Extranet Manual

Index
Definitions........................................................................................................... Structure............................................................................................................. Initialview.......................................................................................................... Leftpanel........................................................................................................... Quicknavigation................................................................................................ Objectstoolbar.................................................................................................. Usersmenu....................................................................................................... Generalsearch.................................................................................................. Account search................................................................................................. Workspaces.......................................................................................................... Personalworkspace.......................................................................................... Createanew workspace.................................................................................... Editaworkspace................................................................................................ Overview............................................................................................................. Notes................................................................................................................... Contacts.............................................................................................................. Calendar. Create new events............................................................................................ Viewing the events information. Documents.. Viewing the contents of a document................................................................ Tasks... Create a new task............................................................................................ Viewing the contents of a task Keep record of the time spent in a task... Milestone Viewing the contents of a milestone... 2 4 4 5 7 7 8 9 10 10 12 12 13 14 15 17 19 20 22 23 24 25 25 26 27 28 29

Weblink... 30 Create a weblink.. 30 Viewing the contents of a milestone 32 Time..................................................................................................................... 33 Reporting. 34 Create a custom report.. 34 Columns & Order 35

Definitions Workspaces Basically all Information in Extranet is organized in workspaces, which are located in the left sidebar. Workspaces can represent several structures such as: a company department, a project, a client a group of clients, or any other object in a Classification system you use. Workspaces are a generic concept; they get their meaning just by their name. User A user is an individual who accesses the software. In general it is only one person. The user is associated with a unique account and accesses the software by means of a username and password for authentication. Overview The dashboard (located under the Overview tab) is the very first screen you see when logging into Extranet. It provides you with the most recent and most urgent information from all modules of the current workspace being used. It presents an overview of: the weekly calendar, tasks and milestones that are due, latest notes and comments, latest modified documents, among others. Notes Notes are a simple way for exchanging information between users of an extranet installation. Notes can be used as a replacement for a forum, a blog, a blackboard, or a mailing list. It supports comments, so you can discuss things; and by subscribing to a note you get notifications by mail if there is a new comment. So notes are a simple, but powerful element of Extranet. Contacts Contacts represent either persons and/or companies. Companies are any type of organization. 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). Calendar The calendar is the view which displays the current weeks events. One can choose to display a monthly or daily view as well. Email Email in Extranet will follow the traditional email model, with the added functionality of being able to share email with other extranet users when it is classified in a shared workspace. We are hoping to introduce the email module on the next release of our system. Documents Documents are files of different formats (Text, Worksheets, Presentations, Images, Videos, etc.) where information is stored.

Tasks The Tasks tab gives you access to tasks and milestones. Tasks tell people what to do milestones tell them when something is due. Tasks can be assigned to milestones - but they can exist on their own as unassigned tasks. Milestones can have tasks assigned to them - but they can exist without any tasks, simply as a reminder for an important date. Milestones A milestone is an event that serves as reference for a project on a specific date. Task Templates If you have to create similar tasks over and over again, task templates will save you a lot of time: Instead of creating a new task from the scratch you choose a template and add only the information that is different for every task. Web Links Web links are the same thing that you call bookmarks or favorites in your browser. By storing them in Extranet you can share them with other users. Larger collections of web links can be organized using workspaces and tags as you know it from any other object type in Extranet. Time The time module lets you track the time you and your co-workers have spent on a certain task. Reporting The Reporting tab allows you to create reports for all object types in Extranet. If you have sufficient rights (which can be set per user account by an administrator) you can even configure your own custom reports. Tags Tags are keywords. A tag can group any combination of objects (documents, tasks, milestones, notes, etc.).

Structure
Initial view
Extranet initial view displays the tools you need to organize your business information. Besides the toolbars, panels and users menu, the initial view gathers the most recent information introduced in the application.

Figure 1: Initial screen

Left panel
The left panel is constituted by two important tools: the workspaces panel and t h e tags panel. This is a collapsible panel that can be closed if more space for the main panel is required. (to close the left panel click on the arrow located above on the right)

Figure 2: Left Panel

Workspace panel Workspace is the name we give to the place where you keep an organize all your company information. Workspaces can be divided by clients, projects, company departments or any other division in the classification system you use.

Figure 3: Workspace panel

Tags panel Tags are another way to group information. You can tag every object in the application and make it easier to search for them.

Figure 4: Tags panel.

