Extranet Manual Version 1.0

8/4/2019 Extranet Manual Version 1.0

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Extranet Manual


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Index

Definitions........................................................................................................... 2

Structure............................................................................................................. 4Initialview.......................................................................................................... 4Leftpanel........................................................................................................... 5Quicknavigation................................................................................................ 7Objectstoolbar.................................................................................................. 7Usersmenu....................................................................................................... 8Generalsearch.................................................................................................. 9

Account search................................................................................................. 10Workspaces.......................................................................................................... 10

Personalworkspace.......................................................................................... 12Createanew workspace.................................................................................... 12Editaworkspace................................................................................................ 13

Overview............................................................................................................. 14

Notes................................................................................................................... 15

Contacts.............................................................................................................. 17

Calendar. 19

Create new events............................................................................................ 20Viewing the events information. 22

Documents.. 23

Viewing the contents of a document................................................................ 24

Tasks... 25

Create a new task............................................................................................ 25Viewing the contents of a task 26Keep record of the time spent in a task... 27

Milestone

28Viewing the contents of a milestone... 29

Weblink... 30

Create a weblink.. 30Viewing the contents of a milestone 32

Time..................................................................................................................... 33

Reporting. 34

Create a custom report.. 34Columns & Order 35


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Definitions

WorkspacesBasically allInformation in Extranet isorganized inworkspaces, which are located in

the left sidebar. Workspaces can represent several structures such as: a companydepartment, a project, a client a group of clients, or any other object inaClassification system you use. Workspaces are a genericconcept; they get their

meaningjust by theirname.

UserA useris an individual who accesses the software.In generalit isonly one person.The userisassociated with a uniqueaccount and accesses the software by means ofa username and password forauthentication.

Overview

The dashboard (located under the Overview tab) is the very firstscreen you seewhenlogginginto Extranet.Itprovides you with the most recent and most urgent

informationfromallmodulesof the current workspace beingused. Itpresents anoverview of: the weekly calendar,tasks and milestones that are due, latest notes andcomments, latestmodifieddocuments, among others.

NotesNotes are a simple way forexchanginginformationbetween users ofan extranetinstallation.Notes can be used as a replacement fora forum, a blog, a blackboard,ora mailinglist.It supports comments, so you can discuss things; and by subscribing to

a note you get notifications by mailifthere is a new comment. So notes are a simple,but powerfulelement of Extranet.

ContactsContacts represent eitherpersons and/or companies.Companies are any type oforganization.Persons may belong to a company (but they don't have to). Companies

on the other hand may have many users and contacts (but they don't have to).

CalendarThe calendaris the view whichdisplays the current weeks events. One can chooseto display a monthly ordaily view as well.

Email

Emailin Extranet will follow the traditionalemailmodel, with the added functionality

ofbeingable to share email with other extranet users when itis classifiedina sharedworkspace. We are hoping to introduce the email module on the next release ofour system.

DocumentsDocuments are filesofdifferent formats (Text, Worksheets, Presentations,Images,Videos, etc.) where information isstored.


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TasksThe Tasks tab gives you access to tasks and milestones.Tasks tellpeople what todo milestones tell them when somethingis due. Tasks can be assigned to

milestones - but they can exist on their own as unassigned tasks. Milestonescanhave tasks assigned to them - but they can exist without any tasks, simply as a

reminderforanimportant date.

MilestonesA milestoneis an event that serves as referencefora project on a specificdate.

TaskTemplatesIfyou have to create similartasks over and over again, task templates will save you alot of time: Insteadofcreating a new task from the scratch you choose a template andadd only the information that isdifferent forevery task.

Web LinksWeb links are the same thing that you callbookmarks orfavoritesin yourbrowser. By

storing them in Extranet you can share them with other users. Larger collectionsofweblinks can be organizedusingworkspaces and tags as you know it fromany other

object type inExtranet.

TimeThe timemodulelets you track the time you and your co-workers have spent on acertain task.

ReportingThe Reporting tab allows you to create reports forallobjecttypes in Extranet.Ifyouhave suffi cient rights (which can be setper user accountby an administrator) you can

even configure your own custom reports.

TagsTags are keywords. A tag can group any combinationofobjects(documents, tasks,milestones,notes, etc.).


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Structure

Initial view

Extranet initial view displays the tools you need to organize your business

information. Besides the toolbars, panels and usersmenu, the initial view gathers themost recent informationintroducedin the application.

Figure 1: Initialscreen


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Left panel

The left panel is constituted by two important tools: the worksp ace s panel and t h e tags

panel.

