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SUSE LINUX Openexchange server 4 User Guide

1. Figure 5 15 The Result of a Query the conflict page If desired ignore the conflict and create the appointment anyway To do so click Ignore conflicts and save To resolve the conflict you may either query the system to find an alternative date and time by clicking Start query or click Back to return to the creation form To cancel this appointment s creation click Cancel All changes made will be lost Creating an Appointment Conflit Due to a conflict with another appointment this appointment was not accepted e Your requested date from 24 10 2002 08 00 until 24 10 2002 17 00 Existing conflicts uim Time range Location Participants Resources from 24 10 2002 08 00 until 24 P m 10 2002 17 00 Sitzungssaal 3A Mustermann Martin m from 24 10 2002 08 00 until 24 Conference hall Kotyrba Sebastian Kauss Martin Pinsel Jan Klein 10 2002 15 30 44 Marcus Test Rita ignore conflicts and save Send request Back Cancel Figure 5 16 Conflict Management SuSE Linux Openexchange Server 4 Jopuoe b2 Address Management Ia M The address management is used to manage company addresses and their corresponding contacts Search for an address using diverse search criteria It is also possible to add any number of links and notes to an address Company Addre
2. Thomas Brown John Hones Description iz cancel Figure 5 7 Appointment Notes Overview you or by everyone that can see and edit the parent object Note Who has read access to this note e Private C like the associated object Note Title Print Manual The manual will be printed on oct 22th Description save cancel Figure 5 8 Attaching a Note to an Appointment Appointment Links Links may be added to each appointment Follow the instructions given in Linking Objects on page 25 SuSE Linux Openexchange Server 4 J0puajpy 47 48 Creating an Appointment Define the Appointment To enter a new appointment there are a few mandatory fields that must be completed The mandatory fields to create a new appointment are the follow ing Description appointment beginning appointment end The beginning and end are automatically completed depending on how you accessed the creation form Typical ways would be clicking a certain date in the day week or month views refer Day View on page 41 Week View on page 41 and Month View on page 22 Only after the description is completed can other tabs be selected to define additional aspects of this appointment Appointment Participants Read access Write access Resources Sequence Availability Query C Private appointment Group appointment e Description Meeting of the board Location Confere
3. Appropriate permissions are required before an item can be deleted More information about the permission management for contacts can be found in Creating a New Contact on page 69 A more general overview of the permis sion management system can be found in Permissions for Modules on page 19 Exporting a Contact To export contact data to an external program click vCard An overview of the included data then appears Click download to open the entry To save SuSE Linux Openexchange Server 4 LEWIEBDUPY sseJppv 71 72 it in a file click Save then choose the folder in which to save the vCard and modify the file name If you click Open the data of the vCard is displayed in the address book of your mail client View the data and if you decide you really want to import it to your address book save the entry Contact Notes To attach short comments and information to a contact select Notes from the details page of the contact This also shows all existing notes Click the Add new icon to create a new note Note permissions are managed separately so it is possible to attach a private note to a public address More about notes is available in Notes on page 25 Linking Contacts to Other Objects Contacts can be linked to addresses other contacts jobs projects bookmarks and forums First select Links from the contact s details page All links al ready present are
4. 35 E a ia aa den 37 DEA Ad ye ee 37 IOHOd 32 0 BV e a A OG A O x O Portal Calendar Addresses Jobs Projects Documents Knowledge Bookmarks Forum Pinboard eMail Calendar Martin Mustermann Overview Current October 2002 wm T WT F S S Friday 18 10 2002 e so B OM 41 7 8 9 10 11 12 13 42 14 15 16 17 las 20 Today Ne tope enema 43 21 22 23 24 25 26 27 5 2 4428 29 30 31 Appointments Emails November 2002 08 00 Meeting of the board You have no new messages cHD ee un A i o 44 Ta Jobs Appointments PEU qa E SLOXS Beta 2 installieren 99 tach D You do not have any new appointments 46 11 12 19 14 15 16 17 47 18 19 20 21 22 23 24 Manual translation Jobs 48 25 26 27 28 29 30 Projects You do not have any new jobs Manual for the Suse Linux Openexchange Se me Browser Standard Contacts xj EPIS Search for Description The following browsers can be used Go Mozilla 1 0 or higher Netscape 6 2 or higher CE Opera 6 0 or higher D address D Project Internet Explorer 5 0 or higher Appointment gt Job Figure 4 1 The Portal Page of the SuSE Linux Openexchange Server 4 In principle the portal page can be divided into several parts In the upper part of the portal bar the green SuSE Linux Openexchange Server 4 menu bar can be found Use it to access the Setup area and the groupware s on line help To leave SuSE Linux Openexchange Server 4 use Logout to log out fro
5. Groupwareserver Installation muster netline de MT HTML Programming muster netline de Unsubscribe Figure 12 6 Subscription List Unsubscribing To cancel a subscription click Subscribe slider while in the forum overview This opens an overview of all your subscriptions By clicking the check box to the left of the forum s name select all forum subscriptions to delete When finished selecting forums unsubscribe from them by clicking Unsubscribe SuSE Linux Openexchange Server 4 127 Pin Board w Within the pin board module you and your colleagues may place informa tion as you would on a real bulletin board There is no difference between a short message to all colleagues or a personal note Entries on the pin board may also be displayed on the portal page Pin Board Overview 130 Creating and Editing Entries 130 Deleting Entries o o o 131 PIDOg Uld 130 Browser Standard Browser Description The following browsers can be used Mozilla 1 0 or higher Netscape 6 2 or higher Opera 6 0 or higher Internet Explorer 5 0 or higher Figure 13 1 Showing Important Entries on the Portal Page Pin Board Overview The pin board shows the usual overview of all active pin board entries Along with the topic of the messages it also shows the creator and the time span the message should be activ
6. Add more addresses Additional e mail addresses SuSE Linux Openexchange Server 4 29 Opene ange Server 4 oupware ol xl Datei Bearbeiten Ansicht Favoriten Extras 2 au Mail container i send eMail to 1s meyer hannes anton de Add more addresses Send with a local eMail Client Send via webmail Cancel Figure 3 12 The E Mail Container that you select while navigating the contacts or addresses pages are automat ically appended to the list Then click Send via WebMail to open the mail editor that you can use to write and send mail using the web front end Optionally use your local e mail client instead of WebMail Click Send with a local e mail client to pass the collected addresses to an external mail pro gram like Evolution Outlook or Mozilla Your standard mail program is chosen automatically by the web application 30 Sending E Mail from the Groupware Portal After successfully logging in or after clicking the Portal icon you will reach the portal page It serves as an information board and overview of today s appointments jobs and follow up projects Additionally find out whether someone created new appointments or jobs for you Current pin board notes or an indication of new or unread e mail messages can be found there as well Dverview De Paes 33 Current New Items in the Groupware 35 The Miniature Calendar
7. Global Search Using the global search objects from each area of the application can be found easily and quickly Area contacts y Search for michael CAS D Address gt Project gt Appointment gt Job Figure 3 10 Finding Objects of Each Category Global Search for Objects The global search can be found in the right section of the page It consists of two parts In the upper one select the area to search from a drop down box Choose from Addresses Contacts Projects Documents Appointments Jobs Knowledge and Bookmarks In the lower part enter the search term Click Go or press on the keyboard to start the search Using Wild Cards The search is exact That means that only those objects that exactly match the search query are included in the results Searching is case insensitive You may also use wild cards to search the system To keep a part of the search term arbitrary use an asterisk as the wild card For example to perform a contact search for me find contacts with names like Meyer Meier Meeser Mel and Metzig A question mark stands for a single arbitrary characted When looking for Me er you will find Meyer and Meier The wild cards and can be combined Global Search contact SI sl Addresses Search Contact search Results contacts Birthdaylist Page 1 1 1 gt e found entries for search term
8. Name Enter the title of the project here Entering a title is mandatory Description Enter a description of the project here Leader Enter the name of the project leader External Participants If this project has participants that do not have accounts on the system such as project partners from other companies enter their names here Customer If this project is being done for a customer enter the customer name here Type Enter the project type such as software development Entering a type is mandatory Status Specify the percentage complete the project currently is The status can be entered in increments of ten percent By default the value is NEW During the project the status can be increased until it is Done If you are the creator of this project or have write access move this project to the project archive by specifying ARCHIVE The project will not be listed anymore in the main list but you can still find it in the archive Creating a New Project Planned Expenses Enter the planned expenses in euro and the planned duration of the project in either hours or work days Select the unit in the drop down menu next to the text field s 09lO1d Gains Enter the expected revenue of this project Comments Participants can use comments to add notes about the project description or document changes made to this project Every time a project is edited you may add a comm
9. CC This entry contains the e mail addresses that should receive a copy of this mail Subject The message s subject Mime Version This entry contains the MIME version used by the sender MIME stands for Multipurpose Internet Mail Ex tension and is a widely used e mail standard Depending on the used MIME version additional mail formats may be used This is the only way to include data that is not text in an e mail Modern MIME versions allow simultaneous use of graphics audio and text in a single message Content Type According to the MIME standard the different content formats of an e mail are divided into categories It usually differentiates between text graphical and audio ele ments The categories of data this mail contains is specified here Content Transfer Encoding This entry details the MIME encod ing method used to transmit the nontextual data of this e mail X Mailer This entry shows the name of the mail client that cre ated this e mail This entry is optional and not all mail clients specify it X Priority This entry details the priority of this message Some mail clients like Webmail allow e mails to be marked with different priorities Mail clients that support this function usu ally highlight messages of a higher priority X Confirm Reading To Some e mail clients like Webmail allow a confirmation Once the e mail is opened by the mail box s owner a message is sent to the sender Whether this option is
10. Par ticipants tab find a list of all people to whom this project has been assigned With Comments see all comments about this project Use Milestones to view a list of all milestones created for this project Jobs lists all jobs associ ated with this project History shows you who has changed or created this project Notes displays all notes attached to this project Links lists all links this project may have to other objects Additional information can be found on the help pages Creating a New Project Project Participants Readaccess Write access Private project Group project e A Start 14 10 2002 m ES kass m EET 2510 2002 M Name Pawer plant Cologne Deutz e Buang sung E Setup of a ney 5000 MW Power Plant in Cologne Deutz x Description ig Leader Bastian Mile External Participants Tom Weichert Bob Brown Customer Citybuild Sample Company Status New b Eu kom Je 0 00 hours Gains 0 00 Figure 8 3 Creating a New Project Creating a New Project Create a new project by selecting the appropriate link in the Create new area on the portal page or by clicking the New icon First enter at least the project s end date its name and type Next select all participants from the lists of users and groups Afterwards enter additional information about this project as described in the following Permissions If this
11. Read access Write access C everybody private individually e Company sample Company More ee Street Samplestr 31 Sos al foe City Sample Lake City Country USA State Man Telephone 555 232311 Fax Eee eMail Jinfo sample company de URL ntp sampe companyde S Status Number of employees Sales Tax ID number Commercial register entry Branches a Figure 3 4 Read and Write Access to Addresses All modules allow a quick setting to be used instead of assigning permissions individually when creating an object In the main Address dialog you can for example create the address globally for every user or privately for yourself only You only need to choose from the options everybody private or individually The options have the following significance Everybody This object is public and can be accessed by every user who may also access this module When creating an address with this option it is added to the public address book of the LDAP server Permission Management When choosing this option every user gains both read and write access to this address If you only wish to grant access to a specific group choose individually sosog Private The object is private and may not be accessed by anyone but yourself When creating an address using this option it is added to your private address book on the LDAP server You are the only
12. Specify how many items should be displayed per page using the drop down box on top of the table By clicking the blue arrows on top of the page turn the pages or just click the page number to see To see the details of a project click the yellow arrow in the first column of the table To create a new project click the Create New icon Searching for Projects In the search field of the Magic bar look for other people s projects to which you have access Choose the user s group from the first list This way you may also find all projects of other participants Use the text field to search for the user whose projects interest you Enter the name of the user and press 4 If more than one entry matches your criteria select the cor rect one from the list to the right From the list field in the upper right corner of the Magic bar select which types of projects should be listed The following choices are possible List With the List option see a list of all active projects that have not been archived yet Past due projects These projects have not been finished yet although their end date has already been reached Overview of Projects Next 7 days This option displays all projects that need to be completed within the next seven days those whose end date will be reached Archive This option shows all projects that were completed and moved to the archive s oefoJd Selecting a project is a simple as clic
13. Users remove remove Show users Search GO Read access to adds Finsel Jan z lt remove save cancel Figure 3 2 Read Access Assigning Object Permissions Groups Add entire groups by selecting the group in the upper left list then clicking Add gt The chosen group is then added to the list on the far right that contains all chosen groups Search for a group by entering its name in the text field using wild cards if desired refer to on page P8 then clicking GO To remove a group from the rightmost list select it and click lt Remove In all lists make a selection of multiple items by holding down Ctr Users To add a person first choose a group in which the user is a member from the leftmost list in the section Groups of people Then click the Show people Permission Management button All members of the chosen group are listed in the left list in the People area To assign a certain person to an object select the person from the left list and click add gt Alternatively use the text field above the list to directly search for a user You can search by login name as well as first and last name Wild cards are accepted here as well sosog A more detailed description can be found in the following pages or the online help of each dialog More about the search function can be found in Global Search on page 28 To remove a person s assignment to an object choose t
14. who last changed it SuSE Linux Openexchange Server 4 45 46 Appointment Participants History Notes Links Participants 1121319 3S e Page 1 3 Participants v Status V 6 Comment v gt Wagener Thorsten open gt Vierschrodt Alexander open veritas loki open D test test open gt Test Rita open gt Test Lisa open Schulz Michael open gt Schroeder Marianne open Pawlak Michael open gt Mustermann Martin open Remember Cancel Figure 5 5 View of an Appointment s Participants Appointment Notes You can attach notes to this appointment All notes are listed on the Notes tab Click D to view a note Sort the list of notes according to field by clicking the arrows next to Created by Title and Content To write a new note click Pf A dialog opens in to enter the note s title and content Also specify whether this note can only be seen and edited by Calendar Appointment Participants History Notes Links Meeting of the board v e mf e Appointment Created by Martin Mustermann Created the 14 10 2002 18 59 Changed by Martin Mustermann Changed the 18 10 2002 12 40 Cancel Figure 5 6 Appointment History Viewing an Appointment Note Who has read access to this note e private C like the associated object Title New board Members
15. 10 entries Last name 70 Firstname amp Department 7 amp Company 94 Telephone 74 Mobile 7 amp Email 90 sosog D Meyer Hannes ANTON meyer hannes anton de E Preuss Stefan IT ANTON stefan preuss comfire de cancel Figure 3 11 Using the Search Navigating the Search Results The search result are presented in a list Access the details page of each entry by clicking the gt icon or the first column of the entry Viewing the Search Results If a search yields many results additional pages can be reached by flipping the pages of the search result using and The number of results dis played on a page defaults to 10 If desired change this value to 5 10 15 or 20 results Sorting the Search Results If a search query yields a lot of results it can be sensible to sort the result list according to a certain column Use Y and amp in the title row of each column Using Y sorts the results in ascending alphabetical order from A to 2 Using amp sorts the results in descending alphabetical order from Z to A Sending E Mail from the Groupware You may send an e mail from the e mail container to multiple people If you click an e mail address in the addresses or contacts modules not your local e mail client appears as would be customary but instead a window with some options In this simple context menu you can quickly add additional e mail addresses Simply click
16. 4 qualifies for businesses of all sizes adaptability and configurability of the intranet functions or the look of the client application are indispensable characteristics Of course itis also possible to adapt the layout of the web interface to the corporate identity of your company Getting Started On the following pages find an in depth documentation of all functions of the SuSE Linux Openexchange Server 4 Now itis up to you to make the introduction of the groupware concept a success in your company as well Start by training small teams and organize the introduction gradually The enthusiasm of your colleagues will come as expected and guarantees a further motivation of all employees Getting Started Basics This chapter provides information about logging in and out and for common elements such as permission management notes links and the global search It also provides an overview of buttons commonly used in the application onnecting ee as enee ee 16 Pa dd a PTT 16 Permission Management 19 INOtes ENEE 23 Linking Objects 2 o2 RR RE 25 T 28 Sending E Mail from the Groupware 29 sosog Connecting Login Log in to identify and authenticate yourself This process gives users access only to the sections to which they should have access User Michael2 Password esesese Download SuSE Linux Openexchange Server CA SuSE Linux Server Figure 3 1 Login Page This page has
17. Furthermore by using Start and End date decide how long the entry stays on the pin board before it is stored in the archive After creating an entry you will be redirected to the overview of all messages You also can change pin board messages to which you have write access To change an entry just click the Edit icon at the upper right border Changes to an entry are documented in a history The history may be accessed with the History tab when viewing single entries Deleting Entries To delete an entry open the detailed view of the specific entry Click w in the upper right corner to delete the entry Then confirm the security check question and the entry will be deleted SuSE Linux Openexchange Server 4 131 E Mail a The e mail icon in the main menu bar opens the e mail management system of the web interface Use it to read your e mail write new e mail or simply manage all your e mails The complete functionality of the WebMail module eliminates the need for an external e mail client Logging In and Out 134 Ee Een 134 ee a PEREAT EEN 144 co REM 148 ee gd een 148 vC EE EEN 148 IIDIA 3 Logging In and Out You do not need an additional e mail program outside Webmail as it is an integral part of the web interface of the SuSE Linux Openexchange Server 4 It can handle logging into and out of the mail server To leave the Webmail module click Logout in the menu on the left side
18. Job Deleting a job is not possible for security reasons The only way to remove a job from the list of active jobs is to archive it SuSE Linux Openexchange Server 4 81 82 Job Notes You may add short notices and information to a job Open the Notes tab to view a list of all notes about this job Click Create New Pf to attach a new note to the job Note permissions are manage separately so it is possible to attach a private note to a job Fur ther information about notes can be found in Notes on page 3 Linking a Job Jobs can be linked to other objects such as addresses contacts other jobs projects bookmarks and forums Link the job to other objects by selecting Links from the job s details page All links already present are listed on this page Create a link by clicking activate linking then navigating to the details page of the target object Choose Links there then click Create to establish the link To leave the linking mode click deactivate linking Only linked objects to which you have read access are shown More informa tion about linking is available in Linking Objects on page 5 History The detailed view of a job also has a tab for History Use it view which user originally created this entry and when it was created Additionally see when the last changes were saved for this job and which user made them Job Notes Projects A The projects module is well s
19. Linux Openexchange Server 4 LEWIEBDUPY sseJppv 70 number fax number and e mail address The fields are available both for business and personal information Street Postal Code City State Country Enter the private address of the contact here Comments Use this section to enter additional information about the con tact Martial status Number of children Birthday Hobbies This section is used to store personal information about the contact Birthday is a date field Enter the contact s birthday in the date format DD MM YYYY Alternatively select the date using the built in calendar by clicking the corresponding icon A window containing a calendar opens in which to click the desired date URL If this contact has a home page enter the address here Permissions Permission options are private accessible by all users everybody or only for chosen groups or people individually If you choose everybody the address entry is added to the global LDAP address directory to which all groupware users have access private adds the address only to your pri vate address book When individually is selected additional settings are re quired Use Read access and Write access to specify to whom read or write access should be given The contact can have different permissions than the company with which it is associated If access to a company address is more restricted restricted th