Quick navigation
The quick navigation is displayed when you click All (next to Extranet logo). This will open a list with all the workspaces introduced in the application. It is a quick way of searching for a workspace.

Figure 5: Quick navigation

Objects toolbar
The objects toolbar is constituted by several tabs: Overview, Notes, Contacts, Calendar, Documents, Tasks, Web links, Time and Reporting. Each on e of this tab represent a different tool to organize the information in the workspaces.

Figure 6: Objects toolbar

If you select the All workspace you will visualize the objects information introduced for all workspaces. In Figure 7 you can s e e an example of the tasks regarding all workspaces.

Figure 6: All tasks

You can al so keep specific object information for a certain workspace. For example the Admistration workspace manages its own contacts, tasks and documents regarding administration matters. To visualize particular workspace information you must select the workspace in the left panel.

Figure 7: Workspace specific information

Users menu
The U s e r s menu i s located above on the r i g h t of the i n i t i a l view. It presents two options: Administration: This option is only available for administrator users. Here users can manage the business data, create new users; assign permissions to workspaces, among other actions. Account: The account option is available to every user. In this view users can configure their own information, change their password and upload a picture.

Figure 8: Users menu

General search
The search option allows you to find a certain information by introducing only a word.

Figure 9: General search

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

Figure 10: Search results.

Account panel
All users can view and edit their account settings in the Account panel.

Figure 12: Account panel

Update profile: This section allows you to change your personal information. Update avatar: Allows you to upload your picture. Change password: This option enables you to change your password to access the system. Edit preferences: In this section you can change the application language (general) and change the calendar, tasks and dashboard options. Permissions: This option is only available for administrators, and allow them to modify the users permissions.

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Workspaces
Workspaces are a generic concept, they can adjust to any classification system you use to organize your business information. For example they can represent the different departments in your company:

Figure 13: Workspace as business departments

If your business organizes by projects, you can arrange workspaces per project as you can visualize in figure 14.

Figure 14 : Workspaces as projects

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Personal workspace
When a user creates an extranet account, the system automatically creates a personal workspace where the user can keep his or her own information without the access of other users nor administrators.

Figure 15: Personal workspace

Create a new workspace

To create a new workspace click the + option located in the left panel. This action will open a new view where you are requested to introduce: Name: Give the new workspace a name Parent Workspace: This option allows you to create subworkspaces for an already existing parent workspace. If it does not have a parent chooses none. Workspace color: Give the new workspace a identifying color. You can introduce further information in the options list: Description: This option allows you to describe the content of the workspace. Edit permissions: This option is only available for admistrators. Allows you to enable or disable the access of users to this workspace. Contacts: Allows you to create new contacts to this workspace

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Figure 16: Workspace options

Edit a workspace
To modify a workspace properties first you have to select the workspace you want to edit and then click on the Edit icon located on the left panel. In the edit view you have the option to delete the workspace. If you click delete a confirm view warns you that if you delete the workspace you will delete all the information within it.

Figure 17: Delete workspace confirmation

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Overview
The first tab in the objects menu is Overview. The Overview tab displays the same view as the initial screen where you can visualize the most important and recent information of a 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 in progress: tasks that have the time cron activated and are been worked on. Late milestones and tasks: Activities that were not finished and have due date expired. Pending tasks panel: Activities that have not been completed. Documents panel: Shows the most recent uploaded or edited documents. Workspace information: Displays the description of the workspace and the users who have access to it. Latest notes and comments. It is important to note that the information displayed in the overview tab will always depend 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 the administration workspace.

Notes
Notes are a quick and simple way for exchanging information between users. To create a note click the New option 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 You can introduce further information in the options list: Workspace: This option allows you to change the workspace where this object is going to be saved. Tags: This option allows you to introduce a tag to this object. It is useful because tags are a quick method to group objects and makes it easier to search. Options: Allows comments on this note. 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 be sent through email each time the object is modificated. Linked objects: You can link other relevant information related to this object When you finished creating the new note click Add note and it will display in the Notes view.

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Figure 20: New note.

Viewing the content of a note If you want to visualize the note content click on the new note. This action will open a new view showing the note properties:

Figure 21: Note actions and properties

This Note view also presentes a list of actions 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 to print notes View history: displays the update history of the note.

