User Manual Egroupware1-news2

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Image 1 - View Login

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I mag e2View login admin

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Administration

The configuration of eGroupWare is done in different places, one is the Admin application. (Others are for example the egroupware/setup URL at the installation and preferences, some applications have in the general menu additional options). Other Admin manual pages 1. 2.

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5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

Site configuration User accounts 2.1. Adding / editing users 2.1.1. User data 2.1.2. Login control and access protocol 2.1.3. ACL rights User groups 3.1. Adding / editing user groups 3.1.1. General 3.1.2. Group manager 3.1.3. ACL rights Applications 4.1. Edit applications 4.2. Delete applications Global categories Change homepage message View sessions Login control and access protocol View error log Find and register all application hooks Asynchronous timed service PHP information Custom fields Database Backup Manual configuration

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1. Home The Homepage is your gateway to eGroupWare. It was designed as a configurable directory in which you can add content or various applications. For example, it can contain calendar or InfoLog entries, new emails or messages from your administrator. In order for entries to be shown on your homepage, you have to select them in the preferences of the respective application. For example, to view new emails on the homepage in email preferences ‘Show new messages on the main screen’ select ‘Yes - small view’ When you launch eGroupWare for the first time, the viewing preference is generally preset to calendar on the homepage. To create your own homepage, do not select a default and instead configure the preferences of the respective applications.

Image 3 - Menu Home

Preferences This is where you can change the preferences for all of the applications. If certain points are inaccessible or not available to you this could be due to your access privileges. Contact your system administrator for information.

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The system administrator can determine which of the preferences are actually alterable. This means that are so-called: • • •

Forced preferences: Preferences forced by the system administrator which cannot be changed by the user. Default preferences: The default preferences are recommended (given) in various fields. Your (personal) preferences: These preferences can be modified. If you do not make a selection or an entry, the system administrator’s default preferences will be utilized. Since you cannot change the ‘Required preferences’ these are not shown.

2.Calendar Efficient and powerful calendar / planner including appointment management and ACL driven access authorization (i.e. users have access only to information to which they have the required access privileges. This is controlled by the system administrator). The new version has been completely reprogrammed by Ralf Becker using eTemplate. Applications programmed with eTemplate always provide a help text in your browser’s footer. Navigation throughout the entire calendar takes place on the left by way of the calendar menu and the 'navigation calendar'. Select the applicable date and then use the icon to switch to the desired view. You can switch among the different calendar views using either a selection box or the applicable icon: • •

shows the current day (today) in the day view. shows the current week (this week) in the week view. In the calendar preferences you can choose whether you want to

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include weekends in the display or not. Both variants are available in the selection box. shows the current month (this month) in the month view. shows at a glance all appointments scheduled for multiple users and categories as a group planner. It offers simple (appointment management)? for work groups. You can choose from: - Planner by category: Shows a group planner listing all categories below each other. It is also possible to have a day or week view. - Planner by user: Shows a group planner listing all users below each other; categories are shown in different colors. It is also possible to have a day or week view. - Planner by resources: Shows a group planner listing all resources below each other. Categories are shown in different colors. It is also possible to have a day or week view. Important: Only works if the resources application is installed and enabled. shows all appointments in a list view (table); these can be sorted or filtered according to various criteria.

In the various calendar views moving over an appointment with your mouse displays the most important information as a tooltip. The following icons are used for appointments and tooltips: • • • • • •

: high priority appointment : private appointment : recurring appointment or : participating users or user groups : non-blocking appointment : booked resources

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Participants (user or groups) will be shown with the respective status: tentative acceptance , accepted , rejected and no response .

An appointment that is both for a full day and non-blocking will be displayed in the views (except group planner) at the top (space saving/single line) on the respective day By clicking on one of the indicated appointments in the appointment overview a popup window opens to edit the appointment, or if you have no editing privileges the popup window opens and displays the appointment. You can add new appointments using the

icon.

You can search for an appointment through the 'Search' text field or the list view. Starting with version 1.4 you can move appointments in most views using drag&drop (i.e. pulling with the mouse). With the selection box all categories it is possible to view all category views or a particular category. If you select a category that includes subcategories these will be differentiated in the group planner. If you change the second selection box from No filter to Hide private infos, the details will also be suppressed in your calendar for appointments flagged as private; this means that you will only see the appointment but not the particular details (title, label, etc.). Likewise, in the selection box user or group located below you can make the calendar available to individual users or a user group. In your general preferences you can determine: How should users be chosen? Input for instance Selection field with primary group and KOMISI HUKUM NASIONAL

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search and you will see in the selection box the participants of this group. You can also select other or more users through the icon . In the day view you can choose to view the calendars of up to five users next to each other, or in the four-day view and the week view up to five below each other.

Image 4 – Menu Calender

2.1.Calendar preferences An entry template is available to set up your calendar appearance. The system administrator can determine which preferences are available to you. That is, there are so-called • • •

Forced preferences: Preferences forced by the system administrator which cannot be changed by the user. Default preferences: The default preferences are recommended (given) in various fields. Your (personal) preferences: These preferences can be modified. If you do not make a selection or an entry, the system administrator’s default preferences will be utilized.

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Since you cannot change the ‘Required preferences’ these are not shown. It can be that you may not be able to see or change some of the following settings! If necessary, the following settings may be modified/customized: •

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Selection box Default calendar view: Which of the available calendar views do you want to see, when you start the calendar ? Selection box Default week view: ou can choose to have the weekend displayed, or not, in the week view; display 'Monday-Sunday' or 'Monday-Friday'. Selection box Show default view on main screen: Displays your default calendar view on the startpage (page you get when you enter eGroupWare or click on the homepage icon)? Selection box Show invitations you rejected: Should invitations you rejected still be shown in your calendar? You can only accept them later (eg. when your scheduling conflict is removed), if they are still shown in your calendar!