20. Martin Mustermann Calendar gt Manual Chapter 5 Martin Mustermann Addresses gt Manual Chapter 6 Martin Mustermann Contacts Cancel e Figure 3 5 Notes List Note Who has read access to this note e Private C like the associated object Title Print Manual The manual will be printed on oct 22th a Description save cancel Figure 3 6 Creating a New Note Attaching a Note to an Object From the notes list create a new note using rf Then enter the title and content of the note You may assign permissions to each note Use the two options in the upper part of the form to specify who has access to this note If you choose private only you will be able to see this note If you choose like the associated object everyone that has access to the parent object also has access to your note Notes Removing Notes Notes may be removed from an object at any time by opening the details page of the note then clicking the trash can icon When an object is deleted all attached notes are deleted Also when a user is removed from the system all of his private notes which were not visible to other users are removed as well 8 Note Publicly accessible notes created by a user are not deleted along with the user The user is replaced by the mail administrator as the owner of these objects The administrator can then assign ownership to the appropriate parties using the permission mana
21. Openexchange Server 4 supports SSL encryption the standard used by banks This allows secure worldwide access to company internal data from any PC Open Standards In a world in which IT infrastructures are subject to a continuous change open standards that allow an integration of different products that are already in use in your company or will be in the near future become more and more important The SuSE Linux Openexchange Server 4 belongs to a type of solutions that are based on industry standards Therefore the SuSE Linux Openexchange Server 4 allows components to be added or replaced with third party products You are not forced to use only additional SuSE products but are free to do so The SuSE Linux Openexchange Server 4 supports every important communi cation standards like LDAP and IMAP completely and unrestrictedly Every internal directory access is handled by the SuSE Linux Openexchange Server 4 via LDAP without the need for an additional directory service Extensibility The SuSE Linux Openexchange Server 4 knows all protocols and standards commonly used in modern Internet communication so can be extended on a very SuSE Linux Openexchange Server 4 SIDMANOIS OL UONONPOALU large scale The SuSE Linux Openexchange Server 4 can primarily be seen as an alternative to products like Exchange or Groupwise which means that no resources can be imported for example from an existing Exchange server The SuSE Li
22. T 119 ee ee 119 sa uela O E UU e ee 119 xeu uy hac Gd hee ea Ge deb ue dede 120 zug y den ubl dio Le dern HR eus b e Ra ew a 120 V 121 Linking a Bookmark to Other Objects o 121 Hlistory HEEN 122 Contents 123 aa a ee iere 124 TTD 125 Creating a New Article or Responding lt 125 idas do ai de aa 125 devra pasto 126 Subscribing s dase 322 ba Sei GA SAS heat een 126 as God eave es Ade WS ee AA 127 13 Pin Board 129 ye Sees ee a ee cen oe Gena oe ae ey a 130 Creating and Editing Entries 2 2 222er 130 Deleting Entries e 131 14 E Mail 133 LogginglnandOut ee 134 w 134 The Menu Ban 134 DP 135 A O 137 HH erede Su uA EE 139 passa 139 MIT 140 Eunetions 524 doy Ge et ee E nt 140 nm 144 qr xc T 144 Subject 22224 dv use race ed ed eps C dE Nera o S 146 Content 6 65 644044 bbw dad d ro Rd 146 a e o od das a aa 146 Priority IE 146 Log We ee 146 Cc TP 147 Add Signature 2 RR XR mmm 147 SuSE Linux Openexchange Server 4 xii Insert Mailing Lien 147 Import Attachment 147 Sending the E Mail s v4 9 ERE 147 Moving E Mail Mesages 148 Deleting E Mail Messages 148 Personal Settings s 4 2 dpa m 22 BURN ara ala xs 148 Ww 148 ci PAAR 151 NIU Rd ERR UE pedia da 151 A e 152 Contents Forward DJOMJOJ Thank you and congratulations for
23. activated can be found in this header Date This entry contains the date and time on which the mes sage was sent As e mails are a global means to communicate time zone information is added as well SuSE Linux Openexchange Server 4 WON 143 144 All information that can be found in the mail headers is avail able in the source code as well Additionally you will also see the message s content E Optionen MATAN Status setzen Return Path Exportieren X Sieve cmu sieve 2 0 Mail Header Received from zail localhost 127 0 0 1 D LQuelltext by mail slots de Postfix on SuSE Linux Open Team Server 4 0 with ESMTP id 153C31AA94E for Wed 18 Sep 2002 12 09 03 40200 CEST Schlie en Message ID lt 176132431 1032343742967 JavaMail rootRxail From bishophBslots de To dokuBslota de Subject Sie haben einen neuen Termin Mine Version 1 0 Content Type text plain charset IS0 8859 15 Content Transfer Encoding quoted printable X Meiler comFire Mail System 120020903 http www comfire de Date Wed 18 Sep 2002 12 09 03 40200 CEST 18 09 2002 08 00 18 09 2002 09 00 Termin Sekreteriat Ort ksF ln test Mail Source Code Figure 14 8 E Mail Source Code Writing New E Mail Messages Click New message in the left menu frame of the Webmail client A win dow containing a form for writing a new message opens Recipients To Enter the e mail address of the receiver here All recipients o
24. certain tasks CRM provides the real advantage of a groupware solution The interoperability of the SuSE Linux Openexchange Server 4 as well as other systems in the company e g ERP CRM is an important factor for fulfilling the requirement of group ware to extend and integrate existing IT systems Another important aspect of such an interoperability is the possibility to manage documents associated with customers or projects Information for Everyone Usually a document is created using a word processing program or an editor then sent using an e mail program while the document remains inaccessible to everyone on the creator s computer It would be sensible in contrast to organize all relevant data concerning customers and projects using the project or document management of the SuSE Linux Openexchange Server 4 Your colleagues can then access documents e mails calculations appointments and notes concerning a project or customer if permitted With the permission management system grant access to all people involved This feature combined with the job management system and the scheduler helps managers stay in control of a project Information Pool Of course you can extend the illustrated example concerning customers to a verification of offers a contact history or contract data However the effective collaboration of your project team and colleagues is primarily ensured by complete documentation of the project s progression an
25. do not have access to a certain area its corresponding button does not appear in the main navigation bar If you need access to a module request clearance from your administrator Note New permissions only become active after the user next logs in to the groupware Note Defining Object Based Permissions When you create or edit an object you can specify who has access to that object If someone does not have access to an object it is not available in search results or other lists Assigning permissions is usually done using the Read access and Write access tabs which can be opened while creating or modifying an object in each module such as Calendar Jobs or Projects Using Read access specify which users may only read this object Using Write access specify those users who may read and modify this object Write access includes the permission to delete an object Access can be granted to entire groups or single users SuSE Linux Openexchange Server 4 sosog Note Read and Write Access Further information regarding read and write permissions can be found in the respective chapters When creating an object you will usually find defaults that allow you to work quickly and easily Addresses Address Readaccess Write access The following groups and persons have read access more Groups of users Search all groups persons add gt users demogruppe
26. duration On the details page view the difference between the SHOULD and IS durations The IS duration can also be modi fied by participants with only read access Projects add up the time of as sociated jobs for the project time SHOULD Costs Enter the estimated costs in euro here This value can be changed by some one with write access Creating a New Job IS Costs Enter the real costs of the job On the details page view the difference be tween the SHOULD and IS costs The IS costs can also be modified by partic ipants with only read access Projects add up the costs of associated jobs to determine the cost of the project SOOT Costs Specify whether the costs for this job are variable or constant Comments Y Predominantly jobs cannot be modified by someone with only read access However some of these fields can be modified by people with only read ac cess It makes it easier to manage participant contributions to job informa tion These fields are Status IS duration and IS costs As many comments as desired can be added to a job When you change the job s status a comment must be added so other participants can understand the changes Fill in the fields About and Comment then click Save On the details page of a job access a list of all comments with the Com ments tab Reminder To have a reminder about the job e mailed to you select a time from the drop dow
27. ee a no Geo Information Pool as as gale bab ee ee a A AAA Easy Dart 2 3 ire dE ds dd dd e dd dos E a ee E e E xe Modules 2 222 43 we EW ae e x db kx B eb The Web Front End bay DEN e ee ow ee SECULAR DTP licens s wu uox oe a ox e E o9 9 ae WE RUE 10 Introducing the SuSE Linux OpenexchangeServer 10 NO O 0 MOAN N TD TD Oh OI D D D A A A OQ 3 Company Structure in Terms of the Product 11 IAN Sete Ged aan d Eo 11 Working with the Groupware 2 eee 12 Interaction of the eMail Server and Intranet Modules 12 Search and Find nen 13 Le ah SH Ld deu PAE WE A E er 13 Dc uy eI Yay wed ro 13 EEN ves het ur d eui A 14 Se Da TASA ee eg ce E 14 A d o Spin Eye rn oe 14 Basics 15 Connecting 32 5 i ka ted as 16 PTT 16 EOBOUL 0 43 0 2 Us POR A AE R IT UE SUIS eU E An 16 Graphical Buttons 2 222 o oo e 16 Buttons to Create Edit or Delete Objects 18 Buttons for Notes 18 m 18 Permission Management 2 222222 19 Permissions for Module 19 P EE 22 NOTES os BE as OR ee eh ped wed domm 23 A EEN 23 eee er 24 EE EE 25 A eebe eg 25 rm 25 Creating Group Links Method 1 25 Creating Group Links Method 2 26 List of Links 2 2 2 oco ks 26 EE 27 A A 28 Global Search for Objects o ooo 28 Navigating the Search R
28. end date is mandatory Follow up Date Enter a date on which to be reminded of this job After this date the job is listed on your portal page The date format is DD MM YYYY If desired use the built in calendar For project jobs the system verifies that the date is within the project s time frame Title Enter a title for the job here Entering a title is mandatory Description Enter a description of the task here SuSE Linux Openexchange Server 4 77 78 Assignment Set whether this job is a general job or part of a project If it is part of a project select the project from the drop down box Otherwise select gen eral job If it is a project job the system automatically checks whether this job s time frame is within the project s time frame Priority Assign a priority to the job Select from low middle or high The default is low Status Specify the completed percentage of the job in increments of ten By default the value is NEW If you are the creator or have write access move this job to the job archive when desired by specifying ARCHIVE SHOULD duration Specify the estimated duration of the task in hours or work days Select the unit from the drop down box Note This value can only be changed by someone with write access Note IS duration Enter the real time the job has taken in hours or work days the same unit as for the SHOULD
29. file browser specify the file to upload Its path is then entered in the text field To start the actual transfer click Upload Depending on the file s size this can take some time Documents Document Read access Write access File save File C Nibexifintranet ps gz Durchsuchen Upload Mime type image x pnal File size Save Cancel Figure 9 5 Selecting the File to Upload MIME type MIME stands for Multipurpose Internet Mail Extensions and was originally a standard that described how different file types e g pictures or music files should be transmitted from one e mail server to the next Because this stan dard is very flexible it became widely accepted in other areas of the Internet as well Your browser for example knows how to handle a file it receives by the file s MIME type Text documents are usually displayed while music files are played For browsers to handle documents correctly when downloading them specify your file s MIME type When you are uploading a file to the server the system tries to guess MIME type and enters the result in this text field Overwrite this if desired The following is a short but very incom plete list of MIME types Some file types have more than one MIME type Saving the Document Click Save to save the settings for the document 1 The browser usually offers to download if it encounters a file of this MIME type If you are not sure which MIME type to
30. is listed Enter the text for the signature in Text Usually closing greetings and contact information are added to the signature When satisfied click Insert to save the signature To edit a signature select it The signature s description and text then appear in their respective fields Change them as desired and save the changes by clicking Change To delete a signature choose the desired signature from the list Again the description and text will appear in their respective fields To delete the signa ture click Delete To select the signature to append to your mails by default select it from the list then click Apply to make it the default signature If you do not want to insert a signature by default choose INSERT NO SIGNATURE SuSE Linux Openexchange Server 4 WON 151 152 Vorelnstellungen 1 Ordner Wahlen Sie eine Signatur die Standardm ig eingef gt werden soll Signaturen KEINE SIGNATUR EINF GEN Verteiler Schliessen Beschreibung Private Gr e So cool so what 4 sys Darkwyn Dack Text LC Se G e 1 e Figure 14 13 Managing Signatures Managing Mailing Lists Often e mails should be sent to groups of receivers For this purpose you may group common combinations of addresses in mailing lists Do so with the Mailing lists entry When writing a new mail you can choose one of these lists and Webmail will fill in all corresponding
31. listed on this page Create a link by clicking activate linking then navigating to the details page of the target object Choose Links there then click Create to establish the link To leave the linking mode click deactivate linking More information about linking is available in Linking Objects on page 25 History In the details page of a contact a History tab is available It provides infor mation about which user originally created this entry and when it was cre ated Additionally see when the last changes were saved for this contact and which user made them Figure 6 15 History for a Contact Entry Contacts Jobs Use the job management to plan your activities in a very concise way Addi tionally you may assign jobs to other users or groups Different job lists are available such as lists of project jobs or delegated jobs Jobs can be assigned a state Finished jobs that have a status of Done can be moved to the archive by their creator or someone with write access Jobs may also be assigned to a project As in the other modules it is possible to attach notes to jobs and link them to other objects T 74 Creating a New Job o o o o 76 A E a he eae da PH gebe 80 Forwarding aJob o o o oo 81 Qc TITLE 81 Dek Agen RUE adig 6 ga ee pte RC Ros 81 OLPC E UTILE 82 Linking a Job a a a 9 eR RR A 82 EEN 82 sqor 74 Job Overviews Marti
32. messages Click this line to open Webmail and read your new e mail New Appointments All appointments that were newly created for you are listed here Open their detailed views by click an appointment description p Caution New appointment sequences will not be displayed on the portal page Caution New Jobs New jobs recently created for you are listed here Overview Current New Items in the Groupware Below the Current tab find out about new items that were created during your absence This page helps you if you did not visit the groupware for an extended time To select a time frame use the New entries list Select one of the following settings Entries from yesterday Entries during the last 3 days a Entries during the last 5 days a Entries during the last 10 days a Entries during the last 20 days a Entries during the last 30 days From this overview quickly reach the new items details pages In the ac tual overview all new entries for the modules Appointments Documents Knowledge Bookmarks Pin board Addresses Contacts Jobs and Projects are displayed The Miniature Calendar In the right frame of the page see the miniature calendar It shows the cur rent and next month The current date is highlighted See an overview of all your appointments for a certain day by clicking the date If instead of choosing a single date you select the ca
33. of the page A short sys tem note informs that you successfully logged out of the system After ap proximately three seconds the browser window that previously contained the Webmail interface closes itself If you do not perform any actions inside the Webmail client you will be logged off automatically after a certain amount of time Navigating the Module The Webmail window is divided into three frames each with a different functionality J New Message 24 Retrieve J Options gt Configuration 2 Help X Close Mail Folder E muster netline de BD INBOX 4 3 HO Private Mails 0 0 9 drafts 0 0 1 6 sent mail 7 0 D spam 0 0 Vif trash 17 0 The Menu Bar INBOX Organisation Quota From a9 Subject o Date 07 Size 09 Martin Mustermann New Project Jan 2003 Oct 17 2002 7 22PM 0 89 Martin Mustermann Re SuSE Linux Open Exchange Server 4 Oct 17 2002 7 21PM 091 A 7 Martin Mustermann SuSE Linux Open Exchange Server 0ct17 2002 7 18 PM 097 C3 stefan netline de Notification A job has been changed Oct 17 20024 16PM 142 T a Move mox a Delete Martin Mustermann Netline Internet Service GmbH muster netline de Mozilla 4 0 compatible MSIE 6 0 Windows NT 5 1 80 142 190 37 54 00 KB 10 000 00 KB a 1 Figure 14 1 Overview of the WebMail Client The left frame of the Webmail client is divided into two sections The up per part contains a menu with
34. opens a dialog in which to change the permis sions to the folder To save the changes click Save To discard them click Cancel Deleting Folders To delete a folder select it from the directory tree Next click the trash can icon Confirm the delete process in the dialog that opens Note Deleting a folder also deletes all folders and items contained Only folders and items to which you have write access may be deleted The root folder may not be deleted Note xi SuSE Linux Openexchange Server 4 109 110 If you are absolutely sure you want to delete the chosen folder and all items contained click Delete To abort the delete process click Cancel Viewing Knowledge ltems To reach the details view of a knowledge item locate the desired entry in the overview and click the document icon The details page of the selected entry is then displayed Adding New Knowledge ltems Knowledge Knowledge Read access Write access everybody private C individually e Add knowledge item Title Programming C Some Important Information about Programming in C Description ii Save Cancel Figure 10 3 Adding New Knowledge Items Select the folder in which to create the new knowledge item by marking its radio button If you do not mark a folder the new knowledge item will be added to the root folder Open the creation form by clicking the Create new icon v This o
35. project is solely valid for yourself select private You may not add other participants to the project and initially are the only one that has read and write access to it Although this project is private you may grant read and write access to other people You can also declare this project a Group project Caution If you later change a project to a private one all its participants will be removed from it Caution A Begins Enter the date when the project starts The date format is DD MM YYYY Al ternatively select the date using the built in calendar by clicking the calendar icon In the window that opens click the date to enter The start date defaults to the current date Entering a start date is mandatory Caution All mandatory fields must be completed before you can select another tab Caution _ Ends Enter the date on which the project should be completed The date format is DD MM YYYY Alternatively select the date using the built in calendar by clicking the calendar icon In the window that opens click the date to enter Entering an end date is mandatory SuSE Linux Openexchange Server 4 s oefoJd 87 88 Follow up Date Enter the date on which to be reminded of the project After this day a note regarding this project is listed on the portal page The date format is DD MM YYYY Alternatively select the date using the built in calendar by click ing the calendar icon
36. qui vidus A 89 o uve RU Ed uM dus Bee 89 A E II EE 89 Changing Project tico oso ease a ee Pes 90 Lia a Hees Seat eo eee ee 4 90 e Dae Gat dips bate Cul Be A A ea ae ele ak 91 ju d Eadie te ende Exe ws animes E 91 DG Rad bone amp eee Re Ow Sot 91 Sud Sg Aa Bete ao E 91 E 92 Lo A A E ay a A 92 E A 93 Contents Documents 95 EE ae 96 ENG 96 MPO IMMERHIN 97 ads 97 PEE 98 Permissions 2 a 99 T 99 coke eh PIE URSI ae MES 99 TIC 99 TONO dal a a ae 100 ee ad tol E ais e rk 100 Saving the Document o ooo o e 100 DEE 101 COMPTE 101 A Ba rn Mya one 102 er 102 EE 103 a ii a 103 EE 103 rrr 104 Oss EE ee bee eg ee a 104 e e E ee e Eer Ee 104 NOES NEE 105 Linking a Document to Other Objects o 105 FIStOLY ea da ee Gad A a a we See alae aes 106 DEE 106 SuSE Linux Openexchange Server 4 10 Knowledge 107 Ps E e Soe 108 OE a 108 Ee AE ROS De EE e ee Klee Lp 109 A oa 109 PT 110 PP 110 Permussions S9 ko 2 wen a aa 110 PT 111 O HEN 111 A ae ie ee 111 A Lu eed at sodes 11 A C D 112 INST NEMPE ETE 112 DA a a 113 History EE 113 11 Bookmarks 115 DEE 116 La 116 en Tae ee Bcd RU a CRI eee ER IRE Td 117 eee TT dad Dad a a 117 M 118 Creating a New Bookmark ooo o 118 Permissions e s a de A e RUE EE 119 dai Sesh as in al de He Ga did ls EE ee aS SO g 119 A
37. specify and if you are not content with the systems propo sition enter this MIME type Uploading Documents to the Server MIME type Description application octet stream Generic data stream text plain ASCII text text html HTML document application msword Word document application pdf PDF document application rtf RTF document application zip Zip archive image bmp Bitmap image image jpeg JPEG image image png PNG image audio midi Midi song audio mpeg3 MP3 music file video mpeg MPEG video Table 9 1 MIME Types Reading and Downloading Documents Locate the desired document in the folder structure If you click the docu ment icon the document is displayed in your browser if possible If you click the document s title the document s details page opens In it you can also see a link to the document If you click it the browser asks where to save the file If you leave the mouse cursor hovering above the file s entry in the document tree a tooltip appears with information about the document s creator its size and the version Modifying the Description and Permissions To change the document s description first open the document s details page Then click the Edit icon to access a form in which to change the documents description Click Save to save any changes made Click Cancel to abort SuSE Linux Openexchange Server 4 101 102 Documents Document History Versions Notes Links File name English M
38. the check box of all messages to delete Then click Delete All selected messages are then moved to the Trash To remove them permanently delete them from the trash folder as well Personal Settings To adapt the mail module to your needs click Options in Webmail s menu bar Use the emerging menu to configure the mail editor enter a signature or create a mailing list Changing the Defaults Change the general settings of Webmail in the first menu Layout Select a font type size and color to use When content with the chosen layout click Apply Page Size For people that receive large amounts of e mails it can be use ful to have the list of e mails broken down into several pages Select whether all mails should be listed on a page or the number of e mails displayed on the same page should be limited Delete E Mail Instantly When deleting an e mail it is usually moved to the trash folder from which it can still be opened and moved them For mails to be deleted instantly instead select Yes Reply To A response to an e mail is normally addressed to the sender ad dress For answers to e mails you send to be sent to a different ad dress enter it in this field Moving E Mail Messages A SuSE Linux Openexchange Server 4 WebMail Microsoft Internet Explorer 5 x li Datei Bearbeiten Ansicht Favoriten Extras ON WebMail Options Signature Mailing lists Close WON In t
