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Browse Support
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IntraNet System Tools
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This section contains information regarding settings and options in the System Tools section. From here, Administrators may add, remove and control users, control application availability, customize the look of the IntraNet, monitor statistics and much more. Below is a list of System Tools categories and a list of their functions.
Application Administration
Application Administration allows Administrators to manage global application settings and control availability. Below is a description of the tabs, their contents, and functionality.
Global Settings
The Address Book and Calendar have extra features that are available in the System Tools area only:
Address Book
A System Administrator can choose to create custom fields for use in an Address Book.
Simply select 'Add New Custom Contact Field', and specify a name in the textbox provided. This will now be shown as a custom field in all Address Books.
Calendar
Within this section is the option to create custom Events and Locations that are usable on all current and future Calendars. Locations and Event types that currently exist will also be displayed in this section and may be removed at the user's discretion.
A name is all that is required to create an Event or Location. Other attributes may be set, however, this information is only currently viewable within the System Tools section.
Availability
This section allows Administrators to limit the applications that are available to IntraNet users. Turning an application 'Off' will prevent users from creating applications of that type.
In the following example, the Administrator has removed the option for users to create Databases and Photo Albums. After the desired applications have been chosen, selecting 'Save' will confirm:
Remove
This option allows an Administrator to remove an application from IntraNet completely, including any current instances of that type. For example, if Document Manager is removed, every Document Manager will be removed from the IntraNet.
*Caution - any data or files that reside in the application/s will be lost and irretrievable unless the database is restored.
This procedure is dangerous and ramifications should be carefully considered before removing any applications. Pages and External Links may not be removed.
Group Administration
Grouping users is a powerful tool in controlling the accessibility of IntraNet. Groups should be created in a way that represents the structure of the organization to ensure simplicity when it comes to assigning access rights for applications or pages.
Within Group Administration, Groups can be created simply by clicking the 'Create Group' button, entering a name in the textbox and clicking 'Save'.
Memo Manager
The Memo Manager allows Administrators to send an email announcement to IntraNet users. This is a great way of allowing IntraNet Administrators to communicate IntraNet related information quickly and easily to it's users. Memos may also be set to repeat, for example if an Administrator wished to inform all of it's users each week that a server is going down for maintenance, they may create the memo, set the time for it to be sent and the recipients, and IntraNet will ensure that it is automatically sent out!
System Settings
This section contains configuration settings that will allow Administrators to further customize how an IntraNet is delivered. Below is a list of tabs that appear within this category and options inside that may be changed:
General Settings
This area contains settings that affect the entire IntraNet. Options in this area include:
Inactivity Timeout Period
This setting determines how long an IntraNet session can be idle before it is closed. It is recommended to keep this setting low especially in places where there are many IntraNet users.
Uploaded file maximum length (KB)
This setting determines the maximum size of a file that may be uploaded to IntraNet in KiloBytes (KB).
Session Security Level (IP address matching)
This setting determines the level of security at the IP level. This is set by default to 4 and rarely, if ever, will this option require modification.
Feedback Link
All IntraNet users have the opportunity to provide feedback to Administrators. This is done by selecting the 'Feedback' link in the top-right corner of the window. This setting allows the Administrator to specify the email address to which these Feedback emails will be sent.
SMTP Server Name
This setting determines the name of the SMTP server used by IntraNet.
URL for Help button
In the top-right corner of the screen, all users will see a 'Help' link. This setting allows Administrators to specify a URL for that link.
URL for intraNET
This setting allows Administrators to specify the URL to access IntraNet here.
Pick the Color for Your Intranet
Administrators may select a colour scheme for IntraNet here.
Company Login Logo
Using this setting, Administrators may select an image that will be shown on the login screen.
Company Toolbar Logo (130x55)
Using this setting, Administrators may specify an image to be used in the Toolbar, at the top-left of the IntraNet window. This image must be 130x55.
Top bar background
Using this setting, Administrators may select an image that will be shown for the top bar.
Quickbar background
Using this setting, Administrators may select an image that will be shown for the Quick Bar.
Active Directory
IntraNet may be synchronized with Active Directory and the following settings may be altered here:
Enabled
This setting allows Adminstrators to Enable or Disable Active Directory. The default for this option is Disabled.
Use SSL
This setting allows Administrators to use SSL Certification. The defualt for this option is Disabled.
Server Name
This setting allows Administrators to specify a Name or IP address for the Active Directory server.
Administrative username
This setting allows the username for this AD Administrator to be specified.