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Selection box weekday starts on: You can choose from 'Monday', 'Saturday' and 'Sunday'. This will be the first day to appear in the week or month view. Selection box Work day starts on and ends on: These times define the beginning and end of the work day in the day view. Events before this time, are shown above the dayview. Events after this time, are shown below the dayview. Selection box Views with fixed time intervals: For which views should calendar show distinct lines with a fixed time interval.

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Field default appointment length (in minutes): Default length for new appointments; specified in minutes, e.g. 60 for one hour. Selection box Preselected group for entering the planner: he group you choose is preselected when you enter the planner. You can change it in the planner anytime you want. Selection box Show empty rows in planner: Select here if the planner should display an empty row for users or categories without any appointment. Selection box Set new events to private: Should new events be created as private by default? If so, select 'yes'. Selection box Receive email updates: Enter for which appointment changes (see editing appointments) you want to receive an email notification. Selection box Format of event updates: Extended updates always include the complete event-details. iCal's can be imported by certain other calendar-applications. Text field Notification message for new, cancelled or modified appointments as well as replies and alarms: A default text suggestion including a description is available for all notification texts. If you do not input a text the default will automatically apply. It is recommended for the system administrator to copy these texts in the required settings so that the normal user will not be confused by the cryptic characters.

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Selection box Make freebusy information available to not loged in persons?: Should people not logged in be able to view their free/busy information You can or should respectively install a password in order to safeguard this information. This password should be different from your normal password. The free/busy information is in iCal format and includes exclusively the times at which you are not

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available. They do NOT include the name, description or location of the appointment. The URL address of your free/busy information is shown below. Field Password for not loged in users to your freebusy information?: If you do not input a password, the information is available to anyone who knows the address (URL)!!!

At the end of the page you will see the following buttons: [Save], [Apply], [Cancel] and [Help] or [Help off].

2.2.Grant Access In preferences you can set up access rights for the different applications (such as address book, email, InfoLog, calendar, etc.) according to your needs, and independent of each other, as long as you have the required access privileges to do so. Otherwise, consult your system administrator. In the address book these rights always refer to your personal address book. You can grant access independently of each other to: • •

Groups: Set access rights for an entire user group Users: Set individual access rights for each user

There are various sections for which you can grant or deny access: • • •

Read: Allows selected users to read the contacts in your personal address book. Add: Allows selected users to add contacts into your personal address book. 'Edit: Allows selected users to edit contacts in your personal address book.

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Delete': Allows selected users to delete contacts from your personal address book.

A check mark in the applicable box means that access is granted and a blank box [] means access is denied.

2.3.Edit categories You can apply, edit or delete categories independently of each other in the various applications (such as address book, calendar, InfoLog, ProjectManager, etc.). There are different types of categories: •

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Global categories for all applications: These categories can only be applied, edited or deleted by the system administrator. They are shown to users who have the required access privileges. If applicable, you can also apply subcategories. Global categories for a specific application: These categories can only be applied, edited or deleted by the system administrator. They are shown to users who have the required access privileges in the respective application. If applicable, you can also apply subcategories. Local categories for a specific application: These categories can be applied, edited or deleted by individual users if they have the required access privileges. The access privilege must conform in this application to the ACL of the user or group to which he/she belongs.

The search field in the first row can be used to search a category. Write in the term in the field next to the [search] button and click on [search]. The categories will appear that include the term in the name or in the description. KOMISI HUKUM NASIONAL

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Below is a table including the global categories as well as the categories you created in each case with: • • • • • •

Name Description Application (e.g. address book, calendar, ProjectManager, etc.) Add sub: Add subcategory to existing category. Edit: Edit an existing category (if you have the required access privilege!) Delete: Delete an existing category (if you have the required access privilege!)

There are two other buttons below the table: • •

[Add]: Add a new category [Cancel]: By clicking the [Cancel] button you cancel the application without saving your entries and return to the preferences page.

For all of the above-named functions, whether adding or editing, you arrive at the same user interface which is a table with four different fields: •

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Parent category: Select ‘none’ or input a category for a hierarchical structure, which is located above your new category. Name: Enter the name of the new category. Description: Enter the description of the category. Private: When you check off the tick box this becomes your private category. Other users do not have access to this category.

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3. Mail FeLaMiMail is the standard eGroupWare email application linkable to the other applications such as the address book or the InfoLog. The range of functions at your disposal depends on the IMAP server you are using. The best supported servers at the moment are Cyrus IMAP and db Mail since the ACL access rights are easy to administer directly from eGroupWare, allowing you for instance to enable folders for colleagues. IMAP servers with server-based sorting permit quicker access to your data as they can be presorted in the server. The Courier IMAP server, for example, does not support shared folders and therefore does not offer the full assortment of functions. Starting from version 1.4 FeLaMiMail supports multiple identities and signatures as well as a graphic design possibility for composing messages with the new text editor. Furthermore, you can change emails into InfoLog entries and enter email addresses per auto-complete or select receivers from the address book.

Image 5 - Menu Email

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3.1. FelaMiMail preferences This is where you can change FeLaMiMail preferences. However, the system administrator can determine which of the preferences shall be made available to users. There are so-called: • • •

Forced preferences: Preferences forced by the system administrator which cannot be changed by the user. Default preferences: The default preferences are recommended (given) in various fields. Your (personal) preferences: These preferences can be modified. If you do not make a selection or an entry, the system administrator’s default preferences will be utilized. Since you cannot change the ‘Required preferences’ these are not shown.

It can be that you may not be able to see or change some of the following settings! The following parameters are adjustable: • •

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Selection box Refresh time in minutes: Provides the time elapsed between individual message retrievals. Selection box Default sorting order: You can choose from different sort sequences (e.g. according to date by newest first or oldest first; according to subject, A - Z or Z – A, etc.) and your messages will be sorted accordingly in the main FeLaMiMail screen. The sorting (date of newest first) causes for example that the newest messages are shown at the beginning and the oldest at the end of the email list. Selection box Row order style: You can choose between two views:

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Outlook: The sender (From) is found at the front and the subject behind it. Selection box Show new messages on main screen: A user’s overview page can include different information. The (yes) option shows an overview of the messages in all subscribed folders as well as information on how many are new and unread. From the overview by clicking on the appropriate folder you can be directly switched to that location. Selection box Display messages in multiple windows: You can view messages in a separate window (select ‘yes’) or in the same window (‘no’). Selection box When deleting messages: There are different ways to treat deleted messages: -

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FeLaMiMail: The message subject is shown in the list at the front while the sender (From) is farther at the back.