This is a collapsiblepanel that can be closed if more space for the mainpanel isrequired. (to close the leftpanel clickon the arrow locatedabove on the right)

Figure 2:LeftPanel


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Workspacepanel

Workspace is the name we give to the place where you keep an organizeallyour

company information.Workspaces can be divided by clients,projects,company

departments or any other division in the classificationsystem you use.

Figure 3: Workspacepanel

Tagspanel

Tags are anotherway to group information. You can tag every objectin theapplication and make it easier to search for them.

Figure 4: Tagspanel.


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Quick navigation

The quicknavigationisdisplayed when you clickAll (next to Extranet logo).Thiswill open a list withall the workspaces introducedin the application.

It is a quickway ofsearchingfora workspace.

Figure 5: Quicknavigation

Objects

toolbarThe objects toolbar is constituted by several tabs: Overview, Notes, Contacts,

Calendar, Documents, Tasks, Web links, Time and Reporting. Each one of this tabrepresent a different tool to organize the informationin the workspaces.

Figure 6: Objects toolbar

If you select the All workspace you will visualize the objects information introducedfor all workspaces. In Figure 7 you can see an example of the tasks regarding allworkspaces.

Figure 6: All tasks


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You can also keep specificobject information for a certainworkspace. For examplethe Admistration workspace manages its own contacts, tasks and documents

regardingadministrationmatters.

To visualize particularworkspace information you must select the workspace in the leftpanel.

Figure 7: Workspacespecificinformation

Usersmenu

The Us e r s menu i s located above on the ri gh t of the in i t i a l view. It presents twooptions:

Administration: Thisoptionisonly availableforadministratorusers.Here userscan manage the business data, create new users; assignpermissions to

workspaces, among other actions.

Account: The account option is available to every user. In this view users canconfigure their own information,change theirpassword and upload a picture.

Figure 8: Usersmenu


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General search

The search optionallows you to find a certaininformation by introducingonly a word.

Figure 9: Generalsearch

The result will display every object that has been saved with that word.

Figure 10:Searchresults.


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Account panel

All users can view and edit theiraccount settingsin the Account panel.

Figure 12:Account panel

Update profile: Thissectionallows you to change yourpersonalinformation.

Update avatar: Allows you to upload yourpicture.

Change password: This option enables you to change yourpassword to access

the system.

Editpreferences:In thissection you can change the applicationlanguage(general)and change the calendar,tasks and dashboard options.

Permissions: This option is only available for administrators, and allow them to

modify the userspermissions.


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Workspaces

Workspaces are a genericconcept, they can adjust to any classificationsystem you

use to org

anize

yourbusinessinform

ation.

Forexample they can represent the different departments in your company:

Figure 13:Workspaceas business departments

If yourbusiness organizes by projects, you can arrange workspaces perproject as

you can visualizeinfigure14.

Figure 14 : Workspacesasprojects


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Personal workspace

When a user creates an extranet account, the system automatically creates apersonal workspace where the usercan keep his or her own information without the

access ofother users noradministrators.

Figure 15:Personalworkspace

Create a new workspace

To create a new workspace clickthe +option located in the left panel. Thisaction

will open a new view where you are requested to introduce:

Name: Give the new workspace a name Parent Workspace: Thisoptionallows you to create subworkspaces for analready existingparent workspace.If it does not have a parent chooses none. Workspace color: Give the new workspace a identifyingcolor.

You can introducefurtherinformationin the optionslist:

Description: Thisoptionallows you to describe the content of the workspace.

Editpermissions: Thisoptionisonly availableforadmistrators.

Allows you to enable ordisable the access ofusers to this workspace.

Contacts: Allows you to create new contacts to this workspace


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Figure 16:Workspaceoptions

Edit a workspace

To modify a workspace propertiesfirst you have to select the workspace you want to

edit and then clickon the Edit iconlocated on the leftpanel.

In the edit view you have the option to delete the workspace.Ifyou clickdelete a confirm view warns you that ifyou delete the workspace you willdeleteall the information withinit.

Figure 17: Deleteworkspaceconfirmation


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Overview

The first tab in the objects menu is Overview. The Overview tab displays the sameview as the initial screen where you can visualize the most important and recent

informationofa workspace.

To visualize a workspace information you have to select the workspace in the left

panel:

Figure 18:Overview

This view shows:

The weeks calendar with the events that have been introduced.

Tasks inprogress: tasks that have the time cron activated and are been worked

on.

