The OfficeClip Administrator is able to create new extranet items. There are several items that can be created within various OfficeClip applications and you can access more details on them in the Understanding Extranet Applications section. The next sections give details on how to make New Shares in each of the available applications.
The externally-published calendar ensures non-OfficeClip users can view important events and make appointment requests. Internal administration can configure whether to show the event names and other information. The external view dynamically updates based on changes in the connected calendar. According to the configuration, external users may be able to request an event to be added to the calendar. Once an event has been requested, an email will be sent to the user when the event request is accepted.
Click on the button bar. Click Calendar from the list and Name the item in the next screen.
Check or uncheck the box for Active. This makes the feature available for use; external links will not work if they are inactive. Click .
The next screen enables the administrator to select the fields that will be published to the Extranet. You can select to Show Event Details by checking the box.
You can enable viewers to request appointments via email by checking the Enable request feature and send email box and selecting the email address from the drop down list. Press to continue, to go back to the previous screen or .
The Access Control screen determines the shared item's access permissions. Choose Public or Secured access by selecting the appropriate radio button. Then, if Secured Access is selected, choose whether to allow all secured users, or only select users to have permission. Check or uncheck the box for Show. This allows the feature to be shown or not shown on the Extranet, with external links still functional. Click when finished, to return to the previous screen, or to exit the screen without saving.
The next screen will show you the email you can send out and the link the users are going to need to access the shared item.
External Extranet users can easily view folders and documents which organization administrators have created and organized for external access. As a safeguard, documents can be locked against accidental overwrite or deletion. OfficeClip users can organize folders, and securely share documents with external extranet users.
Click on the button bar. Choose the Share OfficeClip Documents application and then name the item on the next screen. Click Next.
Check or uncheck the box for Active. This makes the feature available for use; external links will not work if they are inactive. Click .
The next screen enables the administrator to select documents that will be published to the Extranet. Press the button to bring up a pop up screen with all available documents. Choose the document(s) you want to publish and click the button or press to close the window.
Your selected document will appear in the Select Documents box. Press to continue, to return to the previous screen, or to exit.
The Access Control screen determines the shared item's access permissions. Choose Public or Secured access by selecting the appropriate radio button. Then, if Secured Access is selected, choose whether to allow all secured users, or only select users to have permission. Check or uncheck the box for Show. This allows the feature to be shown or not shown on the Extranet, with external links still functional. Click when finished, to return to the previous screen, or to exit the screen without saving.
Click when finished, to return to the previous screen, or to exit the screen without saving.
The next screen will show you the email you can send out and the link the users are going to need to access the shared item.
External users can securely access a variety of expense reports. As a safeguard, reports cannot be shared with public access. Expense reports range from corporate expense reports to expense reports by binder, client, or employee. External users can choose a report from the available selection.
Click on the button bar. Name the item and choose the Expense application and corresponding feature from the drop down lists.
Check or uncheck the box for Active. This makes the feature available for use; external links will not work if they are inactive. Click .
The next screen enables the administrator to select the fields that will be published to the Extranet. Select a report from the box and press to continue, to return to the previous screen, or .
The Access Control screen determines the shared item's access permissions. Choose Public or Secured access by selecting the appropriate radio button. Then, if Secured Access is selected, choose whether to allow all secured users, or only select users to have permission. Check or uncheck the box for Show. This allows the feature to be shown or not shown on the Extranet, with external links still functional. Click when finished, to return to the previous screen, or to exit the screen without saving.
The next screen will show you the email you can send out and the link the users are going to need to access the shared item.
External Extranet users can view an organization's externally published issues and binders, in the form of a Knowledge Base. Issues which have been entered in Issue Tracker will automatically be recorded on the published Knowledge Base website without unnecessary upkeep. A wizard allows the administrator to generate a fully-searchable knowledge base without having to know HTML programming. The knowledge base is dynamic and automatically updated when New Shares are added.
Click on the button bar. Choose the Knowledgebase from the Tracker application and name the item on the next screen. Click .
Check or uncheck the box for Active. This makes the feature available for use; external links will not work if they are inactive. Click .
The next screen enables the administrator to select the fields that will be published to the Extranet.
Choose the project from the drop down list and choose a topic and subtopic for Knowledge Base navigation. From here, the administrator can select the fields that will be published to the Extranet by selecting the checkboxes. Select a filter for the issues from the drop down list and type a welcome message for the Knowledge Base in the text box. Press to continue, to return to the previous screen, or .
The Access Control screen determines the shared item's access permissions. Choose Public or Secured access by selecting the appropriate radio button. Then, if Secured Access is selected, choose whether to allow all secured users, or only select users to have permission. Check or uncheck the box for Show. This allows the feature to be shown or not shown on the Extranet, with external links still functional. Click when finished, to return to the previous screen, or to exit the screen without saving.
The next screen will show you the email you can send out and the link the users are going to need to access the shared item.
When external users access the published issue input form, certain features will be enabled depending on the choices made while creating the form. They will be able to enter issues, whether they have public or secured access. The data the external users enter is placed securely into the binder without allowing the user to see any existing data. If users have secure access, they have the option of tracking the entered issue via the web. In this way, customer service issues can be managed and tracked easily.
Click on the button bar. Choose the Public/Secure Tracker application and name the item on the following screen. Click .
