What is Whereabouts 4?

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

To instantly let people know if you are out or in, and to let people know where you can be reached, you can register in Whereabouts. You can also update another users' Whereabouts.

Note: To edit another user's Whereabouts, you must have access permission which is set by the system administrator.

1. From the Portal Page, click Whereabouts on the Office 4 menu.

   The Whereabouts List window appears.

2. From the Group drop-down menu, select a group to find the user whose Whereabouts you want to change.

   The Whereabouts List of the group appears.

3. Click the Whereabouts of the user.

   The Latest Whereabouts List window appears.

4. From the Whereabouts drop-down menu, select a Whereabouts status, and add text if you wish.

5. From the Until drop-down menu, select a date and time.

6. In the Contact field, enter relevant contact information, such as a telephone number.

7. When done, click Update.

8. Note: As a quick short cut to updating your own Whereabouts, on your Portal Page, go to the Whereabouts section, click IN or OUT; this will automatically update your Whereabouts.

2. Register Messages

Whereabouts lets you leave quick messages for any user. This feature is good for any short, immediate message.

When you send a mesage, it will show up in the user's Whereabouts on the Portal Page, and it may show up in email as well, depending on the user's settings.

Note: To leave mesages for other users, you must have access permission which is set by the system administrator.

1. From the Portal Page, click Whereabouts on the Office 4 menu.

   The Whereabouts List window appears.

2. From the Group drop-down menu, select a group to find the user for whom you want to leave a message.

   The Whereabouts List of the group appears.

3. In the Message column, click the Whereabouts icon of a user to register a message for.

   The Whereabouts window appears.

4. In the From field, enter a name.

5. In the Tel. (telephone) field, enter a telephone number for the recipient to call, if desired.

6. In the Message field, enter a text message.

7. When done, click Leave a Message.

3. Browse Whereabouts

In one page, you can see the whereabouts of all your colleagues.

1. From the Portal Page, click Whereabouts on the Office 4 menu.

   The Whereabouts List window appears.

2. From the Group drop-down menu, select a group of users you want to view.

   The Whereabouts List of the group appears.

3. For a quick look, you can check whereabouts on your Portal Page. Under Whereabouts, the whereabouts of your chosen group can be displayed. This Portal setting must be activated in Whereabouts User Setting for Portal Page.

4. Browse/Delete Messages

If you receive Whereabouts messages, you can read the messages and delete as follows:

1. From the Portal Page, click Whereabouts on the Office 4 menu.

   The Whereabouts List window appears.

2. From the Group drop-down menu, select a group.

   The Whereabouts List of the group appears.

3. In the Message column, click the Whereabouts icon for the user with the message to browse or delete.

   The Whereabouts window appears.

4. Click See Messages.

   The Message List window for the user appears.

5. To delete a message, check the Message box.

6. Click Delete.

5. Browse Daily View of Schedule

So that you know the schedule of your colleagues in one click, you can browse Scheduler daily calendars of individual users from the Whereabouts application.

1. From the Portal Page, click Whereabouts on the Office 4 menu.

   The Whereabouts List window appears.

2. From the Group drop-down menu, select a group.

   The Whereabouts List of the group appears.

3. Click the Daily View icon next to the user with the Daily View schedule to browse.

   The Daily View window for the user appears.

6. Set Up Time Sheets

To use time sheets in Whereabouts, the following conditions must exist:

• The system administrator must activate Time Sheet Setting of Whereabouts.
• Whereabouts must be displayed on the Portal.
• Time Sheet must be displayed on the Portal.

If those conditions exist, then follow these steps:

1. From the Portal Page, click Whereabouts on the Office 4 menu.

   The Whereabouts List window appears.

2. Click the Time Sheet icon next to the login user name.

   The Time Sheet for the user appears.

3. Click the This Month icon to move to the previous month or next month, if desired.

4. Click the Time Sheet Data icon .

   The Time Sheet Data window appears for the current date.

5. From the Punch In drop-down menu, select an arrival time.

6. From the Punch Out drop-down menu, select an exit time.

7. From the Time Out drop-down menu, select an exit time taken for a break.

8. From the Time In drop-down menu, select a return time from a break.

9. From the Note field, enter additional comments.

10. When done, click Save.

7. Export data to a CSV file

(User Settings)

You can export your personal time sheet information to a CSV (comma separated value) file.

Note: Only a system administrator can export other users' data to CSV file.

1. From the Portal Page, click Whereabouts on the Office 4 menu.

   The Whereabouts List window appears.

2. Click the Time Sheet icon next to the your name.

3. Click Export to File (upper right).

4. Set a Time Period.

5. Click Export. The download screen will be displayed.

6. Select a location for your file.

   The CSV File will be exported to the selected location.

8. Change User Settings

(User Settings)

As a user, you have the ability to change your preferences for Whereabouts in Settings as follows:

1. From the Portal Page, click Whereabouts on the Office 4 menu.

   The Whereabouts List window appears.

2. Click User Setting.

   The Whereabouts User Setting window appears.