Move to Trash: Deleted messages are moved to the trash folder. Mark as deleted: The message is marked as deleted but remains in the folder. Delete immediately: The message is completely deleted, e.g. if a message is deleted inadvertently it cannot be recovered.

Selection box Display of HTML emails: You can decide how you want to handle HTML in messages. You can choose from the following: Never display HTML emails, display Only if no plain text is available or Always show HTML emails.

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Selection box Allow images from external sources in HTML emails: You can decide if images from external sources may be opened. Selection box Trash Folder: You can determine where deleted messages should be moved. You can choose from all subscribed folders and subfolders – recommended: Trash. Selection box Sent folder: You can determine to which folder deleted messages should be moved. You can choose from all subscribed folders and subfolders – recommended: Sent. Selection box Draft folder: You can determine a folder where you want to save messages as templates (see also Composing messages). You can choose from all subscribed folders and subfolders – recommended: Draft. Input field Sieve script name: Enter an appropriate name for your Sieve filter (also see Filter rules). It is best if your system administrator sets a default.

If in the application emailadmin your system administrator has activated the User can define individual account option under Manage Emailaccounts in the Felamimail menu there are additional settings at your disposal: •

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Checkbox Use Custom Settings: If checked, enter your personal entries for your email account below. When left blank, Felamimail uses the default settings. You do not need to make an additional input. Section Identity: Enter your name, organisation and email address. Section incoming mail server(IMAP): Enter the data for the IMAP server for incoming emails.

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Input fields hostname / address, port, Username, Password: Enter your data. Important: Username and password must be selected according to your IMAP server and the applicable authentication. Radiobuttons encrypted connection: You can choose between STARTTLS, TLS, SSL and no encryption Checkbox do not validate certificate: If checked the server does not validate certificates of received emails Checkbox server supports mailfilter(sieve): Check here if your server supports sieves Input field port. Section outgoing mail server(SMTP): Enter the data for the SMTP server for outgoing emails. Input fields hostname / address, port: Enter your data. Checkbox authentication required: Input fields Username, Password:

Below you find the buttons to [Save], [Apply] or [Cancel] your selection. 3.2.

Felamimail main screen

The main screen shows your email application with a navigation bar and below that on the left the folders to which you are subscribed. On the right side is a listing of your emails (from the selected folder). There are six icons in the navigation bar to Compose, Mark or Delete emails and in the middle a selection box [Quick search] with search text and reset symbol (for the search). Next to this is a selection box [any status] with which you can limit the indicated list of emails and their status, e.g. unread. With the arrows you can scroll through the list or go to the first/last entry. Below this you will see the number of messages and your mailbox’s occupied or free memory. KOMISI HUKUM NASIONAL

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Here again in detail are the possibilities and the functions in the navigation bar from left to right: • •

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Symbol : Draft messages Symbol : Marks selected messages as read, after which you can filter your mails with the selection box status. As soon as you view an email it will be automatically flagged as read. Symbol : Marks selected messages as unread. You can reset mails which you have read to unread and then filter these in the list. Symbol : Selected messages will be flagged important and highlighted (red). After which you can filter your emails with the selection box 'status. Symbol : Use to reset emails flagged as important. Selected mails are no longer highlighted. Symbol : Deletes selected messages. Selection box Quicksearch, Subject, From, To or CC respectively including text window for a free search according to content in the messages of the folder shown. In a Quicksearch all fields are scanned, whereas for any other criteria only the applicable field is taken into consideration. With the symbol you can delete the text field and reset your search. Selection box Status: Choose from any status (e.g. no set filter) and the following statuses: • flagged: Shows only emails flagged important. These are highlighted in red. There are other similar markings, labels respectively, in other email applications such as Thunderbird.

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unread: Shows only unread messages, e.g. either new emails or emails marked as unread. Unread mails appear in bold on the list.

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replied: This filter shows only messages which have been replied and which are flagged in the list with the symbol, regardless of whether you or a colleague has replied to the mail.

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read: Shows only read mails. These are listed with the symbol.

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deleted: Shows marked emails as deleted. These will be displayed with the symbol and are crossed out.

On the left side below this you will find the Mail folder overview. By clicking on the respective folder you will be switched to this location. If messages have been selected these will be moved into the folder which has been clicked. On the right side you will see the email list: a table with multiple columns in which messages from the current folder are displayed. You can control how you want the list sorted in FeLaMiMail preferences (e.g. should Subject or From be at the front of the list?). Here is a description of the various columns found in FeLaMiMail: 1. Empty box []: By marking (check mark) you can for instance delete one or more messages or sort the messages in the folder by clicking on the desired folder. 2. Displays various symbols according to the status of the message: new , read , answered or deleted (cf. above description). 3. Symbol : The email contains an attachment. You can either open the attachment or save it when you read the message. KOMISI HUKUM NASIONAL

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4. Subject: Shows the Subject line in the mail (if it refers to a message marked as “deleted”, the text is crossed out!). You can read messages by clicking on the subject line. Your cursor turns into a hand with which you can open the message. 5. Date: Shows the date the email was received or for an email received the current (today) date shows the time only. 6. From or To: Shows the sender or the sender’s email address or the recipient’s address in the sent folder. By clicking on the sender you can compose a new message to the sender, e.g. the sender is automatically entered as the recipient in the (To) field in the new message. 7. Size: Displays the size of the email including attachments, if there are any 4. Addressbook The addressbook is an application to manage contact information which can be linked to other eGroupWare applications. You can export or import contacts through various formats such as Vcard or CSV and manage and secure your contact information through SQL or LDAP respectively. In the 1.4 version of this application a superordinate company structure was added to Person related contacts. This organization view, however, is only available under SQL (only in read mode with LDAP). In addition, you can select from different address books in version 1.4: KOMISI HUKUM NASIONAL

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Group addressbook : Your eGroupWare administrator can set up a group address book for any group giving the applicable access privileges. Personal addressbook : Every user has a personal address book to which they may grant access) to colleagues in Addressbook menu under Preferences. Private addressbook : You can activate your private addressbook in the addressbook preferences. If this option is not available consult your system administrator (the administrator can make this option available or not). User accounts : Here you will find the addresses of all your eGroupWare user. As a rule, only system administrators have write permission on this address book! When configuring the application the administrator may determine which fields a user can change for his/her own account.

