Cybozu Garoon 3 User Guide

Transcription

Cybozu Garoon 3
User Guide
Third Edition
Cybozu, Inc.
Preface
Preface
This guide describes the features and operations of Cybozu Garoon Version 3.1.x.
Who Should Use This Guide
The target audience of this guide is as follows:
• General users:
They are the users who use Garoon 3 without administrative privileges.
• Administrators:
They have administrative privileges to manage Garoon 3.
Typographic Conventions
Conventions
Note
Tip
[]
See “Section title” on page ###.
Meaning
Indicates important information.
Provides a helpful hint or information.
Indicates a button, link, or tab name.
Indicates a cross reference link to the detailed information.
Production Environment
This guide is produced on the following environment:
• OS: Windows XP SP3
• Web browser: Internet Explorer 8
• Product version: Cybozu Garoon Version 3.1.0
The contents of a screen vary depending on the Web browser that you are using.
Abbreviations
Abbreviation
Garoon 3
Meaning
Cybozu Garoon Version 3.1.x
Copying and reproducing this document
You assume complete responsibility and risk for re-using the content of this guide.
CYBOZU SHALL NOT BE RESPONSIBLE FOR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL
OR CONSEQUENTIAL LOSS OR DAMAGE OR ANY OTHER COMMERCIAL DAMAGE AND LOSS,
IN CONNECTION WITH THE USE OF THE SERVICE.
You must include the following copyright statement in works that incorporate content from this guide:
This document contains content derived from the Cybozu Garoon 3 User Guide, copyright Cybozu, Inc.
Copyrights and Trademarks
•
2
All brand names and product names appearing in this document are registered trademarks or
trademarks of their respective holders.
Our products may contain copyrighted products owned by other companies.
Please refer to the following web site regarding trademarks and copyrights:
Preface
•
http://cybozu.com/en/company/trademark/
In this guide, the trademark symbol (TM) and registered symbol (R) are omitted.
OpenSSL (Copyright (c) 1998-2001 The OpenSSL Project. All rights reserved.)
This product includes software developed by the OpenSSL Project for use in the OpenSSL Toolkit.
(http://www.openssl.org/)
This product includes cryptographic software written by Eric Young.
([email protected])
This product includes software written by Tim Hudson.
([email protected])
Cybozu Garoon 3 User Guide Third Edition
Published by: Cybozu, Inc. Jun 2011
Copyright (C) 2011 Cybozu, Inc.
http://cybozu.com/en/
3
Contents
Contents
Preface
....................................................................................................................... 2
Contents ....................................................................................................................... 4
1
Getting Started................................................................................................... 12
1.1 Display Overview ......................................................................................................................... 13
1.1.1
Applications ...................................................................................................................... 13
1.1.2
Top Page ........................................................................................................................... 14
1.1.3
Displaying List................................................................................................................... 16
1.2 First Steps .................................................................................................................................... 16
1.2.1
Changing Your Password ................................................................................................. 17
1.2.2
Changing Your User Profile .............................................................................................. 17
1.2.3
Adding groups to My Group .............................................................................................. 18
1.3 Basics ........................................................................................................................................... 18
2
1.3.1
Using Rich Text Formatting............................................................................................... 18
1.3.2
Navigating Organizations, Categories, and Folders ......................................................... 20
1.3.3
Selecting Users or Facilities ............................................................................................. 21
1.3.4
Selecting a Category or a Folder for Update Notifications ............................................... 21
1.3.5
Reordering Items .............................................................................................................. 22
1.3.6
Using the Calendar ........................................................................................................... 22
1.3.7
Attaching Files .................................................................................................................. 22
Portal and Portlets ............................................................................................. 24
2.1.1
Portal Screen .................................................................................................................... 24
2.1.2
My Portal List Screen........................................................................................................ 25
2.1.3
My Portal Details Screen .................................................................................................. 26
2.2 Using My Portal ............................................................................................................................ 27
2.2.1
Adding My Portals ............................................................................................................. 27
2.2.2
Types of Portlets ............................................................................................................... 29
2.3 Using My Portlets ......................................................................................................................... 38
3
2.3.1
Adding My Portlet Groups................................................................................................. 38
2.3.2
Adding HTML Portlets ....................................................................................................... 39
2.3.3
Organizing HTML Portlet Data Using XML Files .............................................................. 40
Bookmarks ......................................................................................................... 42
3.1.1
4
Bookmarks Screen ........................................................................................................... 42
Contents
3.1.2
Link Details Screen ........................................................................................................... 43
3.2 Using Bookmarks ......................................................................................................................... 43
3.2.1
Adding Links and Dividers ................................................................................................ 43
3.2.2
Organizing Links ............................................................................................................... 44
3.2.3
Searching Links ................................................................................................................ 44
3.3 Configuring Bookmarks ................................................................................................................ 44
3.3.1
4
Configuring How Links Are Opened ................................................................................. 45
Scheduler............................................................................................................ 46
4.1.1
Scheduler Screen ............................................................................................................. 46
4.1.2
Appointment Details Screen ............................................................................................. 56
4.1.3
New Appointment Screen ................................................................................................. 57
4.2 Using Scheduler ........................................................................................................................... 58
4.2.1
Adding a New Appointment .............................................................................................. 58
4.2.2
Attending Appointments .................................................................................................... 63
4.2.3
Adding Comments ............................................................................................................ 64
4.2.4
Printing Appointments ....................................................................................................... 64
4.2.5
Searching Appointments ................................................................................................... 65
4.3 Configuring Scheduler.................................................................................................................. 65
5
4.3.1
Configuring the Appointment Display ............................................................................... 65
4.3.2
Setting Up Appointment Types ......................................................................................... 66
4.3.3
Forwarding E-mail Notifications for Appointments ............................................................ 66
4.3.4
Organizing Data Using CSV Files .................................................................................... 67
4.3.5
Exporting Appointment Statistics to CSV Files ................................................................. 67
4.3.6
Exporting Appointment Data to iCalendar Files ................................................................ 68
Messages ............................................................................................................ 70
5.1.1
Messages Screen ............................................................................................................. 70
5.1.2
Messages Details Screen ................................................................................................. 72
5.2 Using Messages ........................................................................................................................... 74
5.2.1
Sending a Message .......................................................................................................... 74
5.2.2
Adding Comments ............................................................................................................ 75
5.2.3
Saving a Message as a File ............................................................................................. 75
5.2.4
Organizing Messages ....................................................................................................... 76
5.2.5
Searching Messages ........................................................................................................ 78
5.3 Configuring Messages ................................................................................................................. 78
5.3.1
Setting Up Update Notifications ........................................................................................ 78
5.3.2
Setting Up Message Filtering ........................................................................................... 78
5.3.3
Trash Settings ................................................................................................................... 79
5
Contents
6
Bulletin Board ..................................................................................................... 80
6.1.1
Bulletin Board Screen ....................................................................................................... 80
6.1.2
Topic Details Screen ......................................................................................................... 82
6.2 Using Bulletin Board..................................................................................................................... 83
7
6.2.1
Posting a New Topic ......................................................................................................... 83
6.2.2
Adding Comments ............................................................................................................ 84
6.2.3
Saving a Topic as a File .................................................................................................... 84
6.2.4
Searching Topics .............................................................................................................. 85
6.2.5
Cabinet ............................................................................................................... 86
7.1.1
Cabinet Screen ................................................................................................................. 86
7.1.2
File Details Screen ............................................................................................................ 88
7.2 Using Cabinet ............................................................................................................................... 89
8
7.2.1
Downloading Files ............................................................................................................ 89
7.2.2
Adding Files ...................................................................................................................... 89
7.2.3
Searching Files ................................................................................................................. 91
7.2.4
Memo .................................................................................................................. 94
8.1.1
Memo Screen ................................................................................................................... 94
8.1.2
Memo Details Screen ....................................................................................................... 95
8.2 Using Memo ................................................................................................................................. 96
9
8.2.1
Adding Memos .................................................................................................................. 96
8.2.2
Adding Files ...................................................................................................................... 97
8.2.3
Printing a Memo................................................................................................................ 98
8.2.4
Saving a Memo as a Text File........................................................................................... 98
8.2.5
Organizing Memos and Files ............................................................................................ 98
8.2.6
Searching Memos ............................................................................................................. 99
Phone Messages .............................................................................................. 100
9.1 Display Overview ....................................................................................................................... 100
9.1.1
Phone Messages Screen................................................................................................ 100
9.1.2
Phone Messages History Screen ................................................................................... 101
9.2 Using Phone Messages ............................................................................................................. 101
9.2.1
Adding Phone Messages ................................................................................................ 102
9.2.2
Searching Phone Messages ........................................................................................... 102
9.3 Configuring Phone Messages .................................................................................................... 102
6
Contents
9.3.1
10
Setting Up E-mail Forwarding ......................................................................................... 103
Timesheet ......................................................................................................... 104
10.1.1 Timesheet Screen ........................................................................................................... 104
10.2 Using Timesheet ........................................................................................................................ 105
10.2.1 Recording Work Hours ................................................................................................... 105
10.2.2 Printing Timesheets ........................................................................................................ 106
10.2.3 Saving Timesheet Data to a CSV File ............................................................................ 106
11
To-Do List .......................................................................................................... 108
11.1.1 To-Do List Screen ........................................................................................................... 108
11.1.2 To-Do List Details Screen ............................................................................................... 109
11.2 Using To-Do List ......................................................................................................................... 109
11.2.1 Adding To-Do Tasks ........................................................................................................ 109
11.2.2 Editing Categories ........................................................................................................... 110
12
Address Book ................................................................................................... 112
12.1 Display Overview ........................................................................................................................ 112
12.1.1 Address Book Screen ...................................................................................................... 112
12.1.2 Address Details Screen ................................................................................................... 116
12.2 Using Address Book .................................................................................................................... 117
12.2.1 Adding a New Address .................................................................................................... 117
12.2.2 Viewing Related Reports of Addresses ........................................................................... 118
12.2.3 Adding a New My Address Group ................................................................................... 118
12.2.4 Searching Addresses ....................................................................................................... 118
12.3 Configuring Address Book........................................................................................................... 119
12.3.1 Visible Items..................................................................................................................... 119
12.3.2 Organizing the Data of Personal Address Book Using CSV Files .................................. 120
13
E-mail ................................................................................................................ 122
13.1.1 E-mail Screen ................................................................................................................. 122
13.1.2 E-mail Details Screen ..................................................................................................... 124
13.2 Using E-mail ............................................................................................................................... 125
13.2.1 Receiving E-mails ........................................................................................................... 125
13.2.2 Sending E-mails.............................................................................................................. 127
13.2.3 Other Functions Available on the E-mail Details Screen ................................................ 129
13.2.4 Organizing E-mails ......................................................................................................... 131
13.2.5 Searching E-mails........................................................................................................... 133
7
Contents
13.2.6 Checking E-mail Logs ..................................................................................................... 133
13.3 Configuring E-mail...................................................................................................................... 133
13.3.1 Configuring E-mail Settings ............................................................................................ 133
13.3.2 Setting Up Trash ............................................................................................................. 134
13.3.3 Setting Up E-mail Accounts ............................................................................................ 134
13.3.4 Setting Up E-mail Signatures ......................................................................................... 135
13.3.5 Setting Up Sender Information ....................................................................................... 136
13.3.6 Setting Up Update Notifications ...................................................................................... 136
13.3.7 Setting Up E-mail Filtering .............................................................................................. 136
13.3.8 Editing Read Receipt Settings ........................................................................................ 137
13.3.9 Setting Up Status Management ...................................................................................... 137
13.3.10
14
Organizing E-mail Data with Files .............................................................................. 138
Workflow ........................................................................................................... 140
14.1 Before Using Workflow ............................................................................................................... 140
14.1.1 Available Functions in Workflow ..................................................................................... 140
14.1.2 Request Flow .................................................................................................................. 141
14.2.1 Workflow Screen ............................................................................................................. 143
14.2.2 Request Details Screen .................................................................................................. 145
14.2.3 Process Unprocessed Requests Screen ........................................................................ 146
14.3 Applicant's Actions ..................................................................................................................... 147
14.3.1 Submitting Requests....................................................................................................... 147
14.3.2 Submitting Requests as a Proxy Applicant ..................................................................... 150
14.4 Processor's Actions .................................................................................................................... 153
14.4.1 Processing Requests ...................................................................................................... 153
14.4.2 Acknowledging Requests ............................................................................................... 156
14.4.3 Processing Request as a Proxy Approver ...................................................................... 156
14.5 Common Actions ........................................................................................................................ 158
14.5.1 Viewing Public Requests ................................................................................................ 158
14.5.2 Removing Requests ....................................................................................................... 158
14.5.3 Printing Requests ........................................................................................................... 159
14.5.4 Searching Requests ....................................................................................................... 159
14.6 Configuring Workflow ................................................................................................................. 160
14.6.1 Setting Up Keitai Access for Workflow ........................................................................... 160
14.6.2 Accessing Workflow Using a Mobile Phone ................................................................... 161
14.6.3 Designating Proxies ........................................................................................................ 162
14.6.4 E-mail Notifications for Request Processing .................................................................. 162
15
MultiReport ....................................................................................................... 164
8
Contents
15.1.1 MultiReport Screen ......................................................................................................... 164
15.1.2 Report Details Screen..................................................................................................... 166
15.1.3 Reports That Are Associated with an Appointment......................................................... 167
15.1.4 Reports That Are Associated With Addresses ................................................................ 168
15.2 Using MultiReport....................................................................................................................... 168
15.2.1 Preparing a Report ......................................................................................................... 168
15.2.2 Adding Comments .......................................................................................................... 171
15.2.3 Preparing a Report Associated with Appointments......................................................... 171
15.2.4 Viewing Reports that Are Associated with Addresses .................................................... 172
15.2.5 Printing Reports .............................................................................................................. 173
15.2.6 Searching Reports .......................................................................................................... 173
15.2.7 Filtering Reports ............................................................................................................. 174
15.3 Configuring MultiReport ............................................................................................................. 174
15.3.1 Setting Up Keitai Access for MultiReport ........................................................................ 174
15.3.2 Accessing MultiReport Using a Mobile Phone ............................................................... 175
16
RSS Reader ....................................................................................................... 178
16.1.1 RSS Reader Screen ....................................................................................................... 179
16.1.2 Sites Screen ................................................................................................................... 180
16.2 Using RSS Reader ..................................................................................................................... 180
16.2.1 Adding Sites and Dividers............................................................................................... 180
16.3 Configuring RSS Reader............................................................................................................ 181
16.3.1 Configuring RSS Reader ................................................................................................ 181
17
Cybozu.net ........................................................................................................ 182
18
Presence Indicators ......................................................................................... 184
18.1.1 Screens Where Presence Information Is Displayed ....................................................... 184
18.2 Using Presence Indicators ......................................................................................................... 185
18.2.1 Changing User Status ..................................................................................................... 185
18.2.2 Checking the Availability of Another User ....................................................................... 186
18.3 Configuring Presence Indicators ................................................................................................ 186
18.3.1 Customizing the Status List ............................................................................................ 186
18.3.2 Designating Proxies ........................................................................................................ 187
19
Favorite ............................................................................................................. 188
19.1.1 Favorite Screen .............................................................................................................. 188
19.1.2 Pages That Are Added to Favorite .................................................................................. 189
9
Contents
19.2 Using Favorite ............................................................................................................................ 189
19.2.1 Adding Pages to Favorite ............................................................................................... 190
20
Notifications ..................................................................................................... 192
20.1.1 Notifications Screen ........................................................................................................ 192
20.2 Using Notifications ..................................................................................................................... 193
20.2.1 Checking Notifications .................................................................................................... 193
20.2.2 Searching Notifications ................................................................................................... 194
20.3 Configuring Notifications ............................................................................................................ 195
20.3.1 Configuring the Retention Time of Notifications ............................................................. 195
20.3.2 External Notifications ...................................................................................................... 195
20.3.3 Configuring Notification Filter ......................................................................................... 195
21
Keitai ................................................................................................................ 198
21.1 Before Using Keitai .................................................................................................................... 198
21.1.1 Compatible Mobile Phone Platforms .............................................................................. 198
21.1.2 User Configuration .......................................................................................................... 198
21.2 Using Keitai ................................................................................................................................ 200
21.2.1 Accessing Using a Mobile Phone ................................................................................... 200
21.2.2 Applications Available in Keitai ....................................................................................... 201
22
Full Text Search ............................................................................................... 204
22.1 Before Using Full Text Search.................................................................................................... 204
22.1.1 Supported Applications and Formats .............................................................................. 204
22.2 Using Full Text Search ............................................................................................................... 205
22.2.1 Searching Data ............................................................................................................... 205
23
Personal Settings ............................................................................................. 208
23.1 Configuring Single Sign-On........................................................................................................ 208
23.2 Configuring Display and Input Entries........................................................................................ 209
23.3 Setting Up Screen Design ........................................................................................................... 211
23.4 Setting Up Header and Footer .................................................................................................... 211
23.5 Setting Up Drop-Down Lists ....................................................................................................... 212
23.6 Setting Up Displayed Items in the Calendar .............................................................................. 214
23.7 Using My Calendar ..................................................................................................................... 215
23.7.1 Adding Events ................................................................................................................. 215
23.7.2 Organizing Events Using CSV Files ............................................................................... 216
23.8 Configuring Localization ............................................................................................................. 217
23.8.1 Setting Up Localization Related Items............................................................................ 217
23.8.2 Setting Up Locale ........................................................................................................... 218
10
Contents
23.8.3 Setting Up Offices ........................................................................................................... 218
Appendix A Precautions When Adding a CSV File....................................................... 220
Appendix A.1
Date Management with CSV Files ................................................................................ 220
Appendix B User Name Display Options ...................................................................... 224
Appendix C Searchable Items ...................................................................................... 226
Appendix C.1
Index
Searching Categories and Folders ............................................................................... 226
................................................................................................................... 228
11
1 Getting Started
1
Getting Started
This chapter describes the settings and basic operations required to use Garoon 3.
Logging In
This section describes how to access Garoon 3 using a Web browser.
This section assumes that Garoon 3 has been installed in the default directory.
1
Access the following URL in a Web browser:
•
•
2
Windows servers:
http://(server’s IP address or host name)/scripts/cbgrn/grn.exe
Linux servers:
http://(server’s IP address or host name)/cgi-bin/cbgrn/grn.cgi
Enter your login name and password, and click Login.
If your password has expired, you are prompted to enter a new password.
Contact your system administrator if any of the following happens:
• When you forgot your login name
• When you forgot your password
Supported Web Browsers
Garoon 3 supports the following Web browsers:
• Windows:
• Internet Explorer 6, 7, 8, and 9
• Mozilla Firefox 3.6 and 4
• Macintosh:
• Safari 4 and 5
• Mozilla Firefox 3.6 and 4
• iPhone or iPad: Safari
• Android: Default Android Web browser
Information on setting up your Web browser can be found on our website.
Setting Up Your Web Browser:
http://manual.cybozu.co.jp/en/tech/webbrowser/
Logging Out
To log out, click Logout in the upper right corner of the screen.
If you close your Web browser window without logging out, the Login screen will be displayed the next
time you access Garoon 3.
12
1.1 Display Overview
1.1
Display Overview
This section describes how to use the main Garoon 3 screen.
1.1.1
Applications
The default application names for Garoon 3 are as follows:
Icon
Application name (default)
Portal
Bookmarks
Scheduler
Messages
Bulletin Board
Cabinet
Memo
Phone Messages
Timesheet
To-Do List
Address Book
E-mail
Workflow
MultiReport
RSS Reader
cybozu.net
Favorite
Presence indicators
Notifications
Full text search
This manual uses the default application names in all descriptions.
13
1 Getting Started
•
Tip
Depending on the settings chosen by the system administrator and the users' locale settings, the
displayed application names may differ from those used in this manual.
1.1.2
Top Page
The top page is the screen displayed after the user logs in. If a portal is set up, the portal is displayed.
This screen can display notifications such as system status.
Top Page:
1
2
3
4
5
6
7
8
9
Parts
No.
1
Part
Logo
Logged-in user
2
3
14
Start menu
Description
Displays the top page. The system administrator can set the logo
to a custom image.
Indicates the currently logged-in user.
Click this to display the Personal settings (common) screen for
the current user.
This drop-down list allows users to navigate Garoon 3
applications.
No.
4
5
Part
Logout
Help
Application menu
6
7
8
9
Portal
User area
Personal settings
Description
Applications can be hidden by the system administrator, or by
yourself through your Personal settings.
Logs out from Garoon 3.
Displays online help in a new window.
This menu allows users to navigate Garoon 3 applications.
The system administrator can change the appearance or hide
applications. The user can also customize the menu through
the Personal settings.
Indicates prearranged portlets.
Users can set their locale and office in this area.
Displays the Personal settings screen.
User Icons
Icons
Description
A user other than the current user
The current user
An inactive user
Display Language
When a user first logs in, Garoon 3 uses one of three display language settings.
The language setting is determined in the following order:
• The system administrator has assigned a locale to the user: The locale's language setting.
• The system administrator has not assigned a locale to the user: The Web browser's language setting.
Garoon 3 will use the Web browser language setting if the browser is set to one of the following:
• Japanese
• English
• Simplified Chinese
• The Web browser's language settings are not supported in Garoon 3:
Garoon 3 defaults to the language setting specified during installation.
The display language can be overridden in your Personal settings.
See “23.8.2 Setting Up Locale” on page 218.
User Name Display Options
User names can be displayed in one of the following patterns:
•
•
•
•
User name
User name (English name)
User name; priority organization
User name (English name); priority organization
15
1 Getting Started
User name display options can be modified in your Personal settings.
See "23.2 Configuring Display and Input Entries” on page 209.
The system administrator can configure to hide information after the user name, or to display only the
English name.
1.1.3
Displaying List
By selecting list items, you can delete, move, or sort several items at once. You can set the number of
items displayed in a list in your Personal settings.
Messages Screen:
1
2
3
5
4
Parts
No.
1
2
Part
Navigational links
Items per page limit
The list is sorted in descending order. When clicked, the list is
sorted in ascending order.
Sorts in ascending order.
3
Select all
4
Sort button
5
1.2
Description
These links become active if there are more items than the items
per page limit.
Indicates the maximum number of items per page.
Sorts in descending order.
The list is sorted in ascending order. When clicked, the list is sorted
in descending order.
Selects all visible items in the list. This does not select items that
are in other pages.
Clicking Select all the second time clears the selection.
In Messages and E-mail, you can sort items using the sort button.
The buttons toggle when clicked.
-Messages: Updated time or Created time
-E-mails: Sent or Received
First Steps
This section describes the actions that you must take when you log in to Garoon 3 for the first time.
16
1.2 First Steps
1.2.1
Changing Your Password
The initial password that you used to log in was set by the system administrator. It is highly
recommended that you change your password after your first login.
1
On the Personal settings (common) screen, click Common settings > User, and then click
Change password.
2
Enter a new password, then click Save.
The system administrator can choose to restrict some users from changing their passwords.
Contact your system administrator about any restrictions on passwords.
1.2.2
Changing Your User Profile
On the Personal settings (common) screen, click Common settings > User, and then click User
details.
Check your user information such as name and e-mail address.
If you want to edit your user details, click Edit on the User details screen.
User Details Entries
Entry
Description
The followings are displayed:
-User name
-User's language1
-English name2
Locale
User's locale
Office
User's office
Membership
Membership information data
Priority organization The organization that are displayed in preference
when the user is selected
Pronunciation
Pronunciation of the user name
E-mail
User's e-mail address
Notes
Notes about the user
Position
User's position within the organization
Contact
User's contact information
URL
User's Web page URL
Picture
User picture
1
: This is the language of the user name. It is displayed to the right of the user name in parentheses.
Example: John Smith (English)
2
: This is the English spelling of the user name.
Name
•
Tip
The system administrator can configure user names not to display their languages or English
spellings.
17
1 Getting Started
1.2.3
Adding Groups to My Group
My groups are groups added at the user's discretion. My groups can be used only by the user who
created them.
By adding users you frequently select to My Group, you can quickly and easily select them again.
1
On the Personal settings screen, click Common settings > User, and then click My group
settings.
2
On the My group settings screen, click New.
3
Edit the entries as desired, then click Add.
The following entry fields are available:
•
•
Name
Notes
Adding Users to My Group
Select My group on the My group settings screen and then add users on the Add user screen.
On the My group details screen, click Add user to add users.
Editing My Group
Click Details on the My group settings screen to display the My group details screen.
