2.2. Site Management

2.2.1. Manage Site Information

Site Information is separated into two categories for easier management: Manage Site Parameters and Manage Site Presentation. To access this screen, click Setup on the toolbar and under the section titled Site Management, click Manage Site Information.

2.2.1.1. Manage Site Parameters

This section contains links that allow you to manage settings related to the information for the entire site.

2.2.1.1.1. Change Regional Settings

The Site Administrator can set the date and time format to match what is used in his or her geographical area. This information is used in OfficeClip to represent time and date throughout the site. OfficeClip provides three types of date and time formats:

  • Short Date & Time Format - is used mainly for screens where the user inputs the date and time manually (or via a calendar interface)

  • Medium Date & Time Format - is used where date and time are displayed in lists.

  • Long Date & Time Format - is used for reports and at the top of the OfficeClip toolbar.

  1. To change regional settings, click Setup on the toolbar, and then click Manage Site Information. Finally, click Change Regional Settings.

  2. After clicking the link, the user can set the date and time format by selecting it from the drop-down menus.

  3. Once the preferred formats have been selected, click Update.

2.2.1.1.2. Manage Site Labels

Site classifications deal with objects in OfficeClip such as a vacation, seminar, client or a meeting. Currently the site classification is only implemented in the OfficeClip Calendar application. The Site Administrator can set up various classifications for the objects that will then appear on the calendar. For example, the Site Administrator can set the site classifications for a meeting to be the color yellow and so whenever a meeting is set on the calendar, it appears in yellow background.

  1. To Manage Site Classifications, click Setup on the toolbar.

  2. Click Manage Site Information in the Site Management section. Then click Manage Site Labels.

  3. An array of classifications will be available with a choice of colors. The delete icon helps to delete any classification that is not required. Simply select the desired row and click Delete.

  4. Click Save when complete. The newly revised template will be saved.

2.2.1.1.3. Manage Site Holidays

Site holidays, once set by the Site Administrator, will apply throughout the site and will be useful in various applications, such as Calendar, and Timesheet and Expense. The site holidays can be set for your country from a selection of different countries. It will appear with a different background color whenever that holiday date is displayed in the application.

  1. To set up the Site Holidays, click Setup on the toolbar.

  2. Click Manage Site Information in Site Management, and then click Manage Site Holidays.

  3. Select a country and a year from the drop-down menus.

  4. To add a holiday, click the Add Holiday link at the top of the list. Click the edit icon or delete icon to edit or delete a holiday from the list.

  5. When your information is in place, press the Savebutton.

[Caution] Caution

The system comes pre-populated with known holidays in different countries. Once you have selected the country and the year, you can change them to suit your site policy. However, if the country or date drop down is changed after this, all the changes made will be lost.

2.2.1.1.4. Manage Site Document Space

This feature is only available in the Installed Edition of OfficeClip.

Manage Site Document Space allows the Site Administrator to control how much document space is allocated to the OfficeClip software. It is possible to restrict the space on the user's hard disk to be used for OfficeClip, and also to give more space as the need arises. Document space is used in two main areas of OfficeClip:

  • Document Sharing application - Increasing the space allocated to OfficeClip software will allow all users to upload and share more documents

  • Attachments - Almost all OfficeClip applications have an attachment feature to upload and attach documents to other OfficeClip objects.

  1. To manage Site Document Space, click Setup on the toolbar.

  2. Click Manage Site Information in Site Management and then click Manage Site Document Space.

  3. The next screen shows the total amount of document space, as well as the amount of space used and amount of free space. From the drop down box, choose whether to add or delete space and choose the amount of document space by which you would like to adjust it. Click Save when finished.

2.2.1.1.5. Update Site IDs

This option allows site administrators to set a login ID for each OfficeClip user. This is required if OfficeClip is used in conjunction with any LDAP server (e.g. Windows Active Directory). Each OfficeClip email address can be associated with a unique login ID, making it easy for users to login with their own ID. When OfficeClip is being used in an Active Directory environment, the user can login to OfficeClip with the same password as he or she does to login to Windows. The user will then have to remember only one password. In order to use this feature, the Site Administrator must put in the password of each user.

  1. To update the site IDs, click Setup on the toolbar then click Management Site Information in Site Management.

  2. Click Update Login IDs.

  3. Enter the appropriate login ID for the users in the list shown and when finished, press Save.

2.2.1.2. Manage Site Presentation

This section contains links that allow modification of the look and feel of the entire site.