Image 6 - Menu Addressbook

4.1. Adding a Contact To add a contact (address) click on the [Edit] button in the main address book screen located below the table. You will be automatically directed to the same popup window as edit contact where you can enter your data. You may also create a new entry by KOMISI HUKUM NASIONAL

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clicking on the [Copy] button when you view a contact. Then all fields in the new contact will be initialized with information from the old one and you can make the necessary changes. An automatic link is created between the original address and the copy along with the comment: “Copied by ‘user name’ from data set no. XXX”. Another possibility to Add a contact directly in an organisation exists in the organisation view. Here either click on the icon to add a new contact to the organisation or first select (ManualAddressbookOrgaView|display organisation contacts)) and then click on the [Add] button below the indicated contacts. In both cases the general organisation information such as business address, Internet, etc. is already initialized accordingly. You save time and avoid duplication that could result from spelling mistakes.

Image

7 - Adding a Contact

Contact data is divided into different sections: • •

First row: Shows the contact’s organisation and name. Left side: The left side of the popup window is divided into 4-6 tabs (windows), whereas the telephone and email contact details remain constant on the right side.

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1. [General] tab:  Left symbol and a stylized image egw:addressbook/template.png or an uploaded photo (will also be shown in the address book list). Next to this on the right is the name field – as soon as you click on the field a box with individual fields including the form of address, first name, second first name, last name and other opens up. Below that are the text fields for title, function and Room. Symbol and the text field organisation as well as department in the next row. Below that are the address text fields: street, postcode and city as well as country.  Symbol and the name of the address book (e.g. group sales). 2. [Category] tab: Your system administrator can determine whether these categories are included in this extra tab. This option is recommended if you use many categories, in particular categories with a hierarchical structure. Otherwise, you will find the categories in the [Details] tab. There is a plan to allow categories to be organized according to a tree structure. Till then only checked (selected) categories will be displayed in either of the two versions. At the moment it is not possible to view the complete path, i.e. no parent categories. In general you can select one or more 

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categories and thus structure or flag your contact information. As such, in search contacts you may choose according to category. 3. [Private] tab:  Symbol and the address text fields: street, postcode and city as well as the selection box country and the text field state.  Symbol and birthday (if provided) on the left. On the right you will see the time zone difference between your contact and eGroupware. This is useful, for instance, for clients who work in another time zone (e.g. USA).  Text field public key: Used to sign emails for instance. (At this time, however, it is not functional in eGroupWare.) 4. [Details] tab:  Symbol and the categories checked off (selected) in contacts: Generally, you can select one or more categories and thus structure (flag) your contact information. As such, in search contacts you may choose according to category.  Symbol and the text field notes: Use to make notes related to the contact. This text field is also passed on when synchronizing, e.g. with the Palm.  Symbol and a blank box to check off: for edit contacts: Modify all members of an organisation: Check KOMISI HUKUM NASIONAL

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off if your modifications should become effective for all other members of this organisation. All contacts to which you have access (to edit) and for which the modified fields are either blank or identical will be modified.  Symbol and the information added by owner including date & time and in the next row last modification with the user name (owner who made modification) and corresponding date & time. 5. [Links] tab: Shows on one list (below) all existing links. By clicking on the appropriate link you will be directed to the view mode of the respective application (also applies to attached files).

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6. [Extra] tab: shows all custom fields. Only your system administrator may set up custom fields for your address book. Right side: Telephone and email contact information will remain visible the entire time even if you switch the tabs on the left side. 1. Telephone numbers area:  Symbol and the business, cell phone and private input fields.  The [more ...] button allows you to view further telephone numbers (e.g. fax numbers). If applicable, next to a telephone number on the right side you will see a small heart which flags your contact’s preferred telephone number.

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2. Email & Internet area:  Symbol and URL and private text fields.  Symbol and email and private text fields

5.ProjectManager The following project-specific lists and dialog boxes are found in the ProjectManager menu: • • • • •

Projectlist Elementlist Show Ganttchart Pricelist Display all available projects (to which you have the required access rights): In your ProjectManager settings you can choose how projects should be displayed: o Hierarchical Tree with Project-ID: Move your mouse over the 'project ID' to view the project title as a 'tooltip'. o Hierarchical Tree with Title: Move your mouse over the ‘title' to view the project ID as a 'tooltip'. o Selection box with Project ID: Title or Title (Project ID): The selection box widens when you open it so that more information can be displayed, but the side menu remains narrow.

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Image 8 - Menu Project Manager

5.1.

Projects list

The project list shows all of the projects to which you have access in tabular form. It is possible to search or choose a project using four different combinable criteria. Click on the [Search] button to view the list of projects matching the criteria. If you do not specify any criteria the entire list will appear. Use the arrows and to scroll through the list or the double arrows to go to the top or the bottom of the list. The selection boxes will only appear when there are more entries than can be shown on one page! • • •

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Outer left – choose category: Choose either ‘all’ or a specific ProjectManager category. Middle left – Selection box Filter: Choose from 'All', 'Mainprojects' and 'Subprojects'. Middle right – Selection box Project status: Choose from ‘Active', 'Nonactive', 'Archive' and 'Template' (projects indicated as templates can be used as forms to create new projects). Outer right – Text window and [Search] button: Use to search for a non-specific text in a project entry.