The following settings are available on the My group details screen:
• Editing My group details
• Reordering My group
• Reordering users in My group
• Deleting My group
Deleting Users From My Group
On the My group settings screen, you can delete users by selecting the check box next to their name
and clicking Delete.
1.3
Basics
This section describes basic operations in Garoon 3.
1.3.1
Using Rich Text Formatting
You cannot use this feature on Safari for Macintosh.
The system administrator can choose to restrict the use of the rich text formatting.
18
1.3 Basics
Formatting Icons
Icon
Icon name
Icon
Icon name
Full screen
Add table
Preview
Edit table
Cut
Edit cell
Copy
Delete table
Paste
Add row
Undo
Delete row
Redo
Add column
Bold
Delete column
Italic
Add cell
Underline
Delete cell
Strikethrough
Merge cells
Superscript
Split cell
Subscript
Add form
Justify left
Add text field
Justify center
Add text area
Justify right
Add button
Justify full
Add drop-down list
Insert ordered list
Add hidden
parameter
Insert unordered list
Add check box
Text Size
Add radio button
Text Color
Paste from Word
Background color
Toggle frame display
Add link
Special character
Find and replace
Absolute positioning
Increase indent
Help
Decrease indent
Horizontal line
Clear layout
19
1 Getting Started
1.3.2
Navigating Organizations, Categories, and Folders
Organizations, categories in applications, and folders are nested.
Organization, Category, and Folder Display Types
There are three possible ways that organizations, categories, and folders can be displayed. There is no
difference in usage for these display types.
• Tree View
Select a target category or folder by clicking +, - or the title.
• Category view: 2 types
Select a target category or folder by clicking the title or Up one level.
Tree View
•
(Unassigned users):
You can display unassigned users by clicking this link.
Category Views
20
1.3 Basics
The following functions are available only in the tree views of E-mail and Messages:
• When a new e-mail or message is received, the tree view is expanded up to the containing folder.
• The number of unread e-mails or messages is displayed next to the name of the containing folder.
1.3.3
Selecting Users or Facilities
Select users or facilities from the tree view of organizations or parent facilities in the Select users screen
or the Select users/facilities screen.
You can also search users or facilities with keywords.
You can use the following user information entries as user search conditions:
• User name, English spelling, login name, pronunciation, e-mail address, position, or custom items
Selecting Attendees or Recipients
You can assign attendees of an appointment or recipients of a message by selecting an organization or
group from a drop-down list.
You can also search users with keywords.
The search conditions for users are described in the following section:
See “1.3.3 Selecting Users or Facilities” on page 21.
Menu displayed in the drop-down lists
Menu
Search results
My group
Priority organization
Membership
Often-used organizations
Often-used facility groups
Recently selected
organizations
Recently selected users
Description
Results of user search
Users registered in My group
An organization set up by the system administrator
Membership of the logged-in users
Organizations that are set up as Often-used organizations by the
logged-in user
Facility groups that are set up as Often-used facility groups by the
logged-in user.
Organizations that you recently selected as attendees or message
recipients
Users that you recently selected as attendees or message
recipients
Facility groups that you recently selected for appointments
Recently selected facility
groups
Recently selected
Facilities that you recently selected for appointments
facilities
1
: To set up results per item or clear the selection history,
see "23.5 Setting Up Drop-Down Lists" on page 212.
1.3.4
Selecting a Category or a Folder for Update
Notifications
You can set update notifications for both Bulletin Board and Cabinet on each category or folder. To select
a category or folder to set update notifications, navigate to the target in the Edit notifications screen.
You can search a category or a folder with keywords.
21
1 Getting Started
1.3.5
Reordering Items
To change the order of items, use the following icons:
•
Moves the selected item to the top
•
Moves the selected item one row up
•
Moves the selected item one row down
•
Moves the selected item to the bottom
1.3.6
Using the Calendar
You can select a date and time from a calendar or from a time display.
New appointment screen:
1
2
Parts
No.
1
Part
Icon to set the time for the
event
Calendar to set the date
for the event
2
1.3.7
Description
You can only select the hours, not the minutes.
You can set up the available hours in your Personal settings for
Scheduler.
Date types are indicated in the calendar by the following colors:
-Week days, Office days, Workdays: Gray
-Holidays : Red
-Saturdays: Light Blue
-Today: Green
Attaching Files
The appearance of the Select button for attachments is determined by the settings chosen by the system
administrator, and by the settings for Adobe Flash Player on the client computer.
Display Types for the Select Button
There are two possible display types for this button:
• When Adobe Flash Player is installed:
•
: You can easily select multiple files or individual files for attachment using an intuitive
interface.
When Adobe Flash Player is not installed, or multiple file upload is disabled:
: You can only attach one file at a time.
22
1.3 Basics
Attaching Multiple Files
To attach multiple files, you must install Adobe Flash Player 9.0.115.0 or later on the client computer.
Information on installing Adobe Flash Player can be found on our website.
Installing Adobe Flash Player:
http://manual.cybozu.co.jp/en/tech/webbrowser/adobeflshplayer.html
You can select multiple files in the Select files screen by dragging a box around the files that you want to
attach.
To remove a file from the selection, clear the check box to the left of the file that you want to remove.
Screenshots:
You cannot attach multiple files under the following conditions:
• You are using Garoon version 2.5.4 or earlier.
• Adobe Flash Player is not installed on the client computer.
• The multiple file upload function is disabled by the system administrator.
•
•
Tip
You cannot attach a zero-byte file, nor can you attach a file using its shortcut.
You cannot attach multiple files with some browsers if you are using Remote Service.
23
2 Portal and Portlets
2
Portal and Portlets
Portal is the screen that is displayed when a user logs in to Garoon 3.
Portal is a page that displays portlets that allow users to access frequently used applications and stay
updated with the latest information.
The system administrator sets up the Portal. Users can create My Portals or My portlets at their
discretion.
2.1
Display Overview
This section describes screenshots, icons, and buttons that are used in Portal and My Portals.
2.1.1
Portal Screen
You can change displays by clicking on a tab when there are multiple portals. My Portals are also
displayed on the Portal screen.
Portal Screen:
1
2
3
Parts
Number
1
24
Part
Portal tabs
Description
These tabs are displayed when there are multiple portals.
Number
2
3
Part
Portal
Portlet
2.1.2
Description
The name of each portal is displayed on each tab.
Various portlets are displayed.
Each portlet displays information from an application.
My Portal List Screen
You can add or delete My Portals on this screen. Only My portals that you set up are displayed.
My Portal List:
1
2
3
4
5
Parts
Number
1
2
3
4
5
Part
Add My Portal
Reorder My Portal
Delete all My Portal
My Portal names
Delete
Description
Adds a My Portal.
Reorders the display order of My Portals on the My Portal list
screen.
Deletes all My Portal.
Added My Portals are listed.
Deletes the selected My Portal.
25
2.1.3
My Portal Details Screen
You can add and delete portlets from My Portals.
My Portal Details Screen:
1
2
3
4
5
6
10
7
8
9
Part
Number
1
2
3
4
5
6
Part
Change My Portal name
Initialize My Portal
Confirming the display of
My Portals
Delete My Portal
Reorder
Allocate new portlet
Display name
7
8
9
26
Settings
Move
Description
Changes the name of My Portal.
Initializes My Portal.
Displays the preview screen of My portal.
Deletes My Portal.
Reorders the portlet location within a column.
Adds a portlet to the selected area.
Changes the displayed name of a portlet.
The default portlet name is displayed when you leave the field
blank.
You can configure how each portlet on the screen is displayed.
The link may not be displayed depending on the portlet.
Moves the portlet to another column. The moved portlet is
displayed at the bottom of the target column.
2.2 Using My Portal
Number
10
2.2
Part
Delete
Description
Deletes a portlet.
Using My Portal
This section describes how to use My Portal. My Portal is set up in your Personal settings.
2.2.1
Adding My Portals
On the My Portal list screen, click Add My Portal to add My portal.
Depending on the settings chosen by the system administrator, the new My Portal may already have
portlets added to it.
What Are My Portals?
My Portals are portals that are added at the user's discretion. My portals can be used only by the user
who created them.
Adding Portlets
On the My Portal details screen, click Allocate new portlet in the selected area to add a portlet to the
column. Users can add multiple portlets at once.
The following portlets are available in Garoon 3:
• Application Menu portlet
• Notices portlet
• Calendars portlet
• Bookmarks Portlet
• Scheduler (Group day view) portlet
• Scheduler (Group week view) portlet
• Scheduler (Day view) portlet
• Scheduler (Week view) portlet
• Scheduler (Month view) portlet
• Scheduler (Year view) portlet
• Messages portlet
• Unacknowledged Messages portlet
• Messages acknowledgement status portlet
• Bulletin Board portlet1
• Cabinet portlet1
• Memo portlet
• Phone Messages portlet
• To-Do List portlet
• User List portlet
• Newly arriving E-mail Portlet
• E-mail portlet
• Weather forecast portlet1
27
•
Company Search portlet
Postcode Search portlet
• Map Search portlet
• Route Search portlet
• Workflow portlet1
• MultiReport portlet1
• RSS Reader sites list portlet
• RSS Reader latest list portlet1
• Favorite portlet
• Updates portlet
• Confirmed Notifications portlet
1
: Settings of some items are required when you add this portlet.
•
Previewing the Display of My Portals
On the My Portal details screen, you can preview My Portal by clicking Confirm the display of My
Portal.
The preview screen is displayed in a new window.
Reordering My Portal
You can change the order of My Portal tabs on the Portal screen.
On the My Portal list screen, click Reorder My Portal to change the display order of My Portal.
My Portal tabs are displayed behind the Portal tab that is set by the system administrator.
1
On the Personal settings screen, click Setting of each application > Portal, and then click
Reorder My Portals.
2
On the Reorder My Portals screen, change the order of My Portals, then click Save.
Initializing My Portal
On the My portal details screen, click Initialize My Portal to reset it to a blank state.
All allocated portlets are deleted when you initialize the My Portal.
Depending on the settings chosen by the system administrator, the initialized My Portal may have
portlets added to it.
Deleting My Portals
On the My Portal details screen, click Delete My Portal to delete My portal.
All portlets within the My portal are deleted when you delete the My Portal.
28
2.2 Using My Portal
2.2.2
Types of Portlets
This section describes the characteristics of each portlet and the items that you must configure.
Application Menu portlet
The Application menu portlet displays an application menu on a portal.
Entries on the Portlet Settings Screen
•
•
•
•
Font size
Menu width: Select this check box when you want to define the number of menu items in a row.
Number of menu items: Select the number of applications to display in a row before creating a new
row.
Format: Select the display format for the portlet.
Notices Portlet
The Notices portlet displays notices on a portal. You can input text to display on the portal.
•
Entry field: Edit the contents in plain or rich text format.
Calendars Portlet
The Calendars portlet displays a calendar on a portal.
If a Scheduler portlet is allocated in the same portal and you change the display settings of the Calendar
portlet, the display of the Scheduler portlet is also changed.
•
•
•
•
•
•
•
•
Font size
System calendar to be used: Select a calendar from the calendars that had been set by the system
administrator. Displayed events vary depending on selected calendar.
Calendar type: Select the time period that you want to display in the calendar.
Display Sunday: Select this check box to display Sunday on the right side of the calendar.
Rokuyo: Set this to display Rokuyo.
Weather forecast: Select this to display local weather forecasts.
Tip
To display Rokuyo and weather forecasts, you must setup Cybozu Online Service.
Cybozu Online Service is available only to users in Japan.
Search the Web Portlet
The Search the Web portlet searches the Internet.
This portlet has no settings.
29
Quick Send Portlet
The Quick send portlet displays a screen to quickly create and send messages or e-mails.
Bookmarks Portlet
The Bookmarks portlet is a portlet used to display links of a selected category to websites.
When no categories are selected on the Portlet settings screen, links in the Personal root category are
displayed.
•
•
•
•
Shared/Personal: Select the type of links to display.
Category: Select the category to display.
Font size
Number of columns: Select the number of columns that you want to display in the portlet.
Scheduler (Group Day View) Portlet
The Scheduler (Group day view) portlet displays a daily planner for each group.
•
•
Font size
Target:
Select a target from logged-in user, Facility groups, My groups, and Organizations.
When you select Organizations, you must select a category other than "(Top)".
Scheduler (Group Week View) Portlet
The Scheduler (Group week view) portlet displays a weekly planner for each group.
•
•
Font size
Target:
Select a target from logged-in user, Facility groups, My groups, and Organizations.
Scheduler (Day View) Portlet
The Scheduler (Day view) portlet displays a daily planner of a user or facility.
•
•
30
Font size
Target: Select the target that you want to display in the portlet from users and facilities.
2.2 Using My Portal
Scheduler (Week View) Portlet
The Scheduler (Week view) portlet displays a weekly planner of a user or facility.
•
•
Font size
Scheduler (Month View) Portlet
The Scheduler (Month view) portlet displays a monthly planner of a user or facility.
•
•
Font size
Scheduler (Year View) Portlet
The Scheduler (Year view) portlet displays upcoming holidays and events that are registered in
calendars.
•
Font size
Scheduler Search Portlet
The Scheduler search portlet searches the appointments of a user or facility. You can search multiple
users and facilities by using spaces between keywords.
Messages Portlet
The Messages portlet displays messages of a selected folder such as Inbox, Sent items, and Draft.
•
•
•
•
•
Font size
Folders: Select the Messages folder that you want to display in the portlet.
Items: Select the attributes that you want to display in the portlet.
Order: Select the order that you want to display messages.
Number of items: Select the number of items that you want to display in the portlet.
Unacknowledged Messages Portlet
The Unacknowledged Messages portlet displays unacknowledged messages.
31
•
•
•
Font size
Items: Select the items that you want to display in the portlet.
Messages Acknowledgement Status Portlet
The Messages acknowledgement status portlet is used to confirm the acknowledgement status on
messages that you have sent.
•
•
Font size
Items: Select the items that you want to display in the portlet.
Bulletin Board Portlet
The Bulletin Board portlet displays topics of a selected category.
No topics are displayed when no categories are selected on the Portlet settings screen.
•
•
•
•
Category: Select the category that you want to display
Font size
Cabinet Portlet
The Cabinet portlet displays the contents of a selected folder.
Files are not displayed when no folders are selected on the Portlet settings screen.
•
•
•
•
Folder: Select the folder that you want to display in the portlet.
Font size
Memo Portlet
The Memo portlet displays a text box where you can add a memo.
The portlet displays only the last memo saved in the portlet. Memos added in the Memo application are
not displayed in the Memo portlet.
•
32
Font size
2.2 Using My Portal
•
•
Registered folder: Select the folder in which you want to save a memo.
Entry field height: Select the numbers of characters or rows displayed in the portlet.
Phone Messages Portlet
The Phone Messages portlet adds and displays phone messages to a selected user.
When a user has e-mail forwarding set up, (E-mail forwarding) is displayed next to the user name.
•
•
Font size
Target:
Select a target from All members, Priority organization, My Group, or Organization.
Timesheet Portlet
The Timesheet portlet is used to record the hours that you worked on the timesheet.
To-Do List Portlet
The To-Do List portlet displays uncompleted To-Do items.
Uncompleted To-Do items are displayed using the following colors:
• Red bold: To-Do items that are past due
• Blue bold: To-Do items that are due today
•
•
•
•
Font size
Priority: Select the priority level of To-Do items that you want to display in the portlet.
Sort: Select the column to sort To-Do items in the portlet.
User List Portlet
The User list portlet displays a list of users.
If presence information is displayed in the portlet, you can edit the status of users who designated you as
a proxy.
•
•
•
Font size
Visible items: Select the items that you want to display in the portlet.
Target:
Select a target from All members, Priority organization, My Group, or Organization.
33
Address Book Search Portlet
The Address Book search portlet searches information registered in Address Book.
Presence Information Portlet
The presence information portlet is used to set your status. Your status is reflected on the User
information, User list, and Phone Messages screens.
Newly Arriving E-mail Portlet
The Newly arriving E-mail portlet displays new e-mails of selected account.
•
•
•
•
Font size
Account: Select the mail account to display in the portlet.
Check new E-mail: Select the time period to check e-mail.
Portlet heights: Select the height of the portlet.
E-mail Portlet
The E-mail portlet displays e-mails in the folders of a selected e-mail account.
•
•
•
•
•
Font size
Folder: Select the folder and e-mail account that you want to display in the portlet.
Order: Select the order that you want to display in the portlet.
Weather Forecast Portlet
The Weather forecast portlet displays weather forecasts of the selected cities. Weather forecasts are
displayed only when you select forecasting cities.
You can select cities only in Japan for forecasts.
This weather forecast is displayed using Cybozu Online Service. Cybozu Online Service is available only
in Japanese and searches only location within Japan.
•
•
•
34
Font size
Area: Select the weather forecast area that you want to display.
2.2 Using My Portal
Company Search Portlet
The Company search portlet is a portlet used to search company information.
Company information is searched using Cybozu Online Service. Cybozu Online Service is available only
in Japanese and searches only location within Japan.
•
•
•
Font size
Subject: Select this check box to display the title of the portlet.
Entry field width: Select the company entry field width.
Postcode Search Portlet
The Postcode search portlet searches addresses using postcodes. You can search only the postcodes
in Japan.
Postcodes are searched using Cybozu Online Service. Cybozu Online Service is available only in
Japanese and searches only location within Japan.
•
•
•
Font size
Entry field width: Select the postcode entry field width.
Map Search Portlet
The Map search portlet searches a map using the addresses.
Maps are searched using Cybozu Online Service. Cybozu Online Service is available only in Japanese
and searches only location within Japan.
•
•
•
Font size
Entry field width: Select the address entry field width.
Route Search Portlet
The Route search portlet searches for train routes using departure and destination train stations.
Route information is searched using Cybozu Online Service. Cybozu Online Service is available only in
Japanese and searches only location within Japan .
•
•
•
Font size
Entry field width: Select the width for the From and To fields.
35
Workflow Portlet
The Workflow portlet displays requests of a selected folder.
•
•
•
•
Type of list: Select the folder that you want to display in the portlet.
Font size
MultiReport Portlet
The MultiReport portlet displays reports from the selected report types or filters.
•
•
•
•
Reports or Filters: Select reports to be displayed in the portlet using report types or filters.
Font size
RSS Reader Sites List Portlet
The RSS Reader sites list portlet that displays the list of feeds that are registered in RRS Reader.
•
•
Font size
Shared feeds: Select this check box to display shared feeds set by the system administrator in the
portal.
RSS Reader Latest List Portlet
The RSS Reader latest list portlet displays the list of the latest feeds in selected sites. No feeds are
displayed when no sites are selected.
•
•
•
•
Font size
Sites: Select the sites you want to display in the portlet.
Open link in: Select this check box to open the feed in new window.
Favorite Portlet
The Favorite portlet displays the pages of applications that you have added to Favorite.
36
2.2 Using My Portal
•
•
•
•
Font size
Application: Select the applications to display in the portlet.
Items to show: Select the attributes that you want to display in the portlet.
Updates Portlet
The Updates portlet displays notifications from the following applications:
• Scheduler
Notifications are not displayed when appointments are past the scheduled date.
• Messages
• Bulletin Board
• Cabinet
• Phone Messages
• E-mail
• Workflow
• MultiReport
• External (non-Garoon 3) notifications
• Notices from Cybozu
Only the system administrator can view these notices.
These notifications are removed from the portlet when you confirm the content. You can still view
confirmed notifications on the Notifications screen.
The time displayed next to the portlet title is the time when the page was last updated.
Entries On the Portlet Settings Screen1
•
•
•
Reorder applications2: Change the display order of the applications using the arrow buttons.
Common settings:
• Font size
• Items: Select the attributes that you want to display in the portlet.
For each application:
• Format: Select the format for displaying each application.
• List: Titles are displayed as a list.
• Number of items: The number of application data is displayed. When you select this option, the
settings for Items and Number of items for each application are disabled.
• Number of items: Select the number of items to display in the portlet for each application in the
portlet.
1
: The system administrator can prohibit users from changing the Updates portlet settings added in My
Portals.
2
: You cannot reorder the External notifications. External notifications are displayed under application
notifications.
Confirmed Notifications Portlet
The Confirmed notifications portlet displays confirmed notifications.
37
•
•
•
•
Font size
Application: Select the applications to display in the portlet.
Number of items: Select the number of items to display in the portlet for each application.
Full Text Search Portlet
The Full text search portlet uses the Full text search application. You can search using multiple keywords
by separating each keyword with a space.
The default search criteria that are set on the Full text search screen are applied to the searching
applications or the search period.
2.3
Using My Portlets
This section describes how to use My portlets.
By creating My Portlets, you can create a My Portal that is all your own.
2.3.1
Adding My Portlet Groups
My portlet groups are created at the user's discretion. You can use My portlet group to organize your My
portlets.
My portlet groups can be used only by the user who created them.
1
On the Personal settings screen, click Setting of each application > Portal, and then click My
portlet group.
2
On the My portlet group screen, click New.
3
On the Create portlet group screen, enter the group name, then click Add.
Editing My Portlet Group
Select the My portlet group name that you want to edit on the My portlet group screen, click the title link,
then click Edit.
Deleting My Portlet Group
You can delete My portlet group in one of the following two ways:
• Deleting My portlet group Individually
• Deleting All My portlet groups
All the associated portlets are deleted from the group when you delete a My portlet group.
38
2.3 Using My Portlets
Deleting My Portlet Group Individually
On the My portlet group screen, select the My portlet group name that you want to delete and click
Delete.
Deleting All My Portlet Groups
On the My portlet group screen, click Delete all.
2.3.2
Adding HTML Portlets
HTML portlets are created by users.
HTML portlets can be used only by the user who created them.
1
On the Personal settings screen, Click Setting of each application > Portal, and then click HTML
portlet.
2
On the HTML portlet screen, click New.
3
Edit the entries as desired, then click Add.
The following options are available:
•
•
•
Name of My portlet
Group
Portlet details
•
Tip
Tags such as <html></html>, <head></head>, <body></body> are not required. Insert only the HTML
tags for the content.
•
Using the <iframe src="http:// ～"></iframe> tag, you can display other websites in the portlet.
Usable Keywords in My Portlets
When you use the following keywords, the keywords are converted to Garoon data automatically.
Keyword
Description
%Name%
Displays the name of the logged-in user.
%ID%
Displays the ID of the logged-in user.
%Account%
Displays the login name of the logged-in user
%Mail%
Displays the e-mail address of the logged-in user.
The e-mail address is not displayed if that entry is blank.
%Password%
Displays the password of the logged-in user.
%session_password%
%Tel%
%URL%
Displays the contact information of the logged-in user.
The contact information is not displayed when the entry is blank.
Displays the URL entered in the information of the logged-in user.
The URL is not displayed if the entry is blank.
Previewing My Portlets
You can preview the My portlet after adding it to the portal.
39
On the HTML portlet screen, select the My portlet name that you want to preview, then click Preview.
Editing My Portlets
On the HTML portlet screen, select the My portlet name that you want to edit, then click Edit.
Deleting My Portlets
You can delete My portlet in one of the following two ways:
• Deleting My portlet individually
• Deleting all My portlets
When you delete a HTML portlet that is allocated on My portal, the portlet is also deleted from My portal.
Deleting My portlet individually
On the HTML portlet screen, select the portlet you want to delete and click Delete.
Deleting all My portlets
On the HTML portlet screen, click Delete all.
2.3.3
Organizing HTML Portlet Data Using XML Files
You can organize HTML portlet data using XML files.
Importing Data
1
Import HTML portlet data.
2
On the Import HTML portlet data screen, select the XML file and click Import.
Exporting Data
1
Export HTML portlet data.
2
On the Export HTML portlet data - Step 1/2 screen, select the HTML portlet that you want to
export, then click Next >>.
3
On the Export HTML portlet data - Step 2/2 screen, confirm the HTML portlet that you want to
export, then click Export.
4
40
Click Save.
2.3 Using My Portlets
Use your Web browser to save the file.
41
3 Bookmarks
3
Bookmarks
Bookmarks is an application that lets you easily access frequently visited websites by saving links to
those websites.
There are two different types of links.
• Shared links:
Shared links are managed by the system administrator. Shared links are accessible by all users.
• Personal links:
Personal links are managed by individual users. You can access only the personal links that you
created.
3.1
Display Overview
This section describes sample screenshots, buttons, and icons used in Bookmarks.
3.1.1
Bookmarks Screen
This screen displays a list of your links. You can add or delete links on this screen.