3. In the Personal Whereabouts Menu Setting list box, enter an item to add to your Personal Whereabouts Menu, if desired.

   This item will be one of your Whereabouts pull-down choices to let people know where you are.

4. In the How to Receive Messages area, click the radio button next to your preferred method of receiving messages.

   If you choose Email, you must set up an SMTP server.

5. In the Email Address to Receive Messages area, click the radio button next to your preferred email address for receiving messages.

   If you choose an email address not in your User Directory, enter it in the Additional Email Address field.

   If you use an email address not in your User Directory, a “Cannot Send” message may appear. If this occurs, see your system administrator about activating the setting to receive messages.

6. When done, click Save.

9. Display Whereabouts on Your Portal Page

(User Settings)

To set whereabouts for display on your Portal Page, follow these steps:

1. On the Portal Page, in the Whereabouts section, click Setting.

   The User Setting for Portal Page window appears.

2. From the Other Users' Whereabouts to List on Portal Page (by Group) drop-down menu, select the group of users you want to display on your Portal Page.

3. To display the Time Sheet on the Portal Page, check the List Time Sheet box.

4. To synchronize your time sheet with Whereabouts, check the Time Sheet Automatically Updates Whereabouts box.

5. When done, click Save.

10. Set Up the Whereabouts Menu

(System Settings)

As a system administrator, you can set up the menu items for Whereabouts (i.e. in, out, in a meeting, out of town, etc.).

The users are also able to set up their own personal Whereabouts options, but the ones set up by the administrator are default whereabouts for all users.

1. From the Portal Page, choose Whereabouts > Setting

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

   Select Whereabouts Menu Setting..

2. Add or delete menu items. These will show up in the pull-down based on the order listed here.

3. When done, click Save.

11. Set Access Permissions

(System Settings)

As a system administrator, you control the Whereabouts access permissions for registered and guest users. To change permissions, follow these steps:

1. From the Portal Page, choose Whereabouts > Setting.

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

   Select Access Permission Setting.

2. Set permissions as desired:

   From the Access Permission for Registered Users to Other Users' Whereabouts & Messages to Them area: Allow registered users to register, edit, or delete the whereabouts and messages of other users.

   From the Access Permission for Guest Users area: Allow guest users to browse the messages of registered users.

   From the Access Permission for Guest Users area: Allow non-registered users to register, edit, or delete the messages of a registered user.

3. Access Permissions

   The following is the list of the access permissions at Whereabouts 4. Non-registered users are users not registered in System Setting of Cybozu Office 4.

   Setting Items	Registered Users	Non-Registered Users	System Administrator
   Browse Whereabouts and Messages	Yes	Set with an Access Permission	-
   Edit own Whereabouts	Yes	No	-
   Edit other's Whereabouts	Set with an Access Permission	Set with an Access Permission	-
   Register Messages	Yes	Set with an Access Permission	-
   Delete Messages	Set with an Access Permission	Set with an Access Permission	-

12. Change Mail Server Settings

(System Settings)

As a system administrator, for convenience, you can modify the SMTP mail server from Whereabouts as follows:

1. From the Portal Page, choose Whereabouts > Setting.

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

   Select Mail Server Setting.

2. Enter an SMTP server.

   The server is set as a common SMTP server for Office 4.

3. When done, click Save.

13. Set Up Time Sheets

(System Settings)

As a system administrator, you control the activation and usage rights of the Time Sheet for all users. Choose settings as follows:

1. From the Portal Page, choose Whereabouts > Setting.

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

   Select Time Sheet Setting.

2. Select menu items as desired.

   Check the Use Time Sheet box to activate Time Sheet.

   From the From When to Change Date drop-down menu, select the time at which you want the date to change for Time Sheet records.

   Check the Allow Users to Edit Time Sheet Data box to allow users to edit Time Sheet data.

3. When done, click Save.

14. List Time Sheet Data

(System Settings)

As a system administrator, you can browse or edit the Time Sheet data of all registered users as follows:

1. From the Portal Page, choose Whereabouts > Setting.

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

   Select List Time Sheet Data.

   User names of the selected registered group will be displayed.

2. To browse Time Sheet data for a user:

   • Select a group with the user data you want to browse.
   • Click a month to browse

3. To edit Time Sheet data:

   • Select a group with the user data you want to edit.
   • Click a month to browse.
   • Click the Edit icon any date cell.
   • 4. Edit the data.

15. Using Message Settings

(System Settings)

Users have the option of receiving Whereabouts messages in Whereabouts or in WebMail. The default "from" address is the same as the receivers. Sometimes this can cause bounce backs, as some email servers willl not accept this setting.

If you want to change the send email address, please enter the Email address to be set as the send address below.

1. From the Portal Page, choose Whereabouts > Setting.

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

   Select Message Setting.

2. From the Email field, enter the email address of a sender.

   When you set an email address, it will be effective for all Office 4 users.

   If you do not set this email address, the email address of a message recipient will be selected automatically.

3. When done, click Save.