Contacts
The Contacts panel manages the information of all the companies and people who works with your business. Contacts may be either individual persons or companies. To create a new contact click on the New option on the left. You can choose either Contact (individual) or Company 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 such as: Personal information: first name, last name, address, phone number, email. Infomation on the contacts work: job title, address, phone number. In this view there are also other options in the list: Notes: This option allows you to introduce a note on your new contact. Custom properties: You have the option to set your own new properties for your contacts depending on your needs. 17

 Subscribers: You can notify other users about this new contact. Notifications will be sent through email each time the object is modificated. Linked objects: You can link other relevant information related to the contact. When you finished introducing the contacts information click Add contant and it will display on the Contacts panel.

Figure 27: New Contact

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Viewing the contact information If you want to visualize the contacts information click on the contact. This action will open a new view showing the contacts properties:

Figure 28: Contact view

On the right you have a Actions panels with the options; Edit contact: You can change the information about the contact. Edit picture: You can upload a picture of your contact. Assign to workspace: Allows you to link the contact to a specific workspace. Move to trash: This option allows you to erase the contact. View history: Allows you to see the update history of the contact.

Calendar
The Calendar view displays all 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 option menu: Add event: is the option to add a new event. Month, week, day : this options allow you to configue the calendar view as monthly, weekly or daily. Go to: is a quick way to go to a specific date. User: You can choose to visualize everyones calendar or the calendar of a specific user.

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Figure 29: Calendar

Create a new event There are two options to create a new event. 1- If you click on the calendar a quick view opens where you can introduce the name for the event and the amount of hours it will take. 2- The other option is through the Add event button. This option takes you to a new view where you can introduce more information about the new event. In the new event view you have a further list of options: Workspace: This option allows you to change the workspace where this event is going to be saved. Tags: This option allows you to introduce a tag to the event. Tags are a useful and quick method to group objects and facilitate search. Description: This option allows you to describe the content of the event. Repeating event: In this option you can configue the program to repeat this new event for the time you want. Reminders: You can decide if you want to receive a reminder of 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 the reminders.

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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 this event. Notifications will be sent through email each time the object is modificated. Linked objects: You can link other relevant information related to this event. Event invitations: You can invite users to the event. Invitations would be sent through email. When you finished introducing the events information click Add event and it will display in the calendar view.

Figure 30: New event

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Viewing the events information If you want to visualize the events information click on the event. This action will open a new view showing the events properties:

Figure 31 : Events actions and properties

In this view you can confirm yor assitance to the event and you are shown the users who have confirmed their atendance. On the right you have a Actions panels with the options; Edit: You can change the information about the event. Move to trash: This option allows 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 a document or presentation. To upload or create a new document click on the option New.

Figure 32: New document

Upload a file You can upload a file located in your PC or a weblink url as a document. If you upload a file the system asks you if you want to change the file name or save it as a new version of the file. This is because the system allows you to save more than one version of a documents with the same name. So whenever you or a colleague makes a change in a file you can save it as a new revision. In this view there are also other options in the list: Workspace: This option allows you to change the workspace where this object is going to be saved. Tags: This option allows you to introduce a tag to this object. Tags are a useful and quick method to group objects and facilitate search. Description: This option allows you to describe the content of this object. 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 be sent through email each time the object is modificated.

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 Linked objects: You can link other relevant information related to this object When you finished uploading the file click Add file and it will display in the Documents view.

Figure 33: Upload file

Viewing the content of a document If you want to visualize the documents content click on the document. This action will open a new view showing the document;

Figure 34: Document actions and properties

You can upload several versions, Revisions of the same document and keep the older versions. 24

The system displays the number of revisions that have been created for the document, the date of its modification and the users who did the changes. The view also shows a list of actions you are allowed to do: Download: This option allows you to download the file. Delete: Allows you to delete the document. Edit file properties: Is the option if you want to change the documents properties. Move to trash: Deletes the document. Copy this file: Makes a copy of the document. View history: displays the update history of the file.

Tasks
You can create tasks or milestones for a workspace. Tasks are activities that have to be done for example Legal Agreement, where as milestones are actions with specific due dates such as Credit due. To create a new task or a new milestone click in the New option.

Figure 35: Tasks

Create a new task In this view you are requested to introduce: Name; Enter a name for the task Task data: Introduce the beginning and due date for the task Description: describe the task You can introduce further information in the options list: Workspace: This option allows you to change the workspace where this object is going to be saved. Tags: This option allows you to introduce a tag to this object. It is useful because tags are a quick method to group objects and makes it easier to search. 25

 Reminders: You can decide if you want to receive a reminder of 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 the reminders. 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 be sent through email each time the object is modified. Linked objects: You can link other relevant information related to this object When you finished creating the new task click Add task and it will display in the Tasks view.