Bookmarks Screen:
1
2
3
4
5
6
7
8
9
Parts
No.
1
2
3
4
5
42
Part
Add link
Add divider
Add category
Bookmarks search
Advanced search
Details
Description
Adds a link to the list.
Adds a divider to the list.
Adds a category to your personal category list.
Searches links using keywords.
Searches links with additional search options.
Displays the Category details screen.
3.2 Using Bookmarks
No.
6
7
8
9
Part
Details
Personal category
Shared category
Delete
3.1.2
Description
Displays the Link details screen for the link.
Organizes your personal links.
Organizes site-wide shared links.
Deletes the selected links.
Link Details Screen
You can edit the link title and target URL on this screen.
Link Details Screen:
1
2
3
4
Parts
No.
1
2
3
Part
Edit
Move
Delete
Icon
4
3.2
Description
Displays a screen to edit the link title or target URL.
Moves the link to a selected personal category.
Deletes the link.
Opens the target website using the default open method.
For more information on configuring open methods,
see “3.3.1 Configuring How Links Are Opened" on page 45.
Using Bookmarks
This section describes how to use Bookmarks.
3.2.1
Adding Links and Dividers
You can select a personal category on the Bookmarks screen to add links and dividers.
You cannot add links or dividers to shared categories.
Links and dividers that you added are displayed at the bottom of the personal links.
Editing Links
You can edit a link's title and target URL on the Link details screen. Users cannot edit links or dividers in
shared categories.
43
3 Bookmarks
Reordering Links and Dividers
You can change the display order of links and dividers by clicking Reorder links/dividers on the Link
details screen of the parent category.
Links and dividers can only be reordered within the same category.
Deleting Links and Dividers
You can delete links and dividers on the Bookmarks screen or the Link details screen.
You can only delete links and categories in your own personal categories.
3.2.2
Organizing Links
You can organize your links in personal categories. You cannot add categories or links to shared
categories.
What Are Category Codes?
A category code is a special sequence of characters that differentiates categories. You can identify a
category by the category code even when other categories have the same name.
Category codes must be unique.
Category Restrictions
Action
Creating
subcategories
Displaying
category
details
Editing
category
details
Reordering
subcategories
Deleting
categories
Category
type
Shared category
✓
Personal category
✓
✓1
✓
✓
✓1
✓: You can perform this action on this category.
1
: Deletions are permanent. If a category is deleted, all of its subcategories are also deleted.
Categories with 15 or more nested levels of subcategories cannot be deleted. Reduce the number
of nested levels to 14 before deleting the category.
3.2.3
Searching Links
Use the Search Link screen to search links. The following search options are available:
• Search text: Enter the keywords to search.
• Search category: Searches in the selected folder or in all folders.
• Subcategory: Select the check box to include subcategories.
• Search period: Past 1 month, Past 3 months, Past 6 months, Past year, or All items
• Search in: Category name, Subject, or URL
3.3
Configuring Bookmarks
This section describes the items that you configure in your Personal settings.
44
3.3 Configuring Bookmarks
3.3.1
Configuring How Links Are Opened
Choose one of the following options to control how links are opened:
• The target website is opened in the same window when the link's title or URL is clicked.
• The target website is opened in a new window when the link's title or URL is clicked.
1
On the Personal settings screen, click Setting of each application > Bookmarks, and then click
General Settings.
2
On the General Settings screen, edit the entries as desired, then click Save.
Link Icons
When you change how the link opens, the behavior and appearance of the link icon changes as well.
Website open method
Displayed icon and description
When the title or URL is clicked, the website
: When this icon is clicked, the website opens in
opens in the same window.
the same window.
When the title or URL is clicked, the website
opens in a new window.
: When this icon is clicked, the website opens in a
new window.
45
4 Scheduler
4
Scheduler
Scheduler is an application that organizes the appointments of users and facilities.
The following functions are available in Scheduler of Garoon 3:
• Displaying the user's time zone
• Sharing appointments with multiple users
• Adding a private appointment that is viewed only by the attendees
• Adding a new appointment spanning several days ( All day appointment )
• Adding a repeating appointment with selected conditions ( Repeating appointment )
• Checking attendees or facility availability
• Checking conflicted appointments
• Checking the due date of a To-Do task that you created
• Printing the planner and exporting the planner to iCalendar format
4.1
Display Overview
This section describes sample screenshots, buttons, and icons used in Scheduler.
The following appointment types are available in Scheduler:
• Regular appointment: Appointments with set date and time
• All day appointment: Appointments with selected time period.
• Repeating appointment: Appointments that are repeated periodically
• Tentative appointment: Appointments that are yet to be confirmed
4.1.1
Scheduler Screen
The following views are available in Scheduler:
• Group day view: Daily planner of users in a group
• Group week view: Weekly planner of users in a group
• Day view: Daily planner of user or facility
• Week view: Weekly planner of user or facility
• Month view: Monthly planner of user or facility
• Year view: Annual planner of user
The system administrator can choose to display the following contents.
• Appointments of organizations:
You can view the week view of all facilities by selecting Facilities on the top page depending on the
system administrator's settings.
• The name of the reserved facilities:
Displayed with the title of an appointment
46
Appointments are displayed in the following colors under each view:
Displayed
Colors
Types of
Appointment
Today's appointments
Private appointments
Undefined time appointments
Regular appointments
All day appointments
Repeating appointments
Week days, workdays, office
days
Holidays
Saturdays
Non-working hours
Group day View
Group week View
Day view, Week view,
Month view
White
White
White
White
Green
White
Green
Pink
White
Red
Green
Yellow
White
Gray
White
White
Gray
Red
Light blue
Gray
Scheduler Icons
Icon name
Description
Icon name
Description
Group day view
National Holidays
Group week view
Anniversaries
Day view
Office Days
Week view
User's Locale
Month view
New Appointments
Year view
Edited Appointments
Adding appointments
Deleted Appointments
Confirmed Appointments
Appointment with
attendees or reserved
facilities
Appointments with
Comments
Undefined time
appointments
(Private)
Private
Conflicting appointments
((Creator), Private
Appointment)
Blue
Appointment
Regular, all day, and
repeating appointments
,
Light Blue
Appointment
Tentative appointments
Private Appointments:
Only users set as viewers
can view these appointments.
You cannot view these
private appointments.
Creator is displayed on
private appointment of
facilities.
Click these icons to display
the Phone Message history
screen.
Click this icon to display the
Phone Message history
47
4 Scheduler
Icon name
Description
Icon name
Description
screen.
Rokuyo1
Weather
Forecasts1
Phone messages of users
without access rights
Rokuyo data received on
the server
Weather forecasts that are
received on the server
Presence Information
Uncompleted To-Do tasks
1
: Available only in Japanese
The system administrator can choose not to display Rokuyo and weather forecasts.
Optional Functions
Display
Menu
Options▼
Displays the option menu.
Show full
subject
The subject of appointments
that are omitted and the icon
and link of the user information
are displayed.
Displays the time zone and
dates according to each user’s
time zone on the Scheduler
screen.
Displays the uncompleted
To-Do tasks on the due date.
Apply each time
zone1
Group day
view
Group week
view
Day View
Week view
Month
view
Year
view
✓
✓
✓
Show
✓
✓3
uncompleted
✓3
2
To-Dos
✓: Displayed
1
: This function is disabled by default.
2
: Completed To-Dos are not displayed on the Scheduler screen. When you click the displayed title of
To-Do task, the To-Do details screen is displayed.
3
: ”Options▼” is not displayed. Only the check boxes for the optional functions are displayed.
48
Group Day View Screen:
1
2
3
4
5
6
7
8
9
10
11
Parts
Number
1
2
3
4
Part
New
Arrange appointment
Group day
Group week
Day
Week
Month
Year
Options▼
Show full subject
Apply each time zone
Show uncompleted
To-Dos
Description
Adds a new appointment.
Adds tentative appointments.
Displays the group day view.
Displays the group week view.
Displays the daily planner of a user.
Displays the weekly planner of a user.
Displays the monthly planner of a user.
Displays the yearly planner of a user.
Displays all titles of appointments that were not listed and the icon
and link of the user information column.
Displays the time zone and dates according to each user’s time
zone on the Scheduler screen.
Displays the uncompleted To-Do tasks on the due date.
49
4 Scheduler
Number
5
6
7
8
Part
User/Facility search
Scheduler search
Advanced search
<<
<
Today
>
>>
Show calendar
Drop-down list for
selecting planners of
users or facilities.
Select users
Time zone bar
9
50
10
Present status
[Time]
11
Group Day
Group week
Day
Week
Month
Year
Description
Searches users or facilities using keywords.
Searches appointments using keywords.
Searches appointments with additional search options.
Moves back 1 week.
Moves back 1 day.
Display today's planner.
Moves 1 day forward.
Moves 1 week forward.
Displays the calendar of the selected month. You can hide a
calendar by clicking Hide calendar.
Displays the corresponding planner when you click the user or
facility icon.
Displays the Select users screen when clicked.
Indicates the time zone bar of the login user at the initial settings.
When you select the Apply each time zone check box, time zone
bars according to each user’s time zone are displayed.
Indicates user's status. You can edit the user status displayed with
a link.
Displays the group day view.
Displays the group week view.
Displays the daily planner of user.
Displays the weekly planner of user.
Displays the monthly planner of user.
Displays the yearly planner of user.
Group Week View Screen:
12
13
Parts
Number
12
Part
Options▼
Show full subject
Apply each time zone
Show uncompleted
To-Dos
User's time zone
13
Description
Displays all titles of appointments that were not listed and the icon
and link of the user information column.
Displays the time zone and dates according to each user’s time
zone on the Scheduler screen.
Indicates the user's time zone.
These are displayed when the user selects the Apply each time
zone check box on the top right of the screen.
51
4 Scheduler
Day View Screen:
14
15
16
Parts
Number
14
15
16
52
Part
Drop-down list for
selecting users
Select users/facilities
Show uncompleted
To-Dos
Blank area
Description
Displays the planner of the user that you selected.
Displays the Select users/facilities screen.
Click to display the New appointment screen.
Week View Screen:
17
18
19
Parts
Number
17
18
19
Part
Printable version
Show uncompleted
To-Dos
Blank area
Description
Displays the Print settings and the preview screen.
Click to display the New appointment screen.
53
4 Scheduler
Month View Screen:
20
21
22
23
24
Parts
Number
20
21
22
23
24
54
Part
Printable version
Export to iCal file
<
This Month
>
Show uncompleted
To-Dos
Month Index
Description
Export the Monthly planner to an iCalendar format file.
Displays the planner for the prior month.
Display the planner for this month.
Displays the planner for the following month.
Click a month to display its planner.
Year View Screen:
25
Parts
Number
25
Part
<
This year
>
Description
Displays the planner for the prior year.
Displays the planner for this year.
Displays the planner for the following year.
55
4 Scheduler
4.1.2
Appointment Details Screen
You can edit an appointment and add comments on this screen.
Appointment Details Screen for Regular Appointments:
1
2
3
45
7
6
8
9
•
•
Tip
If the appointment is a repeating appointment, the set period is displayed on the Appointment
details screen.
The following message is displayed with the last scheduled appointment of the repeating
appointment:
“This is the last appointment in the selected repeating period.”
Parts
Number
1
2
3
4
5
6
7
8
91
56
Part
Edit
View weekly planner of
attendees/facilities
Delete
Show day planner
Reuse
Printable version
Leave
View day planner of
attendees/facilities
Prepare a report
Associate with a report
Show reports
Description
Edits the appointment.
Displays the weekly planner of attendees and facilities.
Deletes the appointment.
Displays the day view of your planner.
Creating a new appointment using the selected appointment.
You cannot reuse the tentative appointments.
Displays the Print settings screen and a preview.
You can dismiss yourself from an appointment.
However, you cannot dismiss yourself from tentative appointments.
Displays the day planner of the attendees or facilities.
Creates a report associated with the appointment.
Links the reports that you have already created to the appointment.
Displays the reports links to the appointment.
1
: The system administrator can choose not to display these icons.
See the following for the operation: "15 MultiReport" on page 164.
4.1.3
New Appointment Screen
You can add an appointment by first selecting the type of an appointment.
New Appointment Screen for Regular Appointments:
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Parts
Number
4
Part
Regular appointments
Repeating
All day
Arrange appointment
Time zone1
Another time zone
Drop-down list of
subjects
5
6
User search
Select from all
1
2
3
Description
This tab indicates you are adding a regular appointment.
Add an all day appointment.
Add a Repeating appointment.
Add a Repeating appointment.
Add an all day appointment.
Add a tentative appointment by setting date and required duration.
Indicates the time zone that you are using.
Applies a time zone other than your time zone for the appointment.
Select the title of appointment, such as Out of office and Meeting
from the titles that have already been added. You can add subject
items on the Personal settings screen for Scheduler.
Searches users using keywords.
Displays the Select users screen when clicked.
57
4 Scheduler
Number
7
8
9
10
11
12
Part
organizations
Drop-down list for
selecting users
User details...
Facility search
A drop-down list for
selecting facilities
Facility information
details...
View availability...
Public
Description
Select the category of users to view users and organizations you
can add to the appointment.
Displays the User profile screen.
Searches facilities using keywords.
Select the category of facilities to add to the appointment.
Displays the facility information list.
Displays the Confirm appointment screen.
All users can view public appointments.
Only the users who are the attendees of the appointment can view
Private
13
the private appointments.
Only the attendees and the users who are set under the Public to
Managed
field for the appointments can view the managed appointments.
Add company
When you click this, the entry fields for the company information
14
2
information
are displayed.
15
Notes
You can enter notes for the appointment.
Add
Adds a new appointment.
16
Cancel
Cancels an appointment without adding it.
1
: When you change the time zone that is applied to the appointment, the selected time zone is displayed
to the right of the appointment date column.
2
: The following functions are available only in Japanese and searches only location within Japan:
•
•
•
•
Display company information: Searches company information from the Internet.
Postcode search: Searches addresses by postcodes using the Internet.
Map search: Searches map from the Internet.
Route search: Searches train route information available on the appointment date from the
Internet.
4.2
Using Scheduler
This section describes how to use Scheduler.
4.2.1
Adding a New Appointment
You can add an appointment for users or facilities.
The following appointments can be added:
• Regular appointment: Appointments with set date and time
• All day appointments: Appointments with selected time period
• Repeating appointments: Appointments that are repeated periodically
• Tentative appointment: Appointments that are yet to be confirmed
You can add conflicting appointments or appointments that extend for several days in all of the above
appointments.
•
58
Tip
You cannot add facilities to the following appointments:
• Conflicting appointments
• All day appointments
4.2 Using Scheduler
•
•
Appointments that do not have start and end times
The system administrator can prohibit users from adding facilities to repeating appointments.
You can create a new appointment as follows:
1
On the Scheduler screen, click New.
You can also add a new appointment using one of the following two ways:
•
•
On the Day view and the Week view screen: Click the blank area of selected time.
On the User details screen of Scheduler: Click New.
2
On the New appointment screen, select the Regular tab.
3
Select the start and end times of the appointment.
When you click Another time zone, you can apply a time zone other than the time zone that you
are using.
•
•
•
When applied to regular appointments:
You can apply different time zones on the start and end time.
When applied to all day appointments:
You can only apply the same time zone to the start and end date of the appointment.
When applied to repeating appointments:
You can only apply the same time zone to the start and end time of the appointment.
The duration of repeating appointment is displayed next to the time column.
4
Select a subject from the subject menu, or enter a customized name for the appointment.
5
Select attendees.
6
Select facilities.
You can select only facilities without selecting attendees.
When you click View availability, you can check the availability of users and facilities that are
selected in the above step 5 and 6.
7
Select visibility.
When you select either the Private and Managed check box, you can add a private appointment
that cannot be viewed by other users.
All day appointments cannot be private.
8
Click Add company information, and enter the company information.
The entered information will not be registered in Address Book.
9
Enter notes.
10 Click Add.
When the added appointment conflicts with other appointment,
of attendees on the Appointment details screen.
is displayed next to the name
59
4 Scheduler
•
Tip
The system administrator can set the contents to be displayed in the facility column.
What are Private Appointments?
Private appointments are appointments that can be viewed, edited, or deleted by only the specified
users.
Private appointments are displayed on the Scheduler screen as follows:
a)
b)
a): Indicates a private appointment that you are appointed as the viewer. If time is not set for the
appointment, the appointment displays “All day” on the Appointment details screen.
b): Indicates a private appointment that you are not appointed as the viewer.
•
Tip
When the system administrator selects the Hide private appointments check box, the private
appointments are not displayed unless you are appointed as the viewer of the appointment.
Adding Repeating Appointments with Facilities:
You cannot add some facilities to repeating appointments depending on the settings by the system
administrator.
In the facilities list on either the New appointment screen or the Edit appointments screen, only the
facilities that can be added to repeating appointments are displayed.
When You Change Tabs from Regular to Repeating:
The message is displayed when the facility that you selected on the Regular tab cannot be selected on
the Repeating tab as follows:
"Some facilities which you cannot select for repeating appointments are selected.
After clicking [Yes], only available facilities will be displayed. Do you want to continue?"
Applying the Reserved Time to the Edit Appointment Screen
You can add an appointment after confirming the availability of the attendees and of facilities for the
appointment.
60
4.2 Using Scheduler
1
Click View availability... on either the New appointment screen or the Edit appointment screen.
2
Confirm the availability of the attendees and facilities for the appointment on the Confirm
appointment screen.
Non-working hours of users are shown in gray.
3
Select the confirmed available time using the drop-down list at the top left of the screen, then click
Reflect.
This reflects the selected time on the screen from the step 1 above.
Reusing Appointments
You can create another appointment by clicking Reuse on the appointment details screen.
You cannot reuse tentative appointments.
Arranging Appointments
You cannot set the time zone on the Arrange appointments (Select users/facilities) screen.
The time zone of a new appointment is set as the time zone that you are using.
1
On the Scheduler screen, click Arrange appointments.
2
On the Arrange appointments (Select users/facilities) screen, select attendees and facilities,
then click Enter requirements >>.
Depending on the settings of the system administrator, you can select users and facilities for which
you have only the right to view.
3
On the Arrange appointments (Enter requirements) screen, click Find available times >>.
•
•
•
4
Proposed date
Up to five proposed dates can be selected.
Proposed time: Time range and hours that are required for the appointment
Facility requirements
On the Search result screen, select entries as desired, then click Add.
•
•
•
•
Proposed date and time
You cannot select the proposal date and time when the users or facilities for which you do not
have appropriate access rights are included.
Subject
Visibility: Public, Private, Managed
Adding methods
• When you select the Tentative appointment check box, the appointment with the selected
proposed dates and times are added as a tentative appointment.
The titles of tentative appointments are displayed in light blue.
61
4 Scheduler
•
•
When you clear the Tentative appointment check box, selected proposed date and time are
added to the appointment as a regular appointment.
Company information
Confirming Tentative Appointments
On the Appointment details screen of tentative appointments, click Set next to the Proposed date and
time.
You cannot reset confirmed appointments.
When one attendee confirms the appointment, the confirmation is reflected on the appointments of all
attendees.
Editing Appointments
On the Edit appointments screen, click Edit to edit an appointment.
Editing Repeating Appointments
Click Edit on the Appointment details screen, then select a range.
• This appointment only
• Appointments on and after this appointment
• All appointments
Editing Tentative Appointments
The following options can be edited in tentative appointments:
• Subject
• Visibility
• Company information
• Notes
Deleting Appointments
You can delete the following appointments:
• Appointments with only one attendee
• Appointments with multiple attendees
• Repeating appointments with only one attendee
• Repeating appointments with multiple attendees
• Tentative appointments
Appointments with Only One Attendee
On the Appointment details screen, click Delete.
Appointments with Multiple Attendees
On the Appointment details screen, click Delete.
62
4.2 Using Scheduler
•
•
Delete this appointment from all attendees' schedules
Delete this appointment from your schedule
Repeating Appointments with Only One Attendee
On the Appointment details screen, click Delete, then select the period of appointments to delete.
Repeating Appointments with Multiple Attendees
On the Appointment details screen, click Delete, then select the attendees, and the range that you
want to delete.
• Attendees:
• Delete this appointment from all attendees' schedules
• Delete this appointment from your schedule
• Range:
Tentative Appointments
On the Appointment details screen, click Delete, then select the proposed date and time to delete.
4.2.2
Attending Appointments
You can attend an appointment of which you are not an attendee.
On the Appointment details screen, click Attend to attend the appointment.
You cannot attend tentative appointments.
Attending Repeating Appointments
On the Appointment details screen, click Attend, then select the range that you want to attend the
repeating appointment.
Leaving Appointments
You can dismiss yourself from an appointment.
On the Appointment details screen, click Leave.
You cannot dismiss yourself from tentative appointments.
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4 Scheduler
Leaving Repeating Appointments
On the Appointment screen, click Leave, then select the range that you want to leave.
4.2.3
Adding Comments
You can add comments in Scheduler. Comments are displayed in chronological order.
Only the user who added a comment can delete the comment.
The following actions are unavailable in Scheduler comments:
• Attaching files
• Using the anchor link function
When you place >> (two greater than signs) next to an existing comment number with the enabled
anchor link function, a link for the referenced comment is automatically generated.
•
•
Tip
When you add a comment to a repeating appointment, the appointment with added comments is
changed to a regular appointment.
When users from different offices add comments, the time that the comment is added is displayed
according to the user's time zone.
4.2.4
Printing Appointments
You can print appointments in any of the following three ways:
• Printing an appointment individually
• Printing a week view
• Printing a month view
You cannot print comments.
The following options are available on the Print settings screen:
• Font size
• Locale
• User locale settings:
Locale settings that are set in your Personal settings
• Locale settings for printing:
Locale settings for printing that are set by the system administrator
•
Tip
User’s time zone is displayed at the lower part of the following screens:
• The Print settings screen to print one month planner
• The Print settings screen to print one week planner
Printing an Appointment Individually
On the Appointment details screen, click Printable version to print out the appointment displayed on
64
4.3 Configuring Scheduler
the screen.
Printing a Week View
On the Week view screen, click Printable version to print out the weekly planner displayed on the
Printable version screen.
Printing a Month View
On the Month view screen, click Printable version to printout the monthly planner displayed on the
Printable version screen.
4.2.5
Searching Appointments
You can search both users or facilities, and appointments.
Searching Users or Facilities
Users/facilities search is displayed only on the following screens:
• Group day view screen
• Group week view screen
You can search users or facilities by entering keywords in the search field.
Multiple users and facilities can be searched by using spaces between keywords.
When the search result contains both users and facilities, facilities are displayed after users.
You can search users by entering the following users:
• User name, English spelling, login name, pronunciation, e-mail address, position, or items set by the
system administrator.
Scheduler Search Screen
You can search appointments on the Scheduler screen. The following search options are available:
• Search in: Titles, company information, notes, comments
• Search period
• Search in: Select users
• Repeating: Select the check box to search all repeating appointments
You cannot search private appointments that you do not attend.
4.3
Configuring Scheduler
This section describes the items that you can configure in your Personal settings.
4.3.1
Configuring the Appointment Display
You can configure the screen display of Scheduler.
65
4 Scheduler
1
On the Personal settings screen, click Setting of each application > Scheduler, and then click
Display settings.
2
On the Display settings screen, edit the entries as desired, then click Save.
•
•
•
Time period to show:
Indicates the start and end time of appointments on the following screens:
• Group day view screen
• Day view screen
• Week view screen
You cannot select the same time as the start and end time.
Display Sunday
Select this check box to display Sunday at the right side on the Month view screen.
Appointment ending time:
Select this check box when you want to show appointment end time on the Group week or
Month view screen.
4.3.2
Setting Up Appointment Types
Appointment types that you set up can be used on the New appointment screen or the Edit
appointment screen.
1
On the Personal settings screen, click Settings of each application > Scheduler, and then click
Appointment type.
2
On the Appointment type screen, enter appointment types, then click Save.
Enter one type name in each row.
4.3.3
Forwarding E-mail Notifications for Appointments
Notification is forwarded to an e-mail when an appointment that you are either the attendee or viewer, is
added, edited, or deleted.
•
•
1
Tip
To use e-mail notification, the system administrator must set up the system mail account.
The sender's e-mail address of the notification is the system mail account.
E-mail forwarding.
2
On the E-mail forwarding screen, edit the entries as desired, then click Save.
•
•
66
Forwarding e-mail: Select this check box to forward the update notification of appointments to
your e-mail account.