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Far right – selection box Number: Use to modify the number of entries displayed or printed.

Below this you will see the list of selected projects. You can sort the table according to column titles (located in the table header and marked in blue) by clicking on the respective column title. Double click on the same field to reverse the sort sequence. Use the symbol to hide/unhide the list columns. The administrator may also make a default setting. You will find the following columns from left to right (if you have not suppressed any of them): •

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Projekt-ID: Shows the project ID. When creating a project you can leave the project ID field blank and one will be automatically generated. Title: Shows the project title. Click on the project title and you will be automatically directed to the element list for the chosen project. Priority: Shows the urgency of the project from 1 to 10. Use to set priorities and sort the project list. Owner: Shows the current project owner. Role: Shows all roles (including self-defined ones) in an additional column when chosen with the symbol. Start date and end date: Shows the actual project start date (or end date) on the first line and the planned dates in italics underneath. If you entered 'no accounting, status only' (in the application configuration) for the type of accounting the Times column is suppressed according to the default setting. Budget: Shows the actual budget on the first line and the planned budget in italics underneath. If you entered 'hours and status’ (in the application configuration) for the type of accounting the budget column is suppressed according to the default setting.

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Times: Shows the actual hours performed on the first line and the planned number of hours in italics underneath. If you entered ‘no accounting’ (in the application configuration) for the type of accounting the hours column is suppressed according to the default setting. Status: Graphically shows the project status (completion in percentage as tooltip), i.e. how far along is the project to completion. Last modified: Shows the date and time the project information was last modified as well as the user who made the modification. Actions: o Symbol to show Gantt chart o Symbol to view the project o Symbol to edit the project o Symbol to delete the project o Blank box [] to check off: You can mark several projects or 'select all’ by clicking on the symbol below the table. You can then view a Gantt chart for all selected projects or delete them . Just click on the applicable symbol located under the table.

Below the project list you will find a selection box and the [Add] button on the left. You can choose between 'empty' and all projects set with the template status. Accordingly, when creating a new project the project information can be initialized with the template data or you can fill in a blank document. Use your browser’s print function to print the project or element list. If you have PDF Maker you can also create a PDF of the lists. The number of displayed or printed entries can be changed in the navigation line located above the selection box at the right of the screen. KOMISI HUKUM NASIONAL

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5.2.

Element list

The project element list shows a table including all of the project elements from the chosen project, provided you have the required (ManualAddressbookACL|access rights)). Above the project element list you can add a new project element on the left side in the selection box Add new or create a link to an existing entry on the right side Add existing and thereby add a project element. In both cases the new project element shows up in the list located underneath. You can search or select a project element using four different combinable selection criteria. Click on the [Search] button to view the list of selected projects. If you do not enter any criteria the entire list will appear. Use the arrows to scroll through the list or the double arrows to go to the top or the bottom of the list. The selection boxes will only appear when there are more entries than can be shown on one page! • •

Left - select category: Either select ‘all’ or a specific ProjectManager category. Middle left - selection box Filter: Choose from all, used, new and ignored so that only the project elements corresponding to this filter will be displayed. For example, address book entries can be flagged as 'ignored' since these do not contribute to the advancement of the project.

•

Middle right - selection box what should be displayed on the list?

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Details or no details: In the table underneath next to the ‘title’ you will also see a description of the entry. If necessary, you may have to click on [Synchronize all] to display the description of the Infolog entries. o Subelements or Details of subelements: Directly shows the elements of a subproject instead of the subproject itself – with or without details (i.e. with or without description) depending on the selection. o Cumulated elements too or Details of cumulated: Also shows cumulated entries such as time sheets which were booked directly to or from an Infolog entry, with or without description (details) depending on the selection. Right - text window and [Search] button: Make a nonspecific search for a text in the project entry. Far right - selection box Number: Change the number of displayed or printed entries. o

• •

In the first line of the element list the selected project (from which you see the element list) will be displayed with the corresponding data. Underneath you will see the list of project elements which can be linked to various data sources: e.g. Infolog, Calendar, Tracker or other projects. You can sort the table by the column titles (located in the table header and marked in blue) by clicking on the respective column title. A second click on the same field will inverse the sort sequence. Use the symbol to hide/unhide the list columns. This may also be preset by the administrator. The following columns are shown from left to right whereby mostly two pieces of information are displayed one below the other (depending on the accounting type unnecessary columns are suppressed): KOMISI HUKUM NASIONAL

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1. Application: Shows the application icon (data source), e.g. , , , , , , . 2. Top Title, below Description and underneath Comment: Shows the title and if applicable the description (in the respective application) and a possible comment on the project element which can be added using edit project element. Depending on whether you have set the filter in the navigation bar to 'details' or ‘no details' the description will either be shown or suppressed. Click on the title of the project element to arrive automatically in the corresponding application’s display mode (e.g. view element list or Infolog entry). 3. Category: Shows the ProjectManager category of the project element and not the category of the element in the application!!! 4. Selection box Resources: Use to filter personnel resources (members), i.e. view what the member XY contributed to the project. 5. Top Startdate and bottom planned (Startdate): Shows planned and actual start dates, if these have been set. The start date can be taken from both the application (data source) or set /overwritten manually using the dialogue box edit project element. The planned date always appears in italics. 6. Top Enddate and bottom planned (Enddate): Shows planned and actual end dates, if they have been set. The end date can be taken from both the application (data source) or set /overwritten manually using the dialogue box edit project element.