39. these teams represent That is how productivity is increased by forming a certain team A group may be an already existing team or a whole department such as purchasing controlling or accounting It may be based on certain projects or assigned to a specific customer A gradual forming of new groups allows people to get used to new concepts and actually be convinced by the improved efficiency System Requirements On the client side with the platform independent web concept there are hardly any technological requirements that limit the use of the SuSE Linux Openex change Server 4 A modern browser such as Mozilla 1 x Netscape 6 x or 7x Opera or IE6 should be used with JavaScript activated You do not need to concern yourself with Java as this functionality is provided by the server It is important that your users remember that each new page in their browser is created by the application server It is vital that for example the cache function of the browser is disabled and that each user gives up using the navigational elements of the browser as they might activate data that is invalid because it comes from the browser s cache To quickly view information on the previous page it can be useful to use the Back function of the browser but not if any new information was entered Usually it is more advisable to use only the GUI of the SuSE Linux Openexchange Server 4 with its controls while navigating the groupware On th
40. to a working group is central to modern team work The rights and privacy of each group member must be protected and guaranteed while workflows and processes are delegated effectively and precisely The possibility to model existing processes allow for an easy introduction of the groupware Although the SuSE Linux Openexchange Server 4 allows definition of new processes and workflows that override analogies and hierarchies of existing company structures and that are oriented along the possibilities of the SuSE Linux Openexchange Server 4 to create department spanning workgroups that incorporate external partners or even customers these extensions should be introduced gradually after successfully creating a basic acceptance by your users in first modeling already existing processes The Concept of the SuSE Linux Openex change Server The key to a successful application of a groupware solution is that all its functionality must be available to each and every user in your company to help them handle their work more efficiently The Concept of the SuSE Linux Openexchange Server Functional Range The SuSE Linux Openexchange Server 4 continues the successful concept of the SuSE product line of powerful mail servers It furthermore offers additional functionalities in the form of a powerful groupware solution Your users may access all offered functionality of the SuSE Linux Openex change Server 4 unrestrictedly through a powerful web front en
41. view 3 9 To locate colleagues select the internal user catalog and start your search by entering a search term in the middle text field The system also allows you to SuSE Linux Openexchange Server 4 61 62 view internal users by groups Select a group to have its members listed on the right side All groups are listed below the dashed line Creating a New Address Address Readaccess Write access everybody private individually e Create address Company More Street Postal code City Country State Telephone Status Number of employees Sample Company Samplestr 31 11311 Sample City Germany NRW 555 231311 555 231312 info sample company de http sample company de 21 50 hd Sales Tax ID number Commercial register entry Branches E Figure 6 4 Creating a New Address Create a new address using the Create new menu on the portal page ate New on page 37 or using New in the address module Enter all details for the address there Figure 6 4 provides an overview of all available fields company is a mandatory field After entering all values set the access per missions to this address before saving your entries Permission options are private accessible by all users everybody or only for chosen groups or people individually If you choose everybody the address entry is added to the global LDAP addre
42. which to access the different functions in the 134 Logging In and Out Webmail interface directly access the following areas as New Message Using the links access the dialog to create a new e mail This is automatically opened in a new window Additional in formation about writing an e mail can be found in on page EH ION 3 Es Receive Following this link open the folder with all incoming e mails This is the default window shown when you open Webmail Mo Options Using this link open the configuration menu in which to specify your personal settings for Webmail The configuration menu is opened in a new window Additional information about changing your personal settings can be found in Personal Settings on page Sei Configuration With this link access the more general configuration of the entire intranet portal X Logout Use this to log out from the Webmail client but not from the entire application Additional information can be found in Logeing on the preceding page WebMail Directory Overview The left frame in Webmail is divided into two parts The lower one contains a hierarchically structured overview of the e mail directory The default fold ers are usually Account name The first entry in this frame is the account name currently used It matches the e mail address used to reach you in the SuSE Linux Openexchange Server 4 All other directory entries can be found below the account name M INBOX The f
43. y Delete Figure 14 3 Active Mail Folder s Content Inside this frame view a list of all e mail messages stored in the selected e mail folder For directions for switching to other folders refer to WebMail Di rectory Overview on page When opening Webmail this window usually lists all incoming mails The title bar shows which folder is open Searching for Mails In the title bar also find a form to use to search for e mails in the current folder Select the search criterion from the list Enter the search term in the middle text field The following criteria are available SuSE Linux Openexchange Server 4 137 138 From If you specified this search field Webmail looks for all messages in this folder sent by the person entered in the text field You may also enter the sender s e mail address To If you specified this search field Webmail looks for all messages in this folder sent to the person entered in the text field You may also enter the receiving e mail address CC CC means Carbon Copy It is used for sending a copy of an e mail to additional addresses If you specified this search field Webmail looks for all messages in this folder for which a carbon copy was sent to the person entered in the text field You may also enter the receiving e mail address Subject If you chose this criterion Webmail searches for all e mail in the current folder whose subject lines match your search term Simply en ter the
44. Linux Openexchange Server The following provides suggestions and examples of how to successfully introduce the SuSE Linux Openexchange Server 4 and cause as little irritation as possible For that purpose you need to give some thought to the users and groups that have to be created and to each project and work group The question to answer primarily is how to model your businesses structure in terms of the modules of the SuSE Linux Openexchange Server 4 The resulting work flow may require the users to change their work habits but only to the better Introducing the SuSE Linux Openexchange Server Still the SuSE Linux Openexchange Server 4 leaves you with the utmost freedom to model the company processes define groups projects forums and the structured composition of your knowledge base Most important for the efficiency of the new workflow are the user privileges Everyone should be able to easily find and access necessary information but at the same time the privacy of each user must be protected Only then will the SuSE Linux Openexchange Server 4 merit the trust of the users and will it be used as much as possible Company Structure in Terms of the Product Groupware solutions like the SuSE Linux Openexchange Server 4 by nature encourage the creation of small teams that you should anchor in the user and group management of the SuSE Linux Openexchange Server 4 In doing so it is important to decide which part of the company structure
45. SS Bes 74 p AE ee dug 74 rm 75 EE 75 AAA BE AER A 75 Creating a NewJobl o ooo o 76 Permissions voi aa aaa up E 76 EENHEETEN 77 AIR AR eg EIA 77 LITT 77 E 234 A Bet oue Re aa ele du xu hub E pun 77 SEIEN 77 oO bak Ao ber Eos kbs ba o dali ied do 78 A AA 78 STATUS on er a ies gee Dunn ges 78 OP da dado Ja Oy 78 EE 78 c 78 IS Costs 3 gh UR Se a Re RER Es 79 G ste u edd wa A ue XS ES EG uS EE qos 79 TT 79 pup dou ae a a Xe d de a 79 Leone A da ba hee eas 79 Modifying aJob 59r 2 0a og RUE ee 80 Forwarding a JOD lt s sesa aate i ee ma E OUR e x NUR es 81 CPP 81 oe ka wee Eg E EE REPE SERA 81 LT 82 Linking a Job s s 95k E opt en nen 82 utro PP TIT 82 SuSE Linux Openexchange Server 4 vii viii 83 Overview of Projects gt oa ee 84 Searching for Projects ooo o 84 Details Page of a Project oo eee 85 Creating a New Project sos oos aos d i o ooo o a aa 86 Permissions 6 66 99 ka a a aa ee ee EE a 87 alya a E PR ee ee Barth ar Gon x 87 Ends stood Si bas nS bee GE eS eee Sia ad eS aes 87 bie oh dot o A beet eh E 88 Names a sw edhe on Boe GAL ee ae ap en ce Se Se Bo MR RAE 88 Pig awed pos pu ET dde ptes 88 ead ers u hae ot 80 12 a au a a a Bare bw ae 88 en Dre 88 A ee ee pee eee te ee d 88 PO d a ee a ee 88 Status Gia da ii A er Reo a gro 88 a EE echt nr 89 EIERE 89 OTT 89 Juda uus ones c Der
46. SuSE SuSE Linux Openexchange Server 4 User Guide 1st Edition 2002 Copyright O This publication is intellectual property of SuSE Linux AG Its contents can be duplicated either in part or in whole provided that a copyright label is visibly located on each copy All information found in this book has been compiled with utmost attention to de tail However this does not guarantee complete accuracy Neither SuSE Linux AG the authors nor the translators shall be held liable for possible errors or the conse quences thereof Many of the software and hardware descriptions cited in this book are registered trademarks All trade names are subject to copyright restrictions and may be regis tered trade marks SuSE Linux AG essentially adheres to the manufacturer s spelling Names of products and trademarks appearing in this book with or without specific notation are likewise subject to trademark and trade protection laws and may thus fall under copyright restrictions Please direct suggestions and comments to documentation suse de Authors Frank Hoberg Michael Pawlak Michael Mielewczik Dieter Springer Thomas Drilling Translators Editors Roland Haidl Jana Jaeger Marcus Klein Edith Parzefall Rebecca Walter Layout Manuela Piotrowski Thomas Schraitle Setting BIEX This book has been printed on 100 chlorine free bleached paper Contents 1 Forward 1 ora PURI e BERUFE Be EE ee De Sons NEE EH o Stk es eed
47. able for this address are then presented in a table Click the Add new icon to create a new note Permissions for notes are managed separately from the address permissions It is possible to attach a private note visible to a globally visible address As sign a note the same access permissions as its parent object by selecting as associated object Additional information about notes can be found in on page Company Addresses Note Who has read access to this note e Private C like the associated object Title IMPORTANT New address Since 1 11 2002 the old address Model Company 11111 Modelcity Powerstr 15 Description KC pan is no longer valid cancel Figure 6 7 Attaching a Private Note to an Address Linking an Address to Other Objects An address can be linked to other addresses contacts jobs projects appoint ments documents knowledge items bookmarks or forums Available links can be seen in the detailed address view by selecting Links Information about creating and deleting links is available in Linking Objects on page 25 Note Permission rules apply here as well Only items to which you have read access may be viewed Note l History Select History in the detailed address view for information about which user originally created this entry and when it was created Additionally see when the last changes were saved for this address and which
48. age Notify me by eMail about answers C yes no Figure 12 4 Creating a New Entry forum You can add new postings or scan through the old ones The main purpose of the archive is to keep old discussions out of the normal forum overview Object Links in a Forum To make a discussion easy to survey for every participant it is sometimes useful to include an object in a discussion This way it is easier to create a basis for the discussion To link an object to a forum select the Links tab The same rules as for other modules apply here Refer to Linking Objects on page Subscribing To be aware of the newest entries in a discussion forum you can subscribe to it This may be done in several ways First whenever you add a reply to a thread you may select to be informed via e mail about every new posting in the forum or in your discussion thread Secondly you may subscribe to a forum you are not involved in by opening the forum and selecting the Sub scribe tab Then confirm your address by clicking Subscribe Object Links in a Forum Forum Forum Subscribe Links Forum Homepage S Es e I want to be informed by eMail about all new articles in this forum UJn1O4 muster netline de Subscribe Abbrechen Figure 12 5 Subscribing to a Forum Forum Forum Archive Subscriptions All forum subsriptions v e Forum eMail address Project Historical Monuments muster netline de
49. ailability of Participants and Resources time frame are displayed in green Times that lead to a conflict are marked in red Times outside the specified time frame are checked as well White blocks correspond to green blocks and grey blocks have the same significance as the red blocks A maximum of 31 days can be checked in a query Click the desired start time to adapt the appointment data in the Appoint ment tab Conflict Management When saving an appointment the system automatically checks whether it overlaps with another appointment To keep the overview simple and con cise this check is skipped for appointment sequences When creating single appointments a conflict check is performed including for an overlap with an appointment from a sequence Appointments lasting the whole day are also not included in the conflict management All conflicts will be listed as well as conflicts in the use of resources If a re source is already in use at a given time and date the conflict is also listed on SuSE Linux Openexchange Server 4 55 56 Calendar Appointment Participants Read access Write access Resources Sequence Availability Query Query from the 14 10 2002 Di wei 29 10 2002 Yl Between 08 00 zl and 17 00 Duration Y Start request Figure 5 14 Querying the System queried date n 5 6 MEMEHNEENESNEEEESESESEH 17 15 al rmm 28 10 2002 29 10 2002
50. an access to a contact address the contact may only be reached with the global search and not via the company address More information about permission management can be found in Object Based Permissions on page 19 Click Save to save the new address Modifying Contact Information Open the detailed view of the contact to edit then click the Edit icon This is only available if you have write permissions for the contact The form for modifying a contact matches that used for creation allowing both details and permissions to be edited Refer to Creating a New Contact on the page before for information about this form To save your changes click Save To leave without saving changes click Cancel Contacts Contact Read access Write access everybody C private individual y y Add contact for company Model Company e Last name Mustermann First name Michael Salutation Mr Title Dr Department 432 Position Manager of department Telephone ss 1934868 Nobile ri E z55 19384887 Email Telephone 2 Mobile 2 Fax 2 Comment I Email 2 Figure 6 14 Changing an Existing Contact Deleting a Contact To delete a contact locate it and open its details page There delete the con tact by clicking the trash can icon If you are sure you want to delete this entry confirm the deletion by clicking Delete To abort the process click Cancel
51. an entry form for your user name and password Authentication is case sensitive If you do not enter them properly an error message appears Logout When ending your session you should always log out of the application To do so click Logout in the upper right corner of the groupware interface Graphical Buttons All icons used in the groupware of the SuSE Linux Openexchange Server 4 are presented here Connecting M Portal Clicking this icon returns you to the portal page Refer colorialon page 31 Calendar Clicking the calendar icon takes you directly to your appoint ment calendar Existing appointments may be viewed there using the day week or month view You may also modify existing appointments or create new entries Refer to on page 9 A Y Address This opens your address directory which contains in a concise alphabetically sorted table all your private and global address entries Here it is possible to edit existing addresses or enter new ones Also use it to access the address data of known contacts for a master address Refer to Address Management on page 59Jand Contacts on page 65 Job This opens a list of all of your incomplete jobs All due jobs are listed in a table including all vital time data New entries can be created quickly Existing jobs can easily be modified You may also delegate jobs in this area For information refer to Jobs on page 73 a Project This opens a list containing a
52. anual SUSE Linux Openexchange Server 4 Description English Manual SUSE Linux Openexchange Server 4 PS Current version 1 Download English Manual SUSE Linux Openexchange Server 4 Mime type application octet stream File size 24 57 KB Figure 9 6 Downloading Documents y ES English Manual SUSE Linux Openexchange Server 4 RES mf e Cancel Note You may not change the document s content within the groupware To modify the document download it and change it on your computer Then upload the file again using the form below the File tab in the editing form to create a new version of the document The old version will still be available Note Deleting Documents There are two ways in which to remove a document from the server Deleting the Entire Document Entry and All Versions To delete a document entry including all its versions open the detailed view of the document Then click the trash can icon A confirmation dialog opens If you are sure you want to delete the documents entry click Delete If you do not want to delete the document click Cancel Deleting Documents Deleting Old Versions To remove old versions of a document from the server open the document s details page From there select the Versions tab This opens a list of all ver sions of the document The current version is marked in the current col umn Check the boxes in the last column for all versions
53. are can be accessed directly to see more detailed information or modify an upcoming task It is not only very important that users assiduously and effectively use the linking function to foster an exponential growth of informational content without increasing the volume of the stored data but that existing links are displayed while someone looks for information so connections can be discovered that would not become apparent in a more linear search When looking at a certain project and examining its links the user can find all documents and appointments related with the project The informational structure therefore is very important but such a structure is not dictated by a good groupware like the SuSE Linux Openexchange Server 4 It is completely your responsibility and your opportunity to make it perfectly suit your needs SuSE Linux Openexchange Server 4 SIDMANOIS OL UONONPOALU Privacy The successful introduction of a groupware concept can only fail due to a lack of acceptance by your users A common and valid argument against central data storage in general is a possible violation of users privacy Therefore the user and group management of the SuSE Linux Openexchange Server 4 guarantees despite the team philosophy a complete and comprehensive protection of your private and personal data at any time from public areas on the basis of the LDAP functionality Corporate Identity Because the SuSE Linux Openexchange Server
54. ate from the list An e mail can be read or unread Status setzen LExporlieren Nachfolgend haben Sie die m glichkeit den Status der Nachricht zu ver ndern di Mail Header USchiteGen Setzte Status auf Gelesen Figure 14 5 Changing an E Mail s Status Export With this option export an e mail s content Select the option and click The e mail can then be placed in the desired directory Status setzen Exportieren Um die Nachricht zu speichern klicken Sie bitte auf den Link amp Maill Header CE Schlie en Figure 14 6 Exporting a Message as a Text File SuSE Linux Openexchange Server 4 141 142 Mail Header and Source Code With this option view the header data of the e mail message The address of the sender and recipient can be considered the most important information In the header information of an e mail other information that may also be of interest can be found E Optionen H Status setzen i Exportieren E Mall Header L Quelltext L SehlieBen Return Path X Sieve Received Message ID From To Subject Mime Version Content Type Content Transfer Encoding X Mailer Date lt bishoph slots de gt cmu sieve 2 0 from mail localhost 1 27 0 0 1 by mail slots de Postfix on SuSE Linux Open Team Server 4 0 with ESMTP id 153C31AA94E for lt doku slots de gt Wed 18 Sep 2002 12 09 03 0200 CEST 176132431 1032343742967 JavaMall rootgnmail bishoph slots
55. bmail client These are address lists used to group together e mail addresses To find out how to create mailing lists refer to Managing Mailing Lists on page 152 Existing mailing lists can be selected from the list Your e mail message is then sent to each address in the list Import Attachment Files can be added to your e mail Click Browse to search your hard disk for the file to attach to the message Upload the file by clicking Insert Re peat this process to add additional files If you are attaching a large file to the e mail it is advisable to compress it If a message is too large it might be rejected by the mail server for exam ple if the recipient s mail box exceeds a quota or if a mail filter on the server refuses messages above a certain size Grouping several small files to one archive is also advisable as it saves work when downloading the attachment Sending the E Mail When satisfied with the settings and text send the mail by clicking Send To discard this e mail click Abort SuSE Linux Openexchange Server 4 WON 147 148 Moving E Mail Messages To move an e mail message from one folder to another open the folder view of the Webmail client Activate the check box of all messages you to move Then select the target folder from the drop down menu and click Move Deleting E Mail Messages To delete an e mail message from a folder open the folder s view Next mark
56. choosing the SuSE Linux Openexchange Server 4 The SuSE Linux Openexchange Server 4 is a combination of a powerful eMail Server and a comprehensive groupware solution For the introduction of a groupware solution to be successful both for management and users you must create acceptance for this software solution in your user base For this reason we emphasize in the following pages what you can expect from a groupware product in general and from the SuSE Linux Openexchange Server 4 in particular The manual also gives hints for how to ensure your introduction of a product with a functional range fit for many company structures will be a hit Our special thanks go to the technical project leader Martin Kauss and the developers of groupware in the SuSE Linux Openexchange Server 4 Stefan Preu Marcus Klein Benjamin Otterbach and Marianne Schr der as well as Michael Pawlak Frank Hoberg and all other participants Furthermore we would like to heartily thank all employees of SuSE AG for the excellent team work Introductionto Groupware Since companies deployed IT systems massive changes in their workflow became apparent as most processes of a company are computerized Things that happened solely through a close collaboration in the past are today performed asynchronously in different locations and not only by people working in the same company The modern requirements of a company for both internal and external coordination communication a
57. content of the subject line in the text field Mail text With this Webmail looks for all mails in the current folder that contain the entered search term in their message body Simply enter the text to locate in the text field E Mail Overview The tabular overview of all e mail in the folder is structured in rows All in formation regarding a particular e mail can be found in the same line The first column indicates whether you have already read an e mail Mail is unread Also displayed in bold Mail has been opened The address of an e mail s sender can be found in the second column If you are looking at the sent mail folder the recipient address is listed in this col umn instead The third column of the table contains the e mail s subject This is normally a brief description of the topic of the message The last two columns display the date on which the message arrived and its size including all attachments The listed messages can be sorted according to the different columns Click the and amp symbols in the title row of the table to sort the messages A creates an alphabetically ascending sorting from A to z V sorts the column in a descending fashion i e from 2 to A Navigating the Module To open an e mail to read or use it click the sender or subject entry The lower frame of the Webmail interface then displays the message Additionally you may delete messages from the list or copy them to