The e-mail address that receives the notifications
•
Tip
Each user can select the character encoding for forwarded e-mail notification.
See "23.8.1 Setting Up Localization Related Items" on page 217.
4.3.4
Organizing Data Using CSV Files
You can organize Scheduler data using CSV files.
Importing Data
If an error occurs, the importing process is terminated. Any data that was imported before the error
occurred is discarded.
1
Import appointment data.
2
On the Import appointment data - Step1/2 screen, select a file, then click Next >>.
When there is the item name on the header of a CSV file, select Yes to skip the header row.
3
On the Import appointment data - Step 2/2 screen, click Import.
Exporting Data
You can save appointment data to a CSV file. You cannot save the data of all day appointments.
1
Export appointment data.
2
On the Export appointment data screen, edit the entries as desired, then click Save.
When you want to include the title in the header of the CSV file, select Yes to include the header
row.
When you do not set up the period to export, you cannot export the data to CSV file.
3
Click Save.
Enter a file name and click Save.
4.3.5
Exporting Appointment Statistics to CSV Files
Appointment statistics are collected by appointment type, and can be exported to a CSV file.
1
Appointment statistic.
2
On the Appointment statistic screen, select the target organizations or users, then click Next >>.
67
4 Scheduler
3
Edit the entries as desired, then click Export.
•
•
•
•
4
Date: Time period to report
Work hours: Work hours to report
Character encoding
Appointment summary target
Click Save.
4.3.6
Exporting Appointment Data to iCalendar Files
You can export appointment data to an iCalendar file.
There are two ways to export appointments data to an iCalendar file:
• Specifying export period
This is set up in the Personal settings.
• Exporting one month's appointment data
This is set up in Scheduler. You can export not only your appointments, but also appointments of
other users.
You cannot export appointments if you don't have access rights.
The following items are exported:
• Start date
• End date
• Repeating appointments details
• Appointments subject
• Notes
•
•
•
Tip
All day appointments are exported as undefined time appointments.
Tentative appointments are exported as regular appointments.
Repeating appointments that have the following conditions cannot be exported:
• Every first week of the month
• Every second week of the month
• Every third week of the month
• Every fourth week of the month
• End of every month
Specifying Export Period
1
On the Personal settings screen, click Settings of each application > Scheduler, and then click
Export to iCal file.
2
68
On the Export to iCal file screen, specify the period, then click Export.
3
Click Save.
Exporting One Month Appointment Data
1
On the Scheduler screen, select the Month tab, then click Export to iCal file.
2
Click Save.
69
5 Messages
5
Messages
Messages is an application that allows users to communicate with one another in Garoon 3. Only users
who are added to the recipient list can participate in the conversation.
The system administrator can see all messages in the system administration screen.
5.1
Display Overview
This section describes sample screenshots, buttons, and icons used in Messages.
5.1.1
Messages Screen
This screen displays a list of messages. Unread messages are highlighted in yellow.
Messages Screen:
3
2
1
4
5
6
7
8
9
Parts
No.
1
2
3
4
5
6
70
Part
Compose Messages
Add folder
Reorder folders
Folder details
Messages search
Advanced search
Delete all
Unacknowledged
Messages
Status
Description
Creates and sends a message.
Adds a folder.
Reorders subfolders.
Displays the details screen for the folder.
Searches messages using keywords.
Searches messages with additional search options.
Deletes all messages in the selected folder.
Displays unacknowledged messages for which you have not
clicked Acknowledge.
-Unacknowledged:
Indicates unacknowledged messages.
-Acknowledgement:
No.
Part
Description
Click to check whether the message has been acknowledged by
recipients.
-(Stopping notification):
Indicates that update notifications are stopped.
・-nn KB：
Indicates the size of the attachment to a draft message.
Indicates that update edifications are set for this folder.
7
8
9
Message title
Delete
Move
Displays the Message details screen.
Deletes the selected message.
Moves the selected message to the specified folder.
Title icons
Icon
Description
Received message
Sent message
Message with one or more unread comments
Message with one or more attachments
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5 Messages
5.1.2
Messages Details Screen
You can edit the text of message or add a comment on this screen. Unread body text and comments are
highlighted in yellow.
Messages Details Screen for an Acknowledgement Request:
1
2
3
4
5
6
7
8
9
10
Parts
No.
1
Part
Attachments
Reuse
2
3
4
5
6
72
Compose more
Messages
Save as a file
Delete
Stop update notification
Description
Displays all attachments to the body and to its comments.
Compose a new message using the body and recipients of the
current message.
You cannot reuse a draft message.
Compose a new message reusing only the recipients and
maintainers of the current message.
Saves the message as a text file. You cannot save a draft message
as a file.
Deletes a message.
Cancels update notifications. Click Edit notification to resume
update notifications.
No.
Part
Recipients
7
8
9
Attachments
Acknowledgement
status
Comments details
10
Description
Indicates the number of recipients and their details. Click Show to
display hidden recipients.
To display the recipients details screen, click Details in the
recipients area.
Displays the details of attachments to the current message.
This is displayed only by messages that requests
acknowledgement.
One of the following is displayed:
-Writing status:
Displays the date and the contents of comments written by
recipients and maintainers. Users who delete the message are
displayed in gray.
-Acknowledgement status:
Displayed only when the message requests acknowledgement.
You can confirm whether recipients have clicked Acknowledge.
Writing status is not displayed when the message requests
acknowledgment.
Messages Screen for a Sender:
11
12
Parts
No.
Part
Edit
11
Change To
12
Description
Edits the message body.
You are registered as an updater and displayed on the Messages
screen when you edit a message.
Changes the recipients.
You are registered as an updater and displayed on the Messages
screen when you change recipients.
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5 Messages
5.2
Using Messages
This section describes how to use Messages.
5.2.1
Sending a Message
Click Compose Messages on the Messages screen to compose a message.
You can select maintainers only from the recipients you selected on the Compose Messages screen.
What is a Maintainer?
A maintainer is a user who can edit and delete messages.
On the Compose Messages screen, you can specify maintainers by selecting either Only sender or
Select others.
Attaching Files
You can attach a file to the body of a message and its comments.
To display the Attachments screen, click Details next to attachment files, or click Attachments on the
Message details screen. The usage is the same as for Cabinet. You can edit only the files you have
attached.
Reusing Messages
Click Reuse on the Messages details screen to compose a new message.
The body, recipients, and maintainers of the selected message will be filled in for you.
Requesting Acknowledgement
By selecting the Request recipient's acknowledgement check box, you can create an
acknowledgement request.
What is an Acknowledgement Request?
An acknowledgement request is a message that confirms whether a recipient has read the message.
When the recipient acknowledges the message with an acknowledgement request, then the recipient
can write a comment.
The time and date of acknowledgement is recorded in Acknowledgement status.
The system administrator can set all such messages to be automatically acknowledged if the user
displays the Messages details screen.
Changing Recipients
On the Messages details screen, click Change To to change recipients.
74
5.2 Using Messages
You can view the following users on the Recipients details screen:
• Users who are selected as maintainers
• Users who canceled notification
• Users who are removed from the recipients
• Users who deleted the message
Once you add yourself to the recipient list, you cannot remove yourself.
When you delete a user from the recipient list, the message is completely removed from that user's
Inbox and Trash folders.
If messages are saved in personal folders of Garoon 2.5.4 or earlier, the users who have been removed
from the recipients of those messages can still view comments and attachments.
Deleting Messages
You can delete a message by clicking Delete on the Messages details screen.
Deleted messages are moved to Trash. You can view the latest comment until the message is removed
from Trash. However, comments cannot be added to deleted messages.
Messages that are moved to Trash are purged in the following cases:
• A message is manually removed from Trash.
• A message exceeds its retention period.
However, you can restore a message from Trash to the original folder if the retention period has not yet
elapsed.
• You can use Trash settings of Personal settings to delete messages without moving to Trash.
• Moving a received message to Trash will not affect the messages of the sender or other recipients.
Deleting a Sent Message
By selecting Delete the message from all recipients inbox in the Delete Message dialog box, the
message will be deleted from the Inboxes of all addressed users.
5.2.2
Adding Comments
You can add a comment to a message. Comments are displayed in chronological order.
Only the user who added a comment can delete that comment.
If a message requests acknowledgement, you must click Acknowledge before adding any comments.
The system administrator can enable the anchor function. When you place >> (two greater than signs)
next to an existing comment number with the anchor function enabled, a link for the referenced comment
is automatically generated.
5.2.3
Saving a Message as a File
When you save a message, the following information is saved to a text file:
75
5 Messages
•
Title
From
To
Date created
Body
File names of attachments
Comments
•
•
•
•
•
•
Comments are saved in the reverse order of the Messages details screen.
Only the names of attachments can be saved using this method, not attachment contents.
5.2.4
Organizing Messages
You can organize messages by creating folders.
However, you cannot add folders in Inbox, Sent items, Draft, and Trash.
What is a Folder Code?
A folder code is a special sequence of characters that differentiates folders. You can identify a folder by
its folder code even when other folders have the same name.
Folder codes must be unique.
Folder Restrictions
Action
Folder
Type
Inbox
Sent Item
Draft
Adding a
subfolder
Changing
folder details
Reordering
Deleting
Saving a
message to a
file
Folder memos
Update
notification
settings of a
folder
Inbox
Sent Item
✓
Trash
Added folder
Folder
location
Folder memos
✓1
✓
✓2
✓
Update
notification
settings of a
folder
✓ : This action is possible.
1
: You can reorder only the messages in each folder.
2
: Subfolders in the selected folder are also deleted. All messages in a deleted folder move to Trash.
Folders with 15 or more nested levels of subfolders cannot be deleted. Reduce the number of
nested levels to 14 before deleting the folder.
76
5.2 Using Messages
Moving Messages
You can move messages in one of the following two ways:
• Using drop-down lists
• Using drag and drop
Moving Messages Using Drop-Down Lists
You can move the message that you selected on the Messages screen to the folder specified in the
drop-down list.
Moving Messages Using Drag and Drop
You can move the message that you selected on the Messages screen to other folder using drag and
drop.
You can move a message by dragging the drag control of the message to the intended folder. The drag
control is located just to the left of the selection box. You can also move a message to Trash using drag
and drop.
While the drag control is clicked, a tooltip with the text "Move here: nn items" is displayed to the right of
the cursor.
A Restore link is displayed only when a message is moved using drag and drop.
•
•
•
Tip
When you select a message's check box, the selected message is highlighted in Blue.
You can select multiple messages by holding Shift and clicking the messages you want to move.
You cannot move a message to multiple folders in one action.
Drag and Drop in the Messages Screen:
1
2
3
4
1: Indicates the number of messages that are moved. This indicator disappears when you refresh the
screen or perform other actions
2: Clicking this will move the message back to its original folder. This link disappears when you navigate
to other pages or perform other actions.
3: The tooltip displayed while you drag a message
4: The drag control
77
5 Messages
5.2.5
Searching Messages
You can search messages on the Messages search screen. The following search options are available:
• Folders to search in: All folders, Inbox, Sent Items, Draft, added folders, or Trash
• Subfolders: Select the check box to search subfolders.
• Search period: Past 1 month, Past 3 months, Past 6 months, Past 1 year, or All items
• Search in: Title, Body, From, To, or Comments
5.3
Configuring Messages
This section describes the items you can configure in your Personal settings.
5.3.1
Setting Up Update Notifications
You can set up update notifications on folders.
1
On the Personal settings screen, click Setting of each application > Messages, and then click
Edit notification.
2
On the Edit notification screen, select the folder from which you want to receive update
notifications, then click Save.
Update Notification Restrictions
Action
Set up update notifications
Item
per message
per folder1
✓
1
: You cannot set update notifications on Trash.
•
✓
✓
Tip
If Notification filters are set up, you may not receive notifications even when update notifications are
set.
See "20.3.3 Configuring Notification Filter" on page 195.
5.3.2
Setting Up Message Filtering
This section describes how to set up the conditions for filtering received messages.
When a filter destination folder is deleted, an X appears on the Filters screen, and the filter is highlighted
in gray.
When several conditions exist, e-mails are filtered in the order that conditions are displayed on the
Filters screen.
1
78
5.3 Configuring Messages
Filters.
2
On the Filters screen, click Add filter.
3
On the Add filter screen, edit the entries as desired, then click Add.
•
•
•
Filter name
Conditions
Destination folder
When you select “(New)” as a destination folder, a folder with the same name as the filter name is
created.
Editing Filters
On the Filters screen, select the name of the filter that you want to edit, then click Edit.
Reordering Filters
On the Filters screen, click Reorder.
When you reorder filters, filter condition priority is also reordered.
Deleting Filters
On the Filters screen, select the name of the filter that you want to delete, then click Delete.
5.3.3
Trash Settings
If Trash is disabled, messages are deleted immediately instead of moving to the Trash.
1
Trash settings.
2
On the Trash settings screen, edit the entries as desired, the click Save.
•
•
Activating Trash
When you clear this checkbox, Trash is not displayed on the Messages screen.
Period to save messages in Trash
79
6 Bulletin Board
6
Bulletin Board
Bulletin Board is an application that allows users to publish announcements or other information. With
Bulletin Board, you can contact all users, or users who belong to a selected organization.
Not only can you use Messages to communicate with individual users, but you can also use Bulletin
Board to communicate with selected groups or organizations.
Only the system administrator and users with administrative privileges can set up categories and access
rights.
•
Tip
Depending on settings chosen by the system administrator and the users' locale setting, displayed
category names or the language displaying a category name may differ from those used in this
manual.
6.1
Display Overview
This section describes sample screen shots, buttons, and icons used in Bulletin Board.
6.1.1
Bulletin Board Screen
This screen displays a list of topics. Unread topics are highlighted in yellow.
Bulletin Board Screen:
1
2
3
4
5
6
Parts
No.
1
2
3
80
Part
Post new topic
Edit notifications
Bulletin Board Search
Description
Creates and posts a new topic.
Sets up notification of new comments and topic changes.
Searches topics using keywords.
No.
4
Part
Advanced search
Notes
Description
Searches topics with additional search conditions.
Indicates notes for the category.
Indicates categories that update notifications are set.
Topic title link
Displays the Topic details screen.
5
6
Bulletin Board Icons
Icon
Description
Unread topics
Topics with unread comments
Topics with attachments
Topics with unread comments and attachments
81
6 Bulletin Board
6.1.2
Topic Details Screen
You can edit the body of a topic and add comments on this screen. Unread body text and comments are
highlighted in yellow.
Topic details screen:
1
2
3
4
5
6
7
8
9
10
Parts
No.
Part
Edit
1
2
3
82
Attachments
Reuse
Description
Edits the body of the topic.
You are registered as an updater and displayed on the Topic list
screen when you edit the body of the post.
This is displayed only for the user who added the topic and for the
Displays all attachments to the topic and to its comments.
Creates another topic using the information and the body of the
selected topic.
The new topic is posted under the same category as the original
topic.
6.2 Using Bulletin Board
No.
4
5
6
7
8
9
10
6.2
Part
Save as a file
Delete
Public period
Select
Delete
>> (Number)
Description
Saves the topic as a file. You cannot save topics that are listed
under the Waiting to be published and Draft categories.
Deletes the topic.
Disables update notifications for the topic. Click Edit notification
to resume update notifications.
Indicates the time period when topic is made public.
Attaches a file to the comment currently being edited.
Deletes a comment. You can delete only the comments that you
created.
This is an anchor link. When you click this, the screen will move to
the comment with the indicated comment number.
Using Bulletin Board
This section describes how to use Bulletin Board.
Setting user rights can prohibit some users from using Bulletin Board.
6.2.1
Posting a New Topic
On the Bulletin Board screen, select a category, then click Post new topic to create a new topic.
To display the organization name in the From: column, select the organization name by selecting the
Show membership check box in the From section on the Post new topic screen.
A topic created prior to its public period is filed under Waiting to be published.
When public period is not set, the time drop-down lists display "--:--". This is treated as 0:00 AM.
The following dates and times cannot be set:
• Public period which start and end dates is prior to the current date
• Public period which start date is after the end date
•
•
Tip
Only the system administrator and users with administrative privileges can add a category.
Post period is set up based on the author’s time zone. You cannot edit the time zone of the topic that
is already posted.
Attaching Files
The Attachments screen is displayed by clicking Details of attachments, or by clicking Attachments
on the Topic details screen. The usage is the same as for Cabinet. However, you can edit only the files
that you have attached.
Reusing Topics
You can reuse the information and the body of a topic.
Click Reuse on the Topic details screen to create a new topic.
The new topic is posted under the same category as the original topic.
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6 Bulletin Board
Editing Topics
On the Topic details screen, click Edit to edit the body of the topic.
Only the topic author and the system administrator can edit topics.
You are registered as an updater and displayed on the Topic list screen when you edit the body of the
post.
You cannot set the end date of the public period prior to the current date.
You can move a topic only within its category. You cannot edit the category of topics. Only the system
administrator and user with administrative privileges can edit a category and move topics to different
categories.
Deleting Topics
Click Delete on the Topic details screen to delete a topic.
Only the topic author can delete the topic.
The system administrator can delete topics on the system administration screen.
6.2.2
Adding Comments
You can add comments to topics. Comments are displayed in chronological order.
A comment can only be deleted by its author.
The system administrator can enable the anchor function.
When the anchor function is enabled, the comment link is activated only by adding ">>" in front of the
comment number.
6.2.3
Saving a Topic as a File
You can save a topic as a file by clicking Save as file on the Topic details screen.
You cannot save any topics that are listed under the Waiting to be published or Draft categories.
The following information is saved to a text file:
• Subject
• From
• Category
• Date and time
• Public period
• Body
• File names of attachments
• Comments
Comments are saved in the reverse order of the Topic details screen.
You can only save the names of attachments, not their contents.
84
6.2 Using Bulletin Board
6.2.4
Searching Topics
You can search topics by clicking Advanced search on the Bulletin Board screen. The following
search options are available:
• Search category: Searches in the selected folder or in all folders.
• Search subcategory: Select the check box to search subcategories.
• Search period: Past 1 month, Past 3 months, Past 6 months, Past 1 year, or All items
• Search in: Category name, Subject, Body, From, or Comments
6.2.5
You can set up update notifications on a category.
You can set up the notification by clicking Edit notification on the category’s screen, or by clicking Edit
notification on the Category details screen.
You cannot disable notifications set by the system administrator. On the Edit notification screen, an
asterisk (*) appears on the category that has notifications set by the system administrator.
Action
Item
per topic
Not possible1
✓
per category
✓
✓
1
: For topics in categories with update notifications enabled, you can resume notifications even after
disabling the notification.
•
Tip
enabled.
85
7 Cabinet
7
Cabinet
Cabinet is an application that is used to manage files that are shared by the entire organization.
Only the system administrator and users with administrative privileges can create folders and set up
access rights.
•
Tip
Depending on settings chosen by the system administrator and the users' locale setting, displayed
folder names or the language displaying a folder name may differ from those used in this guide.
7.1
Display Overview
This section describes sample screenshots, buttons, and icons used in Cabinet.
7.1.1
Cabinet Screen
This screen displays a list of files.
Cabinet Screen:
1
2
3
4
5
6
7
8
9
Parts
No.
1
2
3
4
5
6
Part
Add file
Edit notifications
Download multiple files
Cabinet search
Advanced search
Notes
Delete
Move
7
8
86
Description
Uploads a file.
Set up notifications for when the file is updated or deleted.
Downloads files of the selected folder into a ZIP file.
Searches files using keywords.
Searches files with additional search options.
Indicates notes for the file.
Deletes the selected files.
Moves the selected files to the specified folder.
Indicates folders that update notifications are set.
Subject
Displays the File details screen.
No.
Part
Description
Downloads the file.
9
Updates the files.
File Icons
Icon
Description
Added files
Updated files
Select Files Screen:
This is the screen displayed when you click Download multiple files on the Cabinet screen.
10
11
12
13
14
15
16
Parts
No.
10
11
12
Part
Check boxes
File list
Download size limit
Description
Selects files to be downloaded.
Contains all files that are saved in the selected folder.
Maximum download size prior to ZIP file compression.
87
7 Cabinet
No.
13
Part
ZIP file size
Character encoding
dropdown list
14
15
16
7.1.2
Download
Cancel
Description
Indicates the compression ratio of the selected files to the
download size limit.
You can select the character encoding of multiple downloaded files
from the following character codes:
-Unicode (UTF-8)
-Japanese (Shift JIS)
-ASCII
-Latin-1 (ISO-8859-1)
-Simplified Chinese (GB2312)
-Thai (TIS-620)
Downloads a ZIP file containing the selected files.
Cancels multiple file download.
File Details Screen
You can edit file information and update the file itself.
File Details Screen:
1
2
3
4
5
6
7
8
9
88
7.2 Using Cabinet
Parts
No.
1
2
3
4
5
6
7
8
9
7.2
Part
Update
Edit info
Move
Delete
File name link
Versioning
File description
Update history
Restore
Description
Uploads a file.
Changes file information such as versioning options and file
description.
Moves files to another folder.
Deletes files.
This is a link to the file stored on the server.
You can download the file by clicking the link.
Indicates the number of previous versions to store.
Indicates the file description.
Indicates the time of the last update, and the users who updated
the file.
Updates the version of selected file as the latest file.
This is displayed only when versioning options are set.
Using Cabinet
This section describes how to use Cabinet.
Setting user rights can prohibit some users form using Cabinet.
7.2.1
Downloading Files
Select the folder with the file that you want to download, then select a file and click its title link.
You can save the file using your Web browser.
Downloading Multiple Files
Select the folder with the files that you want to download, then click Download multiple files.
When you download multiple files, the files that you select for download are compressed into a ZIP file
before downloading. The name of the selected folder is used as the name of the ZIP file.
The system administrator can prohibits some users from using this function.
7.2.2
Adding Files
On the Cabinet screen, select a folder to add files, then click Add file to add a file.
On the Add file screen, the following entry fields are available:
• The file to be uploaded
• Subject
• Versioning options
• File description
What is Versioning?
Versioning is a function that is used to preserve and manage previous versions of uploaded files.
89
7 Cabinet
If the file name link of one or more previous versions is enabled, the following actions can be performed:
You can replace the latest file with the selected previous version.
• You can protect your file in case a corrupted uploaded file overwrites the copy on the server.
Versioning allows you to specify older version of the corrupted file.
• You can directly view the selected previous version of the file in the browser.
• You can download the selected previous version of the file.
If the number of stored older versions exceeds the value that has been set in Versioning, then the
oldest version is deleted.
Uploading Multiple Files
If you need to upload several files at once, then you can use this special upload function.
You can select only files within one local directory. If you selected a file by mistake, you can clear the
check box next to its name.
You cannot use multiple file upload in the following conditions:
• A file has zero byte, or a file exceeds the file size limit set by the system administrator.
• The system administrator has disabled multiple file uploading.
• Adobe Flash Player is not installed on the client computer.
Some Web browser settings can also prevent multiple file upload.
Editing File Information
The following file information can be edited:
• Subject
• Destination folder
Updating Files
You can update a file by clicking Update on the File details screen.
You can only update one file at a time.
You cannot update a file when another user is editing the file.
When Another User is Editing the File
The following message is displayed on the File details screen while another user is editing the file:
“(User name) is editing the file.”
Other users can update when the user who is editing the file clicks Cancel editing on the File details
screen.
90
7.2 Using Cabinet
Rolling Back to an Older Version
If versioning options are set on a file, you can replace the latest version of the file with the selected
previous version.
To roll back the file, click Restore located next to the desired version on the File details screen.
Deleting Files
You can delete a file by clicking Delete on the File details screen.
If a file is deleted, all previous versions of the file are deleted as well.
Deleted files are moved to Trash. If a file is in Trash, you cannot view its information or download it.
Files can be restored within the retention period that is set by the system administrator.
Files in Trash are purged after the retention period that is set by the system administrator. File deletion
from Trash are permanent.
Contact your system administrator if you want to purge a file within the retention period.
Trash in Cabinet
Trash is displayed in the root folder and in each folder.
When files in the root folder are deleted, the deleted files move to Trash of the root folder.
When a folder is deleted, all files in the folder move to Trash of its parent folder.
7.2.3
Searching Files
You can search files on the File search screen. The following search options are available:
• Folders to search in: Searches in the selected folder or in all folders.
• Subfolders: Select the check box to search in subfolders.
• Search period: Past 1 month, Past 3 months, Past 6 months, Past 1 year, or All item
• Search in: Folder name, File name, Subject, Description, Creator, and Updater
7.2.4
You can set up update notifications on folders.