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7. Top Times and bottom planned (Times): Shows planned and actual times, if these have been set. The time can be taken from both the application (data source) or set /overwritten manually using the dialogue box edit project element. 8. Top Budget and bottom planned (Budget): Shows planned and actual budgets provided an accounting by budget should take place and a budget has been set. The budget can come from the application (data source) if it supports the budget and accounting (e.g. ProjectManager as data source). It can also be set manually using the edit project element’ dialogue box or calculated from the application link (e.g. Infolog entry with corresponding start and end times) including accounting factors or selected project element activities. 9. Status: Shows the status of the project element graphically (percentage completed as a tooltip), i.e. how far completed the project element is. Depending on the ProjectManager setting appears as a pure progress bar or as a symbol (stemming from the application). o Done 0%-100%: Shown as a progress bar and percentage as text in tooltip. o Symbols: 'not startet', 'ongoing', 'done', 'canceled', 'offer'

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'will call',

'billed' and

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10. Top Last modified and bottom Modified by: Shows the date and time of the last modification at the top and the user who last modified the data at the bottom. 11. Actions: o Symbol to show Gantt chart for selected project (this symbol appears only in the first row in the table of the selected project!) o Symbol to show a project element o Symbol to edit a project element o Symbol to (delete a project element)?: Use to undo the link to the project, the entry (e.g. Infolog, project) itself remains. If you want to delete the entry, click on the title of the project element and delete it in the application. Below the table you will find the [Synchronize all] button. Use this to retrieve and show modifications of all links. Unfortunately, not all applications can be synchronized automatically, therefore needing this extra impulse. Use your browser’s print function to print the project or element lists. If you have PDF Maker you can also create a PDF of the lists. The number of displayed or printed entries can be changed in the navigation line located over the selection box at the right of the screen. 5.3.

Gantt chart

To view a Gantt chart you can: •

Select Gantt chart in the (ProjectManager menu)? – a Gantt chart on the selected project will be displayed.

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•

•

•

Click on the symbol in the project list behind the project in the ‘Actions’ column – a Gantt chart on the selected project will be displayed. Check off multiple projects in the project list and then click on the symbol below the list – a Gantt chart for all of the selected projects will be displayed. Click on the symbol in the element list behind the current project (first line in the element list) in the ‘Actions’ column – a Gantt chart on the current project will be displayed.

You can set the following Gantt chart parameters: •

•

•

•

• •

•

Selection field Startdate: You can either manually input a date or select a date using the symbol and the field is automatically initialized with the project start date. Selection field Enddate: You can either manually input a date or select a date using the symbol and the field is automatically initialized with the project end date. Selection field Depth of display: For the design of the Gantt chart you can choose between 'main project only', '1-3 levels of project elements' and ‘everything recursive'. You will then get the Gantt chart with the detail depth you require. Selection field Status filter: You can choose from 'all', 'not started (0%)', 'ongoing (0<%<100)' and 'done (100%)'. Accordingly, only the projects/project elements will be shown that match this status. Blank box [] to check off planned times: Use to switch between planned and actual times. Blank box [] to check off constraints: Use to enable the display of all conditions in graphic form. “Overdue” (not fulfilled) conditions appear in red! The term ‘constraints’ describes connections such as milestones or, for example, project x must be completed before beginning project y. Selection field Resources: Use to filter by resources.

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• •

[Update] button [Synchronize all] button

The pertinent Gantt chart appears under 'Gantt chart parameters'. To view a Gantt chart for another project go to the (ProjectManager menu)? and select a different project in the selection box. Every Gantt chart is laid out as follows: Project overview appears at the center top: The chosen project’s title (if only one project otherwise blank) and below that Startdate till Enddate. On the left you will see the project and indented underneath (depending on the set ‘depth of display’) the project elements (and if applicable their project elements, etc.). Milestones appear in blue. Click on the 'title' to view the project or project elements (or milestone) in the respective application (e.g. view project, view element list, show Infolog entry, show calendar entry or view milestone). In the Gantt chart itself (right hand side) all projects and project elements are displayed as blue bars (start and end correspond to the respective project or project element). The project or project element status appears as a "black progress bar" with the respective percentage given at the end. Click on one of the 'blue bars' to view the project or the project element. A milestone is shown as a blue hash including the date of the milestone. Click on this pound sign to view the milestone. Constraints (e.g. connections for other project elements or milestones) appear as arrows in 'black' (condition fulfilled) or 'red' (condition not fulfilled, e.g. overdue). KOMISI HUKUM NASIONAL

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The current date is displayed as a broken line (black) including the date. Below the Gantt chart there is also a button to add milestones. A popup window opens up in which you can select the 'project' and enter a 'title' and 'date' for the milestone. Using the text editor you can enter a description including images, tables, etc. 5.4.

Pricelist

The pricelist allows you to define tasks for projects or project elements which can be used as an accounting type for the project elements. In this way you can for instance post or invoice a project for the time with the task from the pricelist using the timesheet. The price list shows a table with all tasks and their prices to which you have access. You can set up a general pricelist as well as special pricelists for projects or subprojects. The pricelist is created in familiar eGroupWare design so that you see the usual navigation arrows to scroll and the filters to select a category in the navigation bar above. You can either select "all" or a particular ProjectManager category to further structure the pricelist. To search for a specific task enter a search text in the text field. Once you click the [Search] button the list containing the tasks and prices appears. If you do not enter a selection criterion the entire list appears Use your browser’s print function to print the pricelist. You can also change the number of entries shown or printed through the selection box in the navigation bar at the far right. If you have selected a particular project or a project in which the accounting mode is not ‘budget and pricelist' then you will continue to see the general pricelist. KOMISI HUKUM NASIONAL

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To select a project go to the selection box in the (ProjectManager menu)?. If you have previously selected a project the corresponding pricelist for this project will be displayed. To go to the general pricelist select ‘general pricelist’ in the selection box. The pricelist table is divided into six columns: 1. Title: Shows the title for the task. 2. Top selection box project (for general pricelist select 'Project') and bottom Customer title: If it refers to the price for a project, you can assign an additional customer title to the task in edit pricelist. The selection box project can also function as a filter. 3. Selection box Available: Here you can see if the item is available, bookable or billable. You can filter the table using these criteria accordingly. The ‘bookable’ and ‘billable’ criteria are not yet connected with further accounting functions. 4. Top Price / Unit and bottom Valid since: Here you can see the price and the corresponding unit as well as the validity date, if it was set. 5. Top last modified and bottom modified by: Shows when and by whom a task was last modified. 6. Actions: Here you will find the familiar symbols provided you have the necessary access rights: o to show the price or task o to edit the price or task o to delete the price or task The [Add] button to create a new task with price is located below the table with the price list on the left.