58. d which not only guarantees all users a consistent and standardized interface on the client side but releases the administrator from the burden of possible installation and maintenance tasks on the client computers On the server side with the SuSE Linux Openexchange Server 4 find a secure and powerful platform that is mostly based on free software Modules The SuSE Linux Openexchange Server 4 only comprises those functions that company infrastructures of any size really need while discarding superfluous and redundant functions In the segment of appointment management and coordination the SuSE Linux Openexchange Server 4 offers a personal calendar group calendar appointment scheduler resource management reminders as well as a powerful availability check and automatic appointment querying In the core of the functionalities of the SuSE Linux Openexchange Server 4 find besides the appointment management the contact management to organize your customer and partner addresses with their corresponding contacts Naturally the contact management possesses an export function of contact data vCard Due to the open structure of the application you also have the possibility to access the databases directly e g for data imports The module job management organizes group tasks and allows creation of new jobs with confirmation and reminders by e mail Moreover the SuSE Linux Openexchange Server 4 can replace previous tools for project mana
59. d comment if any of each participant is listed The status is either open declined or accepted This is only available if this project was assigned to you by someone else To save the changes click Save If you do not want to save changes click Cancel Project Archive Martin Mustermann y Show archive E List Page 1 1 eio gt Name 94 Status VA Start date 90 Enddate VA Type 98 Leader 95 Power plant Cologne Deutz Done 14 10 2002 01 11 2002 Building Bastian M ller gt Manual for the Suse Linux Openexchang Done 01 10 2002 13 10 2002 Texterstellung Michael Mielewczik Figure 8 4 Project Archive The archive contains projects that have been archived Usually these are projects that have been completed or discontinued Open the archive by se lecting Archive in the drop down menu in the upper right of the list page Open a detailed view by clicking on project s name Permission settings may still be modified in archived projects Changing a Project Deleting a Project Deleting a project is not possible for security reasons To remove a project from the list of active projects archive it SLoalold Project Notes You may add short notices and information to a project Open the Notes tab to see a list of all notes about this project With the New Note icon write a new note about this object Notes have a separate pe
60. d the relationship to your customers Documenting all business events creates the basis for meeting all expectations regarding customer relations and project flow Keeping Track Other tasks related to appointments such as managing resources can also be simplified by being controlled centrally Using the groupware s resource management can help meetings be organized better It also makes it possible to find out who is currently using a resource and to manage resources better SuSE Linux Openexchange Server 4 SIDMANOIS OL UONONPOALU Everyone Participates To implement a groupware approach successfully in your company both the planning of its deployment and the users acceptance of the corresponding changes in the workflows are vital The SuSE Linux Openexchange Server 4 with its carefully chosen functionality provides your colleagues with a real added value One thing is important to remember Only data entered into the calendar can be found using it Those who do not assign all documents they send to a customer to the specific customer or project keep the old structures and inefficiencies Groupware can only help if it is used Easy Start The formation of workflows must be taken forward step by step with the acceptance of the software by every user In doing so internal company hierarchies must be overcome because the possibility to combine different people such as the operator the head of a department and the director
61. de doku slots de Sie haben einen neuen Termin 1 0 text plain charset I50 BB59 15 quoted printable comFire Mail System 120020903 http ftvww comfire de Wed 18 Sep 2002 12 09 03 0200 CEST Figure 14 7 Viewing a Mail Header Mail Header Find the following information in the header view Return Path This field contains an entry from the mail host that X Sieve delivered this mail This information is included to ensure a return path to the sender of the e mail It is usually identical to the value in From Received With these see the path the mail took to reach you Usually a mail is not sent directly from the sender to the re ceiver It is relayed along a number of hosts The entry has the following structure Received from Mail Name of the sending host By Name of the receiving host With Name of the protocol used ID An identification number assigned by the receiving host E mail address of the intended recipient of this message Date Date and time on which the e mail was received by the host Reading and Processing E Mail Messages If more than one host is used to relay the message every host will add its own line Message ID This entry shows a unique ID assigned by the send ing host From This entry contains the e mail address of the sender To This field contains the primary recipient s address Reply To This field contains an e mail address of the sender to be used for responses
62. e Pin board Archive Page1 1 2 Subject Author Start date End date Browser Standard Martin Mustermann 18 10 2002 18 10 2002 D Browser J rgen Bl k 15 10 2002 29 10 2002 Figure 13 2 All Entries at a Glance Every single entry can be opened in a detailed view by clicking E gt to the left of the entry s title To create a new entry click the new entry icon Older entries are stored in the archive and are still viewable Creating and Editing Entries To create a new entry first write a description For the new entry to be acces sible by everyone set that by selecting everybody Make it only available to yourself by selecting private For only some selected people or groups to have access to the note select individually and configure the rights in detail using the Read and write access tabs Pin Board Overview Entry Read access Write access Everybody Private Individually e Pinboard entry Subject Supported Browsers Mozilla 1 0 oder h her Netscape 6 2 or higher Opera 6 0 or higher Internet Explorer 5 0 or higher pJoog Uld Content JavaScript must be activated zl Display on portal page C yes Cno Start date 18 10 2002 M End date 18 10 2002 Il Cancel Figure 13 3 Creating a New Entry While creating an entry decide with Display on portal page whether the entry is shown on the portal page
63. e Checking Availability Use this tab to find out whether all participants and resources are available on the chosen day The availability is checked for an entire day Selecting a Time Frame Choose the examined time frame with the text field and the drop down menus Enter the date directly or use the integrated calendar Also specify whether availability should be checked for participants needed resources or both Click Check to start the analysis SuSE Linux Openexchange Server 4 53 54 Appointment Participants Read access Write access Resources Sequence Availability Query e The 18 10 2002 D From 08 00 v unti 17 00 2 Check V participants M resources check Figure 5 12 Checking the Availability Reading the Availability Analysis Once the analysis has been completed see a tabular overview in which to determine whether all participants and resources are available on the given day and time A list breaks down the availability by hour and participant or resource The table is coded in different colors to make it easier to read red participant has an appointment during the checked time frame green participant does not have an appointment in the checked time frame gray participant is not available outside the checked time frame white participant is available outside the checked time frame Exclude someone from the appointment by unchecking the check box in the same row then clicking App
64. e needed resources to an appointment as well Assigning resources works as described in Defining Object Based Permissions on page 19 Like adding people for access to the appointment resources and resource groups may be added SuSE Linux Openexchange Server 4 51 52 Appointment Participants Read access Write access Resources Sequence Availability Query Choose participants for this appointment More e Groups of people EM Participating groups ETE users users remove remove ___ show users show users Search GO Participants Bl k J rgen a Finsel Jan EG Hoberg Frank Kauss Martin zi lt remove Save Cancel Figure 5 10 Selecting Participants Creating an Appointment Series If this appointment is part of an appointment sequence this can be speci fied in the sequence tab You have several possibilities for specifying the se quence s interval No Sequence If this interval is specified only one appointment is created This is the default setting Daily If you specified this interval the appointment is repeated after the specified number of days has elapsed When later editing a sequence this choice may not be changed Changing from daily to weekly or monthly is not possible Weekly Select this option for appointments that recur weekly If you se lect an interval of 3 weeks the appointment is created every 21 days Additionally specify on which we
65. e server side the system administrator has to ensure that the Java engine is running and working This and the presence of other components like a SuSE Linux Openexchange Server 4 SIDMANOIS OL UONONPOALU Postgres database an OpenLDAP server or the Apache web server is ensured when installing the Openexchange Server 4 The interaction among the groupware s three main components the mail server the LDAP server and the actual groupware application server works as follows The LDAP server is responsible for every aspect of user authentication All users of the SuSE Linux Openexchange Server 4 are created and managed in the LDAP directory Additionally the LDAP tree contains the e mail folder structures for each user that receives e mails from the Cyrus IMAP server Also all public and private address books are saved both in the database and the LDAP server Individual information about specific user and object permissions are on the other hand stored in the groupware and thereby in the Postgres SQL system The Apache server delivers the pages for each of the application server s processes Depending on the qualification of your colleagues it might be useful to make these correlations known in an internal training A deeper knowledge of all the connections and interactions is not necessary however to successfully use all the features of the SuSE Linux Openexchange Server 4 Working with the Groupware Only if little by lit
66. e specific access permissions manually individually is marked automatically Additional information about permission manage ment can be found in Permissions for Modules on page 19 SJUSLUNDOG File Name The name under which this document is listed in the document management can be specified here Tip For this document to have the same name as it has on your hard disk leave this field empty When you later upload the file its name is au tomatically applied to this field The file name is version specific If you change the file format between one version and another the file name should reflect that change accordingly Tip Description Enter a description for this document here The description is version specific every version has its own description Tip When writing the description try to describe the differences between the versions This allows them to be distinguished easily Tip Assigned Version This field details the version number of the document being edited If you create this document you are working on the first version Remember the version number when filling in version specific fields File name Descrip tion MIME type File size SuSE Linux Openexchange Server 4 99 100 Selecting a File The file to upload to the server is set under the File tab To select a file from your hard disk click Browse In the emerging
67. ein Speichern bei Versand Soll automatisch eine Kopie einer gesendeten E Mail im Ordner INBOX sent mail abgelegt werden Ja C Nein Iniine HTML M chten Sie inline HTML in E Mails Attachments aktivieren C Ja Nein vCard anh ngen Soll Ihre vCard automatisch an jede EMail angehangen werden C Ja Nein Figure 14 11 Your Preferences in WebMail Personal Settings Attach vCard Use this to automatically attach a vCard to every mail After you are content with your personal settings click Apply Selecting the Standard Directories E Einstellungen Standard Verzeichnis Pfade Voreinstellungen Ordner Hier k nnen Sie ihre Standard Verzeichnisse einstellen Die untenstehenden Werte sind Pfade in welchen E Mails gespeichert werden Signaturen gr Verteiler Ordner f r gesendete Nachrichten INBOX sentmail Schliessen Ordner f r gel schte Nachrichten INBoXrasn zl Figure 14 12 Adapting the Mailer s Behavior Click the folder entry in the personal settings menu to specify the directories in which to place all deleted and sent mail By default they are placed in INBOX trash and INBOX sent mail respectively To confirm the changes click Apply Managing Signatures You may create new signatures or delete old ones with the signature manage ment To create a new signature first enter a meaningful description in Descrip tion This is name under which the signature
68. ek day the appointment should oc cur Simply activate the corresponding option When later editing a sequence this choice may not be changed Changing from weekly to daily or monthly is not possible Creating an Appointment Calendar Appointment Participants Read access Write access Resources Sequence Availability Query O ee o C daily each a a weekly each week O the mo M Tu F we IV Th F rr F sa M su C monthly each 7 day all 7 month Appointment sequence until n Save Cancel Figure 5 11 Creating a Sequence Monthly If the appointment recurs after a certain number of months choose this option Enter the day of month in the first text field and the num ber of months that pass between each appointment in the second field When later editing a sequence this choice may not be changed Chang ing from monthly to daily or weekly is not possible After selecting an interval set up to which date the sequence runs Enter the date directly or use the integrated calendar by clicking the calendar icon Simply click the desired date to close the calendar The chosen value is en tered into the text field Appointment sequences are not checked for conflicts with existing dates when created Newer appointments however cause a conflict when overlapping with an appointment from the sequence Addi tional information about the conflict management system can be found in on pag
69. ent in principle keeps the permission to change an appointment until someone else changes the appointment If you accidently change a group appointment into a private ap pointment only the participants are removed from the appointment Access permissions remain untouched In this way the original partici pants may still see this appointment This would not be the case if the permission lists were cleared as well Caution Entering Other Appointment Data Description Enter a short description of this appointment into this field Entering a de scription is mandatory Begins the Ends the Enter the appointment data here Enter the date directly or use the integrated calendar by clicking the calendar icon Click the desired date to close the cal endar The chosen value is then entered in the text field In the calendar flip the pages with the arrow icons Use the drop down menu to specify the start and end time of this appointment If this appointment lasts the entire day check the corresponding check box The start and end time are ignored in this case Appointments lasting the entire day are created for all days be tween the start and end date When saving an appointment the system checks whether the new or modi fied appointment overlaps other appointments This check is skipped for ap pointments lasting the whole day Additional information about the conflict management system Conflict Management on page 55 C
70. ent system you can also grant external business partners access to the forums Refer to Forum on page 123 Pin Board This is a system wide note system in which you can create notes for yourself and other users of the system Clicking here opens the area in which to view and modify existing notes and create new ones Refer to on page 129 E Mail This accesses your Webmail account Webmail is a complete e mail client that can be used to read compose and manage your e mails Information is available in on page Buttons to Create Edit or Delete Objects 2 dj Create Create new folder Documents Bookmarks Knowledge Edit Delete Buttons for Notes D Attach note Miscellaneous e e Move document Display online help about the active area Graphical Buttons m Using the small calendar select a date with a few mouse clicks Permission Management The SuSE Linux Openexchange Server 4 groupware permission management system has two aspects On the one hand administrators can assign permissions to entire modules of the groupware to users On the other hand individual read and write access can be specified for each object The permission management is hierarchical if a user does not have access to a module none of its objects can be accessed Permissions for Modules Permissions for Single Modules The administrator may specify a profile for each user that specifies which modules may be accessed If you
71. ent to it Complete the fields About and Comment then click Save Reminder To be reminded of this project by e mail specify when the reminder should be issued The notification will then reach you one to three days before the project s End date To inform the other internal participants of your changes check notify participants Finishing Creation Use the tabs to access other forms in to specify the participants and read and write access for this project For additional information consult Permis sions for Modules on page 19 To save the changes click Save To discard them click Cancel Adding Jobs Add jobs to this project in the Jobs module Refer to on page 73 SuSE Linux Openexchange Server 4 89 90 Changing a Project To edit a project first navigate to its details page Open the editing form by clicking the Edit icon If you have write access you can now change the assigned participants and all this project s details You may also increase this project s status or declare it done If desired move the project to the archive Further information about the significance of each field can be found in Creating a New Job on page 76 In the options form of this project decline or accept a project assigned to you You may also add a comment detailing your choice to the answer On the Participants tab the status an
72. es users with functions like subscribing to a forum or information about the most frequented forums Additionally users may subscribe to a specific entry on a forum so that entries and answers will be mailed to them The forum functionality is complemented by the pin board module The pin board is a virtual bulletin board onto which every user may pin a note All entries come with a life time Authorized users may publish these notes on the portal page of the SuSE Linux Openexchange Server 4 for certain users or groups Another efficient possibility for team work are the notes modules In most modules of the SuSE Linux Openexchange Server 4 users may attach notes to each object The Web Front End The SuSE Linux Openexchange Server 4 is comfortably administered using the web front end Additionally the user interface on the client side and the tool for e mail management Webmail use the same functional web front end Users only need to be introduced to the handling and usage of one web front end No other client based software is needed Every user of the SuSE Linux Open exchange Server 4 may log in to the Webmail module to access or edit their mail completely independant of the client platform The consistent folder structure based on the IMAP4 standard can be accessed any time with any browser The Webmail module may be configured to to use the company domain in the e mail addresses of users Additionally mailing lists may be generated a
73. esses contacts jobs projects book marks other knowledge items and forums Link the knowledge item to other objects by first choosing the Links tab from the knowledge item s de tails page AII links already present are listed on this page Links may only be viewed or created if you have read access to the target object Create a link by clicking activate linking then accessing the details page of the target object Open the Links there then click Create to establish the link To exit linking mode click deactivate linking More information about linking is available in Linking Objects on page 25 History In the details page of a knowledge item also find the History tab Use it to find out which user originally created this entry and when it was created Additionally you can see when the last changes were saved for this knowl edge item and which user performed them SuSE Linux Openexchange Server 4 9PBpa mouy 113 Bookmarks j Use the bookmarks module to collect links to interesting web sites and make them available to your colleagues Also use it to visit the bookmarks entered by colleagues A directory structure similar to the document management helps you organize your bookmarks The folder structure and the entries are subject to the permission settings Different areas can be assigned to the de partments and teams in your company Uus Ae an EE Er ib gu e E 116 CES 118 Creating a New Book
74. esults o o 29 Sending E Mail from the Groupware ooo o 29 Contents 4 Portal 31 ia piba 33 E EE 33 Jobs Area Today gt o o s sa e 33 Pin Bo rdl 443 299mm a 3m Eq ES 34 T 34 BeMail 22 4 2608044 er ae bh wha ee BORA 34 34 hA XU ERAN SE EVA EA x 34 EEN 35 A waa acd es eek OE od a us 35 c r 37 O E EE 37 5 Calendar 39 Calendar Basics ee 40 l 40 pirita ds eee 40 ee Ae PPP 40 T 40 dE es whan 40 EIS Se rosea eee die ee bees ott 41 Fp herd ee eh Se ee we See a ee ee 41 eth oe ae hee eee eee 42 ade EN PUPA 44 ee ee ae 44 MG tae een ee 45 Pervert A reer 45 EE 46 EE EE 47 Creating an Appointment o oo e 48 SuSE Linux Openexchange Server 4 EE 48 ptas pio Se 49 ee PEENE ee re 50 ith hha heed pak lod 51 A 51 ars ea ee 51 Creating an Appointment Series o o 52 Checking Availability o oo 53 Conflict Management 2 oo o 55 6 Address Management 59 O EE 60 TT 60 dud uw ETE 62 es EUR 63 m 64 m 64 T 65 History 2 8 2 2 deas hod op poe ee ca US Te A 65 A ce es eed a ia E E 65 KEE EE 66 EORR 68 rc os 69 bsp EMITE ER 70 Wiper 71 Exporting a Contact s 2 o o e 71 pa a oats een O e 72 E A Rm d 72 History MET Se wa ee AS ha dete n ae ee 3 72 Contents 73 Lobe a ee a
75. eting of the boa 15 00 17 00 Meeting mit dem Papst 2 weiter weiter Meeting of the board Conference Hall 38 18 10 2002 08 00 18 10 2002 17 00 25 Meeting of the board Topics New Projects 2003 Wednesday 16 10 2002 Saturday 19 13 00 14 00 Noch ein Termin zum Testen mit einem Kotyrba Sebastian Kauss Martin Finsel Jan Klein Marcus Test Rita Sunday 20 10 2002 Figure 5 2 Calendar Week View choose user groups e g Sales Marketing Accounting or resource groups After selection the group s members appear in the list on the right side as result set Add single users or resources to the result set by searching in the middle text field Locate users by first or last name or by their login name Note If you choose another group from the left list before clicking Show the result set in the list to the right is overwritten If you clicked Show the newly chosen group is added to the result set Note First choose a group whose members to add to the right list then enter a search into the middle field not the other way around If you click Show all appointments from the people and resources in the right list result set are displayed Note Appointments to which your colleague did not explicitly grant access will be displayed but you can not view them in detail Note ai SuSE Linux Openexchange Server 4 43 44 Martin M
76. ew availability viewing entries calendar for portal stus ge eer peserving losses ele betta appointments sssssse MEW egen iei tias S E A ores do pa aes calendar i cese een addresses oooocccccccnncccno creating items detailed Current tab unse Quick rennen nee eMail anne bookmarks JOD aan gt Contacts nennt CREW sentire ee dire documents OVEIVIEW nn en een A han nen pin board En placita e oes Projects ise e NEE Ke ern globally cce rente ae 2 Searching nass Ret knowledge Projects magic bar 2e i cerns dek accepting Objects ise eise na Archiving aue portal from comments visores prece results c LS navigating expected nier setri sises A EE creating Viewing 66 eee eee eee eee eee declining wild cards cooooccccooo deleting cicer epe dacs system d ration eeh etcetera eite requirements 4 expected 4 iesti serade editing isses eene rep aie U jobs users viewing deleting ru ae links milestones ooooocccccccnccccccos W SE WebMail 41 5 cana a0 rra ii see e mail Artikle Nummer HB2118 1USER INT 4 038564 007476