You can set up the update notifications by clicking Edit notification on the folder’s screen, or by clicking
Notification settings on the Folder details screen.
You cannot disable notifications set by the system administrator. On the Edit notification screen, an
asterisk (*) appears on the folder with notifications set by the system administrator.
Action
Item
per file
Not possible1
✓
per folder
✓
✓
✓: This action is possible.
1
: For files in folders with update notifications enabled, you can resume notifications even after disabling
notifications.
91
7 Cabinet
•
92
Tip
If a Notification filter is enabled, you may not receive notifications even when update notifications are
set.
7.2 Using Cabinet
93
8 Memo
8
Memo
Memo is an application that saves and manages memos or files. Memos and files are organized into
folders.
You can access only the memos or files that you added.
8.1
Display Overview
This section describes sample screenshots, buttons, and icons used in Memo.
8.1.1
Memo Screen
This screen displays a list of your memos and files. You can add or delete memos on this screen.
Memo Screen:
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Parts
No.
1
2
3
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5
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7
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Part
Add Memo
Add file
Add folder
Reorder folders
Folder details
Memo search
Advanced search
Delete all Memos in
folder
Memo title link
Delete
Move
Description
Creates and adds a memo.
Uploads a file.
Adds a folder.
Displays the Folder details screen for the folder.
Searches memos using keywords.
Searches memos with additional search options.
Deletes all memos and files in the current folder.
Displays the details screen for the memo or the file.
Deletes the selected memos or folders.
Moves the selected memos or folders to the specified folder.
No.
Part
Description
Downloads the file.
8
Updates the file.
Memo Icons
Icon
Description
Memo
Memo with an attachment
File
8.1.2
Memo Details Screen
You can edit or delete a memo on this screen.
Memo Details Screen:
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6
Parts
No.
1
2
3
4
5
6
Part
Edit
Save as file
Printable version
Delete
Move
Attachments
Description
Edits the memo.
Saves the memo to a text file. Attachments cannot be saved as a
text file.
Displays the memo in a printable format.
Deletes the memo.
Moves the current memo to the selected folder.
Displays the detail screen of the attachment.
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8 Memo
Attachment Details Screen:
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13
Parts
No.
7
8
9
Part
Edit info
Update
Delete
File name link
10
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13
8.2
Versioning
Description
Updated
Description
Changes file information such as version options and file
description.
Updates the file.
Deletes the file.
This is a link to the file stored on the server.
You can download the file or display its contents by clicking the
link.
Displays the number of previous versions to store.
Indicates the file description.
Indicates the date, time, and who updated this file.
Using Memo
This section describes how to use Memo.
8.2.1
Adding Memos
To add a memo, click Add Memo on the Memo screen.
Memos may be formatted using rich text format.
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8.2 Using Memo
Deleting Memos
To delete a memo, click Delete on the Memo details screen. Memo deletions are permanent. Any
attachments are deleted along with the memo. If a memo is deleted from the Updated Items list, the
memo is deleted from the folder as well.
8.2.2
Adding Files
To add a file, select a folder to add a file to, then click Add file.
The following entry fields are available on the Add file screen:
• The file to be uploaded
• File subject
• Versioning
What Is Versioning?
Versioning is a function that is used to preserve and manage previous versions of uploaded files.
By setting up versioning, you can protect your file in case a corrupted uploaded file overwrites the copy
on the server. Versioning allows you to specify older version of the corrupted file.
Uploading Multiple Files
If you need to upload several files at once, you can use this special upload function. You cannot upload
files from more than one directory using this method. If you selected a file by mistake, you can clear it by
selecting the check box next to its name the second time.
You cannot use multiple file upload in the following conditions:
• A file has zero byte, or a file exceeds the file size limit set by the system administrator.
• The system administrator has disabled the multiple file uploading.
• Adobe Flash is not installed on the user’s computer.
Some Web browser settings can also prevent multiple file upload.
Editing File Information
The following file information can be edited on the Edit file information screen:
• Containing folder
• File subject
• Description
Updating Files
You can update a file by clicking Update on the File details screen. You can replace the file with a more
recent file, or another file altogether.
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8 Memo
You can only update one file at a time.
Rolling Back to an Older Version
If a file has versioning options set, you can roll back the file to an older version within the set number of
stored versions. When a file is rolled back, the current version is replaced with the specified previous
version.
If the number of stored files exceeds the value that has been set in Versioning, then the oldest version
is deleted.
Deleting Files
You can delete a file by clicking Delete in the File details screen. File deletions are permanent.
If a file is deleted from the Updated Items listing, the file is deleted from the folder as well.
8.2.3
Printing Memos
On the Memo details screen, click Printable version to display the Print settings and the preview
screen and to print the memo. Attachments to memos cannot be printed using this method. Only the
names of attachments are printed.
• Font size
• Locale
• User locale: Applies the locale that you are using
• Local for printing: Applies the locale for printing that is set by the system administrator.
8.2.4
Saving a Memo as a Text File
You can save the following contents in a text file:
• Subject
• Date created
• Date updated
• Contents
Attachments to a memo cannot be output using this method. Only the names of the attachments are
saved. You cannot save detailed information of attachment using this method.
8.2.5
Organizing Memos and Files
You can organize Memos and files using folders.
You cannot delete folders with a nested subfolder depth of 15 or more. Reduce the depth to 14 or fewer
first, then delete the folder. Folder deletions are permanent. Any memos or folders that were in the
deleted folder will be moved to the Updated Items list.
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8.2 Using Memo
8.2.6
Searching Memos
You can search memos on the Memo search screen.
The following search options are available:
• Search text: Enter the keywords to search. Select the check box to make the search case-sensitive.
• Folders to search in: Search all folders
• Search period: Past 1 month, Past 3 months, Past 6 months, Past year, or All items
• Search in： Subject and Contents
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9 Phone Messages
9
Phone Messages
Phone Messages is an application that allows users to leave phone messages to users who are
unavailable. Phone messages can be forwarded to recipients by e-mail.
To forward the phone message by e-mail, the system mail account must be set up by the system
administrator.
9.1
Display Overview
This section describes sample screenshots, buttons, and icons used in Phone Messages.
9.1.1
Phone Messages Screen
The member users of a selected organization are displayed on this screen.
When a user sets up e-mail forwarding, “(E-mail forwarding)” is displayed next to the user's name.
Phone Messages Screen:
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5
2
3
Parts
No.
1
2
3
4
5
100
Part
Select users
Add
List
Phone Messages search
Advanced search
Status
Description
Selects organizations or users.
Displays the screen to add a phone message.
Displays the Phone Messages screen of the selected user.
Searches users with additional search options.
Indicates the user's presence information.
9.2 Using Phone Messages
Phone Messages Icons
Icon
Description
Phone messages
Added phone messages
Confirmed phone messages
9.1.2
Phone Messages History Screen
Phone Messages history and the contents of phone messages are displayed on this screen.
Phone Messages History Screen:
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7
Parts
No.
1
2
3
4
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6
7
9.2
Part
Add Phone Messages
Inbox
Sent items
Phone Messages history
search
Advanced search
Contents of phone
messages
Delete
Confirmation time
Confirm
Description
Adds a phone message.
Displays received phone messages.
Displays phone messages that you sent.
Searches phone messages history using keywords.
Searches phone messages history with additional search options.
Indicates contents of phone messages.
Deletes selected phone messages.
Indicates the time that the user clicked Confirm.
Click this to confirm the phone message.
Using Phone Messages
This section describes how to use Phone Messages.
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9 Phone Messages
9.2.1
Adding Phone Messages
Select a user to whom you want to send a phone message on the Phone Messages screen, then click
Add.
The following entry fields are available on the Phone Messages screen:
• Time
• Caller
• Message type
• Message
Deleting Phone Messages
To delete a phone message, click List next to your name on the Phone Messages screen, select phone
messages to delete, and then click Delete.
The following phone messages can be deleted:
• Inbox: All phone messages addressed to you
• Sent items: Unconfirmed phone messages
Phone message deletions are permanent.
9.2.2
Searching Phone Messages
In Phone Messages, you can search both users and phone message histories.
You can search phone messages using case-sensitive keywords.
Phone Messages Search Screen
You can search users on the Phone Messages search screen. The following search options are
available:
User name, English spelling, login name, pronunciation, e-mail address, position, or custom entries
can be searched.
Search Phone Messages history screen
You can search users on the Search Phone Messages history screen.
The following search options are available:
• Search text: Enter the keywords to search . Select the Match case check box to make search case
sensitive.
• Search target: All, Inbox, or Sent items
• Search in: Message, To, and From
• Status: All, Unconfirmed, or Confirmed
9.3
Configuring Phone Messages
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9.3 Configuring Phone Messages
9.3.1
Setting Up E-mail Forwarding
This section describes how to set up e-mail forwarding of phone messages.
To forward a phone message by e-mail, the system mail account must be set up by the system
administrator. The system mail account is used as the originating address of forwarded phone
messages.
When a user sets up e-mail forwarding, “(E-mail forwarding)” is displayed next to the user's name on the
Phone Messages screen.
1
On the Personal settings screen, Click Setting of each application > Phone Messages, and
then click E-mail forwarding settings.
2
On the E-mail forwarding settings screen, edit the entries as desired, and click Save.
• Phone Messages forwarding: Set this option to enable e-mail forwarding.
• E-mail address that receives the forwarded phone messages
•
Tip
Each user can choose the character encoding for forwarded phone messages.
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10 Timesheet
10
Timesheet
Timesheet is an application that manages your timesheets. You cannot view timesheets of other users.
Users can automatically record the start and end time of work days using the auto punch function.
The system administrator can enable the auto punch function.
This section describes sample screenshots, buttons, and icons used in Timesheet.
10.1.1 Timesheet Screen
This screen displays the hours that you worked during a particular month.
Time is displayed in the format that you set as the locale settings in your Personal settings.
Timesheet Screen:
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7
Parts
No.
1
2
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Part
The year and month of
the timesheet
Export to CSV file
Description
The starting date of the month is set by the system administrator.
Exports the timesheet to a CSV file.
10.2 Using Timesheet
No.
3
Part
Printable version
Description
Displays the printable version of the timesheet.
Displays the timesheet for the prior month.
4
Displays the timesheet of the current month.
5
6
7
Displays the timesheet for the next month.
Indicates notes.
Indicates the times you worked.
Click these to clock in, clock out, or end work time for the day.
Notes and Modifications
Work period
In, End, Out
Timesheet Icons
Buttons and Icons
In
Description
Clocks in.
End
Clocks out.
Out
Clocks out temporarily for when users leave the
office.
In
Clocks in for when users return to the office.
Click this to add notes or edit the recorded times.
This section describes how to use Timesheet.
10.2.1 Recording Work Hours
The start and end times are automatically recorded by using the auto punch function. The start and end
times are recorded as follows:
• Start: The time that you login for the first time on the day
• End: The last time that you accessed Garoon 3 on the day
The system administrator can disable this function.
On the Timesheet screen, click In, or Out displayed under the selected column.
Editing Timesheet Records
On the Timesheet screen, click the icons on the Notes and Modifications field to edit the time on the
timesheet or to add notes.
The system administrator can prohibit some users from changing the recorded time.
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10 Timesheet
10.2.2 Printing Timesheets
On the Timesheet screen, click Printable version to display the Print settings and the preview screen
and print. The timesheet information is displayed in black and white. Buttons to record the time are not
printed.
• Font size
• Justify
• Locale
• User locale: Applies the locale that you are using.
• Local for printing: Applies the locale for printing that is set by the system administrator.
•
Tip
The user’s time zone is displayed at the bottom of the printable version.
10.2.3 Saving Timesheet Data to a CSV File
On the Timesheet screen, click Export to CSV file to save the Timesheet data to a CSV file.
Use your Web browser to determine a destination to save the CSV file.
The following options are available on the Export timesheet screen:
• Period to export
• Character encoding
• Include header row
You can also save the Timesheet to a file in your Personal settings for Timesheet.
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107
11 To-Do List
11
To-Do List
To-Do List is an application that manages tasks or "To-Dos". To-Dos can be viewed only by the user who
created them.
You can set up the due date and priority for each To-Do.
To-Dos are categorized in the following three types:
• Blue: To-Dos that are not yet past their due dates, and To-Dos with no due date set.
• Blue and Bold: To-Dos that are due today.
• Red and Bold: To-Dos that are past due.
This section describes screenshots, icons, and buttons used in To-Do List.
11.1.1 To-Do List Screen
This screen displays a list of tasks entered in To-Do list. You can add or delete To-Dos on this screen.
Each tab has a different display as follows:
• Uncompleted To-Dos: The To-Do List (To-Do list) Screen
• Completed To-Dos: The To-Do List (Completed To-Do) Screen
You cannot sort To-Dos on the To-Do List (Completed To-Do) screen.
To-Do List (To-Do List) Screen:
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Parts
Number
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2
3
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Part
Add To-Do Tasks
Edit categories
Uncompleted To-Do tab
Completed To-Do tab
Categories
Completed
Title link of To-Do task
Description
Adds To-Do task.
Adds a category or reorders the display order of the categories.
Uncompleted To-Do tasks are listed.
Completed To-Do tasks are listed.
To-Do tasks can be saved to a specified category.
Moves selected To-Do tasks to the Completed To-Do tab.
Displays the To-Do List details screen.
11.2 Using To-Do List
Number
7
8
Part
Description
Indicates the due date of the task.
Indicates the priority of the task.
Due date
Priority
11.1.2 To-Do List Details Screen
You can edit the content of the task or change the status to complete.
Uncompleted To-Do List Details Screen:
1
2
3
Parts
Number
1
2
3
Part
Complete
Edit
Delete
Description
Changes the status of the task to Completed.
Edits the content of the uncompleted task. This link is displayed
only on the uncompleted To-Do list detail screen.
Deletes the To-Do task.
This section describes how to use To-Do List.
11.2.1 Adding To-Do Tasks
On the To-Do List (To-Do list) screen, select a category, then click Add To-Do to add a To-Do task.
• Category in which you want to save the task
• Name of the To-Do task
• Due date
• Priority
Priority is indicated by the number of stars. More stars indicate higher priority.
• Notes
The To-Do List details screen is displayed when you click the title link of the To-Do tasks displayed on
the Scheduler screen. Completed To-Do tasks are not displayed on planner.
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11 To-Do List
•
Tip
Check the settings of the To-Do List portlet when To-Do tasks with lower priority are not displayed in
the portlet.
Changing the Category of To-Do Tasks
On the To-Do List details screen, click Edit.
Only the category of uncompleted To-Do tasks can be changed.
Completing To-Do Tasks
On the To-Do List details screen, click Complete to change the status of To-Do task to Completed.
Completed To-Do tasks are moved to the To-Do list (Completed To-Do list) screen.
Canceling the Complete Status on To-Do Tasks
On the Completed To-Do details screen, click Move to To-Do.
Completed To-Do tasks that are moved back are displayed at the bottom of the selected category on the
To-Do List (To-Do list) screen.
Deleting To-Do Tasks
You can delete To-Do tasks in one of the following two ways:
• Deleting a To-Do task individually
• Deleting all To-Do tasks
Task deletions are permanent.
Deleting a To-Do Task Individually
On the To-Do List (To-Do list) screen, or on the To-Do List (Completed To-Do list) screen, select the
To-Do task that you want to delete, then click Delete.
Deleting All To-Do Tasks
On the To-Do list (Completed To-Do list) screen, click Delete all completed To-Do.
11.2.2 Editing Categories
You can add a category or reorder the display order of the categories.
To add categories, click Edit categories on the To-Do List (To-Do list) screen.
When the category is deleted, all To-Do tasks under the category are moved to the (All) category.
You can also set up categories in your Personal Settings for To-Do List.
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12 Address Book
12
Address Book
Address Book is an application that organizes the contact information of companies and users. You can
use e-mail addresses in Address Book as e-mail recipients.
The following address books are available:
• User list
Contains user information registered on Garoon 3.
• Personal address Book
Contains addresses for your personal use.
You can add addresses from your inbox to your personal address book.
• Shared address book
Contains addresses that are shared by all users of Garoon 3.
The system administrator sets up this Address book. The shared address book can be comprised of
multiple books.
• My address group
Consists of frequently used addresses from user list, personal address book, and shared address
book.
You can select multiple recipients at one time by using My address group when you send an e-mail to
multiple recipients.
This section describes sample screenshots, buttons, and icons used in Address Book.
12.1.1 Address Book Screen
This screen displays a list of Addresses. Addresses are displayed under each book.
The displayed items under each book can be modified in your Personal settings. However, you cannot
modify the displayed items under My address groups
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Address Book Screen:
1
2
3
4
6
5
7
8
Parts
Number
1
2
3
4
5
6
7
8
Part
Add entry
My address groups
User List
Personal Address Book
Shared Address Book
Address Book search
Advanced search
Index
Delete
Description
Adds an address.
Addresses entered in My address groups are listed.
The users of Garoon 3 are listed.
Displays an address book for your personal use.
Displays an address book that is shared with other users.
Searches addresses using keywords and search options.
Searches addresses with additional search options.
Filters addresses by initial letter of the name's pronunciation.
Deletes selected addresses from the book.
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12 Address Book
User List Screen
The users of Garoon 3 are listed on this screen.
User List Screen:
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2
3
4
Parts
Number
1
2
3
4
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Part
Select users
User list search
Advanced search
Presence information
User name
Description
Selects the organization or user to view.
Searches users with additional search options.
Indicates the user's status.
Displays the User details screen.
My Address Groups Screen
My address groups and the addresses that belong to each group are displayed on this screen.
My Address Groups Screen:
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3
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6
Parts
Number
1
2
3
4
5
6
Part
New
Reorder
Details
Change entries in
address group
Notes
My address groups
Description
Adds My address groups.
Reorders the display order of My address groups on the My
address groups screen.
Displays the Address group details screen.
Adds or deletes addresses in the My address group.
Notes on the My address groups are listed.
My address groups that you have added are listed.
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12.1.2 Address Details Screen
You can edit address data on this screen.
Address Details Screen:
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Parts
Number
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Part
Edit
Reuse
Delete
Taka a copy
Show related reports
→Show company
information...
Description
Edits the address.
Reuses this address to enter a new address.
Deletes the address.
Copies the address to another book. You cannot copy the address
in the shared address book to your personal address book.
Displays reports related to the address.
Searches for the company information on the Internet and imports
the result.
12.2 Using Address Book
12.2 Using Address Book
This section describes how to use Address Book.
12.2.1 Adding a New Address
Select the book on the Address Book screen, then click Add entry to add an address.
You can add addresses on both personal address book and shared address book.
•
Tip
On the E-mail details screen of received e-mails, you can add sender's e-mail addresses to your
personal address book.
Links on the Address Details Screen
Links
→Show company information...1
Description
Searches for the company information on the Internet and imports
the result.
→Postcode search...1
Searches addresses by the postcode and imports the result.
←Map search...1
Searches a map of the addresses and imports the result.
Click Clear to delete the imported map.
←Route Search...1
Searches a train route on the Internet and imports the result.
1
: These services are available only in Japanese and searches only location within Japan.
Reusing Addresses
To add another address, click Reuse on the Address details screen.
You can reuse addresses from both the personal address book and shared address books.
Copying Addresses to Other Book
To add the copied address to other book, click Take a copy on the Address details screen.
You cannot copy an address from a shared address book to your personal address book.
Deleting Addresses
To delete addresses, click Delete on the Address details screen.
You can delete addresses in both your personal address book and shared address book. Address
deletions are permanent.
When you delete an address that you are viewing on the My address group screen, the address is also
deleted from the address list of My address groups.
Deleting Only the Image of the Address
On the Edit address book entry screen, select the Delete check box in the Picture column, then click
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12 Address Book
Save.
12.2.2 Viewing Related Reports of Addresses
You can view associated reports of business associations entered in the shared address book.
Select an address in the Shared address book, then click Show related reports on the Address details
screen.
Tip
Related reports are not displayed in the following cases:
• The system administrator prohibits the use of MultiReport.
• The system administrator prohibits users from using Address Book or accessing the books.
• No reports that are related to the selected address are recorded.
• You do not have the access rights to the selected reports.
12.2.3 Adding a New My Address Group
To create a My address group, click New on the My address groups screen .
You can add addresses from user list, personal address book, and shared address book to My address
groups.
What Are My Address Groups?
My address groups are groups that consist of frequently used addresses from user list, your personal
address book, and shared address books. Users can only use the My address groups that the user
creates.
You can select multiple recipients at one time by using My address group when you send an e-mail to
multiple recipients.
Changing Entries in My Address Groups
You can add or delete addresses from My address groups.
Select the My address group that you want to modify on the My address groups screen, then click
Change entries in address group.
You must change the entries in each address book and user list when you change entries of addresses
entered in My address groups.
Deleting My Address Groups
To delete a My address group, click Delete on the My address group details screen.
Addresses entered in each address book and user list are not deleted by deleting My address groups.
My address group deletions are permanent.
12.2.4 Searching Addresses
You can search users and addresses in Address Book.
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12.3 Configuring Address Book
The following search options are available on each search screen:
Address Book Entry Search Screen
You can search addresses on the Address book entry search screen. The following search options are
available:
• Search text: Enter the keywords to search. Select the Match case check box to make the search
case-sensitive.
• Books to search in: Select an address book to search.
Search User List Screen
You can search users on the Search user list screen. The following search options are available:
• Search text: Enter the keywords to search. Select the Match case check box to make the search
case-sensitive.
You can search using user name, English name, login name, pronunciation, e-mail address, position,
and customized items.
Filtering Addresses
You can filter addresses using the initial letter of the user name in both your personal address book and
shared address books.
The following languages can be used to filter addresses:
• Japanese:
Click one of the Gojuon columns to display addresses with user names that begin with the kana in
that column.
The index does not differentiate between double byte, single byte, hiragana, katakana, dakuon, and
handakuon.
• English:
Click A,B,C... to display the lists of alphabets.
It does not differentiate double byte or single byte, and is not case-sensitive.
You cannot filter addresses if the pronunciation of user is blank, or if the pronunciation setting is
disabled.
12.3.1 Visible Items
You can set up items that you want to display in the Address Book list.
1
On the Personal settings screen, click Setting of each application > Address Book, and then
click Visible items.
2
Select User list or the book to set up on the Visible items screen.
3
On the Visible items screen, select the items that you want to display in the Address Book list, then
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12 Address Book
click Save.
12.3.2 Organizing the Data of Personal Address Book Using
CSV Files
You can organize your personal address book data using CSV files.
Importing Data
1
click Import Address Book.
2
On the Import Address Book - Step 1/2 screen, select a file, then click Next >>.
When there is the item name on the header of a CSV file, select Yes to skip the header row.
3
Click Import on the Import Address Book - Step 2/2 screen.
Exporting Data
1
click Export Address Book.
2
On the Export Address Book screen, edit the entries as desired, then click Export.
When you want to include the titles in the header of the CSV file, select Yes to include the header
row.
3
Click Save.
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13 E-mail
13
E-mail
E-mail is an application that sends and receives e-mails. It is compatible with multiple accounts.
Sent and received e-mails of Garoon 3 are saved on the servers where Garoon 3 is installed.
You can check your e-mails even if you are accessing Garoon 3 from another client computer.
You cannot view e-mails of other users.
This section describes sample screenshots, buttons, and icons used in E-mail.
13.1.1 E-mail Screen
This screen displays a list of e-mails. you can add and delete e-mails on this screen.
Unread e-mails are highlighted in yellow.
E-mail Screen:
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9
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11
12
13 14
15
16
17
Parts
Number
1
2
3
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Part
Compose E-mail
Receive new E-mail
Selected e-mail account
Description
Creates and sends a new e-mail.
Receives new e-mails.
Indicates the currently selected e-mail account. You can select the
account to use when multiple accounts have been created.
The number in the parentheses next to the account name is the
number of unread e-mails left on the mail server.
Number
4
5
6
7
8
9
10
11
12
13
Part
Receive e-mails for all
accounts
Add folder
Reorder folders
Folder details
E-mail search
Advanced search
The total size of e-mails
in all e-mail accounts
Delete all
Total size of the e-mail
account
Filter
Notes
Acknowledgement
(Number)
14
15
16
17
Delete
Mark as read
Move
Edit
Subject of the e-mail
Sender
Description
Receives e-mails for all accounts you set up.
Adds a folder.
Displays folder details.
Searches e-mails using keywords.
Searches e-mails with additional search options.
Indicates the total data size of e-mails in all e-mail accounts.