Late milestones and tasks: Activities that were not finished and have due dateexpired. Pendingtaskspanel: Activities that have not been completed.

Documents panel: Shows the most recent uploaded orediteddocuments.

Workspace information: Displays the descriptionof the workspace and the userswho have access to it.

Latest notes and comments.

It is important to note that the information displayed in the overview tab will alwaysdepend on the workspace selected in the left panel. Fact also valid for every object


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type. For example, to visualize the administration tasks you have to select theadministration workspace.

Notes

Notes are a quickand simple way forexchanginginformationbetween users.

To create a note clickthe Newoption on the left.

Figure 19:Notes

Create a new note

In this view you are requested to introduce:

Title: Enter a name for the note Text: Introduce the content of the note


Workspace: Thisoptionallows you to change the workspace where thisobject is

going to be saved.

Tags: Thisoptionallows you to introduce a tag to thisobject.It isusefulbecause

tags are a quickmethod to group objects and makes it easierto search.

Options:Allowscomments on thisnote.

Custom properties: You have the option to set your own new propertiesdepending

on your needs.

Subscribers: You can notify other users about thisobject. Notificationswillbe sentthrough emaileach time the objectismodificated.

Linkedobjects: You can linkother relevant informationrelated to thisobject

When you finished creating the new note click Add note and it will display in theNotes view.


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Figure 20: New note.

Viewing the content of a note

Ifyou want to visualize the note content clickon the new note. Thisactionwill open anew view showing the note properties:

Figure 21: Note actions andproperties

This Note view alsopresentes a listofactions that allow you to:

Edit: Allows you to change the note properties


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Move to trash: Erases the note Print view: Allows you toprint notes

View history: displays the update history of the note.

Contacts

The Contacts panel manages the information of all the companies and people whoworks with yourbusiness.

Contacts may be eitherindividualpersons orcompanies.

To create a new contact clickon the Newoption on the left. You can choose either

Contact (individual) orCompany depending on the new contact you want to create.

Figure 26:Contact

Create a new contact

In the New contact view, you can introduce information regarding the contact suchas:

Personalinformation: firstname, lastname, address, phone number, email.

Infomation on the contacts work: job title,address, phone number.

In this view there are also other optionsin the list:

Notes: Thisoptionallows you to introduce a note on your new contact.

Custom properties: You have the option to set your own new properties for yourcontacts depending on your needs.


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Subscribers: You can notify other users about this new contact. Notificationswillbesent through emaileach time the objectismodificated.

Linkedobjects: You can linkother relevant informationrelated to the contact.

When you finishedintroducing the contacts information click Add contant and it willdisplay on the Contacts panel.

Figure 27: New Contact


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Viewing the contact information

If you want to visualize the contacts information clickon the contact. Thisaction will

open a new view showing the contactsproperties:

Figure 28: Contact view

On the right you have a Actionspanels with the options;

Edit contact: You can change the information about the contact.

Editpicture: You can upload a pictureofyour contact. Assign to workspace: Allows you to linkthe contact to a specific workspace. Move to trash: Thisoptionallows you to erase the contact.

View history: Allows you to see the update history of the contact.

Calendar

The Calendar view displaysall the events that have been introduced with a specific

date. Events may be meetings,conferences or any other activity that has a due date.

In this view you have an optionmenu:

Add event: is the option to add a new event.

Month, week, day : thisoptionsallow you to configue the calendar view as

monthly, weekly ordaily.

Go to: is a quickway to go to a specificdate. User: You can choose to visualizeeveryones calendar or the calendarofa specificuser.


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Create a new eventFigure 29:Calendar

There are two options to create a new event.1- Ifyou clickon the calendar a quickview opens where you can introduce the name

for the event and the amount ofhours it will take.2- The other optionis through the Addevent button. Thisoptiontakes you to a new

view where you can introduce more information about the new event.

In the new event view you have a furtherlistofoptions:

Workspace: This option allows you to change the workspace where this event is

going to be saved.

Tags: Thisoptionallows you to introduce a tag to the event. Tags are a usefuland

quickmethod to group objects and facilitatesearch.

Description: Thisoptionallows you to describe the content of the event.

Repeating event: In this option you can configue the program to repeat this newevent for the time you want.

Reminders: You can decide ifyou want to receive a reminderof the task due date.Select whether you prefer the reminders to be a pop-up in the system or either

receiving an email and specify the time in advance you prefer to receive thereminders.


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Custom properties: You have the option to set your own new properties

depending on your needs.

