changed. -p stands for 'Do not change Permission/Owner' and R stands for 'each directory'

    For UNIX Command details, please refer to UNIX-related manuals.

    Set the same owner/permissions that existed before overwriting the data copy.

    For example: If the owner of bulletin.odb was 'nobody' before overwriting a copy:

    • % pwd
    • % /usr/local/apache/cgi-bin/cb4
    • % ls -l
    • -rw------- 1 nobody root 1048576 Apr 28 16:03 address.odb
    • -r--r--r-- 1 bozuman root 1048576 Apr 28 16:03 bulletin.odb

    If the owner of bulletin.odb was changed to [bozuman], change it to the owner (as confirmed above) with chown command.

    • For example: % chown nobody bulletin.odb

    If the permissions before overwriting was -rw-------(600), similarly change the permission with the chmod command.

    • For example: % chmod 633 bulletin.odb

    For details on UNIX commands, please refer to UNIX-related manuals and other reference books.


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