Deletes all e-mails within the selected folder at once.
Indicates the total amount of data used by the selected e-mail
account.
Filters e-mails by status.
Notes that are attached to the folder are displayed.
Indicates e-mails with acknowledgement request.
Indicates the number of unread e-mails in the folder.
Indicates a folder set with update notifications.
Deletes the selected e-mails.
Marks selected e-mails as read.
Moves selected e-mails to the specified folder.
Changes the status of selected e-mails to the specified status.
Displays the E-mail details screen when clicked.
Displays the history of sent/received e-mails with the sender.
E-mail Icons
Icon
Description
Regular e-mails
E-mails replied to all recipients
E-mails replied to a recipient
Forwarded e-mails
E-mails with attachments
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13 E-mail
13.1.2 E-mail Details Screen
You can reply to and forward e-mails on this screen.
E-mail Details Screen of Inbox:
1
3
4
5
6
7
8
2
9
10
11
Parts
Number
1
2
3
4
5
Part
Reply
Printable version
Reply to all
Forward
Filter
View source
6
7
8
9
10
11
124
Delete
Save as file
Character encoding
(Browse/Add)
Recipients
Description
Replies to the recipients listed in the To: field.
Displays a printable version of the e-mail on the Print settings
screen.
Replies to all recipients listed in the To: and Cc: fields.
Forwards e-mails to other e-mail addresses.
Sets up filter conditions for e-mails
Click this to display the header information of the e-mail as a text
document.
When an HTML e-mail is received, the text body of the e-mail can
be displayed in HTML format by clicking Display as HTML.
Deletes the e-mail.
Saves the e-mail as a text file.
Sets up the character encoding of received e-mails.
Adds the e-mail address to your personal Address Book.
Indicates the number of recipients and the e-mail addresses. Click
Show to display hidden recipients.
When you click (←Hide), only the e-mail address of the first
recipient is displayed.
13.2 Using E-mail
13.2 Using E-mail
This section describes how to use E-mail.
13.2.1 Receiving E-mails
On the E-mail screen, you can receive new e-mails by clicking one of the following buttons:
• Receive new E-mail: Receives e-mails for the selected account.
• Receive E-mails for all accounts: Receives e-mails for all accounts.
The system administrator can prohibit users from using this function.
Recipients Display
When there are more than two recipients, the following icons and links are displayed:
•
, or →Show:
Displays all recipients in the To: and Cc: columns.
•
, or ←Hide:
Displays only the e-mail address of the first recipient in the To: column.
“To:” or ”Cc:” do not appear on the screen if no recipient is appointed in the To: or Cc: column.
The recipients set in the Bcc: field by the sender are not displayed to the recipients of the e-mail.
Attachments
When e-mails have attachments, the attachments are displayed at the lower part of the E-mail details
screen.
You can delete attachments by clicking Delete attachments. However, you cannot delete attachments
individually. When e-mails have multiple attachments, all attachments are deleted by clicking Delete
attachments.
•
Tip
The following functions are disabled when attachments are deleted from an e-mail:
• Displaying the e-mail source
• Changing the character encoding
• Saving the e-mail as a text file
Troubleshooting Incoming E-mails
Problems in receiving e-mails can be caused by any of the following:
• The size of received e-mail exceeds the maximum size for incoming e-mail size.
• The total size of e-mails exceeds the size limit.
• You received partitioned e-mails.
• Received e-mails are still left on the e-mail server.
See the followings for details of each scenario:
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13 E-mail
The Size of Incoming E-mail Exceeds the Maximum Size of Incoming E-mail
The system administrator may have set the total size of e-mails a user can save, or the maximum size of
a received e-mail.
If either the total size of e-mails that a user can save or the size limit of a received e-mail is set, user
cannot receive e-mails that exceeds the size limit.
You can manage unreceived e-mails using the following actions:
• Deleting the e-mails from the mail server
Click E-mail unable to receive from mail server on the E-mail details screen, then click Delete.
• Receiving the e-mails using other e-mail software
If the Total Size of E-mails Exceeds the Size Limit
When the size of saved e-mails for the user exceeds the total size of e-mails set by the system
administrator, you cannot send or receive e-mails.
You can send and receive e-mails again by deleting unneeded e-mails to decrease the size of saved
e-mails.
If You Received Partitioned E-mails
You cannot receive partitioned e-mails.
The following message appears when you receive a partitioned e-mail:
“This e-mail has been broken apart by certain mailer software.
This application cannot display e-mails that have been broken apart by certain mailer software.
E-mail details can be displayed in [View source].”
Click View source on the E-mail details screen to view the content of the partitioned e-mail.
If Received E-mails Are Still Left On the E-mail Server
You cannot receive a large volume of e-mail at once.
To receive a large volume of e-mail, click Receive new e-mail repeatedly on the E-mail details screen.
When You Receive External Notifications
When external notifications are enabled by the system administrator, you can receive notifications from
systems other than Garoon 3.
The following message appears when you receive external notifications:
"Received N external notifications."
You can check received external notifications in the Notifications list or in the Updates portlet.
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13.2 Using E-mail
When You Receive E-mails with Read Receipt Request
The following message appears when you receive an e-mail with read receipt request:
"This E-mail has the read receipt.
Do you want to respond to the request?
(Reply to: xxxx<***@****.com>)”
If you click Reply at the bottom of the message, an e-mail indicating that a recipient has opened the
e-mail is sent to the user who requested.
This message disappears when you click Reply or Never send a response.
What Are E-mails with Read Receipt Request?
You can use read receipt request to confirm whether recipients have read the e-mail.
13.2.2 Sending E-mails
Click Compose E-mail on the E-mail screen to create a new e-mail.
The following options are available on the Compose E-mail screen:
• Selecting the E-mail account
• Selecting the recipients
When entering multiple e-mail addresses, add comma (,) between e-mail addresses.
• To: Enter e-mail address of recipients.
• Cc: Enter e-mail address that you want to send a copy of the e-mail.
E-mail addresses entered in the Cc: field are displayed to the recipients listed in the To: and Cc:
fields.
• Bcc: Enter e-mail addresses that you want to send a blind carbon copy to.
E-mail addresses in the Bcc: field are not displayed to the recipients in the To: and Cc: field.
• Attaching files
• Setting up a signature
• Read receipt
Select this check box when you want to confirm whether the recipients read the e-mail.
When you create an HTML e-mail, you can display the text body of the HTML e-mail as a text file by
clicking View in HTML format on the E-mail details screen.
To display the Confirm E-mail sending screen before you send an e-mail, select Confirm before
sending on the General settings screen of E-mail in your Personal settings.
See "13.3.1 Configuring E-mail Settings" on page 133.
Selecting E-mail Addresses from the Address Books
On the Compose E-mail screen, click Address book, then select e-mail addresses on the Select
e-mail address screen.
When you have already set up My Address group or My groups, you can select My address group or My
groups on the Select e-mail address screen.
You can search e-mail addresses from the following data:
• My address groups
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13 E-mail
•
User list
Personal address book
• My group
• Shared address book
You can remove search results from the screen by clicking Clear search results.
•
Resending E-mails
You can edit an e-mail to resend by clicking Resend on the E-mail details screen of e-mails in Sent
items.
You can only resend e-mails that you created.
Replying to E-mails
Click Reply on the E-mail details screen of a received e-mail to compose a reply.
The e-mail address of the sender is displayed on the Reply E-mail screen. The subject of the reply adds
"Re:" to the subject of the received e-mail.
When you want to reply to all e-mail addresses in the To: and Cc: fields, click Reply all.
When you reply to e-mails with attachments, the replying e-mail does not contain the attachments.
Forwarding E-mails
Click Forward on the E-mail details screen of a received e-mail, then select the recipients to forward to.
The attachments to the e-mail are also forwarded.
The subject of the forwarding e-mail adds "Fwd:" to the subject of the received e-mail.
Deleting E-mails
You can delete e-mails in any of the following three ways:
• Deleting an e-mail individually
• Deleting all e-mails
• Deleting e-mails within a specified time period
Deleting an E-mail Individually
Select an e-mail to delete on the E-mail details screen, then click Delete.
Deleted e-mails are moved to Trash.
Deleting All E-mails
Select folders to delete on the E-mail screen, then click Delete all.
Deleted e-mails are moved to Trash.
E-mails moved to Trash are purged in the following cases:
• Deleting manually in Trash
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13.2 Using E-mail
•
The retention period that is set in Trash expires
Moving e-mails to Trash does not affect e-mails saved by the senders or other recipients.
You can recover deleted e-mails from Trash within the retention period of Trash.
E-mails can be deleted without moving it to Trash depending on your Personal settings.
Deleting E-mails Completely by Selecting the Time Period
You cannot restore e-mails that are deleted using this method.
1
On the Personal settings screen, click Setting of each application > E-mail, and then click
Delete E-mail.
2
On the Delete E-mail screen, edit the entries as desired, and click Delete.
•
•
E-mail account
Date: E-mails that had been received prior to the specified date are deleted.
When an E-mail Account is Removed
Depending on the settings by the system administrator, users may view the e-mail data of a removed
e-mail account even when the e-mail account is removed.
When you no longer need the e-mail data of removed e-mail account, click Delete the account
completely on the E-mail screen.
13.2.3 Other Functions Available on the E-mail Details Screen
The following functions are available on the E-mail details screen: See below for details.
• Setting up e-mail status
• Changing the character encoding
• Adding e-mail addresses to address books
• Displaying e-mail source
• Printing e-mails
• Saving e-mails as text files
Setting Up E-mail Status
If the status management function is enabled in your Personal settings, you can set up e-mail status.
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13 E-mail
Select the e-mail status from the drop-down list at the top right of the E-mail details screen, then click
Change.
You can check the processing status with the e-mail status.
See "13.3.9 Setting Up Status Management" on page 137.
Changing the Character Encoding
Click Character encoding on the E-mail details screen, then select a character encoding.
If you want to save the e-mail with different character encoding, first click Character encoding on the
E-mail details screen, select a character encoding, then click Save.
The following character encodings are available:
• Unicode (UTF-8)
• Shift-JIS
• ISO-2022-JP
• EUC-JP
• ADCII
• Latin1 (ISO-8859-1)
• Simplified Chinese (GB2312)
• Thai (TIS-620)
Adding E-mail Addresses to Address Books
Click (Browse/Add) next to the recipient's address on the E-mail details screen to add the address to
the address book.
The Add address book entry screen is displayed in a new window when you click (Browse/add).
Displaying E-mail Source
Click View source on the E-mail details screen to display the header information and the e-mail data as
a text file.
You cannot display the e-mail source of drafts.
Printing E-mails
Click Printable version on the E-mail details screen to display the Print settings screen and to print.
You cannot print attachments to an e-mail. Only the names of attachments are printed.
You cannot print out drafts.
• Font size
• Locale
• User locale:
Locale settings that you are using
• Locale for printing:
Locale settings for printing that are set by the system administrator
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13.2 Using E-mail
Saving E-mails as Text Files
You can save an e-mail as a text file by clicking Save as file on the E-mail screen.
You cannot save drafts or e-mails that the attachments are deleted as text files.
The following contents are saved in a text file in the selected character encoding:
• Subject
• From
• To
• Sent date and time
• Text body of e-mail
Attachments cannot be saved as a text file. Only the names of the files are saved.
You can save all e-mails as a text file in your Personal settings.
13.2.4 Organizing E-mails
You can organize and distribute e-mails by creating folders. Added folders are set up with update
notifications.
You cannot add folders within Inbox, Sent, Draft, or Trash.
What Is a Folder Code?
A folder code is a special sequence of characters that differentiates folders. You can identify a folder by
its folder code even when other folders have the same name.
Folder codes must be unique.
Folder Restrictions
Action
Types
Creating
subfolders
Changing
folder Info
Reordering
folders
Deleting
folders
Saving
e-mails
as a text file
Inbox
✓1
✓2
Sent Item
Draft
Trash
✓
Added folders
✓
✓3
✓4
✓5
✓
✓: This action is enabled.
1
: You can change notes in folders and set up update notifications.
2
: Enabled only with e-mails in Inbox and Sent
3
: You can move folders, change notes in folders, and set up update notifications.
4
: You can reorder the e-mails within each folder.
5
: Subfolders in the selected folder are also deleted. All messages in a deleted folder move to Trash.
Moving E-mails
You can move e-mails in one of the following two ways:
• Moving e-mails using drop-down lists
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13 E-mail
•
Moving e-mails using drag and drop
Moving E-mails Using Drop-down Lists
You can move e-mails that you selected on the E-mail screen to the specified folder from the drop-down
lists.
Moving E-mails Using Drag and Drop
You can move e-mails that you selected on the E-mail screen to the specified folder using drag and
drop.
You can move e-mails by dragging the drag control of the e-mail to the intended folder. The drag control
is located just to the left of the selection box. You can also move e-mails to Trash.
When you move selected e-mails to the destination folder, a tooltip with the text “Move here: nn items” is
displayed to the right of the cursor.
A Restore link is displayed only when an e-mail is moved using drag and drop.
•
•
•
Tip
E-mails with its check box marked are highlighted in blue.
You can select multiple items by holding Shift and selecting multiple e-mails at once.
You cannot move e-mails to multiple folders at one time.
E-mail Screen:
a)
b)
c)
d)
a): Indicates the number of moved e-mails. It disappears when you perform another action or go to
another page.
b): Moves e-mails back to their original folders. It disappears when you perform another action or go to
another page.
c): The tooltip that is displayed when you move the selected e-mails to the destination folder.
d): Drug control
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13.3 Configuring E-mail
13.2.5 Searching E-mails
You can search e-mails on the Search E-mail screen. The following search entry fields are available:
• Search text: Enter search keywords.
You can select to search by differentiating upper or lower cases as necessary.
• Folders to search in:
Searches the following folders within each e-mail account:
All folders, Inbox, Sent, Draft, personal folders, and Trash
• Subfolders:
Select the check box to search in subfolders.
• Search period:
Past 1 month, past 3 months, past 6 months, past 1 year, or All
• Search in:
Title, Body, From, To, Cc, and Bcc
You cannot search the following e-mails:
• Unread e-mails
• E-mails that you marked read on the E-mail screen or the Notifications screen.
13.2.6 Checking E-mail Logs
You can display the e-mail log for each sender.
Select a folder on the E-mail screen, then click the name of the sender or the recipient.
If you click Compose on the Show mail log screen, you can compose an e-mail addressed to the
selected sender or recipients.
13.3.1 Configuring E-mail Settings
You can configure the related items to E-mail such as the format of names displayed in the list, and the
character encoding for a new e-mail.
1
General Settings.
2
On the General settings screen, edit the entries as desired, then click Save.
•
•
Format:
You can select the display format for the list from Name, E-mail address, and Name (E-mail
address).
Preserve attachment:
Select this check box to preserve attachments of sent e-mails with the e-mail data.
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13 E-mail
•
•
Confirm before sending:
Select this check box to display the confirmation screen before sending an e-mail.
Character encoding for sending e-mail:
• Unicode (UTF-8)
• Shift-JIS
• ISO-2022-JP
• EUC-JP
• ADCII
• Latin1 (ISO-8859-1)
• Simplified Chinese (GB2312)
• Thai (TIS-620)
13.3.2 Setting Up Trash
If Trash is disabled, e-mails are deleted immediately instead of moving to Trash.
1
On the Personal settings screen, click Setting of each application > E-mail, and then click Trash
settings.
2
On the Trash settings screen, edit the entries as desired, then click Save.
•
•
Activating Trash
Trash is not displayed on the E-mail screen if the Use check box is not selected.
Period to save e-mails in Trash
E-mails in the Trash are completely deleted when the retention period is expired.
13.3.3 Setting Up E-mail Accounts
You can edit the settings of your e-mail account.
The system administrator can prohibit some users from editing their e-mail accounts.
1
E-mail account settings.
2
Click your e-mail account on the E-mail account settings screen.
3
Click Edit on the E-mail account details screen.
4
On the Edit e-mail account screen, edit the entries as desired, then click Save.
•
•
•
134
User account name
Password
Leave e-mail on incoming mail server
•
Tip
Click Details next to the e-mail server name on the E-mail account details screen or Edit e-mail
account screen, you can check the detailed information of the e-mail server.
Reordering E-mail Accounts
Click Reorder on the E-mail account settings screen.
The first e-mail account listed on the E-mail account settings screen is displayed in the Selected
e-mail account area on the E-mail screen.
13.3.4 Setting Up E-mail Signatures
You can create multiple signatures on each e-mail account. Select the signature corresponding to an
e-mail.
The selected signature is displayed at the bottom of text body.
1
Signature settings.
2
Select the e-mail account that you want to add a signature to on the Signature settings screen,
then click Add signature.
3
On the Add signature screen, edit the entries as desired, then click Add.
•
•
Name of a signature
Contents
Editing Signatures
On the Signature settings screen, select an e-mail account, then click Edit.
Reordering Signatures
You can change the display order of signatures that are added to the same e-mail account by clicking
Reorder signatures on the Signature settings screen.
The first signature listed on the Signature settings screen is displayed at the Signature entry on the
Compose E-mail screen.
Deleting Signatures
On the Signature settings screen, select a signature, then click Delete.
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13.3.5 Setting Up Sender Information
You can set up sender's name that is displayed on your e-mail for each e-mail account.
1
Sender information settings.
2
On the Sender information settings screen, select the e-mail account, and enter a name.
3
Click Save.
13.3.6 Setting Up Update Notifications
You can set up update notifications on a folder. You cannot set up update notifications on Trash.
1
On the Personal settings screen, click Setting of each application > E-mail, and then click Edit
notifications.
2
On the Edit notifications screen, select an e-mail account and folders to notify of updates, then
click Save.
•
Tip
set.
13.3.7 Setting Up E-mail Filtering
This section describes how to set up the filtering conditions for received e-mails.
When several conditions are set, e-mails are filtered in the order that conditions are displayed on the
Filters screen.
If the filtering destination folder has been deleted, a symbol "x" and gray number will be shown next to
configuration item.
1
On the Personal settings screen, click Settings of each application > E-mail, and then click
Filters.
2
On the Filters screen, click Add filter.
3
On the Add filter screen, edit the entries as desired, then click Add.
•
•
136
Filter name
Conditions:
Sets up filter conditions of e-mails
•
•
Status
The selected status is set on incoming e-mails.
Destination folder:
When you select "(New)" as a destination folder, a folder with the same name as the filter name is
created.
Editing Filters
On the Filters screen, click the filter you want to edit, then click Edit.
Reordering Filters
On the Filters screen, click Reorder.
When you reorder filters, filter condition priorities are also reordered.
Deleting Filters
On the Filters screen, select the name of the filter that you want to delete, then click Delete.
13.3.8 Editing Read Receipt Settings
You can set up read receipts to for e-mails, and how to reply to read receipt request.
1
On the Personal settings screen, click Setting of each application > E-mail, and then click Read
receipt settings.
2
On the Read receipt settings screen, edit the entries as desired, then click Save.
•
•
Read receipt:
Select the check box to show Request read receipt on the Compose E-mail screen.
Response to read receipt:
Select a response to read receipt from the followings:
• Never send a response
• Ask me before sending response
See "When You Receive E-mails with Read Receipt Request" on page 127.
• Always send a response
You can optionally set e-mails not to respond to read receipts when you are a Bcc recipient.
13.3.9 Setting Up Status Management
You can use e-mail status to the following functions:
• Filter conditions for e-mails
• Sorting e-mails
• Filtering e-mails
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13 E-mail
1
Manage e-mail by status.
2
On the Manage e-mail by status screen, select the Use check box.
3
Click Save.
Status types
Status
(all)
Undefined
Unprocessed
Need to send
Processed
On hold
Ready to send
Description
E-mails that have all status.
E-mails that have no status.
Unprocessed e-mails.
E-mails that must be sent.
Processed e-mails.
E-mails on hold.
Ready to send e-mails.
13.3.10 Organizing E-mail Data with Files
You can organize e-mail data with files.
Importing Data
You can import e-mail data in UNIX mbox and eml formats.
1
Import from file.
2
On the Import from file screen, edit the entries as desired, then click Next >>.
•
•
•
•
3
138
Target e-mail account:
This is a target e-mail account to import.
Import files from:
You can select all folders except Trash.
Format:
UNIX mbox format or eml format (1 file per e-mail)
File
Click Yes.
Exporting Data
You can neither save drafts nor e-mails that the attachments are deleted.
1
On the Personal settings screen, click Settings of each application > E-mail, then click Export
to file.
2
On the Export to file screen, edit the entries as desired, then click Export.
3
Save the file.
•
•
•
•
Source e-mail account
This is a source e-mail account to export.
Folder to export:
You can select all folders.
Format:
UNIX mbox format or eml format (1 file per e-mail)
Tip
To export an e-mail individually, click Save as file on the E-mail details screen.
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14 Workflow
14
Workflow
Workflow is an application that enables users to circulate requests and to process the approval and
acknowledgement of the requests in the Web browser.
The system administrator can prohibit some users from using all or a subset of Workflow functions.
14.1 Before Using Workflow
This section describes basic information for using Workflow.
14.1.1 Available Functions in Workflow
The following functions are available in Workflow:
• Submitting Requests:
You can create requests using the request forms that are created by the system administrator.
You can select multiple approval routes for a request.
You can send requests on behalf of other users.
• Processing submitted requests:
• You can process requests on behalf of other users.
• Managing data of your own requests
User Types
Depending on the actions performed with requests, Workflow categorizes users in the following types:
• Applicants:
Persons who submit request forms to processors (such as approvers or authorizers).
• Processors:
Persons who are appointed to approve or authorize requests.
• Approvers
Persons who approve, reject, or send back requests.
• Acknowledgers
Persons who acknowledge the approved requests.
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14.1 Before Using Workflow
14.1.2 Request Flow
The flow from submission to completion of a request is displayed as the following flowchart.
Rejected or Sent Back
Request
Data
Applicants
Withdrawn
Approver 1
Approved
Approval
Route
Approver 2
Cancelled
Final
Approver
Approved
When the request is approved by the final
approver, the applicant is notified.
Acknowledger 1
Acknowledger 2
Final
Acknowledger
When the request is completed, the applicant is
notified.
Acknowledged
Acknowledgment
Route
Acknowledged
: Request route
: Handling by
processors
: Handling by applicants
: Notification
When all appointed processors finish their tasks, the request is completed.
What Are Routes?
A route is the workflow from the submission to the completion of a request.
Depending on the requesting forms, the routes can be set as follows:
• Only the approval route
• Both approval and acknowledgement routes
• Only the acknowledgement route
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14 Workflow
What Are Route Steps?
Route steps are the series of steps that are required to process requests. These steps are arranged in
the approval and acknowledgement routes. Multiple approvers or acknowledgers may be appointed in
one route step.
Status Categories
The status of request changes depending on the process of applicants or processors.
Workflow lists display the request status as follows:
• In progress:
This status indicates that the request has been submitted, and that the final processor has not yet
processed the request.
However, the status changes to "Approved" when the final approver approves the request, and both
approval and acknowledgement routes are set in the request process.
• Approved:
This status indicates that the final approver has approved the request, and both approval and
acknowledgement routes are set in the request process.
"Approved" is displayed until the final acknowledger acknowledges the request.
• Rejected:
This status indicates that the request has been rejected by the processors.
• Canceled:
This status indicates one of the following:
• The applicant withdrew the request before the first processor started processing the request.
• The applicant canceled the request before the first acknowledger started processing the request.
• Completed
This indicates that all processes of request routes had been completed.
Processed Request and Displayed Status
Displayed status
Applicant's Recent list
Processor's Recent list
Request
Requests in processing
N/A
In progress
Sent back requests
In progress
In progress1
Rejected requests
Rejected
N/A
Approved requests by the final
Approved
Approved
approvers2
Requests withdrawn by the applicant
N/A
Canceled
Requests canceled by the applicant
N/A
Canceled
Requests that all processes had been
Completed
N/A
completed in the route steps
N/A: No applicable status3
1
: When a request is sent back to the prior processor, this status is displayed on the Recent list of the
prior processor.
2
: This assumes that both approval and acknowledgement routes are set in the request process.
3
: You may check the status of requests by displaying your Sent items and Inbox.
•
Tip
The latest status of the request is displayed in the Sent items of the applicant and in the Inbox of the
processors.
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14.2
Display Overview
This section describes screenshots, icons, and buttons used in Workflow.
14.2.1 Workflow Screen
This screen displays a list of submitted request forms.