77. f this message can be seen by any other with the exception of those entered in BCC Those will not be known to any of the other recipients cc CC means carbon copy To send a copy of this message to other addresses enter them here Multiple addresses should be separated by commas Writing New E Mail Messages 4 SuSE Linux Openexchange Server 4 WebMail Microsoft Internet Explorer E nl x Datei Bearbeiten Ansicht Favoriten Extras 2 ar New message Save as draft Cancel e TO peter sample com Sender muster netline de Priority E Normal append vCard WON SUBJECT SuSE Linux Open Exchange Server 4 B Disposition Notification Dear Peter lAttached to this mail is the new version of the english manual of the SuSE LInux Openexchangeserver 4 Best ragards Michael gl Append signature Choose a signature Y Append mailing list Choose a mailing list y File exTexba Durchsuchen Insert Figure 14 9 The Editor Window BCC BCC stands for Blind Carbon Copy Enter additional addresses that should receive a copy of this e mail here To enter more than one address separate them with commas Recipients listed in the BCC field are hidden from other recipients of this mail Selecting from the Address Book To select an address from the address book when writing a new mail click one of the address buttons The address book opens and you can se
78. fields with the appropri ate settings E Einstellungen Verteiler Von tellur Ba e Bisher wurden keine Verteiler angelegt Signaturen amp Verteiler i Anlegen Schliessen Figure 14 14 Creating Mailing Lists Click mailing lists to see an overview of all existing mailing lists The menu contains options to Create a new mailing list and to Edit existing lists When creating and modifying mailing lists a form opens in which to spec ify all details of a mailing list In the details form first enter a name for the mailing list Below the field for the name you can see the three choices for entering a receiver address To for the primary recipients CC for those who should receive a copy and BCC for sending blind copies An explanation of these fields can be found Personal Settings Einstellungen Verteiler andern Voreinstellungen Ordner Name Abteilung EDV2 Groupware y m Signaturen 1 i Verteiler An cc gcc lt i Anlegen ndern o Schliessen Loschen L schen L schen a a mui ABCDEFGHIJKLMNOPQRSTUVWXYZ Ansprechpartner Firma An cc BCC Keine Eintr ge gefunden Figure 14 15 Adding Address Book Addresses to a Mailing List in Writing New E Mail Messages on page Enter the recipients addresses in the fields either by entering them directly in the text fields or by selecting them from the address book Next click the receiver fields name to add the address to t
79. following page Additional infor mation about wild cards is available in Using Wild Cards on page 28 Birthday List The contact search also allows generation of birthday lists This type of list is generated each time you enter a value in Birthday If desired combine this with other search criteria In this case the search fields City and Postal code are matched against the private address information of the contact To see a list of all birthdays in October for example choose a time frame start ing the 01 10 02 and ending the 01 10 02 SuSE Linux Openexchange Server 4 67 68 contact EI Im Meier Erna cl IM Erna Addresses Search Contact search Page 1 1 1 gt e Figure 6 11 Looking for Contacts in the Address Management Addresses Contact X a Go Addresses Search Contact search Results contacts Birthdaylist Contact search e Company Model Company Last name Mustermann First name Department Position iS City private Postal code private y until Birthday format dd mm bk web Range of creation dates F HW until m Range of change dates H D iaf m Creator start search clear cancel Figure 6 12 Detailed Search for Contacts Viewing a Contact It is easiest to find a specific contact using the global search as described in Global Search on page 28 Then select the desired entry to access its details page Anot
80. gement completely and efficiently In the project information module create project bound jobs and grant authorized users access to all rel evant information regarding the project and all objects Addresses Documents Forums etc linked to it Another part of the SuSE Linux Openexchange Server 4 is the integrated document management It allows a folder and group based filing of your documents upload and download via Internet and includes a document based permission management with an inheritance of folder permissions to subfolders and documents Futhermore the SuSE Linux Openexchange Server 4 offers a module for knowl edge management for you to collect any kind of knowledge centrally and sort SuSE Linux Openexchange Server 4 SIDMANOIS o UONONPOALU manage and keep it available by categories and subcategories Every user may extend existing knowledge items and create new entries or new categories The knowledge area is also organized in a folder structure and contains a search by title for each entry Using the linking technology assign documents forum entries bookmarks or jobs to each entry The SuSE Linux Openexchange Server 4 also offers a powerful bookmark management system Using the bookmark management interesting links can easily be made available to all employees Access to bookmarks may be restricted to yourself or groups The SuSE Linux Openexchange Server 4 can manage an unlimited number of forums and provid
81. gement system The administrator is also assigned all jobs delegated to that user The administrator should re serve the mail administrator account for administrative tasks like reassign ing these objects It is easier to locate the objects that need to be reassigned when all objects owned by the administrator are those objects Note Linking Objects Objects from different areas of the application can be linked together These additional links help optimize the work process For example a project may be linked to different documents This allows the user to quickly locate documents relating to the project Linking appointments to projects helps track the time schedule of each project Objects can be linked to as many other objects as needed Creating Links To create a link between two objects first open the details page of one of the two objects and select Links This opens a table showing links this object has with others Click activate linking Next navigate to the details page of the second object and open the Links tab Click Create to establish the link Finally leave linking mode by clicking deactivate linking Creating Group Links Method 1 To link multiple documents to a project follow the same procedure as described in Creating Links on this page However do not deactivate linking mode Instead SuSE Linux Openexchange Server 4 sosog 25 26 navigate to the detailed v
82. ghted in yellow The text is written in black on a white background Below the e mail s text see a list of all attachments SuSE Linux Openexchange Server 4 139 140 Opening and Saving Attachments To save an attachment on your hard disk click Al In the emerging dialog select save and specify where to save the file To directly view an attach ment click the document s name The document will be displayed in a new browser window if possible Otherwise download it Functions If you received an e mail and opened it in the details view you have several possible functions These possibilities are displayed in the toolbar along the upper border of the display frame The following are available E Answer To reply to the currently displayed e mail click this symbol A new window containing the form to write a new message opens It is described in Writing New E Mail Messages on page 144 The content of the e mail to answer is quoted and copied to the message body of the e mail Additionally the sender of the original message is automat ically entered as the receiver of your response The subject is copied as well with a Re meaning Reply prepended to it This allows for easier referencing Pr E Answer all This sends a response to everyone who received the original message The form as described in Writing New E Mail Messages on page opens The fields Subject To and Content are hand
83. h to editing mode The button is only visible if you have write access to the address The form is the same as the one used for creating an address and can be used to modify both the address and the permissions The company field must be completed To save the changes click Save To discard all changes click Cancel SuSE Linux Openexchange Server 4 LEWIEBDUPY sseJppv 63 64 Deleting Addresses To delete an address first open its details page Click Delete w Itis only available if you have write access Confirm the deletion in a window like Figure 6 6 Press Delete to delete or Cancel to abort Addresses Model Company SE sch Kl e delete address Do you really want to delete this address including all contacts Company Model Company eMail info modelcompany info More URL http modelcompany info Street Modelstr 151 Status aktiv Postal Code 11111 Modelcity Miscellaneous City Country USA Telephone 555 36328193 Comment Fax 555 36328193 delete abort Figure 6 6 Delete Address Confirmation M Caution Deleting a company address If you delete a company address all corresponding contacts and notes sre deleted as well It is advisable to warn other users before deleting an address so they can back up their notes and contact information Caution Attaching Notes to Addresses To read notes attached to an address choose Notes Notes avail
84. he list To add an e mail address from the address book simply choose a letter and all entries beginning with that letter will be listed After selecting all e mail addresses for this mailing list click Apply SuSE Linux Openexchange Server 4 153 Index A permissions ssssse addresses ssessssssessesss permissions oooccooooooo COMPANY 224 dneeiii ss reci es EE Cg portal view ooooo ooomo contacts private sors bete creating ococccccccncccocoos permissions ssssese deleting synar neret ete reminders seers ini editing vierte a resources permissions sequences viewing 1 2 0 ian eee types gt weasels pida ica creating percio skrid nse EE SEN B SOUL ee atento i ARS nennen birthdays NOES Eleng leales u GE REENEN os K permissions 62 bookmarks nase EEN A KEE eek 11511122 Creating searching detailed als e first letter nn ass fol SC Bas a creating i QUICK iure rar deleting 1 appointments editing accepBng NEE coran a permissions occoccccccnonos availability links squerying nr EN conflict management opening creating permissions others for sisse searching ssssseesess declining eee FUVIEWIDE disease ti ite feoda deletmg ns HUNDE nern C group eee e en Calendar eii ET appointments TOTES
85. he person from the rightmost list and click remove Extended View Apart from the basic form for assinging someone to an object you can also use an extended view Simply click more in the upper right of the status bar Calendar Appointment Participants Read access Write access Resources Sequence Availability Query Choose participants for this appointment Back e Directory of groups and users H adi soft 3 Participating groups hensel I demogruppe 6 hp ZC emg 3 users hensel 3 HI hp 1 Schulz Michael SUN remove Pim ee Participants ST sava 2 ST users 19 T wunderlich 1 remove Save Cancel Figure 3 3 Extended View of the Permission Management In the extended view see a tree representation of all existing groups on the left side If you click the plus sign in front of a group s name the view is extended to also show all the group s members To assign a person or group to the object mark it by clicking the box in front of the respective name Next click add gt and the chosen users and groups will be assigned to the object Groups are listed in the upper list People are listen in the lower list SuSE Linux Openexchange Server 4 21 22 To remove a person or group from the object s permissions choose it from the respective list and click lt remove below the corresponding list Special Access Permissions Address
86. he setup you can change your personal settings Choose the option you wish to change from the left section Figure 14 10 Creating Custom Mailing Lists Quoting If you choose yes here the original mail s text is quoted and included in replies This is useful to let the receiver know to which e mail you are responding Save When Sending To keep a copy of all e mails that you send select yes A copy of every mail you send will be placed in INBOX sent mail Inline HTML You may include attachments such as HTML messages di rectly in your e mail text if you choose yes Some mail programs may not interpret them correctly SuSE Linux Openexchange Server 4 149 150 E Einstellungen Voreinstellungen i Ordner Signaturen ie Verteiler Schliessen Layout Mit diesen Einstellungen k nnen Sie das Layout der E Mait Ansicht beeinflussen Schriftart arial Helvetica sans serif Schriftgr e kein Schriftfarbe Schwarz Seitengr Re Die Anzahl der Mitteilungen welche auf einer Seite gleichzeitig dargestellt werden Zeige alle an E Mails sofort l schen Sollen gel schte E Mails anstatt in den Abfalleimer verschoben richtig gel scht werden C Ja Nein R ckantwortadresse Reply To Geben Sie eine E Mail Adresse ein an welche Antwort E Mails geschickt werden sollen M chten Sie den urspr nglichen Text der E Mail beim Beantworten automatisch zitieren Ja C N
87. he upper right of the directory view If no parent folder is selected the new folder is added to the root folder A form like that in Figure on the facing page opens in which to set the access permissions for the new folder and enter its name SAJO0UUNOOQ Note Different permissions may be assigned for bookmarks and folders If folders and the bookmarks in it have the same permission settings someone who can view the folder sees a complete content listing Only bookmarks within a viewable folder can be viewed even if the book mark has less restrictive permissions Note _ Click Save to create the new folder To abort the creation click Cancel Editing Folders Select the folder to edit from the directory tree and mark its radio button Next click the Edit icon located to the upper right of the tree If you have write permissions this opens a form in which to change the permissions for the folder To save the changes click Save To discard them click Cancel Deleting Folders To delete a folder select it from the directory tree Click the Delete icon the trash can symbol Then confirm the delete process 8 Caution Deleting a folder also deletes all contained subfolders and bookmarks You may only delete folders and bookmarks to which you have write access If you do not have write access to the folder to delete or any subfolder or bookmark below it an error message is di
88. her way to locate a contact is by finding the corresponding company then viewing its details On the first page below Address a list of all con tacts affiliated with the company can be found Only contacts to which you have read access are listed see Defining Object Based Permissions on page 119 View detailed information about a contact by selecting its entry Contacts Contact Read access Write access everybody C private individual y y Add contact for company Model Company e Last name Masterman o First name Salutation Mr Title Dr Department 432 Position Manager of department Telephone 555 1234567 Mobile oaz Fax 555 1234557 Email michael mustermann de Telephone 2 Mobile 2 Fax 2 Email 2 Comment Figure 6 13 Creating a New Contact Creating a New Contact To create a new contact choose New vi in the lower part of the details page of an address This is also available on the details page of a contact Entering Details The following fields are available for contact details First and Last Name Salutation and Title Specify the appropriate data Last Name is mandatory Department Position Enter the data that describes the position of the con tact in the respective company Telephone Mobile Fax E Mail Enter the appropriate contact information It is also possible to specify a second telephone number mobile phone SuSE
89. ication dates as well To do so select the desired date with the calendar icon and the mouse Searching with the Magic Bar The Magic bar is an integral part of the Addresses module and contains an optimized version of the global search Select a desired index to search from the left list Company Addresses contact sil To el Addresses Search Contact search Results contacts Birthdaylist Search Company More Street Postal code City Telephone eMail Status Sales Country State Range of creation dates Range of change dates Creator Model Company F Modelstrf id until DI utf m E DI uif m mooo LEWIEBDUPNY sseJppv start search clear cancel Figure 6 2 Detailed Search for Addresses Contact sl M Meier Erna h Meier Erna Addresses Search Contact search Mustermann Martin Bi Mustermann Michael Page1 1 e19 Figure 6 3 Searching with the Magic Bar Choose from Contact Company City of the company and Internal user With Company start a simple search for the company name City looks for companies based in a certain city Contact starts a search for a contact person You may look for both first and last name Enter the search term in the mid dle text field Results are listed in the list field to the right Select the desired entry and click Show to see the detailed address
90. iew of another document to link to the chosen project Select Links again and click Create to establish the link Repeat until all desired objects are linked to the project Then leave linking mode by clicking Deactivate Linking Creating Group Links Method 2 Project Participants Comments Milestones Jobs History Notes Links Powar plant Cologne Deutz Va Figure 3 7 Links First Object There is another way to quickly create a number of links for example to link several addresses to a project First open an address and select Links To create a new link click activate linking The list below Linking is active shows the current address that will be linked to other objects If additional addresses need to be linked to a project open them as well and select Links Click add repository to add the elements to the linking repository Finally open the project to which to link the addresses and open Links Click Create to then establish links to all items in the repository Finally leave linking mode by clicking deactivate linking Links work both ways automatically If an address was linked to a project this link can be seen both on the links page of the project and the address Navigate between linked objects by selecting them from the link list The target object with which the link should be established does
91. iew summarizes all currently active discussion forums Be sides the forum s topic the number of replies the number of unread replies how many threads exist and when the last comment was made are also shown Also see who moderates the discussion and when the forum was cre ated Forum Archive Subscriptions Page1 1 ei x 06 Overview of forums Topic 98 Articles Unread Threads thee article from Moderator Created the 9 gt Homepage 2 2 2 HE nr 14 10 2002 gt Project Historical Monuments 8 7 2 Md Mor 14 10 2002 D Groupwareserver Installation 0 0 0 Vip NM 14 10 2002 D HTML Programming 0 0 0 Se MEI e 14 10 2002 Figure 12 1 The Forum Overview To create your own forum click Forum Forum Subscribe Link Forum Example Topic EK RES e 3 Articles Created by Created the example topic 1 2 2 Martin Mustermann 18 10 2002 12 48 RE examp c1 Martin Mustermann 18 10 2002 12 49 RE examp Martin Mustermann 18 10 2002 12 49 Cancel Figure 12 2 All Entries in a Thread By clicking a specific forum open the detailed view of it This view lists ev ery single thread If one thread contains more than one entry extend the thread to show all subthreads by clicking the plus sign To view a specific entry simply click it 124 _ Forum Overview Creating and Editing a Forum UJn1O4 Forum Readaccess Write access Everybody Individually e T
92. imilar to that in the document manage ment system can be used to structure the knowledge base The folder struc ture and the entries are subject to the permission settings This way assign the different areas to the departments and teams in your company ee 108 EE 110 EN 110 SEENEN 111 APR 111 ari e M s 112 INOt S oa is PCR X EE RENE ue Re E 112 113 IR E A E A A 113 9PBpajmouy 108 The Knowledge Base Directory Structure Knowledge _UUUUUUUUTTTTTTTVVUOUOTOTTTTTTTVTYVTYUTYUTYUTYUTYUYUTUTYUTUTUUTUUTUUUTUUTUUTUUTUUTUUUUUU Root y Show Knowledge List x v S d e Knowledge Ei C Root C3 C Linux E C mount CD Roms under Linux Figure 10 1 The Knowledge Directory Structure To simplify knowledge management a folder structure which you might know from your computer is available You may create an arbitrary amount of folders and subfolders on different levels Because of the permission management system you will only see folders to which you have read access This works hierarchically If you may not view a folder you will not be able to see the knowledge items it contains regard less of their permission settings Knowledge items that you may not view will not be listed in search results To see the content of a folder click the plus sign in front of the folder The folder is opened and its contents listed Open folders are marked with a mi nus sign Close the folder again by clicking the minu
93. information in the groupware that you should convey to your users during the training Search and Find A central question for the efficient handling of all the groupware modules lies in finding the desired information quickly and without hassle Many search strategies can be applied such as complementary or overlapping search search within just one module and of course the convenient search with wild cards Information is the heart of a groupware and finding and evaluating data is an integral part of working within groupware For this reason it is most important that every user knows how and where to find necessary information Keeping Track First and foremost it is important that your users can always keep the upper hand on all information so they can prioritize everything the information flood may contain A first glimpse of all relevant information is contained in the portal page on which all relevant data for that day is displayed when the user logs in Using Every Available Tool On the portal page for example every user may find out whether new e mail messages are available or if jobs or appointments need attention All current projects and overdue projects are also displayed Another important function to keep track of everything is the Current page It gives a quick overview of all news in each module posted by other users while the user was away The time frame to display can be specified and different parts of the softw
94. ing a Document to Other Objects 105 WEEN 106 Old Versions 2 22 2 2m mon 106 sjueuinooqg 96 Document Directory Structure Root hd Show Foldertree List 5 Documents ES C Root Groupware English Manual SUSE LInux Openexchange Server 4 Linux Man Pages Linux intranet pdf intranet tgz intranet_en pdf Figure 9 1 The Directory Structure for Documents To make managing documents in a concise way easier a folder structure sim ilar to the directory structure of a computer is at your disposal As many folders and subfolders on different levels may be created Because of the permission system implemented only see folders to which you have read access It is not possible to view documents or folders regard less of their permissions that are contained within a folder to which you do not have access Documents you cannot view will not be listed in search re sults To see the contents of a folder click the plus sign in front of the folder The folder is then opened and its contents listed An open folder is marked with a minus sign Click it to close the folder again Folders without either sym bol are empty or contain only documents to which you do not have access Creating a Folder Before adding a new folder determine where it should be placed by marking the radio button in front of the new folder s parent folder If no parent folder is marked the new folder is added to the ro
95. iniature calendar find the groupware s search function By sim ply entering a search term search each module for object entries Further information about the global search can be found in Global Search on page 28 Area Contacts IOHOd Search for sa Figure 4 6 Global Quick Search Create New On the portal page you can quickly create new addresses projects appoint ments and jobs Simply select the corresponding entry from the lower right part of the page You will be redirected to the form in which to enter all de tails of your new object Address Project gt Appointment C Job Figure 4 7 Links to Add New Entries Quickly SuSE Linux Openexchange Server 4 37 Calendar J0puajpoO The calendar can be used to manage your private appointments group ap pointments and resource use All your group appointments are listed here without the need to incorporate them in the list Differing calendar views are not needed unless you want to find out about your colleague s appointments Using the search bar on top of the page obtain information about any user s appointments The amount of information visible depends on your permis sions in respect to each entry Calendar Basics 40 Viewing an Appointment o 44 Creating an Appointment o oo 48 40 Calendar Basics After selecting the calendar its start page opens with a day view of all your appointment