2.2.1.2.1. Setup Site Header

Note: This feature is only available in the Professional Edition of OfficeClip

The Site Header Setup feature allows the Site Administrator to place the company's own header on all the OfficeClip screens, replacing the OfficeClip header. It is setup by inputting HTML code that shows up as the header.

[Tip] Tip

If there are images embedded in the html code you are using, those images should be hosted on an external site and then the image URL should be put into the HTML code.

  1. To format your site header, click Setup in the toolbar.

  2. Click Manage Site Information in Site Management, and then click on Setup Site Header.

  3. Enter HTML code into the text box and click Update when finished

2.2.1.2.2. Login Screen Setup

Note: This feature is only available in the Professional Edition of OfficeClip

The login screen in OfficeClip can be formatted with an HTML header to personalize it with your company's information, logo, etc. The Site Administrator can change not only the header but can also put a HTML message box in the right hand side area of the screen for the users. The message box area could be used for information pertaining to the site. For example, letting users know when the site will be undergoing maintenance, such as backups and other housekeeping.

  1. To access the Login Screen Setup, click Setup on the toolbar.

  2. Click Manage Site Information in the Site Management section and then click Login Screen Setup.

  3. Enter the appropriate HTML code in the Header Html text box.

  4. To place a message in the message box, simply type it in the Message Html text box. You may use HTML code in this box for more formatting.

  5. Press Update when finished, Reset to start over, or Cancel to return to the previous screen.

2.2.1.2.3. Manage Letterheads

Letterheads are used in OfficeClip for sending Campaigns. Letterheads have three parts: header, body and footer, with the Campaign text going in the body. The idea and purpose of Letterheads is similar to a stationary letterhead; you can put your company logo and colors in the header section of the template and send it as part of the Campaign. The Site Administrator can create different Letterhead templates for different campaigns as needed.

  1. To create a Letterhead for your site, click Setup on the toolbar.

  2. Click Manage Site Information in the Site Management section and then click Manage Letterheads.

  3. You may click the Letterhead Name to edit a letterhead or click on the delete icon to remove a letterhead. In addition, you may also click New Letterhead to begin fresh a letterhead.

  4. While creating a new Letterhead you may set attributes for the header, footer and body of the letterhead. Choose from the color selections. In addition, adjust the alignment as necessary.

  5. Click preview to see the changes on the right. You may adjust colors multiple times and preview each by simply clicking Preview.

  6. Click Next when satisfied and click Save on the following screen to complete.

[Tip] Tip

When editing a Letterhead you can take advantage of the full HTML editor to fine-tune the changes in various sections.

2.2.1.2.4. Manage Email Templates

This feature gives the Site Administrator control to create templates for messages that are sent from OfficeClip. If a calendar event is updated, for example, the template will enable an email to be sent to all users that are associated with the particular event. There are many templates already available in OfficeClip. The Site Administrator can change the look and feel of any of the templates that are currently in the site. HTML code can be used to write a new template or to change an existing template. An HTML editor is provided with OfficeClip for this purpose.

In the email template, you can select entities and attributes, which can be copied to the body of the template text. The entities and attributes will be replaced with the actual information when the emails are sent out.

[Note] Note

There are still some email clients that do not support HTML emails and for this reason OfficeClip email templates provide a way to format the text portion of the message differently from the HTML portion. These two parts are sent simultaneously with each message. The recipient's email client selects appropriate format for the display. While creating the text portion of the message, a feature is available for extracting the HTML message from the text. The Site administrator can then fine-tune the text part of the message with regards to formatting.

  1. To edit email templates, click Setup on the toolbar.

  2. Click Manage Site Information in Site Management. Then, click Manage Email Templates.

  3. An array of templates is available. From here, simply select the desired template. To preview a template instead of edit, click Preview.

  4. You may modify the description, letterhead, and mode. Click Next to continue.

  5. The HTML message will appear (if the mode is selected as HTML). Select an entity from the dropdown box and select attributes from the next dropdown box. The concatenated entity and attribute will be displayed in the text box below, which you can copy and paste in the body of the template. Click Next to continue.

  6. Edit the text mail message with the necessary field and body changes. Click on Extract from Html link to extract the text portion of the message and fine tune it.

  7. Click Save when complete. The newly revised template will be saved in the main template screen.

See Also:

Manage Site Privileges and Applications

Manage Site License