Workflow (Recent) Screen:
1
2
3
4
5
6
7
8
9
10
Parts
Number
1
2
3
4
5
Part
Create
Request search
Advanced search
Unprocessed
Drop-down list
Start
Status
Number
6
7
8
Results
Recent
Sent items
Inbox
Draft
Description
Creates and submits a request.
Searches requests using keywords.
Searches requests with additional search options.
Indicates unprocessed requests.
You can select the start number of the requests that must be
processed in sequence.
Starts processing the request with the selected number using the
drop-down list.
Indicates the status of the requests that were submitted by you.
Displays the selected request when clicked.
You can process the request with the number that follows the
selected number in sequence.
Indicates the completed request by you.
Displays the request with the status of In progress, Approved, and
Completed.
Displays the request that were submitted by you.
Displays the request that were submitted by you and that must be
processed by you in chronological order.
Displays the draft request. Canceled and withdrawn requests are
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Number
Part
Description
also displayed.
Proxy approval folder1
Displays if you are appointed as a proxy approver.
Pending approval folder1 Displays the request for which you are an appointed processor in a
route step.
1
Public requests list
Displays the public requests.
9
Delete
Deletes the selected request.
Request forms title
Indicates the request form names used for the request.
Displays the Request details screen.
10
Request title
Displays the Request details screen.
1
: The system administrator can choose not to display these icons.
Workflow (Pending Approval) Screen:
11
12
13
14
Parts
Number
11
Description
"Urgent" is displayed when the applicant sets the priority to Urgent.
Indicates the consecutive number applied for requests. This
number is displayed only when the request number is entered on
the used request form.
12
The request number is displayed in one of the following forms:
-Numbers that are common to all request forms
-Numbers that are used for each request form.
Applicant2
Indicates the applicant user.
The system administrator can choose to display the name of a user
13
who is appointed as a proxy approver.
Submission date
Indicates the date that the request was submitted.
14
If a request was submitted today, the time is displayed. If a request
was submitted prior to today, the date is displayed.
2
: On the Workflow (Sent items) screen, the applicant field is displayed as a "Processor".
144
Part
Priority
Request number
14.2.2 Request Details Screen
You can confirm request contents and the route steps.
Request Details Screen:
1
2
3
4
5
6
7
8
Parts
Number
Part
Reuse
1
2
3
4
5
6
7
Printable version
Delete from list
Cancel application
Request contents
Status
Route history
Description
Creates another request using the current request.
Reuse is enabled only with the following requests:
-Sent items
-Results
-Canceled requests
-Rejected requests
Displays the request on the Print settings screen.
Deletes the request from Sent items list or Inbox list.
Cancels or withdraws the request. Displayed only with the request
that you submitted.
Indicates the contents of the request. Displayed items can differ
depending on the request forms.
Indicates the processing status of the request.
Displays the edit history of route after the submission when you
click this link.
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Number
Part
(←Show step names or
requirements only)
8
Description
Displays only the route steps and step requirements when you
click this link.
The following information is displayed when you click (→Show full
details):
-Processors, results, comments, dates and times, route steps, step
requirement
See " 14.4.1 Processing Requests” on page 153.
14.2.3 Process Unprocessed Requests Screen
You can process or acknowledge requests.
Process unprocessed requests screen:
1
2
Parts
Number
1
146
Part
Comments field
Description
Added comments are displayed in the comment field of the
request's status.
14.3 Applicant's Actions
Number
Part
Approve
2
Reject
Send back
Description
Comments are added by the processors in the route steps.
Approves the request.
The approved request is sent to the next route step.
Rejects the request.
The request is sent back to the applicant.
The request is sent back to the applicant or the selected processor.
This section describes what the applicant must do to submit a request.
14.3.1 Submitting Requests
Select a request form to create a request.
1
On the Workflow screen, click Create.
2
On the Create request: Select form screen, select a category and a request form.
3
On the Create request: Fill form screen, edit the entries, and then click Set Route >>.
The item description may be displayed.
You can display an item’s description by clicking
screen..
4
or Description if they are displayed on the
On the Create request: Set route screen, select the processors for the request route, and then
click Confirm >>.
You cannot select “(Omitted)” for the following processors:
•
The approver of the final route step in the approval route
• All processors in all route steps
The system administrator can prohibit applicants from changing processors who were appointed as
the initial processors.
5
On the Create request: Submit screen, confirm the request, and then click Submit.
When (←Hide processors) is clicked, only the route steps and types are displayed.
All processors are displayed when (→Show all processors) is clicked:
The Step requirement field is highlighted only in the final step of the approval route on the Create
request: Submit screen.
See "14.4.1 Processing Requests: Step Requirements in Approval Routes" on page 154.
•
Tip
The route changes when route branching is set on the used request form.
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Reusing Requests
You can reuse the following requests:
• Requests that you submitted
• Requests that were canceled by processors
• Requests that were rejected by processors
In any request, you cannot reuse the route step information.
Processors are displayed in the route steps only when the initial value is set for the route step of the
request form.
On the Request details screen, click Reuse in new request to create another request.
•
•
Tip
You cannot reuse the request forms for which you do not have access privileges. Default values are
applied when you do not have access privileges to individual entries.
When you reuse a modified request form, the latest request form is applied.
Confirming Your Requests
You can confirm requests that you submitted.
On the Workflow (Recent) screen or the Workflow (Sent items) screen, click the subject of a request.
Confirming Requests That Are Sent Back
The requests that are sent back by the processor to the applicant are displayed under the Unprocessed
list on the Workflow (Recent) screen. The status of the request is displayed as "In progress".
Select the request that is sent back to confirm the request contents.
How to Reapply Requests That Are Sent Back
Select the request that was sent back, then click Reapply.
You can edit the entries as desired and reapply.
•
•
Tip
Reapplied requests are processed as regular requests.
A reapplied request uses the request form from the original submission, even when the request form
is modified prior to reapplication.
Confirming Rejected Requests
Rejected requests are displayed under the Result list on the Workflow (Recent) screen, the Workflow
(Inbox) screen, and the Workflow (Sent items) screen. The status of the request is displayed as
"Rejected".
Click the rejected request to confirm the request contents.
How to Reapply Rejected Requests
Click the rejected request, then click Reuse in new request.
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Changing Request Routes
You can change request routes when anyone who is appointed as a processor is absent.
Only the request routes of unprocessed request can be changed.
The system administrator can prohibit users from changing request routes.
1
On the Workflow (Sent items) screen, select the request to change the request route.
2
On the Request details screen, click the route steps to be changed.
3
On the Route step details screen, click Change.
4
On the Change route step screen, select the processor to remove, and then click Remove→.
5
Select a new processor, click Add, then click Save.
You cannot select “(Omitted)” for the final approver.
You can confirm the changed request route on the Request details screen.
Confirming Route History
You can confirm the edit history of request routes.
Click Route history on the Request details screen.
Withdrawing Requests
You can withdraw the request before it is processed by the processors. You cannot withdraw requests
that are already in process.
You can only withdraw requests that are already in process.
See "14.3.1 Submitting Requests: Withdrawing Requests " on page 149.
1
Select the request to withdraw on the Workflow (Sent items) screen.
2
On the Request details screen, click Withdraw request.
3
Enter a comment, then click Withdraw.
The withdrawn request is saved under the Draft folder.
How to Reapply Withdrawn Requests
Display the Request details screen of the withdrawn request under the Draft folder, and then click Edit
draft.
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•
Tip
When you try to reuse a draft request with a modified request form, then the latest request form is
applied when editing the draft request.
Canceling Requests
You can cancel requests that are already in process. However, you cannot cancel requests that are
already approved by the final approver.
When you want to cancel an unprocessed request, you must withdraw the request.
See "14.3.1 Submitting Requests: Withdrawing Requests" on page 149.
1
Select the request to cancel on the Workflow (Sent items) screen.
2
Click Cancel request on the Request details screen.
3
Enter a comment, then click Cancel request.
•
•
Tip
When you click Acknowledge on the Confirm cancelled request screen, the canceled request is
removed from the list of unprocessed requests.
The processor who already received the notification of the request can still view the canceled request.
The processors who have not received the notification cannot view the canceled request.
See "14.4.1 Processing Requests: When Applicants Cancel Requests" on page 155.
14.3.2 Submitting Requests as a Proxy Applicant
The user appointed as a proxy applicant can submit a request on behalf of the delegator (original
applicant).
The proxy applicant can use the request forms for which the delegator has the access rights.
•
•
Tip
Both the proxy applicant and the delegator can withdraw and cancel the request that is submitted by
the proxy applicant.
The submitted request by a proxy applicant is processed as if the request is submitted by the original
applicant.
1
Click Create as Proxy on the Workflow screen.
2
On the Select delegator screen, select the delegator, then click Select form >>.
3
On the Create proxy request: Select form screen, select a category and a request form.
4
On the Create proxy request: Fill form screen, edit the entries as desired, then click Set route >>.
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You can display an item's description by clicking
5
or Description if they are displayed.
On the Create proxy request: Set route screen, select the processors for the request route, and
then click Confirm >>.
You cannot select “(Omitted)” for the following processors:
•
The approver of the final route step in the request route
• All processors in all route steps
The system administrator can prohibit applicants from changing processors who were appointed as
the initial processors.
6
On the Create proxy request: Submit screen, confirm the request contents, then click Create
proxy request.
When (←Hide processors) is clicked, only the route steps and step requirements are displayed.
All processors are displayed when (→Show all processors) is clicked.
The Step requirement field is highlighted only in the final step of the approval route on the Create
proxy request: Submit screen.
See "14.4.1 Processing Requests: Step Requirements in Approval Routes " on page 154.
•
•
Tip
The submitted data is saved in the Sent items list of both the proxy applicant and the delegator.
The route changes when route branching is set on the used request form.
Displaying Proxy Applicants
The user name of the delegator is displayed in the applicant column of the request submitted by the
proxy applicant.
The user name of the proxy applicant is displayed to the right of the delegator's name.
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Workflow of Proxy Requests
You can view, withdraw, and cancel submitted request on the Sent items list of the delegator.
When the proxy request is processed, the result is notified to both the proxy applicant and the delegator.
Proxy
Applicant
Request
Approver 1
(Displayed on the Sent items list)
Approval
Route
Delegator
Withdrawn
(Saved in Draft)
Cancel
Final
Approver
: Request route
: Delegator's actions
: Display of requests
Withdrawing Proxy Requests
Both the proxy applicant and the delegator can withdraw the submitted proxy requests.
When the request is withdrawn, the notification is removed from the Sent items list of both the proxy
applicant and the delegator.
The withdrawn request is saved under the Draft folder of the proxy applicant.
The delegators cannot view the request that are withdrawn by the proxy applicant.
See "14.3.1 Submitting Requests: Withdrawing Requests" on page 149.
Canceling Proxy Requests
Both the proxy applicant and the delegator can cancel the submitted proxy requests.
See "14.3.1 Submitting Requests: Canceling Requests " on page 150.
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14.4 Processor's Actions
Submitting Proxy Requests by Reusing Requests
Proxy applicant can submit a proxy request by reusing the following requests:
• Submitted proxy requests
• Canceled proxy requests
• Rejected proxy requests
• Requests that are canceled by the delegator
• Requests that are withdrawn by the delegator
Processors are displayed in the route steps only when the initial value is set for the route step of the
request form.
In any requests, you cannot reuse the processors who are appointed as the route steps.
On the Request details screen, click Reuse in new request to create another request.
•
•
•
Tip
When a proxy applicant is changed, the request cannot be reused as the proxy request of the
delegator.
You cannot reuse the request forms for which you do not have access privileges. Default values are
applied when you do not have access privileges to individual entries.
When you reuse a modified request form, the latest request form is applied.
This section describes basic actions by approvers and acknowledgers.
14.4.1 Processing Requests
This section describes the actions that are performed when you are appointed as a route step of
approval route.
1
Select the request to process from the Unprocessed list on the Workflow (Recent) screen.
2
Enter a comment on the Process unprocessed requests screen, then click Approve, Reject, or
Send back.
The approved request is notified to the next processor.
When changing of route steps is permitted, processors can change route steps in the unprocessed
request route steps.
See "14.3.1 Submitting Requests: Changing Request Routes" on page 149.
•
Tip
If the processor has access rights to entries on the request form, the following actions can be
performed:
• When editing rights to the entry are granted:
The processor can edit the value of the entry or attach files to the entry.
• When viewing rights to the entry are granted:
The processor can view the value or attached files of the entry.
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Step Requirements in Approval Routes
Step requirement indicates the number of approvers required to process requests.
The following two step requirements are available for approval routes:
• Approval (all approvers):
When a request is set to be approved with this route step, approval from all appointed processors are
required.
• Approval (any one approver):
When a request is set to be approved with this route step, approval from only one of appointed
processors are required.
•
•
Tip
In the both step requirements, other processors cannot process the request if any one of processors
sends back or rejects the request.
When multiple processors are appointed in single route step, the request is displayed in the
Unprocessed list of other processors even after one of processors sent back or rejected the
application.
To remove the request from the list, select the target request from the Unprocessed list, then click
Acknowledge.
Confirming Unprocessed Requests
You can check to which steps the request is progressed on the Pending approval list when you are
appointed as the route step for the request.
The requests that can be approved by proxy approvers are not displayed in the Pending approval folder
of the proxy approver.
The system administrator can prohibit to display the Pending approval folder.
Workflow (Pending approval) screen:
Request Status Icons
Icon name
Description
Indicates a route step in which you are appointed as a processor.
Indicates a route step in progress. This icon turns white after completion.
Indicates a route step that is already processed or to be processed.
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Sequential Processing
When multiple requests are listed under Unprocessed list on the Workflow (Recent) screen, you can
process those requests in sequential order by selecting the sequential number.
This function is very useful when you are processing large number of requests.
1
On the Unprocessed list of the Workflow (Recent) screen, select the numbers to process using one
of the following actions:
•
•
2
Selecting the number from the drop-down list and clicking Start
Clicking the number displayed in the Unprocessed list
Enter a comment on the Process unprocessed requests screen, then click Approve, Reject, or
Send back.
The approved request is notified to the next processor.
When the changing of route steps is permitted, processors can change route step in the
unprocessed request route.
See "14.3.1 Submitting Requests: Changing Request Routes" on page 149.
3
Repeat the step 2 to process the request.
Placing a Hold on the Process
You can display the next request by placing a hold on the request process even during the sequential
processing by using the following action.
Click Next >> at the right top or right bottom of the Process unprocessed requests screen.
When You Are Removed From Route Steps
The request is displayed under the Unprocessed list on the Workflow (Recent) screen even when you
are removed from the route steps. The status of this request indicates "In progress".
The processor must confirm the request contents, then click Acknowledge.
•
Tip
The requests with changed approval route are deleted from the unprocessed list when you click
Acknowledge on the screen.
When Applicants Cancel Requests
You can confirm the canceled request in the Unprocessed list on the Workflow (Recent) screen. The
status of this request is displayed as "Canceled".
The processor must confirm the request contents, then click Acknowledge.
There may be a comment by the applicant added to the canceled request.
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•
•
Tip
When you click Acknowledge on the Confirm cancelled requests screen, the canceled request is
deleted from the Unprocessed list.
The notified processors can still view the canceled request even when the applicant cancels the
request. The processors who have not received the notification cannot view the canceled request.
14.4.2 Acknowledging Requests
This section describes the actions that are performed when you are appointed as a processor in the
route steps of an acknowledgement route.
1
Select the request that the status is either "Approved" or "In progress" in the Unprocessed list on the
Workflow (Recent) list screen.
2
On the Process unprocessed requests screen, enter a comment, and then click Acknowledge.
When processed, the request is removed from the Unprocessed list.
14.4.3 Processing Request as a Proxy Approver
When a delegator (original processor) is appointed as the route step of approval route, the proxy
approver can approve the submitted request by an applicant.
The requests that are submitted to the delegator are saved in the following folders:
• Inbox and Recent folders of the delegator
• Proxy approval list folder of the proxy approver
•
•
Tip
The submitted request by a proxy applicant is processed the same as if the request is submitted by
original applicant.
The requests that can be approved by proxy approvers are not displayed in the Pending approval
folder of the proxy approver.
1
Select the request that you want to approve on the Workflow (Proxy approval) screen.
2
Enter a comment on the Process unprocessed requests (Proxy approval) screen, and then click
Approve, Reject, or Send back.
•
Tip
If the processor has access rights to entries on the request form, the following actions can be
performed:
• When editing rights to the entry are granted:
The processor can edit the value of the entry or attach files to the entry.
• When viewing rights to the entry are granted:
The processor can view the value or attached files of the entry.
Display of processors appointed as proxy approvers
The user name of the delegator is displayed in the processor field of the request approved by proxy
156
approver.
The user name of the proxy applicant is displayed to the right of the delegator's name.
Workflow for Processing Request by Proxy Approvers
You can view the request processed by the proxy approver in the Inbox list of the delegator. The
delegator can process the request even when the proxy approver is appointed.
When the delegator processes the request, the request is removed from the list of requests to be
approved by proxy of the proxy approver.
In that case, the proxy approver cannot confirm the contents or the status of the removed request.
(View in the Recent or Unprocessed list)
Delegator
Reject or Send back
Applicants
Request
(View in the Inbox list)
Proxy
Approver
Approved
Approver 2
Approval
Route
Final
Approver
: Request route
: Handling by processors
: Display of request
Processing Requests Sequentially as a Proxy Approver
When multiple requests are listed on the Workflow (Proxy approval) screen, you can process those
requests in sequential order by selecting the sequential number.
This function is very useful when you are processing large number of requests.
See the following section for details:
"14.4.1 Processing Requests: Sequential Processing" on page 155.
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14.5 Common Actions
This section describes the common actions in Workflow.
14.5.1 Viewing Public Requests
Users other than applicants and processors in the approval route can also view requests when the
following conditions are met:
• The requests are submitted using a public request form.
• The requests that are process by the final approver of approval or the final acknowledgement has
been completed.
1
•
•
Select a category on the Workflow (Public) screen, then select a request.
Tip
The system administrator can prohibit the display of the Public folder.
You can view all entries of the public requests regardless of access rights settings of entries.
14.5.2 Removing Requests
You can remove requests in one of the following two ways:
• Removing the specified request
• Removing the request individually
You cannot remove the request in the Unprocessed list.
•
Tip
Only the system administrator can remove the requests from the list of all processors who are
appointed for the request.
Removing the Specified Requests
You can select and remove requests stored in a folder.
1
Select a folder on the Workflow (Recent) screen, then select the requests that you want to remove,
and then click Delete.
Removing a Request Individually
You can remove the request only in the Inbox, Sent items, and Draft folders.
1
158
On the Request details screen, click Delete, and then click Yes.
14.5 Common Actions
14.5.3 Printing Requests
On the Request details screen, click Printable version to display the Print settings and the preview
screen and to print.
Only the request is printed.
Attached files to a request are not printed. Only the file names are printed.
• Font size
• Cells width: Select this check box to set all cell widths to the same value.
• Locale
• User locale: Locale settings that are set in your Personal settings
• Locale for printing: Locale settings for printing by the system administrator
•
•
Tip
The user's time zone is displayed at the bottom of the printable version.
You can also print the requests that are in the Unprocessed list and that the status or result is either
"Rejected" or "Canceled".
14.5.4 Searching Requests
You can search requests on the Search requests screen. The following search options are available:
• Search in: Recent, Inbox, Sent items, Proxy approval, Pending approval, and Public
• Results per page: 10, 20, 50, and 100
• Search conditions: edit as desired
The following requests or entries cannot be searched:
• Draft requests
• Request form entries of which no access rights has been set
Categories of search conditions
•
•
•
•
•
•
•
•
•
•
Number: Searches a request with the specified request number.
Form: String: Searches requests that use the entered request form.
Subject: Searches requests with the specified subject.
Status: Searches requests with the specified status. Select the status from In progress, Completed,
Rejected, Approved, or Canceled.
Request date: Searches requests submitted on the specified date.
Applicant: Searches requests of applicants’s specified by the keywords.
Searches applicants using the following information:
• Name, English spelling, Login name, Pronunciation, E-mail address, Position, and customized
items.
Entry field: Searches requests with the entry fields that are specified in the keywords.
Priority: Searches requests with the specified priority. The priority can be either "Normal" or "Urgent".
includes: Searches requests containing the specified search conditions.
doesn't include: Searches requests that do not contain the specified search conditions.
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•
•
•
•
is: Searches requests that exactly matches the specified search conditions.
is not: Searches requests that does not exactly match the specified search conditions.
is earlier than following: Searches requests that was submitted before the specified date.
is at or after than following: Searches requests that was submitted after the specified date.
14.6 Configuring Workflow
This section describes how to configure Workflow in your Personal settings.
14.6.1 Setting Up Keitai Access for Workflow
You must set up Keitai to log into Workflow using a mobile phone.
When you want to operate requests other than Workflow using a mobile phone, you must set up Keitai
access in Garoon 3.
See "21 Keitai" on page 198.
See the following page for supported mobile phones:
"21.1.1 Compatible Mobile Phone Platforms" on page 198.
1
On the Personal settings screen, click Setting of each application > Workflow, and then click
Account settings.
2
On the Account settings screen, enter your mobile phone e-mail address, then click Save.
Sending Keitai Login URL for Workflow
For easy access, you can send the login URL to your mobile phone via e-mail.
You can access Workflow by browsing to the URL in the e-mail.
What Is a Login URL?
The login URL is a URL with an encoded login name and password used to log in to Garoon 3.
Example:
http://(IP address or host name of server)/scripts/cbgrn/grn.exe/workflow/cellular/menu?a="*****"
The text inside the quotation marks ( " ) contains the encoded data.
The following settings must be configured by the system administrator to use the login URL:
• The login URL
• The system mail account
1
Send Login URL.
160
2
•
•
On the Send log in URL screen, confirm the login name and e-mail address, then click Send.
Tip
The e-mail that the login URL is attached is not recorded in the user’s Sent items.
If your mobile phone is set up to block unknown calls and e-mails, you must disable the blocking or
add an exception to receive e-mails from the Garoon 3 system. Contact your system administrator for
the Garoon 3 system e-mail address.
Deactivating the Sent Login URL
To deactivate the sent login URL, you must change your Garoon 3 password.
See the following section for changing your password:
"1.2.1 Changing Your Password" on page 17.
When your Garoon 3 password is changed, the sent login URL is deactivated and you can no longer
access from Keitai. To resume Keitai access, you must send a new login URL to your mobile phone.
Disabling Workflow Access in Keitai
It is recommended that you disable mobile access to Garoon 3 when you do not use Keitai for a long
time, or when your mobile phone is lost.
1
Account settings.
2
On the Account settings screen, select Disable access from mobile, then click Save.
14.6.2 Accessing Workflow Using a Mobile Phone
You can access Workflow in Garoon 3 using a mobile phone in one of the following two ways:
• Browsing to the Access URL manually
• Using the login URL
See the following section for details on access methods:
"21.2.1 Accessing Using a Mobile Phone" on page 200.
See the following section for the Workflow functions that can be performed using a mobile phone:
"21.2.2 Applications Available in Keitai" on page 201.
•
Note
Keitai screens are displayed only in Japanese.
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14.6.3 Designating Proxies
You can designate proxies who can submit or process requests for you.
The system administrator can prohibit users from appointing a proxy applicant or a proxy approver.
1
Proxy Settings.
2
Click Change on the Proxy settings screen.
3
Select a proxy applicant and a proxy approver, then click Save.
When you add or remove proxies, the users appointed as the proxy applicant or proxy approver are
not notified.
•
•
•
•
Tip
You can designate only one proxy applicant and one proxy approver.
You can select the same user for a proxy applicant and an approver.
The delegator can operate the following action for the request that have been submitted by the proxy
applicant:
• Viewing, withdrawing, canceling, and reusing requests
The requests that are processed by the proxy approver are removed from your Unprocessed list on
the Workflow (Recent) screen.
14.6.4 E-mail Notifications for Request Processing
When you set up e-mail notifications, you can receive processing updates for the following:
• Processed requests that you have submitted
• Requests in which you are appointed as a route step
To notify the process contents of the request by e-mail, the system mail account must be set up by the
The system mail account is used as the originating address of the notified request.
1
E-mail notification settings.
2
On the E-mail notification settings screen, edit the entries as desired, then click Save.
•
•
•
•
E-mail notification: Select whether you want to be notified
E-mail address to receive notifications
Tip
The character encoding of e-mail notifications can be edited by each user.
No e-mail notifications are sent to proxy applicants.