96. ink the bookmark to other objects by first se lecting the Links tab from the bookmark s details page All links already present are listed on this page Create a link by clicking activate linking then navigating to the details page of the target object Select the Links there then click Create to establish the link To leave the linking mode click deactivate linking Read access to the target object is required to view or create a link More in formation about linking is available in Linking Objects on page 25 SuSE Linux Openexchange Server 4 121 122 History In the details page of a bookmark a History tab is also available Use it to view information about which user originally created this entry and when it was created Additionally view see when the last changes were saved for this bookmark by which user History Forum O In the forum module you can talk with your colleagues Every discussion is threaded to allow you to follow it easily To get answers to postings or even whole forums as soon as possible subscribe to them via e mail With the per mission management system access can be granted to external business part ners su Vus dl dedere Be 124 O 125 Creating a New Article or Responding 125 a A ee a 125 osas 126 S bscribing ec 2 32 ars aan nie en Rx do 126 Unsubscibing o o 127 UJn1O4 Forum Overview The forum overv
97. iss creating participants iypes eme notifying 51 viewing 156 SE navigating portal view viewing others views appointment display changing oooocccccocccccccooo COMAS euere costs birthdays listing creating A O editing essa exporting links a san MOUS permissions Searching gie sees e ds viewing 22 ee eee eee gunik nunus jobs actual une o ole crea datas edet estet projeels ay ico dees chee Current ee band D documents ac nen deleting downloading editing oc dde exea editing settings folders anne Grealing nassen E Se o deleting cedere editing moving permissions links un PM MIME types MOVING 6 ee eee eee ee eee notes EE permissions folders una nn nie A ke Searching seen uploading s versions cccirerircapsnii sacra description Index AA re eren 13311153 appearance of module 148 attachments inserting Saving 1 ee eee eee eee eee musco m configuring confirmation deleting aser esent rese ns exporting folders esee tenen viewing contents forwarding 8 headers naci HTML rasen mailing lists ooooooo moving 6 eee eee o multiple addresses navigating portal view cece eee eee prin
98. king the project s title or the yellow ar row in the first column of the project table This opens the detailed view of the project Details Page of a Project Project Participants Comments Milestones Jobs History Notes Links Power plant Cologne Deutz S x Name Power plant Cologne Deutz Start date 14 10 2002 End date 01 11 2002 Follow up 29 10 2002 Status Done Type Building Leader Bastian M ller SE Tom Weichert Bob Brown Customer Citybuild Sample Company A EA AA CS Description Setup of a ney 5000 MW Power Plant in Cologne Deutz Gains 0 00 Expenses 500 000 00 Gimmes nao hours IS Duration 0 00 Work days and 0 00 Hours IS Costs 0 00 Cancel Figure 8 2 Project s Detailed View See all information about a project in its details page Past dates are high lighted in orange IS Costs and IS Duration are the sum of all IS Costs and IS Durations of all this project s jobs Options If this project was assigned to you by someone else you have the possibility to either accept or decline it Enter a comment regarding your decision in SuSE Linux Openexchange Server 4 85 86 the text field If you decline a project the comment is mandatory Both your choice and comment will be displayed on the participant list After selecting a response click Save Other Information Using the tabs find other information regarding this project With the
99. l then automatically be added to the list of par ticipants Continue by selecting the other participants and distributing read and write access to this appointment Participants are automatically granted read access Group Appointment You Do Not Participate When creating a group appointment in which you do not participate do not select the Group appointment option Assign participants to this appoint ment and specify all permissions for it Default is read permission for all participants write permission only for the creator As the creator you have write access until someone else with write access changes it SuSE Linux Openexchange Server 4 49 50 Example Secretary Function Creating Appointments for Others Use this to create private appointments for other people If a secretary need only create an appointment select private In Participants select the per son for whom to create the appointment The Group appointment option is now automatically activated Participants are given read access The secretary of our example need not be added to the participants If participants should be able to edit this appointment they must be granted write access The sec retary keeps write access to this appointment until someone changes it If the secretary needs write access even after someone changed this appointment he must be added to the list for write permissions 8 Caution The creator of an appointm
100. le In this area the search function can be found in the Magic bar Additional information about it is available in Searching with the Magic Bar on page Detailed Search The contact search form is useful for performing a more elaborate search Ac cess it it in the Addresses area by selecting Contact search A very spe cialized search can be created by combining different search terms and using Contacts Figure 6 9 History of an Address Entry Address History Notes Links Model Company P sch Kl e 2 Q PM Created by Martin Mustermann D Created the 14 10 2002 15 03 co Changed by Martin Mustermann e Changed the 16 10 2002 17 14 lt Cancel Contact T y Go Addresses Search Contact search Results contacts Birthdaylist Page1 1 ei e found entries for search term Lastname 9 Firstname YO Department 70 Company V2 Telephone VA Mobie v Email 90 D Meier Erna 431 Model 555 12345567 017xxxxxxx erna musterfrau de Company Mustermann Martin 432 Model 555 1234533 017xxxxxxx martin mustermann info Company D Mustermann Michael 432 Model 555 1234567 017xxxxxxx michael mustermann de Company cancel Figure 6 10 Contact Search Results wild cards For example to find all employees of SuSE whose last name be gins with an M who are department heads the corresponding query would be similar to the one in Figure on the
101. lect mail addresses of contacts to whom you have read access The form for choosing an address appears in the lower part of the mail form and can be used for selecting To CC and BCC entries Use the magic bar near the upper border of the window to search the ad dress directory for a contact Wild cards may be used when entering a seach term In the field to the right select the field to search internal users or con tacts After selecting an area and entering a search term start the search by pressing CID SuSE Linux Openexchange Server 4 145 146 View an alphabetically sorted list of contacts below the alphabet menu bar Use it to look up contacts alphabetically Select the contact to which to send an e mail from the list Then select whether the address should be added to TO CC or BCC and click in sert To discard your choice click reset Close the pop up window of the browser The chosen contacts e mail addresses have been added to the re spective fields in the mail form Subject Enter a short text describing the topic of this e mail into the subject line For clarity the subject should be short but meaningful so the recipient can easily interpret it Content Enter the text of your message into this field Usually the content of an e mail is structured in the same way as a memo or letter Within a team a shorter style is usually used When addressing external business partners heedi
102. led as with Answer However every user that received a copy of the original mail is added to the recipient list Le Le Forward In practice you will sometimes receive an e mail that was not intended for you or one that is also interesting to your colleagues The function forward is used in these situations If you click it the creation form for a new e mail opens The Subject contains the subject of the original message with a Fwd prepended to it Enter the new recipient in to The message s content and attachments have been in cluded automatically A Delete In the detailed view you can also delete an e mail Simply click Delete The deleted mail is not removed completely from the system It is moved to the trash folder Reading and Processing E Mail Messages Caution Deleting You will not be asked whether to move the message It is moved to the trash directly WON Caution zl If you later delete the mail from the Trash it is removed from the sys tem H Print In the message s detailed view click print to reach your printer menu Specify all settings as usual before printing the message M Options If you click the options icon in an e mail s details page a dialog opens in which to change the status of the e mail export it or view its source code The following options are available E Mail Status In this menu change the status of the e mail Select the desired st
103. lender week see an overview of all appointments in the given week Click the month s name to see an overview of all appointments in the respective month Further information about the calendar and all appointment functions can be found in Calendar on page 9 SuSE Linux Openexchange Server 4 O HO4 35 Overview Current New Items Entries from yesterday y e Entries during the last 1 days Date Documents 17 10 2002 08 00 17 00 Pawlak gt English Manual SUSE Linux Openexchange Server 4 17 10 2002 08 00 17 00 Pawllak deutsch Linux Man Pages 24 10 2002 08 00 17 00 Meeting Marketing Knowledge Adresses No new entry found E Bookmarks E No new entry found anton E u ANTON Forum No new entry found Contacts Meyer Hannes Pin board Preuss Stefan Browser Standard Jobs No new entry found Projects No new entry found Figure 4 4 List of New Items Martin Mustermann lt a W M T 40 i 41 8 October 2002 w TF 2 a w s 9 10 11 12 16 17 Mio 23 24 25 26 30 31 November 2002 42 14 15 43 21 22 44 28 29 W M T 44 45 4 5 46 11 12 47 18 19 48 25 26 w T F S d po mS wk m 15 16 22 23 29 30 gt s amp i3 20 27 10 17 24 Figure 4 5 Using the Calendar on the Portal The Miniature Calendar The Search Function Below the m
104. ll projects that have been assigned to you From the concise table quickly access all relevant data about your projects Also use this to modify projects or create new entries Refer to Foren pagel a Document Use this icon to open the document management system of the groupware The file manager display makes it easy to access documents New documents can also be added Refer to Documents on pagel95 e Knowledge This opens an area in which all articles created or collected by your colleagues can be found for you to benefit from their knowledge A folder structure helps you sort and index all knowledge entries Refer to Knowledgejon page 107 2 Bookmark This accesses the central bookmark directory Similar to your browser s favorites or bookmarks list links to various intranet and Internet pages are placed in a folder hierarchy The bookmark page of the groupware has the advantage that all interesting links can be shared with your colleagues You may also modify or create new entries here Refer to Bookmarksjon page 113 SuSE Linux Openexchange Server 4 sosog o Forum Using the forum icon open the forum of the SuSE Linux Open exchange Server 4 It enables you and your colleagues to discuss various topics Each discussion is divided into threads to make it easy to follow a given discussion You can also subscribe to threads or even an entire forum so answers are sent to you by e mail Thanks to the permission managem
105. ly Using the buttons below the table on the right side repeat the search for the next day or the previous day Performing a Query To check for the availability of people and resources over an extended period perform a query The system then looks for suitable appointment dates and times and gives a calender overview of possible dates Enter a start and end date for the query or select it with the calendar The given time frame is examined in the query To specify the period of the query select a start and end time from the drop down menus Also select the duration of the appointment All possible starting times in the queried Creating an Appointment Participants 0 1 2 3 4 5 6 18 19 20 21 22 23 Kotyrba Sebastian Kauss Martin Finsel Jan Klein Marcus Test Rita Test Lisa Hellekes Franz Vierschrodt Alexander Hoberg Frank Schulz Michael Pawlak Michael Schroeder Marianne Laguna Rafael veritas loki Hensel3 Hr Wagener Thorsten JOpuajpo Hensel2 Hr Meier Stefanie aaa XI XI XI XI XI SI SI SI SI SH XH a aaa I SI SI aa mailadmin Mustermann Martin test test BE Bl k J rgen DI Kraft Manuel BEA Apply previous day next day Figure 5 13 Determined Av
106. m the system Directly below the menu bar find the navigation bar of the groupware Us ing the icons you have direct access to each area of the SuSE Linux Openex change Server 4 see Graphical Buttons on page 16 In Overview on the facing page see the overview the portal page presents in which up to date infor mation about your work and messaging status can be found This overview represents the main part of the portal page 0 9 A e 9 O xo Portal Calendar Addresses Jobs Projects Documents Knowledge Bookmarks Forum Pin board eMail Figure 4 2 The Menu and Navigation Bars Overview In the Overview area all up to date information relevant to you is dis played In its left part the portal page shows today s appointments jobs and projects On the other side find information regarding newly arrived e mail messages new appointments and jobs The lower third of the portal page the Pin board gives an overview of all currently relevant pin board notes Overview Current IOHOd Friday 18 10 2002 CT Appointments Emails 08 00 Meeting of the board You have no new messages Jobs Appointments SLOXS Beta 2 installieren 299 tach You do not have any new appointments Manual translation Jobs Projects You do not have any new jobs Manual for the Suse Linux Openexchange Se Browser Standard Browser Description The following browsers can be used Mozilla 1 0 or higher Netscape 6 2 o
107. mark o 118 e ee da 119 TT 120 Tr CD DLE 120 ee Mise Pe EE ea 121 nn 121 EEN A an Are 122 SAJO0UUNOOQ 116 Root E Show Bookmarks List Bookmarks B C Root O Linux EMO C Searchengines E C Linux Homepage E C Comfire Groupware B C suse Linux Figure 11 1 The Bookmark Directory Structure The Directory Structure Organize bookmarks into folders Users can only see folders to which they have read access Even if bookmarks within a folder have less restrictive permissions users cannot view the bookmarks in a folder without read ac cess to the folder Only bookmarks you can view are shown in the results of searches To see the contents of a folder click the plus sign in front of the folder The folder is then opened and its contents listed A folder whose contents are displayed is marked with a minus sign Close a folder by clicking the mi nus sign If you neither a plus sign or a minus sign is displayed in front of a folder the folder is either empty or contains only bookmarks and folders to which you do not have access Creating New Folders Bookmark Readaccess Write access Everybody Private Individually e Create folder Name Linux Cancel Figure 11 2 Creating Folders The Directory Structure Before adding a new folder determine where to place it Mark the radio but ton in front of the new folder s parent folder then click the new folder icon Ca in t
108. n Changing a Project on page 90 Enter a subject and comment then click Save to add a comment to this list Milestones for Projects In the detailed view of a project find the Milestones tab Selecting it opens a list of all important stages of this project With milestones keep track of how well your project progresses Change the order of the table by clicking one of the yellow arrows upward for ascending downward for descending in the table s head Specify how many items should be displayed per page using the drop down menu on top of the table Click the blue arrows on top of the page to turn the pages or just click the page number of the page to view To see the details of a milestone click the yellow arrow in the first column of the table Milestones play an important role in projects For this reason it is usually vi tal that everything related to a milestone is finished on schedule The system can remind you of these important dates Simply edit a milestone and selecgt the respective options To create a new milestone click the Create New icon Project Jobs From the detailed view of a project you can also access a list of all jobs as sociated with this projects by opening the Jobs tab Change the order of the table by clicking one of the yellow arrows upward for ascending downward for descending in the table s head Specify how many items should be displayed per page using the drop down menu o
109. n Mustermann z Show List y List Generaljobs Projectjobs Delegatedjobs Page1 1 eio sa e Tile v Priority 9 0 Status 9 0 Start date 9A End date 90 Principal 90 Participants SLOXS Beta 2 installieren 99 X me els a 90 15 10 2002 16 10 2002 Stefan Preuss pianua SU Ennus 200 10 14 10 2002 20 10 2002 Martin Mustermann Private Openexchange Server 4 Manual translation m 20 14 10 2002 21 10 2002 Martin Mustermann Private D Webserver Germany oO 40 14 10 2002 15 11 2002 Martin Mustermann Private Figure 7 1 List of Open Jobs or Delegated Jobs From the overview of all jobs access more specialized job lists All jobs that were not assigned a status of ARCHIVE are listed here Finished jobs are dis played here until the job s creator or someone with write access moves them to the archive All jobs that were not archived are included in the list on the main page in the List tab Use the menu in the upper right corner of the list to specify how many jobs are displayed per page The additional jobs not included in this list can be reached with the button icons To see a list of only general jobs project jobs or delegated jobs open the cor responding tab All lists are used in the same way Open the detailed view of a job by clicking its title in the list List of All Jobs This page shows an overview of all jobs assigned to you All j
110. n menu You will then be reminded by e mail of this job one to three days before the end date For other participants to be informed of the changes you made to this job check notify participants Participants Select the task members and the access permissions from the corresponding tabs For additional information consult the help pages To save your entries click Save To discard them click Cancel SuSE Linux Openexchange Server 4 79 80 Job Participants Read access Write access Private job C Group job e Job Start date 14 10 2002 M End date 15 11 2002 m Follow up 12 11 2002 m Tite webserver Germany S Description Setup of a new Webserver for the german office Assignment General job Priority Low D Status 4096 bd SHOULD Duration 0 00 Hours ZS IS Duration 0 00 SHOULD Costs 0 00 IS Costs po Costs constant C variable Figure 7 3 Detailed Job View Modifying a Job To edit a job first open its details page Then click the Edit icon amp to open the dialog for modifications If you have write access you can now change the assigned participants and all this job s details For example change this job s status or declare it done You may also move this job to the archive This job s details can only be modified if you have write access If you have only read access you can still change the values IS duration IS costs Ab
111. n on page Linking a Document to Other Objects Documents can be linked to addresses contacts jobs other documents projects bookmarks and forums First select the Links tab from the docu ment s details page All links that are already present are listed on this page Create a link by clicking activate linking then navigating to the details page of the target object Open the Links tab there and click Create To leave the linking mode click deactivate linking SuSE Linux Openexchange Server 4 105 106 You must have read access to the linked object to view or create a link More information about linking is available in Linking Objects on page 25 History In the details page of a document also find the History tab Use it to find out which user originally created this entry and when it was created Addi tionally view when the last changes were saved for this document and which user performed them Old Versions The Versions tab in the detailed view of a document lists the current version and all old versions Change the current version by marking the radio button in the Current column of the desired version Confirm the choice by click ing Change current version To access old versions simply make them the current version History Knowledge amp With the knowledge database you may share interesting information with your colleagues A folder structure s
112. n top of the table Click the blue arrows on top of the page to turn the pages or click the page number of the page to display To see the details of a job click the yellow arrow in the first column of the table A plus sign in the participants column shows that this job has more partic ipants than can be displayed in this list Click the plus sign to open partic ipant list of the job details Alternatively hover the mouse cursor over the plus sign to view a tooltip listing all participants Milestones for Projects E To create a new job click amp The job s affiliation will then default to this project Additional information about creating jobs can be found in Creating a New Jalon page History In the details page of a project also find the History tab Use it to see which user originally created this entry and when it was created Addition ally you can see when the last changes were saved for this project and which user performed them SuSE Linux Openexchange Server 4 s ooef oJd 93 Documents 2 In the document management module you may upload documents and make them available to other users The documents can be viewed directly or downloaded To make managing your documents easier an extensible folder hierarchy has been implemented Both folders and documents have access permissions m 96 din 98 EE m angues 101 Vere ee 102 HEEN 103 EE 104 INOLeSD sii RT ele Se eee do C ak 105 Link
113. n yellow vaca tion is marked in green and if you are away on business when attending that appointment it is displayed in red Appointment sequences are marked JOPUE OD with the o icon Appointments lasting the whole day are listed above the main day view and tagged with e If there are multiple appointments last ing the whole day they will all be listed in this line List View Click to list below the date display to reach a list of all appointments for that day The appointment s description its location type participants and used resources are listed Entering a New Appointment In the day view you have several options for entering new appointments One way is to click the Create New icon A second way is to click a time in the left border of the day view This sets the appointment s starting time to the chosen value Week View Display In the week view all appointments in the same week are displayed Every entry contains the start and end date as well as the appointment s descrip tion If the description is too long to display three dots are added where it is cut off The appointment s type is not displayed but sequences are signified by the corresponding icon Entering a New Appointment amp Enter a new appointment by clicking the Create New icon Click a day to create a new appointment with that start date SuSE Linux Openexchange Server 4 41 42 Martin Mustermann y Sh
114. nce Hall 38 Begins 18 10 2002 Mfos 00 I whole day Ends 18 10 2002 Mf17 00 5 Ee M Comments 25 Meeting of the board Topics New Projects 2003 reminder no reminding y I notify participants single appointment C appointment sequence Save Cancel Figure 5 9 Creating a New Appointment Creating an Appointment Private and Group Appointments In the Appointment tab specify whether this appointment is private or a group appointment Select the desired options JOPUEIOD Private Appointment When creating an appointment the private appointment option is chosen by default If you do not want to grant any colleague access to this appoint ment simply leave this option enabled Click Save to confirm all settings Private Appointment Others May Access In this case Private appointment is again selected To grant read or write access to your colleagues add them to the respective lists in the read and write access sections Additional information and an example can be found in Example Secretary Function Creating Appointments for Others on the fol lowing page Tip If you give someone write access he is automatically granted read access Tip Group Appointment You Participate If you create a group appointment in which you take part select the Group appointment option Immediately after completing the main form switch to the participants form You wil
115. nd filtering rules defined Signatures and vCards can be added and LDAP address books accessed OpenLDAP provides the basis for secure user authentication Enterprise Server The operating system for the SuSE Linux Openexchange Server 4 is based on the SuSE Linux Enterprise Server The SuSE Linux Enterprise Server is known for its The Concept of the SuSE Linux Openexchange Server robustness and reliability and meets the highest security demands Furthermore it offers a professional maintenance support and longer product life cycles Moreover the SuSE Linux Openexchange Server 4 is based on the approved open source mail server Cyrus IMAP and Postfix SMTP POP3 Security The aspect of security should play a dominant role in all companies When communicating with your own colleagues partners and customers over Internet security has a special significance Security is mainly a concern for the client side PCs on the client side particularly common mail and groupware clients fat clients pose well known security threats Also web servers which unlike Apache are not based on the relatively secure Linux platform create known vulnerabilities an attacker could use to reach the underlying operating system core SuSE Linux Enterprise Server provides efficient protection from attackers with its user and permission philosophy as well as a package selection continuously maintained and updated by SuSE For external access the SuSE Linux