Subscribers: You can notify other users about thisevent. Notificationswillbe sentthrough emaileach time the objectismodificated.

Linkedobjects: You can linkother relevant informationrelated to thisevent.

Event invitations: You can invite users to the event. Invitations would be sentthrough email.

When you finished introducing the events information click Add event and it willdisplay in the calendarview.

Figure 30: New event


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Viewing the events information

Ifyou want to visualize the events information clickon the event. Thisactionwill opena new view showing the eventsproperties:

Figure 31 :Events actions andproperties

In this view you can confirm yorassitance to the event and you are shown the userswho have confirmed theiratendance.

On the right you have a Actionspanels with the options;

Edit: You can change the information about the event.

Move to trash: Thisoptionallows you to erase the event. View history: Allows you to see the update history of the event.


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Documents

In the documents panel you can either upload any type of documents or create adocument orpresentation.

To upload orcreate a new document clickon the optionNew.

Figure 32: New document

Upload a file

You can upload a filelocatedin your PC or a weblink url as a document.Ifyou upload a file the system asks you ifyou want to change the filename orsave it

as a new versionof the file.Thisisbecause the system allows you to save more than one version ofa documentswith the same name. So wheneveryou or a colleaguemakes a change in a file youcan save it as a new revision.

In this view there are also other optionsin the list:

Workspace: Thisoptionallows you to change the workspace where thisobject is

going to be saved.

Tags: Thisoptionallows you to introduce a tag to thisobject.Tags are a usefuland quickmethod to group objects and facilitatesearch.

Description: Thisoptionallows you to describe the content of thisobject.

Custom properties: You have the option to set your own new properties,depending on your needs.

Subscribers: You can notify other users about this object. Notifications will besent through emaileach time the objectismodificated.


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Linked objects: You can linkother relevant informationrelated to thisobject

When you finished uploading the file click Add file and it will display in theDocuments view.

Figure 33: Uploadfile

Viewing the content of a document

If you want to visualize the documents content clickon the document. Thisaction willopen a new view showing the document;

Figure 34:Document actions andproperties

You can upload several versions, Revisions of the same document and keep theolder versions.


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The system displays the number of revisions that have been created for thedocument, the date of itsmodification and the users who did the changes.

The view alsoshows a listofactions you are allowed to do:

Download: Thisoptionallows you to download the file.

Delete: Allows you to delete the document. Edit fileproperties:Is the optionifyou want to change the documents properties.

Move to trash: Deletes the document. Copy thisfile: Makes a copy of the document. View history: displays the update history of the file.

Tasks

You can create tasks or milestonesfora workspace.Tasks are activities that have to be done for example LegalAgreement, where asmilestones are actions withspecific due dates such as Credit due.

To create a new task or a new milestone clickin the Newoption.

Figure 35:Tasks

Create a new task


Name; Enter aname for the task Task data: Introduce the beginning and due date for the task Description: describe the task


Workspace: Thisoptionallows you to change the workspace where thisobject isgoing to be saved.

Tags: Thisoptionallows you to introduce a tag to thisobject.It isusefulbecausetags are a quickmethod to group objects and makes it easierto search.


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Reminders: You can decide ifyou want to receive a reminderof the task due date.Select whether you prefer the reminders to be a pop-up in the system or either


Custom properties: You have the option to set your own new propertiesdepending

on your needs.

Subscribers: You can notify other users about thisobject. Notificationswillbe sentthrough emaileach time the objectismodified.

Linkedobjects: You can linkother relevant informationrelated to thisobject

When you finished creating the new task click Add task and it will display in theTasks view.

Figure 36: New task


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Viewing the content of a task

Ifyou want to visualize the tasks content clickon the task. Thisactionwill open a newview showing the taskproperties:

Figure 37: Task actions andproperties

Keep record of the time spent in a task

In this view you can keep record of the time that this task is going to take. Click onthe Start work button and you will start the time slot, when you finished working onthe task clickEnd work. You also have the option topause the time slot ifneeded.

Figure 38: Time slots


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This task view alsopresentes a listofactions that allow you to:

Complete: Option that sets the task as finished.

Add task: Allows you to add a new task Edit: Allows you to change the taskproperties

Move to trash: Erases the task Add to a template: This option is useful when you have certain tasks that repeat

every now and then. Save the task and subtasks as a templateso the next timeyoujust add the task template and do not have to introduceitspropertiesagain. View history: displays the update history of the task.

Milestones

Create a new milestone

Milestones are actions withspecific due dates. To create a new milestoneclickin the

New button in the Taskspanel.