Group Name
Specify the Group Name to be used for the Active Directory users.
Domain
The setting allows the AD domain to be specified.
Administrative password
This setting allows the AD password to be specified.
User Settings
This section contains options and settings that relate directly to IntraNet users.
Passwords must contain upper and lower case letters
If enabled, user passwords must contain both upper and lower case letters to be considered valid.
Passwords must contain digits
If enabled, user passwords must contain digits to be considered valid.
Passwords must contain other symbols
If enabled, user passwords must contain characters (*, ^, # etc) to be considered valid.
Allow the "Remember my login information" feature
If enabled, this allows users to decide whether they would like their PC to remember their IntraNet login information.
CAUTION* - This is not recommended for open-plan offices or areas where computer security is easily compromised.
Allow the "Forgot my Password" feature
If enabled, users will be able to select a link on the login screen that will allow them to be sent a new, temporary password to their email specified in IntraNet.
Minimum password length (chars)
This setting allows Administrators to set the minimum length acceptable for IntraNet user passwords, in characters..
User passwords expire after (days)
Administrators may choose to force IntraNet users to change their password every so often. This setting specifies the number of days between enforced password changes.
User password expiry warning period (days)
This setting allows Administrators to specify the number of days prior to a password expiration that a user will be warned that their password is going to expire.
User account expiry warning period (days)
This setting allows Administrators to specify the number of days prior to an account expiration that a user will be warned that their account is going to expire.
Additional Message when Inviting a New User
Administrators may use this setting to specify a message that will be sent with IntraNet invites.
User password expiration message
Administrators may use this setting to specify a message that will be shown when a user is notified that their password is about to expire.
User account expiration message
Administrators may use this setting to specify a message that will be shown when a user is notified that their account is about to expire.
User invitation greeting
This setting allows Administrators to specify the message shown to greet IntraNet users.
Dictionary
This tab allows Administrators to specify a Dictionary to be used by IntraNet. UTF-8 encoded plain-text files should be used. Dictionaries may be downloaded, merged, replaced, or reset back to default.
Icon ManagerContent Browser. Select 'Add Icon' and browse to the image location (16x16 pixels) and select 'Upload'. Icons may also be changed and removed from IntraNet.
License
This section provides information regarding the License Key associated with IntraNet. The License Key should not be altered without consulting Vialect.
Languages
This section shows languages currently supported by IntraNet.
System Stats
This section allows Administrators to monitor and collect information regarding IntraNet usage. The two sets of drop-down date boxes may be used to specify a date range within which information will be shown. The 'Show' links will bring up a new window with details regarding application usage, number of logins (per user), total space used, shared folders and space used by each user and Error Codes.
User Administration
This section contains options that allow Administrators to alter settings for user accounts and also to create new users. The topmost frame will contain a list of all current IntraNet users. From here, users may be added, edited, deleted, copied, pasted, disabled and imported.
When first selected, the lower frame is set to display a blank form which may be used to create a new user. A user may also be selected from the list above and all that user's information will be displayed below. Below is a list of the tabs that will be available and information fields that may be altered:
General Settings
This tab contains all of the standard user information such as name, address, phone number, email etc. Administrators can use this section to edit personal details and change passwords.
Access Rights
This tab allows Administrators to choose the level of access to be designated to an IntraNet user. Select an application, then choose the level of access by checking the options in the new window. Click 'Save' to confirm.
Editor and Language
This tab allows the type of text editor to be altered, as well as the language. Depending on geographical location, Rich Text and English are usually set as default.
Quickbar Settings
This tab allows for customization of the Quickbar, which is located above the main window and is designed to allow users to create shortcuts to applications or pages that they use regularly for quicker access. Users may have their own custom tab in the Quickbar which can include a link to any application or page that user has the rights to access.
Create a tab by entering a name into the textbox below the list of currently available tabs. Select 'Create New' to save. When a tab is selected, a list of its linked applications or pages will now be shown in the lower list. Simply select 'Add New' and select an application in the new window to create a link to another application.
Shortcut names may also be altered from this menu by selecting them in the lower list and entering a new name for them in the textbox. Quickbar tab names may also be changed this way using the upper list and textbox.
What's New Summary
This tab allows the What's New Summary to be customized to the requirements of the user. Simply select the applications you wish to be represented by selecting 'Add New', or, display new items in all available applications. 'Check in Last...' is the period of time in which new items will be shown, for example, if 3 days is selected, all new entries in chosen applications for the last 3 days will be shown in the summary.
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