116. nd quality of service has given rise to a type of software application commonly known as groupware E 4 EE S 10 NIU CA E 12 Getting Started e ee be Re EYES 14 SIOMANOIN OL uouonpoijlu Advantages of Groupware Solutions The SuSE Linux Openexchange Server 4 combines a powerful web based Groupware solution with the seasoned SuSE Linux eMail Server III which is based on the stable SuSE Linux Enterprise platform You chose one of the most comprehensive solutions in this category that is mostly based on free software Cultivating Relationships with Customers Most companies have noticed that the relationship with customers plays a special role in their success Customers are easily frustrated if they must repeat their requests or must wait indefinitely until the required employee returns The pace of the market s change requires a fast and flexible company structure to withstand the pressure of open competition The less hierarchical structures team and project work require an increase in communication and coordination of all participants A company organization optimized in relation to communication and flow of information plays a central part for the business s internal events as well as for the cooperation with customers suppliers and business associates In this respect it is important to avoid breaches in communication structures and to close informational gaps to increase the flow of information The Groupware Sol
117. ng to certain conventions is advisable Sender Domain Select the desired sender domain from this field Usually the default value is correct Priority Specify the priority of this e mail here Select one of five priorities ranging from Highest to Lowest The default is normal Some mail clients like Webmail highlight mails of a higher priority However not all mail clients support this function and even fewer users pay attention to the priority of a mail Append vCard Activate this check box to attach your electronic business card This makes it easier for recipients to add your contact information to their address books Writing New E Mail Messages Confirmation If you activate the option and the receiving mail client supports this function a confirmation will be sent to you after the mail is opened in the recipient s client The recipient can also decide whether to send the confirmation Add Signature A signature is a kind of footer added to the end of the e mail Signatures usually contain information you want to add to every message This may in clude your name the company s name and telephone number The Webmail client allows a number of signatures for different uses In the e mail creation window only signatures already present in the system are available Select a signature from the list Learn how to create your own signatures in Managing on page Insert Mailing List You may create mailing lists in the We
118. not need to be added to the repository It is sufficient to navigate to its Links form and click Create List of Links When an object is linked to another it is added to the list of existing links View a list of all links an object has to others by opening the details page of the object then opening Links Follow a link by clicking it Linking Objects Project Participants Power plant Cologne Deutz 609 Following links to this object exist Links to the projects Power plant Cologne Deutz mm m D Address Model Company D D Document intranet pde n Delete Please activate tho linking tc link to this object Figure 3 8 List of Existing Links Deleting Links A link may be removed again at any time Open the Links tab of an object to reach a list of all links this object has to others At the end of each table row for a link there is a check box Check the check boxes of links to remove Delete them by clicking Delete Note When deleting a link only the link will be deleted not the object itself Note Project Participants Comment ts Milest Job Power plant Gologne Deutz Following links to this object exist Delete Linking is not active unk Activate linking Please activate tha linking to link to this object Cancel Figure 3 9 Removing Links SuSE Linux Openexchange Server 4 d SOISD 27 28
119. nt is part of an appointment sequence Viewing an Appointment Calendar Appointment Participants History Notes Links appointment the 18 10 2002 from 08 00 O D Description Meeting of the board Location Conference Hall 38 O Begins 18 10 2002 08 00 Q Ends 18 10 2002 17 00 Participants Kotyrba Sebastian Kauss Martin Finsel Jan Klein Marcus Test Rita Comment 25 Meeting of the board Topics New Projects 2003 Sequence until 31 10 2002 Resources Approve C acot C oey O reminder no reminding z Save Cancel Figure 5 4 Details Page of an Appointment In the lower part of the page either accept this appointment or decline it You can add a comment to your choice This information will be added to the participant list Appointment Participants In the participants tab view a list of this appointment s participants This list contains apart from the participant s name its state and comment A par ticipant may have one of three states If you can see confirmed in green letters the participant saw and confirmed this appointment If you see open written in black the participant neither accepted nor declined this appoint ment If you see rejected written in red letters the participant did not ac cept the appointment Appointment History If you click the History tab see an overview of when this appointment was created and when it was last changed You can also see who created it and
120. nt to move the objects click Cancel Note If you try to move the folder into itself or one of its subfolders the system generates an error message Note Locating Documents With the Magic bar upper part of the page directly search for a docu ment Select the folder to search from the list then enter the search term into the text field The results are listed on the page below the List tab Access the details page of a result by clicking the gt icon in the first column Con tent cannot be searched only titles Locating Documents Root D Linus Show Figure 9 10 Searching Documents with the Magic Bar sjueuunooq Documents Root Linux Show Foldertree List Page1 1 Zich e 2 Documents 10 Entries File name v4 Description Created by 98 Se the English Manual SUSE LInux Openexchange English Manual SUSE Linux Martin i 10 2002 Server 4 Openexchang Mustermann Martin C Linux Man Pages Man Pages for Linux Med 17 10 2002 Figure 9 11 Results of a Document Search Notes You may add short notices and information to a document Change to the Notes tab to view a list of all notes about this document With the Create Note icon write a new note about this object Notes are assigned access permissions separately It is possible to attach a private note to a public document More information about notes can be found i
121. nux Openexchange Server 4 does come with a synchronization function to use Outlook as a client Supported are MS Outlook of Windows 98 NT 2000 and XP Synchronization with the Palm Client is possible as well Using the synchronization tool a synchronization with most PDAs can also be done since most handhelds and modern mobile phones can in turn be synchronized with Outlook or the Palm Client using a standardized interface Migrating from predecessors of the SuSE Linux Openexchange Server 4 by SuSE like the SuSE Linux eMail Server III is ensured Current SuSE customers using SuSE Linux eMail Server II or SuSE Linux eMail Server III can use a migration tool that assists in the migration and allows adoptation in a quick and easy fashion of the current data in the new SuSE Linux Openexchange Server 4 Specially trained partners of the SuSE AG are available to assist you A software based tool for migration from MS Exchange will soon be available as well As such undertakings are usually very complex SuSE can provide consultants for project planning and realization Specialized partners may be brought into these projects as well Licenses All license fees only depend on the number of users that use the groupware system no matter which client they use to access their data and no matter how many servers are used Because the SuSE Linux Openexchange Server 4 does not depend on other products no additional costs arise Introducing the SuSE
122. obs not archived can be found here Jobs that are overdue are highlighted Change the order of the tables by clicking the arrows in the table s first row Specify how many items to display per page using the menu at top of the table Use the blue arrow buttons at the top of the page to turn the pages or just click the number of the page to view To see the details of a job click the yellow arrow button in the first column of the table or its title A plus sign in the column labeled participants indicates that this job has more participants than can be displayed in this list To see a complete list of participants either click the plus sign which opens the participant list of the job details or hover the mouse above it which opens a tooltip with the Job Overviews information To create a new job click the icon of a sheet of paper with a star Select the type of jobs that should be displayed in the drop down menu be low the menu bar List lists all jobs that were not archived This is the de fault setting Past due jobs lists all jobs whose end date is in the past If de sired choose to see all jobs that are due the next seven days Archive shows all archived jobs SOOT It is also possible to view jobs assigned to others to which you have read ac cess Use the form to the left under the menu bar to locate the desired user By group Select a group of which the desired user is a member from the first drop d
123. older INBOX is the actual mail box of your account It contains all your incoming e mail messages Next to the folder s name see two numbers for example 14 0 The first number is the num ber of e mails currently available in the folder The second number is the number of unread or unopened mails In this case no new mes sages are available in the INBOX Click the folder s name to view its contents in the right frame of the window SuSE Linux Openexchange Server 4 135 Mail Folder muster netline de EX INBOX 212 E Private Mails 0 0 drafts 0 0 sent mail 5 0 io spam DID MM trash pi 7 0 Figure 14 2 Overview of E Mail Folders E drafts The folder drafts contains your templates for creating e mail messages All e mail messages may be moved there to serve as tem plates Next to the folder s name see two numbers such as 10 0 The first number is the number of e mails currently available in the folder The second number is the number of unread or unopened mails In this case no unopened messages are available in the drafts folder Click the folder s name to view its contents in the right frame of the window M sent mail The folder sent mail contains all e mail messages you have sent using this account Next to the folder s name see two numbers for example 14 0 The first number is the number of e mails cur rently available in the folder in this case fourteen Click the folder s name
124. olders links logging in creating deleting editing Hi rra da permissions 108 110 folders zie trices contes 108 Searching 112 viewing 1 eee eee eee eee ee eee 110 ern addresses 228 CERN EEN ena appointments oooccoccoccccocooo bookmarks contacts nenne nun en rr emen creating sss deleting nn sani Leche m bri eem documents eri ere hee FONUS iii ias A EE en Eege knowledge ococococcoccccccoc projets EE viewing ococoococccccncocnrccnn o logging out anne nn 22 P appointments es attaching 66 cece eee bookmarks 00ee sees contacts deleting documents 0e esse eee 105 EE eee Me See jur VIEWING EEN EEN EN appointments bookmarks 117 COntacts aiii Ep en documents folders forums edis ne BIOUDS neuen eie individually jp e read access SuSE Linux Openexchange Server 4 157 knowledge 108 110 participants modules egen 119422 external objects E Status icc ENN REENEN ed pin board permissions E CEET EE portal view Projects iocis cascos Ree reminders EN especial iaa i revenue 2 USCIS li eda RN EE es expected e EE searching creating entries status deleting entries Viewing anne ns editing entries permissions R portal nen eee resources portal vi
125. one that has read or write access Individually Using this option you must specify the people or groups to whom to give access manually using the tabs Read access and Write access This option is also activated automatically if you make manual changes in these sections Even if you did not assign read and write access to yourself you will keep it until someone who was explicitly granted access changes the entry Caution Because these options sometimes work differently from one module to the next this is addressed in each chapter In principle write access automat ically grants read access If you give someone read access however write access is not given automatically Caution cal Notes Notes can be attached to almost any object Specify each time whether the note is only for you or for everyone that can also read the parent object Viewing Notes From the details page of an object e g an address open the notes by clicking the Notes tab This provides a list of all notes attached to an object SuSE Linux Openexchange Server 4 23 24 Project Participants Comments Milestones Jobs History Notes Links Page 1 1 i gt r1 v ye Title 94 Created by 98 Content 95 gt Manual Chapter 1 Martin Mustermann Intranet Overview gt Manual Chapter 2 Martin Mustermann Basic Items gt Manual Chapter 3 Martin Mustermann Portal gt Manual Chapter 4
126. ookmarks Bookmarks Root sl Linus Show Figure 11 6 Searching Bookmarks With the Magic bar upper part of the page directly search for a book mark Select a folder to search from the list then enter the search term in the text field The results are shown on the List tab Access the detailed view of a result by clicking the icon in the first column Visit a bookmark by clicking its URL The page is opened in a new browser window Deleting a Bookmark Root El Show Bookmarks List UU Page1 1 eis e 5 3 Tile 90 URL oa Created by VA Createdthe 70 O Linux Homepage http www linux org Mp E 14 10 2002 x Comfire Groupware http www comfire de GE 14 10 2002 C D SuSE Linux http www suse de e EN 14 10 2002 C Google DE http www google de Stefan Preuss 14 10 2002 Figure 11 7 Bookmark Search Results Notes for Bookmarks Notes can be attached to bookmarks Switch to the Notes tab to view a list of all notes about this bookmark With the Create note icon write a new note about this object Permissions for notes are managed separately from the bookmark permis sions It is possible to add a private note to a globally visible bookmark More information about notes can be found in Notes on page Linking a Bookmark to Other Objects Bookmarks can be linked to addresses contacts jobs documents projects other bookmarks and forums L
127. opic Homepagel Cancel Figure 12 3 Creating a New Forum To create a new forum enter a forum topic first For everyone to be able to access the newly created forum select everybody To limit the access to spe cific people or groups choose individually then set up read and write access using the Read and write access tabs After creating a forum you will be redirected to the overview of all forums Usually you would now start the discussion with the first posting When editing an existing forum you have the option to archive it If you set this option to yes the forum is moved to the archive and disappears from the overview of the currently active forums Creating a New Article or Responding amp To post a comment in a forum use to open the appropriate form Besides the topic and the actual message select whether you want to be in formed via e mail about every change in the forum When you reply to an entry your new entry is created at the appropriate place in the threaded structure Forum Archive Usually forums are not deleted but moved to the archive This way post ings are still available even after a long time By clicking Archive access the archive overview The archive is structured in the same way as a normal SuSE Linux Openexchange Server 4 125 126 Message Subject Re New Homepage The new Layout is great zx Clear structure Easier content system Mess
128. ot folder Click the new folder icon 2 located to the upper right of the directory view In the form that opens shown in Figure on the next page specify access permissions for the new folder and its name Document Directory Structure Documents Folder Read access Write access Everybody Private Individually e Folder name Linus Cancel S USLUNDOG Figure 9 2 Creating a Folder KR Note Different permissions can be assigned for documents and folders If folders and the documents in it have the same permission settings someone who can view the folder sees a complete content listing If user cannot view a folder he cannot view items in it even if they have less restricted access permissions Note E Click Save to create the new folder To abort the creation click Cancel Editing Folders Select the folder to edit from the directory tree by marking its radio button Next click the Edit icon located to the upper right of the tree If you have write access to the folder this opens the edit form in which to change the permissions to the folder To save the changes click Save To discard them click Cancel Deleting a Folder To delete a folder first select it from the directory tree Then click the trash can icon A confirmation window opens Caution Deleting a folder also deletes all subfolders and documents it contains Only folders and doc
129. other folders For information refer to the Writing New E Mail Messages on page and Writing New E Mail Messages on page Message View WON gt 3 L a o 4 Reply Reply all Forward Delete Print Options From Martin Mustermann lt muster netline de gt Date Oct 17 2002 7 18 PM To muster netline de CC muster netline de Organisation Netline Internet Service GmbH Subject SuSE Linux Open Exchange Server Note A new fixed version ofthe SuSE Linux Openexchangeserver is available You can find it in the document section under Groupware Figure 14 4 A Mail s Detailed View When opening the Webmail client you will see some status information about your connection and browser in the details page Additionally you will see your name your company s name your e mail address and your IP address This information does not have a special significance If you opened an e mail this frame shows the message s content and you can read or process it For example write an answer to the mail print it or forward it to someone else Additional information can be found in Reading and Processing E Mail Messages on the current page Reading and Processing E Mail Messages If you selected an e mail from the folder overview see its details in the lower right frame of the interface Click the buttons along the upper border of the frame to activate a function Information about the sender and receiver of the mail and its date is highli
130. ou want to delete the knowledge item click Delete If you do not want to delete this knowledge item click Cancel to leave this page SuSE Linux Openexchange Server 4 111 112 Searching Knowledge Items Root Show Figure 10 5 Searching Knowledge Items with the Magic Bar With the Magic bar upper part of the page directly search for a knowl edge item Select a folder to search from the list then enter the search term in the text field The results will be listed on the page under the List tab Ac cess the details page of a result by clicking the gt symbol in the first column You may not search by a knowledge item s content only by title Knowledoe Root ba Show Knowledge List Page1 1 1 Title 9S Created by 95 Createdthe 95 D Programming C Mara on 18 10 2002 D Mount CD Roms under Linux por 18 10 2002 Figure 10 6 Results of a Search for Knowledge Items You may add short notices and information to a knowledge item Select the Notes tab to see a list of all notes about this knowledge item With the Cre ate note icon write a new note about this object Notes have a separate permission management system A private note can be attached to a public knowledge item Further information about notes can be found in on page Searching Knowledge Items Linking a Knowledge Item to Other Objects Knowledge items may be linked to addr
131. out Comment Reminder by mail and notify participants Further information about the significance of each field can be found in Creat ing a New Job on page 76 In options decline or accept a job assigned to you You may also add a comment detailing your choice Participants shows the status and comment Modifying a Job if any of each participant is listed The status can be open declined or accepted sqor Forwarding a Job If you received this job from someone else and have write access you can delegate it to others To do this edit the job and modify the participants list Job Archive Martin Mustermann zl z Show archive Y List Generaljobs Projectjobs Delegatedjobs Page1 1 eio v O Tile 78 Priority VA Status V Startdate 90 End date 95 Principal VA Participants C New Homepage Design O Done 16 10 2002 21 01 2003 Martin Mustermann Private jp sous USE anda sci Done 14 10 2002 20 10 2002 Martin Mustermann Private Openexchange Server 4 gt Webserver Germany xci Done 14 10 2002 15 11 2002 Martin Mustermann Private Figure 7 4 Job Archive The job archive contains all jobs that have been archived Access the archive by selecting Archive in the drop down box in the upper right of all list pages Access the detailed view of the job by clicking its title Archived jobs can still be modified Deleting a
132. ow 18 october x 2002 y Dayview Weekview Monthview Friday 18 10 2002 gt List El TO Meeting of the board 9 18 10 2002 08 00 18 10 2002 17 00 Hkotyrba Sebastian Kauss Martin Finsel Jan Klein Marcus Test Figure 5 1 Calendar Day View Month View Display In the month view all appointments in a given month are displayed The start date of an appointment and a rather short part of the description can be seen Appointments from a sequence are marked with the corresponding icon Entering a New Appointment In the month view create a new appointment by clicking the icon To create an appointment for a specific day click the desired date Viewing the Calendar of Colleagues Groups or Resources With the aid of the search bar above the tabs access the calendars of your colleagues The search form consists of three fields From the left field Calendar Basics Calendar Martin Mustermann Show 14 y october gt 2002 Dayview Weekview Monthview week42 c v e Q Monday 14 10 2002 Thursday 17 10 2002 O EE 4308 00 17 00 Vorstandssitzung Sitzungssaal 3A 3 13 00 14 00 Mittagessen Pizzeria Bella Ciao 08 00 17 00 Pawlak 15 00 17 15 Projektbesprechung Handbuch Sitzungs 08 00 17 00 Pawllak deutsch O em Tuesday 15 10 2002 Friday 18 10 2002 08 00 17 00 Besuch der Buchmesse Frankfurt 12 08 00 17 00 Me
133. own box Then select the desired user from the right drop down box By search field Enter search criteria for searching the entire user base The search cri teria is applied to the login name and first and last name Wild cards such as and work as well All user names matching your cri teria appear in the right drop down menu Select the user whose jobs should be displayed General Jobs General jobs are jobs that are not part of a specific project It is of no impor tance who assigned this job to you Other than this restriction of jobs dis played the list is identical to the list of all jobs and can be manipulated the same way Project Jobs This list shows jobs that are connected to projects It functions like the other lists Delegated Jobs Delegated jobs are those that you have assigned to other users Interact with it as with other lists SuSE Linux Openexchange Server 4 75 76 Job Participants Read access Write access Private job C Group job e p O ee Start date 16 10 2002 D End date 1 1 2003 D Follow up 10 12 2002 M Title New Homepage Design S Description Setup of a new Hompeage based on PHP ir Assignment Gemma zl Priority Low v Status new zl SHOULD Duration 0 00 Hours gt 1S Duration 0 00 SHOULD Costs 0 00 IS Costs 0 00 Costs constant C variable Options Remind me by mail No reminder y Notify par
134. pens a dialog in which to enter all details for the new knowledge item Permissions Set access permissions for the knowledge item here Set permission individ ually or give everybody access If this knowledge item is for yourself only select private Viewing Knowledge Items Title Enter a title for the item here Entering a title is mandatory Description 9PBpa mouy Enter the text of the knowledge item here Entering a description is manda tory Changing a Knowledge Item Knowledge Knowledge Readaccess Write access everybody C private individually e Add knowledge item Title Mount CD Roms under Linux To Mount a CD Rom under Linux the following steps are GI necessary Description Ya Save Cancel Figure 10 4 Editing a Knowledge Item To change the knowledge item s entry open the knowledge item s details page then click the Edit icon Alternatively mark its radio button in the overview then click Edit A form in which to change the knowledge item s description and content appears The significance of each field is described in Adding New Knowledge Items on the preceding page To save the changes click Save To discard them click Cancel Deleting a Knowledge ltem To delete a knowledge item mark its radio button in the overview Next click the trash can icon to the upper right of the directory A confirmation dialog opens If you are sure y