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6. Resources Before you can add any resource, it is necessary to assign proper access permissions to categories you want use for resources. It can be done using [Configure Access Permissions] placed in Admin box. Creating categories • • •

•

Click on "Talk" from the menu to the left of the window Click on "add" Fill in the fields: o "Parent category": select the category parent (only if the category should be a subcategory of another category) o "Name": name of the category o Description: description of the class o "Color": color assigned to the category o "Icon": icon has affected the category Click on "Save"

Creating a category requires that you have the required fees. Delete a category • •

Click on "Talk" from the menu to the left of the window Click on the right to delete the name of the category to delete

Delete a category requires that you have the required fees Creating resources •

One in the module resources

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• •

Click on "add" at the bottom of the page or "add a resource" to the left of the page Fields without forgetting to select the category in which save resources

Book a resource • • •

Selecting the category Click on the icon "this Resource Book" of the resource desired Fields and save

Image 9 - Menu Resources

7. File Manager The File Manager module allows users to manage files in the eGroupWare server (load, move, etc.). Files can also be shared with other users through ACLs (Access Control Lists). The File Manager utility was originally developed by Jason Wies and Jonathon Sim for phpGroupWare. Pim Snel made the effort to integrate the File Manager into eGroupWare. This module allows users to manage files in eGroupWare or on a KOMISI HUKUM NASIONAL

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WebDAV server and make them accessible to other users. It has the ability to perform the most common file actions which include: • • • • • • • • • •

Uploading Renaming Copying Moving Creating directories Deleting Adding and editing text files Synchronizing with filing system Viewing file attributes Directory navigation

Comments can be added to both files and directories. The File Manager keeps a record of changes made to files thereby allowing basic verification of any changes made. Version control/recovery is not supported at this time. At the moment sharing files is only supported through group ACL’s. This means that an administrator can create a group which includes all users who want to exchange files among each other. However, it can also be set up so as to allow access to other groups and even to individual users.

Image 10 - Menu File Manager

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7.1.

Filemanager configuration

The Filemanager must be configured in the administration section in Setup, not in the normal administration section. To change the configuration, call up the URL http://mydomain.de/egroupware/setup (matching your own installation). Do not login as Header-Admin but fill in the upper login fields. This is where you can input the general preferences for the eGroupWare installation, among other things including the File Manager. These are the relevant options: • • •

Complete path for user and group files Where do you want to store/read the file information? Choose where you want to save/read the file contents.

Begin by creating a directory in the server in which the web server can write. We will not go into security settings here but you should include additional security in your directory (e.g. with .htaccess). This directory is indicated as 'complete path for user and group files' (enter absolute path). The option 'Where do you want to store/read the file information' determines where file information should be saved. This is not where the actual files are stored but only where information such as name, file size, last modification, etc. is filed. In most cases you should choose SQL unless you know what you are doing. The last step is to determine where the actual file content should be saved. You can choose between SQL and file system. Unless there is an extremely good reason you should definitely choose file system. If

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you select SQL, keep in mind that for larger files performance will be affected. You do not need to configure anything else. Just save and log out.

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7.2.

Filemanager preferences

In this area you can adapt the File Manager to suit your individual needs. Administrators can also select Default Preferences and set Forced Preferences. The possible settings in Display attributes are self-explanatory. In Other settings two settings in particular need to be given further consideration: •

Show ..: If you set this preference then the ‘..’ file will appear in every directory. This means that in the detail list you have a link to quit the current directory. Since there is already such a link in the menu it is recommended to leave this option switched off.

•

Show .files: This option determines whether files that begin with a dot should be listed. This does not apply to the '..' directory described above. Normally you should not need this function. If, however, by chance you do work with a file which begins with a ‘.’ it can lead to confusion if this option is switched off. Being the administrator you should simply set this option to ‘yes’ before being bombarded with emails. This selection should not affect most users. 7.3.

Grant access in the Filemanager

One of the most important features of the File Manager is the sharing of files. Configuring this takes place in the administrator section, not in the File Manager module. However, you do have to have the required rights to administer this feature. Firstly, a group must be created which preferably includes all users who should have access to the shared directory. The File Manager must be selected in the list of available applications. KOMISI HUKUM NASIONAL

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After saving the changes, on the same page where you activated the file manager for the group, click on the small dot next to the File Manager checkbox. A page will open up where you can set the ACL rights. As far as possible, only groups should be conferred rights and not individual users 8. Website

I age 11 –

m

View Personal Intranet Website

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9. Wiki Purpose The Wiki application provides a community-building tool. Each page in a Wiki is similar to a web page except anyone can edit it and it takes no expertise to edit it. This makes a Wiki an ideal tool for capturing tribal knowledge. Overview Wiki pages are read just like any other web pages. The Wiki automatically creates links to other Wiki pages out of inline references. So just include another word in a sentence as you type, and if it is already a page, the link shows up automagically. It is easy to get started creating Wiki pages. Spend ten minutes reading the editing rules at WikkiTikkiTavi and/or http://tavi.sourceforge.net and maybe print them out as a "cheat sheet". Then go to it! You're set. It's that simple. The eGroupware Wiki has three modes: Read, Edit, and View History. Read Mode Ok, this one is a no brainer! :-) Read Mode is where you read Wiki information. It behaves just like any other web page. The title of the page is at the top. Immediately below it is a line with a link to the eGroupware main Wiki page, a link to Recent Changes, and a Search box. The Recent Changes page automatically shows all Wiki pages that have been modified recently. The Search box lets you easily find a wiki page with specific information. Below this line is the page contents. KOMISI HUKUM NASIONAL

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Below the page contents is a line with links to Edit this document (if you have appropriate permission), View document history, and Preferences. Below that is a timestamp of when the document was last modified. Edit this document displays the page in Edit Mode. View document history displays the page in View History Mode. Preferences lets you change Wiki behavior. Edit Mode View History Mode Wikis have strong built-in version tracking. It is easy to see exactly who has done what to any Wiki page. The Wiki philosophy is to empower people to make changes and trust them, but to hold them accountable after the fact. It is straight-forward to roll back a page to an earlier version. View History Mode shows each recent version of the page, along with changes by author. Selecting Compute Difference will show the page with changes highlighted. Additions will be on a green background, while superceded or deleted content will be on yellow.