Figure 36: New task

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Viewing the content of a task If you want to visualize the tasks content click on the task. This action will open a new view showing the task properties:

Figure 37: Task actions and properties

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 on the Start work button and you will start the time slot, when you finished working on the task click End work. You also have the option to pause the time slot if needed.

Figure 38: Time slots

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This task view also presentes a list of actions 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 task properties 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 template so the next time you just add the task template and do not have to introduce its properties again. View history: displays the update history of the task.

Milestones
Create a new milestone Milestones are actions with specific due dates. To create a new milestone click in the New button in the Tasks panel. The new milestone view presents the options:

Figure 39: New milestone

Name: Introduce a name for the milestone Due date: Introduce the due date for the milestone You can introduce further information in the options list: Workspace: This option allows you to change the workspace where this milestone is going 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 quick method to group objects and makes it easier to search. Reminders: You can decide if you want to receive a reminder of the milestone 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 the reminders. Custom properties: You have the option to set your own new properties for milestones. Subscribers: You can notify other users about this milestone. Notifications will be sent through email each time the object is modificated. Linked objects: You can link other relevant information related to the new milestone. When you finished creating the new milestone click Add milestone. If you want to visualize the milestones in the Tasks view you have to select in the group by option: milestone. Viewing the content of a milestone If you want to visualize the milestone content click on the milestone. This action will open a new view showing the milestone properties:

Figure 40: Milestone actions and properties

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This task view also presentes a list of actions that allow you to: Complete this milestone: Option that sets the milestone as finished. Add task: Allows you to add a new task Edit: Allows you to change the milestone properties Move to trash: Erases the milestone Create a copy of this milestone: Copies the milestone Add to a template: This option is useful when you have certain milestones that repeat every now and then. Save the milestones as a template so the next time you just add the template and do not have to introduce all the information again. View history: displays the update history of the milestone.

Web links
The web link panel is where you can keep url web sites related to your business. It is a way of bookmarking online sites that interest your workspaces, clients, specific proyects, etc. To introduce a new web link click on the New button.

Figure 41: Web links

Create a new web link In this view you are requested to introduce: Title; Enter a title for the web link Url: Enter the web site url You can introduce further information in the options list: Workspace: This option allows you to change the workspace where this web link is going to be saved.

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 Tags: This option allows you to introduce a tag to the web link. It is useful because tags are a quick method to group objects and makes it easier to search. Description: This option allows you to describe the content of the link. Custom properties: You have the option to set your own new properties for the web link depending on your needs. Subscribers: You can notify other users about the new web link. Notifications will be sent through email each time the object is modified. Linked objects: You can link other relevant information related to the web link. When you finished creating the new web link click Add web link and it will display in the web links view.

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 click on the link. This action will open a new view showing the web links properties:

Figure 43: Web link actions and properties

The web link view presents a list of actions that allow you to: Open web link: Opens the url in another widget. Edit: Allows you to change the web link properties. Move to trash: Erases the link. View history: displays the update history of the web link.

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Time
In the Time panel you can keep track of the time spent in tasks. You have the option to introduce time slots for the already worked hours or run a time slot to register the real time it takes you to do a specific task.

Figure 44: Time

T h e All active tasks panel: This panel shows tasks that are being executed at the moment. You can see the work in progress from every workspace and who is the user working on it. You can pause the task, continue it and set it as complete when finished. The General timeslots panel: Here you introduce time amounts already worked. You can only visualize the worked hours for the workspace you are in. In this panel you have the Print report option that allows you to generate and print a report of the total executed time for a list of tasks. In the report you can choose the information you want to show. You can select whether 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 time slots or all time slots introduced.

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Reporting
Reports are an efficient way of gathering the most relevant information of the objects. You can customize reports for any of the objects listed in the report view.

Figure 45: Reports

To create a report click on the Add a custom report button.

Create a new custom report:

In the new custom report view there are several information options that you can choose for your report. First you have t o introduce a name and a description for the report. Then you must specify what i s the o b j e c t type yo u want t o 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 i n f o r m a t i o n that w i l l organize the o r d e r o r your report. You can also choose from the list of actions, the data yo u would like to show in the report. (For ex completed by, assigned to, etc) Click Add report button when you finished customizing the report. The new custom report has a Print view option which allows you to print the report.

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