Check or uncheck the box for Active. This makes the feature available for use; external links will not work if they are inactive. Click .
The next screen enables the administrator to select the fields that will be published to the Extranet. Select a project from the drop down menu and then choose the fields that you want displayed on the website by checking the box. Other setting options include:
the choice of whether an email should be sent to the user when he/she enters an issue,
who the issue will be automatically be assigned to,
the message shown to the user after the issue is entered, and
whether the user should be sent a tracking ticket. A tracking ticket allows the sender of the message to click on a link and go to the detail of the case.
Click to continue, to return to the previous screen, or to exit.
The Access Control screen determines the shared item's access permissions. Choose Public or Secured access by selecting the appropriate radio button. Then, if Secured Access is selected, choose whether to allow all secured users, or only select users to have permission. Check or uncheck the box for Show. This allows the feature to be shown or not shown on the Extranet, with external links still functional. Click when finished, to return to the previous screen, or to exit the screen without saving.
The next screen will show you the email you can send out and the link the users are going to need to access the shared item.
External users can securely access a variety of timesheet reports. As a safeguard, these reports cannot be shared with public access. Timesheet reports range from administrative and billing reports, to reports by employee hour, employee tasks and employee profitability on a project. External users can choose a report from the available selection.
Click on the button bar. Choose the Timesheet Reports application and corresponding report from the expanded list.
Name the item and check or uncheck the box for Active. This makes the feature available for use; external links will not work if they are inactive. Click .
Select a type of report from the list based on your needs. Press to continue, to go back or to exit.
The Access Control screen determines the shared item's access permissions. Choose Public or Secured access by selecting the appropriate radio button. Then, if Secured Access is selected, choose whether to allow all secured users, or only select users to have permission. Check or uncheck the box for Show. This allows the feature to be shown or not shown on the Extranet, with external links still functional. Click when finished, to return to the previous screen, or to exit the screen without saving.
The next screen will show you the email you can send out and the link the users are going to need to access the shared item.
External users can securely access a variety of contact reports. As a safeguard, these reports cannot be shared with public access. Contact reports show information about contacts and the children associated with those contacts.
Click on the button bar. Choose the Contacts application.
Name the item and check or uncheck the box for Active. This makes the feature available for use; external links will not work if they are inactive. Click .
Select a type of report from the list based on your needs. Press to continue, to go back or to exit.
The Access Control screen determines the shared item's access permissions. Choose Public or Secured access by selecting the appropriate radio button. Then, if Secured Access is selected, choose whether to allow all secured users, or only select users to have permission. Check or uncheck the box for Show. This allows the feature to be shown or not shown on the Extranet, with external links still functional. Click when finished, to return to the previous screen, or to exit the screen without saving.
The next screen will show you the email you can send out and the link the users are going to need to access the shared item.
External users can securely access a variety of Accounts reports. As a safeguard, these reports cannot be shared with public access. Accounts reports show the accounts and the children associated with each account.
Click on the button bar. Choose the Accounts application.
Name the item and check or uncheck the box for Active. This makes the feature available for use; external links will not work if they are inactive. Click .
Select a type of report from the list based on your needs. Press to continue, to go back or to exit.
The Access Control screen determines the shared item's access permissions. Choose Public or Secured access by selecting the appropriate radio button. Then, if Secured Access is selected, choose whether to allow all secured users, or only select users to have permission. Check or uncheck the box for Show. This allows the feature to be shown or not shown on the Extranet, with external links still functional. Click when finished, to return to the previous screen, or to exit the screen without saving.
The next screen will show you the email you can send out and the link the users are going to need to access the shared item.
External users can securely access a variety of opportunities reports. As a safeguard, these reports cannot be shared with public access. Opportunities reports give users limited access to see the opportunities and the children associated with it.
Click on the button bar. Choose the Opportunities application.
Name the item and check or uncheck the box for Active. This makes the feature available for use; external links will not work if they are inactive. Click .
Select a type of report from the list based on your needs. Press to continue, to go back or to exit.
The Access Control screen determines the shared item's access permissions. Choose Public or Secured access by selecting the appropriate radio button. Then, if Secured Access is selected, choose whether to allow all secured users, or only select users to have permission. Check or uncheck the box for Show. This allows the feature to be shown or not shown on the Extranet, with external links still functional. Click when finished, to return to the previous screen, or to exit the screen without saving.
The next screen will show you the email you can send out and the link the users are going to need to access the shared item.
External users can securely access a variety of Project reports. As a safeguard, these reports cannot be shared with public access. Projects reports cover allocated projects and reports for project rates.
Click on the button bar. Choose Projects.
Name the item and check or uncheck the box for Active. This makes the feature available for use; external links will not work if they are inactive. Click .
Select a type of report from the list based on your needs. Press to continue, to go back or to exit.
The Access Control screen determines the shared item's access permissions. Choose Public or Secured access by selecting the appropriate radio button. Then, if Secured Access is selected, choose whether to allow all secured users, or only select users to have permission. Check or uncheck the box for Show. This allows the feature to be shown or not shown on the Extranet, with external links still functional. Click when finished, to return to the previous screen, or to exit the screen without saving.
The next screen will show you the email you can send out and the link the users are going to need to access the shared item.
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