In the Database window, click the ‘User’ tab. Many of the User fields cannot be edited for logical or security reasons and are shown as static values. The User data is divided into tabs. Click on each tab to view or change the data in that tab. Note that the changes are only saved when the Update button is pressed.
Details Tab
User ID
- The User ID is the number that uniquely identifies this user. It is assigned for you automatically and cannot be changed. It is possible to create new user accounts, but it is not possible to recycle or delete a user account.
- There is no limit to the number of User accounts that you can create, but you can only have one login account per email address.
Login Name
- Your login name is determined by you when you first created the account. It cannot be changed (if you are desperate, please contact HMS!). The login name can be any text you want: a number, an email address or plain text with any punctuation or spaces. But the name will need to be typed by the user on login so don’t make it too complex. Note that on the desktop applications the Login Name is not case-sensitive, but on the web-based login it is case-sensitive.
Password
- Type a password into ‘Password’. While the password field may be left blank, you must have at least one letter to be able to log in. Note that the password is case-sensitive on login.
Full Name
- Type the user’s full name into ‘Full Name’. This can be any text you want whenever you want, as it is a description only.
Address Details
- Typing details into ‘Organisation’, ‘Address 1 & 2’, ‘City’, ‘Postcode’ and ‘Email’ fields is useful for contact and display purposes only. If there are other details that need to be held on the user, type them in ‘Notes’.
Limits
- The limit fields control the capacity for the user. Type a number into ‘Find Projects Limit’. Whenever DocHaven does a search among your thousands of projects, this limit will control how many records are returned by default. This stops DocHaven bogging down with unlimited searches for each user as the database gets very large. Usually there will be an option to show all records if desired, but be prepared for a long wait if you are operating over a slow network.
- Type a number into ‘Max Total Projects’. This limits the total number of projects, not including each version. If the user exceeds this number they will not be able to create new projects or import projects, but they should be able to put away existing projects.
- Type a number into ‘Max Size per Project’. This limits the total size in bytes of a project in compressed form that can be stored in DocHaven. If this limit is exceeded, the project will have to be broken down into two or more smaller projects. This is often sensible due to the time to take out excessively large projects or the fact that others cannot work on any of the many enclosed documents while they are out. Due to the use of Zip as the compression format, DocHaven has a limit of 4 gigabytes on the size of any compressed project – but this would take a long time to take out!
- Type a number into ‘Max Size All Projects’. This limits the total size in bytes of every version of every project in compressed form owned by the user that can be stored in DocHaven. If this limit is exceeded, the user will have to purge some of the older versions of projects. Data on the compressed size of projects is only kept regarding the latest version put away. So when calculating the total capacity, it is assumed that each previous version take up the same space as the latest version. While this may be inaccurate, it is typically a conservative estimate, as projects usually get larger as documents are added to or new documents are added.
- Type a number into ‘Max No of Project Versions’. This limits the maximum number of versions that every project owned by the user can be kept. Once the limit is reached, as that project is put away the oldest version is deleted from the FTP server. It is possible for a project to have zero versions on the FTP server if it has been created as a new or copied out document and never put away.
- Type a number into ‘Max Screens’. This limits the maximum number of screen snapshots that ScreenHaven keeps on the server.
- Type a number into ‘Max Clients’. This limits the maximum number of Clients that CRMHaven allows to be stored on the server.
- You can change the Find Projects limit temporarily by changing the Max Lookups value in the Quotas window chosen from under the Window menu. When you login in again it will have returned to the previous value.
Default Rate
- Sets the default hourly rate used by a Project for invoice billing.
Cash
- Sets the amount of cash quota the user has stored against their account.
Photo
- Click on the photo then choose a JPEG photo of the user. This image will be shrunk to a 50x50 pixel icon for display in TwitHaven. Alternatively, click on the camera icon to take a snapshot using the Macintosh’s built-in iSight camera.
Access Tab
Privileges Level
- Clicking ‘Privileges Level’ enables you to set the access for each user. There are ten levels of privilege ranging from zero to nine. Each higher number of privilege level has access to the same rights as the privilege numbers below it e.g. Level 5 has all the rights of levels 0 through 5. What privileges are available at each level is set in the Preferences window, and is summarised in the user pop-up. It is advisable for security reasons to keep at least one administrator account with full access rights.
FTP Server
- Clicking ‘FTP Server ID’ sets the FTP location of the compressed projects for this user. It is possible for multiple users to share this one location because the Projects for each user are stored in a separate folder from other user’s Projects.
- For faster speed of access it is best to set the user to an FTP server as close to their local area network as possible.