Image 12 – Menu Wiki

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9.1.

Wiki preferences

In the Wiki preferences there is a select box Features of the editor? where you can costumize how many icons and toolbars the editor shows, select between 'simple', 'regular' and 'everything'. Underneath are four buttons to [Save], [Apply], [Cancel] and hide/unhide [Help]. 9.2.

Viewing Wiki pages / edit mode

The read mode enables you to read Wiki information and also behaves like any other website. The page title is at the top. Directly below that is a line with the link to the main Wiki page, a link to recent changes and a search text field. The page recent changes automatically shows all Wiki pages which were recently modified. The search field allows you to look for a specific Wiki page by entering a search term (e.g. from the title). Underneath the line you will find the Wiki page’s content. Below the page content you will once more see a page with links to: • •

Edit this document: Shows the Wiki page in editing mode provided you have the necessary access rights. View document history: Shows the last changes including date and time, user and the difference in the various versions.

Next to the links you will find the display with the last modification including date and time.

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9.3.

Editing Wiki pages

The Wiki editing mode is laid out as follows: •

•

Left text fields Name and Title: The given title is shown as text in the link instead of the name provided you have input anything. For example ((ManualWikiEdit|edit Wiki page)). Thus, in the text you can use different terms for the same link (if they fit better textually). Selection box Language: Determine the language, or make Wiki pages available in different languages but with the same name. This is how eGroupWare’s Online Help is written in Wiki. The pages can be simply saved in another language and translated. The names are identical and can be automatically identified and used as a Help function.

•

•

• •

[Load] button: Use to reload/refresh a page, if for instance you want to restore it to its original condition since the last time it was saved. [Rename] button: Use to rename a page. This means that page names in other Wiki pages will also be changed accordingly! This prevents you from having to change the links manually. Selection box Writable by: Determine access rights on the document level. Selection box Readable by: Determine access rights on the document level.

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Underneath this is the actual Editor or the editing field, if you do not want to use the Editor but prefer to use the original Wiki syntax In the editing mode you can modify Wiki pages as you wish. There are two different ways to do this: • •

Using the original Wiki formatting rules (also see http://tavi.sourceforge.net). Using the new Wiki Editor: This offers you the possibility to format texts (like you are used to in word processing) and input tables or graphics. If the Editor does not work with your browser launch your HTML Editor instead, but you will have to write the text using HTML formatting. The same Editor is used in the new ProjectManager.

Below the editing window there are two other windows to input a Summary and a Category. The summary appears, for instance, in the editing history which you can use to summarize and track changes. Below this are six buttons to: • • • • •

[Save]: Saves your entries and returns you to the display mode. [Apply]: Saves your entries but you remain in the ManualWikiEdit|edit mode)). [Preview]: Shows your changes without saving them (e.g. use to check formatting). [Delete]: Deletes the current Wiki page. [Formatted]: Use to convert Wiki pages which were prepared with Wiki syntax into a formatted text with the Text Editor.

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Formatting can only take place in one direction. This means that a text written or converted in Text Editor cannot be reformatted into Wiki syntax. •

[Cancel]: Use to return to the display mode without saving changes.

10. Site Manager SiteMgr Resources: templates, SiteMgrFAQs, Sitemgr Introduction, old manual SiteMgr has seen a reorganization of its content generation architecture. The basic idea is that content is not only contributor edited HTML, but can be produced by different "modules" that fetch data from eGW applications and construct some page output from it and/or that construct the page from contributor specified arguments. What has been named blocks in former versions of SiteMgr now also is implemented as a module in this sense. Another important change is that "content blocks" generated from these modules can be defined for different scopes (site-wide, category-specific, or page content). • •

SiteMgr can handle several websites. SiteMgr can handle different versions of the same content block, thus making it possible for example to work on a draft version on the site without touching the production site (and commiting several changes at once) (There are some old thoughts about versioning, but it is better explained in the documentation.)

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Planned features from RalfBecker: • • • •

• • •

rework non-popup manipulation (delete, up/down, ...) to not open a popup add modification times and modifing user to all blocks, pages, ... rework the translation system (more intuitive) translation ACL based on language and category, eg. give user x rights to create/maintain french translations of all (existing) content for whole site or part of the cat-tree tabed site definition and configuration added a konfigurable basic/simple mode with no versioning (all blocks/pages are automaticaly published) test, bugfix, modernice the html and document all existing modules

Longterm features (candidates for further sponsoring): •

• • •

enhance versioning to be able to view website at given past time, published blocks can only be unpublished and archived, but not edited xml import/export of whole site, categories or pages more modules, maybe supporting the module format of an other CMS (mambo, nuke, ...) own search function with searches the site-content (based on ACL / the google module only searches the public content indexed by google)

Already implemented new features: • •

index-pages for categories (can be used instead the standard page-listing) all popup dialogs use standard conform [OK/Save] [Apply] [Cancel] buttons

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•

•

• • •

Edit-Mode shows the blocks for all audiences, eg. a loginblock - normaly only visible to anon users - shows up in Edit mode in a different color (grey instead of red line around) enhance filecontents module to fetch body from html-page read in the filesystem or loaded via http, for easy integration of existing content support of the MOS template format template gallery with download enhanced amazone and google modules

Image 13 - Menu SiteMgr

11. Logout

Image 14 – Menu Logout KOMISI HUKUM NASIONAL

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