The new milestone viewpresents the options:

Figure 39: New milestone

Name: Introduce a name for the milestone Due date: Introduce the due date for the milestone


Workspace: Thisoptionallows you to change the workspace where thismilestone

isgoing to be saved.


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Tags: This option allows you to introduce a tag to the milestone. It is useful

because tags are a quickmethod to group objects and makes it easierto search.

Reminders: You can decide ifyou want to receive a reminderof the milestone duedate. Select whetheryou prefer the reminders to be a pop-up in the system or either


Custom properties: You have the option to set your own new properties formilestones.

Subscribers: You can notify other users about this milestone. Notifications will besent through emaileach time the objectismodificated.

Linked objects: You can link other relevant information related to the newmilestone.

When you finished creating the new milestone click Add milestone. If you want tovisualize the milestones in the Tasks view you have to select in the groupbyoption:

milestone.

Viewing the content of a milestone

If you want to visualize the milestone content clickon the milestone. This action will

open a new view showing the milestoneproperties:

Figure 40: Milestoneactions andproperties


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This task view alsopresentes a listofactions that allow you to:

Complete thismilestone: Option that sets the milestoneas finished. Add task: Allows you to add a new task Edit: Allows you to change the milestoneproperties

Move to trash: Erases the milestone

Create a copy of thismilestone: Copies the milestone Add to a template: This option is useful when you have certain milestones that

repeat every now and then. Save the milestonesas a template so the next timeyou

just add the template and do not have to introduceall the informationagain. View history: displays the update history of the milestone.

Web links

The web linkpanel is where you can keep url web sitesrelated to yourbusiness.It isa way ofbookmarking online sites that interest your workspaces, clients, specificproyects, etc.

To introduce a new web link clickon the Newbutton.

Figure 41: Web links

Create a new web link


Title; Enter a titlefor the web link Url: Enter the web site url


Workspace: Thisoptionallows you to change the workspace where this web link

isgoing to be saved.


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Tags: Thisoptionallows you to introduce a tag to the web link.It isusefulbecausetags are a quickmethod to group objects and makes it easierto search.

Description: Thisoptionallows you to describe the content of the link.

Custom properties: You have the option to set your own new propertiesfor the weblinkdepending on your needs.

Subscribers: You can notify other users about the new web link. Notifications willbe sent through emaileach time the objectismodified.

Linkedobjects: You can linkother relevant informationrelated to the web link.

When you finishedcreating the new web link clickAdd web linkand it will display inthe web linksview.

Figure 42: New web link


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Viewing the content of a web link

If you want to visualize the web link content clickon the link. Thisactionwill open anew view showing the web linksproperties:

Figure 43: Web linkactions andproperties

The web link viewpresents a listofactions that allow you to:

Open web link: Opens the url inanother widget.

Edit: Allows you to change the web linkproperties. Move to trash: Erases the link.

View history: displays the update history of the web link.


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Time

In the Timepanel you can keep track of the timespent intasks. You have the optionto introduce timeslots for the already worked hours or run a time slot to register thereal timeit takes you to do a specific task.

Figure 44: Time

T he All active tasks panel: This panel shows tasks that are being executed at themoment. You can see the work inprogress from every workspace and who is the

user working on it.

You can pause the task, continueit and set it as complete when finished.

The General timeslots panel: Here yo u introduce time amounts already worked.You can only visualize the worked hours forthe workspace you are in.

In this panel you have the Print reportoption that allows you to generate and print areport of the totalexecuted timefora listof tasks.

In the report you can choose the information you want to show. You can selectwhether you want to make the report with the information regarding: date, user,workspace and if you want to report only time slots for active tasks, only general timeslots orall timeslots introduced.


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Reporting

Reports are an efficient way ofgathering the most relevant informationof the objects.You can customizereports forany of the objectslistedin the report view.

Figure 45:Reports

To create a report clickon the Add a custom reportbutton.

Create a new custom report:

In the new custom report view there are several information options that you canchoose for your report.

First you have to introduce a name and a description for the report. Then you mustspecify what is the object type you want to gather information about ( if its tasks,documents, events, etc)

Figure 46: New custom report


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Columns & Order:

In the order by option select the inf orm ati on that will organize the o rd er o r yourreport. You can al so choose from the list of actions, the data yo u would like to showin the report. (For ex completed by, assigned to, etc)

ClickAdd report button when you finishedcustomizing the report.

The new custom report has a Print viewoption whichallows you toprint the report.