- Before you changes a user’s FTP server, you will need to get them to put away any projects, log out, copy their project folder from the old FTP server to the new FTP server, delete the old FTP server files, change their FTP server to the new FTP server, click ‘Update’ then let them log in again.
Default User, Group & Client
- Clicking ‘Default User’, ‘Default Group’ and ‘Default Client’ allows you to set whom new documents by default will be for. The default Group is used in other modules of OfficeHaven. Click the magnifying glass beside the Default Client and enter the Client Name to look up a new Default Client.
- It is possible that all the work done by a certain user, such as a floating word processing operator, is for a manager or goes into a ‘pool’ user account. This is most useful for importing documents. Note that once a new project has been created, the user needs to be either the owner or a member of a group with access to the project to be able to take the project out or put the project away, otherwise they may lose access to the project. Normally it is best to create a new group for the user’s personal documents when creating the new user. This would allow them to create new documents owned by themselves and in their own group and for a common internal client until the project can later be allocated to another group.
Quick and Marked Contacts
- These popups list the currently set Marked and Quick Contacts set from within CRMHaven.
Recent
- This popup shows the most recent Projects taken out by this user.
Expiry Date
- Lists the date and time after which this user will no longer be allowed to log in.
Put Away on Quit Warning
- Checking ‘Put Away on Quit Warning’ causes DocHaven to check for, and display a warning if there are projects that have not been put away at the time of quitting. This is a safety measure to ensure the latest projects can be backed up, others can access them or the same user from another computer, such as from home, can access them. There is no warning on Log out.
Reveal On by Default
- Checking ‘Reveal on by default’ causes DocHaven to open the downloaded Projects’ folders automatically. This option can be overridden in the Find and New Document windows.
Login Disabled
- Checking ‘Login Disabled’ stops DocHaven from allowing a user to login using this account. Since DocHaven does not allow user accounts to be deleted, this may be used as a security measure when employees leave the company.
Hidden
- If checked, this user’s login name will no longer appear on the main login page if login names are listed.
Speech
- If checked, the HMS modules will speak the progress at the end of major tasks.
Log Events
- If checked, each activity of this user will be added to the Log record for later access.
Pro Versions
- Shows whether this user has upgraded to the Pro version of the HMS Cloud modules. This can only be set by an administrator..
Email Tab
These details set the location of the email server for use from applications such as TwitHaven. The Active checkbox must be checked for email to be sent to this location.
SMS Tab
These details set the location of the 2SMS FTP server for use from applications such as TwitHaven. The Active checkbox must be checked for texts to be sent to this location. You will need both the generic FTP location from 2SMS (set under the 2SMS FTP Settings group) as well as your personalised account details with 2SMS. Your 2SMS account will include a quota of texts that can be sent. Once this quota expires you will need to purchase more accounts from them.
Your CRMHaven and TwitHaven texts are compiled in one text file and sent to this FTP server. In CRMHaven you can determine if there is a delay before the texts are actually sent, otherwise they are sent immediately.
ScreenHaven Tab
This tab shows you the current ScreenHaven settings for this user. Normally these settings are changed from within ScreenHaven itself.
Sharing On
- If checked, both you and those in the groups you have designated are able to view the screens and comments stored on the server. If uncheck, new users cannot access the screens, but already-connected users will still be able to view the screens.
Guest Password
- If set, any user can log in with your username and this guest password to view your screens. They cannot publish screens with this access. Ensure that you do not set your guest password to the same password as your normal login password, otherwise they will have all your normal access.
- For web access by guests, send them to the special web guest login page. To ensure the thumbnails show up correctly, when you publish your screens ensure the iPhone Thumbnail checkbox is checked under the Share tab.
Comments
- Lists the current comments from all the users. You cannot change the text in this window.
Allowed
- Lists the User IDs of those users who are allowed to access your screen data.
Current
- Lists the User IDs of those users who are currently viewing your screens. Guests will show up with your User ID.
Last Update
- Shows the date and time that the last screen image was sent to the server.
Synchronise Tab
This feature is designed to cover those users who neither backup their projects nor put them away! For laptop users this is especially dangerous in case the laptop is lost or damaged.
- If Synchronise to Server is checked a counter runs in the background. When the counter reaches zero, if the user is online and not currently transferring files, DocHaven will automatically compress the whole DocHaven folder and put it away on the server. Should a SyncProject ID need to be recovered, it can be copied out or exported but never taken out.
- Click ‘New SyncProject’ to set up a new Project ID for this user.
- Type a number into ‘Sync Minutes’ to set the number of minutes between synchronisations of the DocHaven folder to the server.
Notes Tab
Type any notes about the user into ‘Notes’.