135. r higher Opera 6 0 or higher Internet Explorer 5 0 or higher Figure 4 3 Portal Overview Appointments Area Today Here see an overview of all today s appointments The appointment descrip tion is a link Click it to see the details of the respective appointment Jobs Area Today This overview presents all jobs that have not been handled yet Jobs on which you wished to follow up will be displayed here every day until they are finished Overdue jobs are highlighted in red Click the job s title to open the details page SuSE Linux Openexchange Server 4 33 34 Pin Board Here all current pin board notes are displayed To add a new message to the portal page create an entry in the Pin board module Note Depending on your permissions you might not be able to create notes on the portal page using the pin board module Contact your system administrator Note Project Follow ups You can specify a follow up date for each project On the given day the project is listed on the portal page This way the system can remind you of important milestones The project s display works in the same manner as for jobs see Creating a New Project on page 86 E Mail You can see a display about new e mail messages on the portal page If new e mails are available you will see the number of new and unread messages You might for example see the following line You have 2 new and 6 unread
136. reating an Appointment Display as Select the appointment type from the drop down menu Depending on your choice the appointment is marked differently in the day view Possible set tings include Booked temporary Away on business and Vacation JOPUEIOD Comments Add additional information to the comments field Reminder by Mail Choose whether to be reminded of this appointment by e mail If a reminder is desired also set when it should be sent Every participant that has read access to this appointment can specify for himself when and if a reminder should be sent Notify Participants If you check this check box all participants of this appointment are notified by e mail of the changes you made or their new appointment You should activate notification if you changed important appointment data Selecting Participants If this appointment is a group appointment add its participants and partici pating groups to the appointment Assigning participants to an appointment works like assigning object permissions explained in Defining Object Based on page 19 Assigning Read and Write Access Assign read and write access to an appointment as described in Defining 1 Object Based Permissions on page 19 By default all participants are granted read access Write access is usually reserved to you If desired write access can be granted to additional people Assigning Resources You may assign th
137. rmission management system A private note can be added to a public project More information about notes can be found in Dien page Linking a Project to Other Objects Projects can be linked to addresses contacts jobs other projects bookmarks and forums Link the project to other objects by first selecting the Links tab from the project s details page All links already present are listed on this page Create a link by clicking activate linking then navigating to the details page of the target object Open the Links tab there then click Create to establish the link To exit linking mode click deactivate linking Only links to objects for which you have read access may be viewed or created More information about linking is available in Linking Objects on page P5 Comments about Projects A list of all comments can be found below the Comments tab Change the sort order of the table by clicking one of the yellow arrows upward for as cending downward for descending in the table s head Specify how many items should be displayed per page using the drop down menu on top of the table Click the blue arrows on top of the page to turn the pages or just click the number of the page to view SuSE Linux Openexchange Server 4 91 92 To see the details of a comment click the About line or the yellow arrow in the first column of the table To add a comment edit this project as explained i
138. s Navigation Using the arrows eu and c skip one day ahead or backwards View Online Help In every view of the calendar you can access the online help by clicking the help icon Changing Views Use the tabs to switch between the day week and month views Access the details of every appointment from each view by clicking the appointment s description Adding to the Calendar View With the aid of the drop down menus above the tabs you can choose all groups users and resources whose appointments should be added to the calendar view If you select a group all its members are added to the list on the right Use the text field to search for a user Viewing Appointment Information If you leave your cursor above an appointment entry for a short time you will see a summary of the appointment data The summary contains the start and end date of the appointment and all its participants To find out more about an appointment click its entry to reach the details page Calendar Basics Day View Display In the day view all appointments to which you have read access are dis played in a white box that spans the appointment s time frame If you do not have sufficient access to an appointment its box will be transparent have the same color as the applications background Next to the appointment s description icons about the appointment s type are displayed A reserved appointment is displayed in blue a temporary appointment i
139. s sign If neither symbol is displayed the folder is empty or contains only items to which you do not have access Creating New Folders Before adding a new folder select where to place it then mark the radio but ton in front of the new folder s parent folder If you do not choose a par ent folder the new folder is added to the root folder Click the New Folder icon located to the upper right of the directory view This opens a dialog like that in Figure 10 2 on the facing page Assign access permissions for the new folder and its name The Knowledge Base Directory Structure Knowledge Read access Write access everybody C private indvidually e Create folder Name Linux Cancel 9PBpa mouy Figure 10 2 Creating a Folder for Knowledge Items M Note You may assign different permissions for knowledge items and folders When a user lists folder contents all items within that folder to which the user has access are listed If someone does not have read access to a folder it will not be possible for that user to view items contained in the folder regardless of the permissions of the items Note El Click Save to create the new folder To abort creation click Cancel Editing Folders Select the folder to edit from the directory tree and mark its radio button Next click the Edit icon to the upper right of the tree If you have write permissions to the folder this
140. ses llle 60 BR So a PE Eq EE 65 4LUEWEBDUPY sseJppv 60 Company Addresses Searching Addresses There are several methods available for locating a particular address in the address book Global Search or Quick search The global search can be found in the upper frame Additional informa tion about the global search is available in Global Search on page 28 Enter a search term into the global or quick search The query is applied to the company name and location Wild cards can be used The search is case in sensitive First Letter Lookup pulalolelolelelololiboleloln ln lolefole s rjulv w x v z Figure 6 1 Lookup via the First Letter In the Address tab of the Addresses area select the first letter of a com pany name or view a list All addresses For performance reasons only the first two hundred addresses are listed Detailed Search An elaborate search form can be found in the Addresses module in Ad dress search Search for entries based on the value of particular fields This can be the company name its address street city and country or the gen eral e mail address Also search for ranges of postal codes the telephone number or any other entry Using wild cards like and is possible as well The postal code search is always for a range of postal codes Enter only a single value for an exact match Using this form you can look for a range of creation and modif
141. splayed The root folder may not be deleted Caution To complete the delete click Delete To abort click Cancel SuSE Linux Openexchange Server 4 117 Bookmarks Folder Linux e Do you really want to delete this folder and all its subobjects Folder Details Name Linux Delete Cancel Figure 11 3 Deletion Confirmation Opening and Viewing Bookmarks To visit the link saved in a bookmark click its title To open the details page of a bookmark locate the entry in the directory Next click the document icon of the chosen entry Creating a New Bookmark Bookmark Readaccess Write access Everybody private C individually Designation Suse Homepage 885 URL pi www susede oS Homepage of SUSE Linux p Description a Cancel Figure 11 4 Creating a New Bookmark Select the folder in which to save the new bookmark by marking its radio button If no folder is selected the new bookmark is added to the root folder Switch to the creation form by clicking Create new bookmark This 118 Opening and Viewing Bookmarks opens a dialog in which to enter the bookmark s description URL and access permissions o O Note 9 All mandatory fields must be completed before the bookmark can be 3 saved Q Note 73 Permissions Specify the access permissions to the bookmark here Set the permissions in dividually give everybody access or make it priva
142. ss directory to which all groupware users have access private adds the address only to your pri vate address book When individually is selected additional settings are re quired Use Read access and Write access to specify to whom read or write Company Addresses access should be given More information about the permission management can be found in Object Based Permissions on page 19 Click Save to save the new address Editing an Address Addresses History Notes Links Model Company SE ah ki e Company Model Company Telephone 555 36328193 More Fax 555 36328193 Street Modelstr 151 eMail info modelcompany info Postal code City 11111 Modelcity URL http modelcompany info State Florida EE 21 50 Country USA Miscellaneous Status aktiv Sales 43 Comment Tax ID Number 1234567 Commercial register entry Branches New York Los Angeles Bratislava London Cologne o Last name VS Firstname V Mobile 74 Telephone 98 Email VS Department 7 amp gt Meier Erna D17xxxxxxx 555 12345567 erna musterfrau de 431 Michael Mustermann D17xxxxxxx 555 1234567 michael mustermann de 432 Mustermann Martin 17xxxxxxx 555 1234533 martin mustermann info 432 abort Figure 6 5 Detailed Address View To modify an address locate the desired address and open its details page An example of this view is shown in Figure 6 5 Click Edit to switc
143. te Title Enter the title by which to list the bookmark Entering a title is mandatory URL Enter the Internet address of the bookmark here Entering a URL is manda tory Do not forget to add a protocol for example http to the book mark or it will not work Description Enter the description of the bookmark here Entering a description is manda tory Modifying a Bookmark To change the bookmark s entry first open the bookmark s details page Click the Edit icon amp to open a form in which to change the bookmark s description and link From an overview access this form by marking the bookmark s radio button and clicking Edit The significance of each field is described in detail in Creating a New Bookmark on the preceding page To save the changes click Save To discard the changes click Cancel SuSE Linux Openexchange Server 4 119 120 Bookmark Read access Write access Everybody C private C individually e Designation Linux Homepage URL http 7700 lina ag Official Linuxhomepage Description 8 Cancel Figure 11 5 Changing a Bookmark Deleting a Bookmark To delete a bookmark mark its radio button in the overview Next click the Delete icon located to the upper right of the directory A confirmation dia log opens To delete the bookmark click Delete To abort the deletion pro cession click Cancel Searching B
144. ticipants Cancel Figure 7 2 Creating a New Job Creating a New Job To create a new job click the New icon Permissions If this job is only valid for yourself choose private When creating the job you will be the only one who has read and write access Permissions can also be set individually The default is private Creating a New Job M Caution Permissions If you later change this setting to private all participants will be re moved from this job Additional information about the permission management can be found in Permissions for Modules on page 19 Caution SOOT Start Date The start date defaults to the current date Enter the date when the job be gins The date format is DD MM YYYY Alternatively set the date using the built in calendar by clicking the calendar icon This opens a window contain ing a calendar in which to click the desired date When creating a project job the system verifies if the start date is within the project s time frame Enter ing a start date is mandatory End Date Enter the date when the job should be completed The date format is DD MM YYYY Alternatively select the date using the built in calendar by click ing the calendar icon then clicking the desired date in the window that opens The end date defaults to the current date When creating a project job the system verifies that the end date is within the project s time frame Entering an
145. ting ae O a eseu senken mn processing secrrenc iessen r irtad recipients ssencyincreepinierenisie x Yeply to nenne replying to ccce ente ee all te quoting original searching signatures ss creating i i default unseren Selen este BUR asien SDUTCE ee EENS ee Status 2 0 cece cece eee cece eee nes changing viewing eee eee eee eee viewing messages WAONE ene een saving copies forums arena een es archiving oooococcooooccccoo o GEANE area SC Te E EE moderator permissions Pes POSE NE ves ge nennen catas G subscribing unsubscribing VIEWING sen ne EES en groupWate x odia nad help icons K advantages introducing MUSING Aa awe EEN unas cc 1 o I E a 3 a D accepting archiving costs actual sis serit rv e vin expected creating sedet ER rne declining Sur delegated AEN dree delegating gt deleting orinal ann duration acta EE expected A cken general un eere PLE Se links enc neri oad nns NOTES participants see eee HAUS ernennen ser tern permissions sss read access portal view ssssss priofity ans 178 project edema iiaii le reminders 0005 STATUS urn na rene viewing eee eee eee eee eee knowledge cece cece es creating editing f
146. tle everyone uses the available modules efficiently according to their demands will the gain such a solution provides fully show Paper notes secondary applications external address books telephone CDs fax directories address books and a paper calendar should all be obsolete Multiple data maintenance not only wastes time but undermines the concept of groupware with its centralized data storage Interaction of the eMail Server and Intranet Modules Both the eMail Server and the intranet modules of the SuSE Linux Openexchange Server 4 work together transparently and effortlessly The most important shared information are combined in the LDAP directory which plays a central role as the directory service regarding data storage and delivery Because of IMAP the mail management remains centralized your users have access to their mails from every workplace It is useful to demonstrate the advantages of IMAP in an introductory training to increase the acceptance of the SuSE Linux Openexchange Server 4 Furthermore the groupware uses the functions of the built in eMail Server for notifications that are automatically generated and delivered to the users like the confirmation of an appointment a notification that an appointment Working with the Groupware has changed or a reminder for an upcoming job Additionally the Webmail function accesses the e mail server directly To complete our survey give some suggestions about searching and locating
147. to delete from the server Next click Delete versions sjueuunooqg 1 14 10 2002 12 26 intranst odf Figure 9 7 Removing Old Versions Moving Folders and Documents Defining the Sources Enter moving mode by clicking the Move icon above the directory tree Documents Source Destination Folders and documents you wish to move e H Root OF Groupware OT Linux Ev English Manual SUSE LInux Openexchange Server 4 B F intranet pdf M intranet tgz F intranet_en pdf pue pue Cancel Figure 9 8 Selecting the Source Folder and Documents This page similar to that in Figure 9 8 shows a folder structure much like that in the main directory tree Select the documents and folders to move by SuSE Linux Openexchange Server 4 103 104 checking the corresponding check boxes Multiple items can be selected All contents of folders will be moved as well when folders are selected Only folders and documents to which you have access can be selected The check box is grayed out otherwise Specifying the Destination After choosing the sources open the Destination tab Select the folder into which to move the selected documents and folders by marking its radio but ton Source Destination Destination folder e Root O Groupware OC Linux Cancel Figure 9 9 Selecting the Destination Moving the ltems Confirm the move operation by clicking Move If you do not wa
148. to view its contents in the right frame of the window Al spam The folder spam contains all e mail messages received with this account that have been identified as SPAM by the mail filter SPAM mails are automatically moved into this folder Navigating the Module E Note Which messages are marked as SPAM depends on your config uration Specify yourself which indicators must be present to declare a message spam Also specify what to do with spam mail usually moving it into this folder WON Note il trash The trash folder is the recycling bin of the Webmail client All e mail messages are placed here if you delete them If you remove a message from the trash can it is deleted permanently Click the folder s name to view its contents in the right frame of the window O Additional Folders It is possible that additional folders are also dis played in this list These are folders you created yourself for exam ple to store your private mails Create folders in the personal settings menu of the eMail Server Mail Directory Overview S concn RN From 5 9 Subject 09 Date 59 Size 07 E T Martin Mustermann New Project Jan 2003 Oct 17 2002 7 22 PM 0 89 E T Martin Mustermann Re SuSE Linux Open Exchange Server 4 Oct 17 2002 7 21 PM 0 91 E TF Martin Mustermann SuSE Linux Open Exchange Server Oct 17 2002 7 18 PM 0 97 O TF stefan netline de Notification A job has been changed Oct 17 2002 4 16 PM 1 12 Can Move nex
149. uited for collecting and managing project in formation Apart from entering project specific data you may view project jobs here You can also define Milestones for a project of which you can of course be reminded You may also add notes to projects and link projects with other objects relevant to the project You can for example create a fo rum for the discussion about a project and link it to the project Overview of Projects oo oo 84 Creating a New Project o o o 86 Changing a Project o oo ooo o 90 Project Archive i e s De 20 00 an Mea eR 90 TT 91 A eee ee eee 91 91 mc PPM 91 gc 92 Project Jobs s 2 2 44 Ar E wen ER Rey sup eus 92 p NEAR 93 s oofoJd 84 Overview of Projects Martin Mustermann y zl Show List T List Pagei 1 ei Es e Name 95 Status V Startdate 9 End date VA Type VA Leader 9 Power plant Cologne Deutz Done 14 10 2002 01 11 2002 Building Bastian M ller Done 01 10 2002 13 10 2002 Texterstellung Michael Mielewczik gt Manual for the Suse Linux Openexchang Figure 8 1 Overview of Projects This page provides an overview of all projects assigned to you All past dates are highlighted in orange Change the ordering of the table by clicking one of the yellow arrows upward for ascending downward for descending in the table s head
150. uments to which you have write access may be deleted An error appears if you attempt to delete something to which you do not have access The root folder may not be deleted Caution E SuSE Linux Openexchange Server 4 97 Documents Folder Linux e Do you really want to delete this folder including all subfolders and documents Folder name Linux Created by Martin Mustermann Created the 17 10 2002 18 53 Changed by Changed the Delete Cancel Figure 9 3 Confirming Deletion If you are absolutely sure you want to delete the chosen folder and all docu ments and subfolders it contains click Delete To abort click Cancel Uploading Documents to the Server Document Read access Write access File save Everybody C Private C Individually e File name intranet Manual Manual for the SuSE Linux Open Exchange Server 4 E Description assigned version 1 Cancel Figure 9 4 Uploading Documents Select the folder in which to place the new document by marking its radio button If you do not mark a folder the new document will be added to the root folder Switch to the creation form by clicking the Create new icon A 98 _ Uploading Documents to the Server dialog opens in which to specify the document s description and its access permissions Permissions Three access permission settings are available private individually and everybody If you defin
151. user made the changes Contacts A contact is always affiliated with an address address in the global search In the address module find a form in which to start a very elaborate contact search Contact data can be exported as vCards Notes and links can also be added to a contact SuSE Linux Openexchange Server 4 LEWIEBDUPY sseJppv 65 66 Address History Notes Links h L Model Company Ne EK qd e Following links to this object exist Links to the address Model Company Category Link Projects Power plant Cologne Deutz D Projects Waterworks Munich East n Delete Linking is not active Category Link Activate linking Please activate the linking to link to this object Cancel Figure 6 8 Overview of Available Links Searching for Contacts Global Search The global search can be found in the area to the right Select Contacts from the drop down menu and enter a search term All matching contacts and their corresponding companies are then listed Access a contact directly by clicking the button with the yellow arrow S or by clicking the contact s last name View the corresponding company with all its contacts by navigating to it from the detailed view of the contact Additional information about the global search can be found in Global Search on page A more specialized search function for contacts can be found in the Ad dresses modu
152. ustermann z sl Show 1 vjj October j 2002 Dayview Weekview Monthview de October 2002 Y e Euge remus peus A AA AAA A NAAA 40 30 1 2 3 4 5 08 00 Vorstan 08 00 Betrieb 6 ab 8 E 10 1i 12 Dorta 08 00 Vorstan 13 42 14 15 16 17 18 19 O Redakti 08 00 Besuch 13 00 Nochei 4308 00 Vorstan gt 08 00 Betrieb 13 00 Mittage 15 00 Meeting 08 00 Pawlak 15 00 Projekt 08 00 Pawllak 20 43 21 22 23 24 les 26 08 00 W chent 08 00 Vorstan 08 00 Board o 08 00 Meeting 27 44 28 29 30 31 n e 2 08 00 W chent 9 08 00 Vorstan 3 Figure 5 3 Calendar Month View Viewing an Appointment If you click an appointment in any of the calendar views a page opens con taining detailed information about this appointment View Edit or Delete an Appointment Create a new appointment by clicking the Create New icon in the upper right corner of the appointment s details page If you have write access to this appointment edit it by clicking the Edit icon To delete an appointment click the trash can icon Confirm the deletion in the next dialog Edit and Delete w are only available if you have write access permission to edit and delete this appointment All participants can see a summary of this appointment including its descrip tion location time frame participants and comments You may also find out whether this appointme
153. ution With job distribution project management appointment calendars and other shared resources groupware makes it easier and faster to coordinate a decentral ized employee base The SuSE Linux Openexchange Server 4 offers groupware that can meet these needs Even in smaller businesses coordination between all employees using this type of application helps improve efficiency and avoid collisions In most companies a systematic collection of information and control over communication with customers is a challenge that requires a centralized approach for data storage and communication structures so current information is accessible Grouping information like address sources in groupware can significantly decrease the need for data storage and maintenance If a change in address data becomes known to one person in the company the new address can be made known to everyone in the company by updating the address in the database For this process to be successful it is important that all colleagues are aware of the consequences of entering false data and that the permission structure is implemented properly Advantages of Groupware Solutions Central Data Storage The possibility to assign a company address to multiple contacts avoids re dundant data Another type of software that meets similar requirements is Customer Relationship Management CRM However optimization of work processes and basic operations rather than optimization of

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