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15 MultiReport
15
MultiReport
MultiReport is an application that enables users to create and view business reports, such as meeting
minutes or daily reports, in the Web browser.
You can associate reports that you have created with appointments that you have attended, and with
addresses in the shared address book.
Examples:
• Creating reports that are associated with a scheduled business trip.
• Creating meeting minute that is associated with a meeting appointment.
The system administrator can prohibit some users from using MultiReport, or limit its functions.
This section describes screenshots, icons, and buttons used in MultiReport screens.
15.1.1 MultiReport Screen
This screen displays a list of reports. Unread reports are highlighted in yellow.
MultiReport Screen:
1
2
3
4
5
6
7
8
Parts
Number
1
164
Part
Prepare a report
Description
Displays a screen to create and send a report.
Number
2
3
Part
(Number)
Viewable reports
MultiReport search
Advanced search
(Notification is stopped)
4
5
6
Description
Indicates the number of newly received reports.
Displays a list of public reports. You can view these reports even if
you are not a recipient.
Searches reports using keywords.
Searches reports with additional search options.
Indicates reports for which the update notification is canceled.
Private reports
Recently used filters
Displays filters that you selected recently.
7
Recommended filters
Displays recommended filters.
All filters
Displays all usable filters.
8
Report subject
Displays the Report details screen when clicked.
1
: The link is enabled only when there are filters to display.
1
MultiReport Icons
Icon name
Description
Reports
Reports with attachments
Edited reports
Edited reports with attachments
Report with unread comments
Report with unread comments and attachments
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15 MultiReport
15.1.2 Report Details Screen
This screen displays the contents of reports and its comments. Unread comments are highlighted in
yellow.
Report Details Screen
1
2
3
4
5
6
7
8
9
10
11
12
13
Parts
Number
Part
Edit1
1
2
3
4
5
6
166
Change notification
recipients1
Attachments
Reuse
Printable version
Delete
Description
You can edit the contents of a report.
You are registered as an updater and displayed on the Report
details screen when you edit the contents.
You can change recipients on the displayed screen.
You are registered as an updater and displayed on the Report
details screen when you change recipients.
Displays all attachments to the body and the comments.
You can create another report by reusing the information and the
body of the current report.
Deletes the report.
Number
7
8
Part
Public to
Other watchers
9
Attendees and
notification recipients
Attendees2
Description
Cancels update notifications for the report. When you want to
enable update notifications again, click Edit notification.
Indicates the visibility of the report.
Indicates notification recipients other than the attendees. To
display hidden notification recipients, click Expand.
Displays the Attendees and notification recipients screen.
Indicates users from the office who are attendees of events such
as meetings or business trips.
Outside parties2
Indicates participants from outside the office, such as business
associates or clients. You can select outside parties from the
11
shared address book.
12
Report contents
Indicates the contents of the report.
13
Select
Adds attachments to the comment.
1
: This link is displayed only to the author and users who are allowed to edit the report.
2
: This link may not be displayed depending on the report format.
10
15.1.3 Reports That Are Associated with an Appointment
You can display the reports that are associated with an appointment. Each attendee can create one
report that is associated with an appointment.
Appointment Details Screen:
1
2
3
4
5
Parts
Number
1
2
Part
Prepare a report
Associate with a report
Hide reports
3
4
Remove association
Description
Creates a report on the Appointment details screen of the
appointment that you attend.
Associates the report that you created to the appointment.
Hides report that is displayed on the screen. To display the report
again, click Show reports.
(Number) indicates the number of reports that are associated with
the appointment.
Removes the association between the appointment and the
reports.
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15 MultiReport
15.1.4 Reports That Are Associated With Addresses
When you set up addresses from the shared address book as outside parties, you can associate a report
with the address.
You can view the reports that are associated with addresses in the shared address book.
Depending on the report format, there may be no entry field for outside parties.
Related Reports Screen:
1
Parts
Number
1
Part
Report subject
Description
Displays the Report details screen when you click this link.
15.2 Using MultiReport
This section describes how to use MultiReport.
15.2.1 Preparing a Report
You can create and send reports.
1
Click Prepare a report on the MultiReport screen.
2
On the Prepare a report: Select form screen, select a category, then select a report form.
When you click (Root), forms that you have recently used are displayed.
Up to five recently used forms are displayed.
When the recently used report forms are deleted or deactivated, the forms are removed from the
recently used forms list.
3
On the Prepare a report: Fill form screen, enter the required entries.
You can display an item's description by clicking
4
or Description if they are displayed.
Select users who can view the report.
Public to
All
168
Description
The report that can be viewed by all users.
Public to
Only attendees and
Notification recipients
5
Description
The report that can be viewed only by the author, the
attendees, and the notification recipients.
This is displayed only when the report form has the Attendees
entry field is set.
The report that can be viewed only by the author and
notification recipients.
Select users for Other watchers or Notification for.
Update notifications are set automatically for the author and attendees.
You can select users whom you want to send notifications other than the author or attendees on
Other watchers or on Notification for.
6
Select the maintainers who can edit the report.
You can select maintainers from users that are appointed as the attendees and notification
recipients.
7
Click Confirm details >>.
8
On the Prepare a report: Submit screen, click Submit.
•
•
•
•
•
Tip
Attendees and notification recipients can stop update notifications.
When you click a link of an outside party, the Address details screen corresponding to the outside
party is displayed. The link of an outside party is displayed only when the following conditions are
met:
The outside party is added to the shared address book.
Users who can view the report have the access right to the address of the outside party.
Users who can view the report have the access right to the address book.
Report Viewing Status When Visibility Is Set
The following users can view the report when the report form that has defined access rights:
• Author
• Other watchers
• Attendees
Viewers of the report are limited once the Public to entry field is entered.
The enabled viewers and the settings of Public to field as follows:
Public to
Only attendees and
All
User
Author
✓
✓
Attendees
✓
✓
✓
✓
Other users
✓
✓: Can view the report
✓
✓
✓
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15 MultiReport
Attaching Files
You can attach files to the report contents and comments of a report.
When you click Details that is displayed next to the attached file name or Attachments on the Report
details screen, the Attachments screen is displayed. As in Cabinet, you can edit only the files that you
have attached.
Depending on report forms, you cannot attach files to the report contents of the report.
Reusing Reports
You can create another report by reusing an existing report.
Click Reuse on the MultiReport screen to prepare a report.
You cannot reuse a report if its report form has been deleted.
When the report form for the report that you want to reuse has been updated, the latest report form is
applied.
Editing Reports
Only the authors, users with editing rights, and the system administrator can edit reports.
Click Edit on the Report details screen to edit the report.
You cannot edit the report using the report form that has been deleted.
When the report form for the report that you want to reuse has been updated, the latest report form is
applied in editing the report.
Changing the Notification Recipients
Only the authors, users with editing rights, and the system administrator can change notification
recipients.
Click Change notification recipients on the Report details screen to edit the recipient list.
The update notifications are not sent when you add or change the notification recipients on the Change
notification recipients screen.
You can confirm the following users on the Attendees and notification recipients screen by clicking
Attendees and notification recipients on the Report details screen.
• Maintainers
• Disabled notifications users
Deleting Reports
Only the authors, users with editing rights, and the system administrator can edit reports.
Click Delete on the Report details screen to delete the report.
Report deletions are permanent.
170
Available Functions in Viewable Reports
User
Author
Maintainers
Users with
administrative
privileges
Submitted reports
Draft reports
Submitted reports
All submitted
reports
Submitted reports
Draft reports
Submitted reports
All submitted
reports
Submitted reports
Draft reports
Submitted reports
All submitted
reports
Action
Editing reports
Editing the users
and
the notification
recipients
Deleting reports
Adding
✓
comments
Deleting
Only your
comments
comments
✓ : This action is enabled.
✓
Only your
comments
Other users
✓
All comments
Only your
comments
15.2.2 Adding Comments
You can add comments to reports. Comments are displayed in chronological order.
Only the user who added a comment can delete that comment.
The system administrator can enable the anchor link function.
When you place “>>” (two greater than signs) next to an existing comment number with the enabled
anchor link function, a link for the referenced comment is automatically generated.
•
Tip
The system administrator can delete any comment.
15.2.3 Preparing a Report Associated with Appointments
On the Appointment details screen of the appointment that you attend, click Prepare a report to create
a report. The attendees of the appointment are reflected in the attendees on the Prepare a report: Fill
form screen.
The prepared report is associated to the appointment.
Each user can create one report for an appointment.
You can edit the attendees of both reports and appointments, even after you associate reports with
appointments.
However, the attendees of the report are not associated with the attendees of the appointment.
Changing the attendees of the reports does not affect the attendees of the appointment.
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15 MultiReport
Associating Prepared Reports with Appointments
On the Appointment details screen of the appointment that you attend, click Associate with a report
to associate the selected existing report with the appointment.
Each user can associate one report with an appointment.
The following functions are available on the Select a report screen.
• When you click Details next to the report subject, the Report details screen is displayed in a new
window.
• Searching reports that are not associated with another appointment using keywords.
•
Tip
You can associate only the report that you created to an appointment.
Removing Associations
On the Appointment details screen of the appointment that you attend, click Show reports to display
the associated reports, and then click Remove association. Or click Remove association on the
Report details screen to remove association between the report and the appointment.
Reports are not deleted when you remove associations.
•
•
Tip
You can remove only the associations that you created.
However, users with administrate privileges can remove the association that other users created.
Available Functions for Different Reports:
The description assumes that the report that you want to create association is viewable.
Action Viewing the
Preparing
Associating
Editing
Removing
associated
reports
reports
reports
associations
reports
Appointments
Appointments that you
✓
✓1
✓2
✓
✓
attend
Appointments that you
✓
do not attend
Appointment that you
✓
✓
✓
left
Private appointments:
Tentative appointments
N/A
N/A
N/A
✓： Enabled, N/A : Not applicable
1
： When a report that is associated with an appointment is saved as a draft, you cannot associate
another report to the same appointment.
2
： You can associate only the report that have been sent. When you associate a report with a repeating
appointment, the repeating appointment becomes a regular appointment.
15.2.4 Viewing Reports that Are Associated with Addresses
When you use addresses from the shared address book as other parties, the report is associated with
172
the selected addresses in the shared address book.
You can view the reports that are associated with addresses in the shared address book.
On the Address details screen in the shared address book, click Show related reports.
•
Tip
When the following conditions are met, the reports that are associated with the address are displayed
on the Address details screen:
• Users can use Address book and have access rights to the shared address book.
• Users have viewing rights of the selected report.
15.2.5 Printing Reports
On the Report details screen, click Printable version to display the Print settings and the preview
screen to print.
Only the contents of the report are printed.
The following information is not printed:
• Notification recipients
• Maintainers
• Attachments
Only the attachment file names are displayed on the Print settings screen.
• Comments
The following options are available on the Print settings and the preview screen:
• Font size
• Locale
• User locale: Locale settings that are set in your Personal settings
• Locale for printing: Locale settings for printing by the system administrator
15.2.6 Searching Reports
You can search reports on the following two MultiReport screens.
MultiReport Screen
You can search reports using keywords on the MultiReport screen. The selected folder during the
search is the target folder.
The reports that contain the keywords are displayed in the any of following items:
• Entries in the report form
• Author
• Comments
Search Reports Screen
You can search reports on the Search reports screen. The following search options are available:
• Folder: Inbox, Sent items, Draft, and Viewable reports
• Report form: Select the check box whether you want to search in the report form that you used for the
reports.
• Search conditions: Author, Written date, Items, and Comments
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15 MultiReport
15.2.7 Filtering Reports
By using filters, you can search reports with set conditions in the viewable reports.
The search conditions are display on the top of reports list when filters are set.
Filter Types
Filter
Recently used filters1
Description
Displays the filters that you selected recently. Filters up to 5 can be
displayed. When you select a filter, the selection history is updated.
2
Recommended filters
Displays the recommended filters for the login user.
The system administrator set up the recommended filters.
All filters
Displays all usable filters.
1
： Updating filter history is permanent.
2
： The following filters are not listed in the Recently used filters:
•
•
Removed filters
Inactive filters
15.3 Configuring MultiReport
This section describes how to configure MultiReport in your Personal settings.
15.3.1 Setting Up Keitai Access for MultiReport
You can set up to log in to MultiReport from your mobile phone.
When you want to use request other than MultiReport on your mobile phone, you must set up Keitai
access in Garoon 3.
See "21 Keitai" on page 198.
See the following section for supported mobile phones:
"21.1.1 Compatible Mobile Phone Platforms" on page 198.
1
On the Personal settings screen, click Setting of each application > MultiReport, and then click
Account settings.
2
On the Account settings screen, enter your mobile phone e-mail address, then click Save.
Sending Login URL
For easy access, you can send the login URL to your mobile phone via e-mail.
You can access Keitai by browsing to the URL in the e-mail.
What Is a Login URL?
Example:
174
http://（Server's IP address or host's name/scripts/cbgrn/grn.exe/multireport/cellular/menu?a="******"
The text inside the quotation marks ( " ) contains the encoded data.
• The login URL
1
Send login URL.
2
•
•
On the Send log in URL screen, confirm the login name and e-mail address, then click Send.
Tip
The e-mail that the login URL is attached is not recorded in your Sent items.
If your mobile phone is set up to block unknown calls and e-mails, you must disable the blocking or
add an exception to receive e-mails from the Garoon 3 system. Contact your system administrator for
the Garoon 3 system e-mail address.
When your Garoon 3 password is changed, the sent login URL is deactivated and you can no longer
access from Keitai.
To resume Keitai access, you must send a new login URL to your mobile phone.
Disabling MultiReport Access in Keitai
It is recommended that you disable mobile access to Garoon 3 when you do not use Keitai for a long
time, or when your mobile phone is lost.
1
Account settings.
2
15.3.2 Accessing MultiReport Using a Mobile Phone
You can access MultiReport in Garoon 3 using a mobile phone in one of the following two ways.
• Browsing to the access URL manually
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15 MultiReport
See the following section for details on access methods:
"21.2.1 Accessing Using a Mobile Phone" on page 200.
See the following section for the MultiReport functions that can be performed using a mobile phone:
"21.2.2 Applications Available in Keitai" on page 201.
•
Note
176
177
16 RSS Reader
16
RSS Reader
RSS Reader is an application that checks RSS feeds, and collects updates posted to RSS feeds. When
you add an RSS feed or “site,” you will be able to stay updated with the associated news site or blog in
an easy-to-read list.
RSS Reader manages two types of sites:
• Shared sites: Shared sites are added by the system administrator and viewable by all users
• Personal sites: Personal sites are added and viewed by individual users.
What Is RSS?
RSS is a Web syndication technology that is used to publish news updates. It is often used to keep track
of frequently updated websites such as news sites and blogs.
•
•
Tip
RSS Reader supports the RSS 1.0, RSS 2.0, and Atom 0.3 syndication standards.
RSS feed URLs can use HTTP or HTTPS.
178
This section describes sample screenshots, buttons, and icons used in RSS Reader.
16.1.1 RSS Reader Screen
A list of RSS feeds is displayed on this screen. Recently updated feeds have their titles displayed in
boldface. The feed is marked as read on the RSS Reader screen after the screen is refreshed.
RSS Reader Screen：
1
2
3
4
5
7
6
8
9
Parts
No.
Part
Current site
1
2
Delete
Description
Displays the top-level domain for the currently selected website
from which RSS data is being collected. If a nickname is applied to
the site, the nickname is displayed. Click this to display the
website.
Deletes the current site feed.
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16 RSS Reader
No.
3
4
5
6
Part
Notes
Feeds
New (URL）
(Number)
(Exclamation mark)
7
8
9
Personal
Shared
Description
A brief description of the site.
A list of feeds collected from the website via RSS.
Adds a new site by URL.
Indicates the number of new feeds. When the feed is opened, all
feeds are marked as read.
Indicates one of the following status:
-RSS Reader cannot connect to the associated website.
-The feed contains data that is not supported by RSS.
Personal sites that you added.
Shared sites that are added by the system administrator.
16.1.2 Sites Screen
This screen displays a list of sites that you have added. You can also review these sites in your Personal
settings.
Sites Screen：
1
2
3
4
Parts
No.
1
2
3
4
Part
New
Add divider
Reorder sites
Site title
Description
Adds an RSS feed.
Adds a divider.
Reorders sites and dividers.
Displays the Site details screen.
16.2 Using RSS Reader
This section describes how to use RSS Reader.
16.2.1 Adding Sites and Dividers
You can add personal site feeds and dividers on the Sites screen. However, you cannot add sites to
shared categories. Sites and dividers are added to the bottom of the listing.
You can also add sites by entering the URL for the RSS feed into the text box on the RSS Reader screen
and clicking Add. In this case, the Web site title is used as the site name.
180
16.3 Configuring RSS Reader
Editing Sites
You can edit sites in your Personal settings. You can edit only your own personal sites.
1
On the Personal Settings screen, click Setting of each application > RSS Reader, and then click
Sites.
2
On the Site screen, click the title of the site to edit.
3
On the Site details screen, click Edit.
4
On the Edit Site screen, edit the entries as desired, and click Modify.
•
•
•
Site title
URL： The URL of the RSS feed. The URL cannot be used if another site with the same URL is
already added.
Notes
Deleting Sites or Dividers
You can delete a site by clicking Delete on the Site details screen. You can delete only the sites that you
added.
16.3 Configuring RSS Reader
This section describes how to configure RSS Reader in your Personal settings.
16.3.1 Configuring RSS Reader
You can configure how external websites open from sites, and whether to display shared sites in your
personal settings.
1
On the Personal settings screen, click Setting of each application > RSS Reader, and then click
General Settings.
2
On the General Settings screen, edit the entries as desired, then click Save.
•
•
Open link in: Select the check box to open an external website in a new window.
Shared site: Select the check box to display shared sites. The system administrator can disable
this function.
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17 Cybozu.net
17
Cybozu.net
cybozu.net is a business portal website. This website offers useful tips for business people.
The following tips are included on the website:
• Daily news
• Business news
• Useful links for your business
• Case studies on Cybozu products
• Cybozu products information
We will provide more services on this website in the future.
•
Note
cybozu.net is currently available only in Japanese.
182
183
18 Presence Indicators
18
Presence Indicators
Presence Indicators is an application that allows you to inform other users that you are available. Users
can set their status as “absent” when they are not at their desks so that other users know that they are
not available.
Depending on the settings by the system administrator, user status can be automatically set when users
log in or out.
This section describes sample screenshots, buttons, and icons used in Presence Indicators.
18.1.1 Screens Where Presence Information Is Displayed
Presence information is displayed on the following screens:
• User details screen
• Group day and Group week view screens of Scheduler
• Phone Message screen
• User list on the Address book screen
User List on the Address Book Screen:
1
2
Parts
No.
Part
Presence indicator
1
2
184
Last updated
Description
Indicates the user’s status. To change the following status, click the
corresponding presence indicator as follows:
-Your own status.
-The status of another user that has designated you as a proxy.
Indicates the time the status was last updated.
18.2 Using Presence Indicators
Presence Indicator Icon
Icon
Description
Indicates the user’s status. The icon is displayed
on the Scheduler screen.
Status types
The following two status types are available by default:
Status
Description
Absent
The user is absent.
At desk
The user is available.
This list can be expanded or customized. For more information,
see “18.3.1 Customizing the Status List” on page186.
18.2 Using Presence Indicators
This section describes how to use Presence Indicators.
18.2.1 Changing User Status
You can change your own user status, or the status of a user who designated you as a proxy.
1
On the screens where the user status is visible, click the user’s status.
User status information is visible in the following screens:
•
•
•
•
2
User details screen
Group day and Group week view screens of Scheduler
Phone Messages screen
User list on the Address book screen
On the Change status screen, edit the entries as desired, and click Save.
•
•
Status
Notes
Automatic Setting of User Status
The system administrator can enable the following two settings to update the status of users
automatically. User status is automatically set when the user logs in or out.
Setting Status to At desk after Login
When the user logs in, the user's status is set and the last entry is updated to the current time. If a past
date is displayed as the last entry, refresh the Web browser to update the status.
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18 Presence Indicators
Setting Status to Absence after Logout
When the user logs out, the user’s status is set. However, the user’s status is not set merely by closing
the browser window. In order to properly set the status, the user must click Logout.
18.2.2 Checking the Availability of Another User
In order to view the status of another user, you can search for that user and view the corresponding
presence indicator.
You can search for users to view their status on the following screens:
• Scheduler screen
• Phone Messages screen
• Users list on the Address Book screen
18.3 Configuring Presence Indicators
This section describes how to configure presence indicators in your Personal settings.
18.3.1 Customizing the Status List
You can customize your status list by adding status types to the drop-down list. The types are listed in
the order that they are added.
1
On the Personal Settings screen, click Setting of each application > Presence Indicators, and
then click Edit status menu.
2
On the Edit status menu screen, edit the entries as desired, and click Save.
Display of the Status Menu
The Status menu displays status types in the following order:
1: At desk
2: Absent
3: Status types set by the system administrator
4: Status types that you added
186
18.3 Configuring Presence Indicators
1
2
3
4
You can only delete status types that you have added.
18.3.2 Designating Proxies
You can designate another user as a proxy to allow that user to change your status. The system
administrator can prohibit some users from designating proxies.
1
On the Personal Settings screen, click Setting of each application > Presence Indicators, and
then click Proxy settings.
2
On the Proxy settings screen, select the user to designate as a proxy, then click Save.
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19 Favorite
19
Favorite
Favorite is an application used to easily view the page of important messages and frequently used files.
The detail pages of the following application pages can be added:
• Scheduler
• Messages
• Bulletin Board
• Cabinet
• E-mail
This section describes sample screenshots, buttons, and icons used in Favorite.
19.1.1 Favorite Screen
Pages that are added to Favorite are listed on this screen. You can display a list filtered by each
application.
Favorite Screen:
1
2
3
4
Parts
Number
Description
Added pages are listed in order of addition.
1
Added page is displayed on the top of the list.
Application titles are the category names. Users cannot edit or
2
delete categories.
3
Delete
The yellow star set on the selected page is changed to gray.
4
Page title link
Displays the page details screen.
1
: The system administrator can choose to display different application names.
188
Part
Pages that are added to
Favorite
Categories of Favorite1
19.2 Using Favorite
Favorite Icons
Icon
Description
Page that you can add to Favorite
Page that is added to Favorite
Appointment that is added to Favorite
Message that is added to Favorite
Bulletin Board topic that is added to Favorite
File that is added to Favorite
E-mail that is added to Favorite
19.1.2 Pages That Are Added to Favorite
Added pages to Favorite are recognizable on the screen of each application.
Scheduler Screen:
2
1
Parts
Number
Part
Description
1
Appointments that are added to Favorite
2
Appointments that are not yet added to Favorite
19.2 Using Favorite
This section describes how to use Favorite.
189
19 Favorite
19.2.1 Adding Pages to Favorite
On the Application details screen or the Application list screen, you can click the gray star next to the
title. When the page is added, the star changes color.
The details pages of the following application can be added:
• Scheduler
• Messages
• Bulletin Board
• Cabinet
• E-mail
You can view only the pages that you added.
Removing Pages from Favorite
When a page is removed from Favorite, the star next to the title link of the item turns gray. However, the
page itself is not deleted from its application.
You can also remove a page by selecting the pages that you want to remove from Favorite and clicking
Delete on the Favorite screen.
190
19.2 Using Favorite
191
20 Notifications
20
Notifications
Notifications is an application that monitors updated information in Garoon 3 applications.
A notification is sent to the user every time any items are added, edited, or deleted on each application.
You can view received notifications on the Notifications screen.
This section describes sample screenshots, buttons, and icons used in Notifications.
20.1.1 Notifications Screen
Received notifications are listed on this screen. New notifications are sorted in chronological order.
Notifications Screen:
1
2
3
4
5
6
7
Parts
Number
1
2
192
Part
Filter
Confirm
Description
Filters notifications by application.
Marks the selected notification as read.1
20.2 Using Notifications
Number
3
4
Part
Notifications search
Advanced search
Retention period for
confirmed notification
data
Types of notifications
Description
Searches notifications using keywords.
Searches notifications with additional search options.
Indicates the number of days for which confirmed notifications are
saved.
The following notifications are displayed:
-Notifications: All received notifications
5
-Unconfirmed: Unconfirmed notifications only
-Confirmed notifications: Confirmed notifications only
6
(Number)
Indicates the number of unconfirmed notifications.
7
Notification title link
Displays the details when clicked.
1
: Check boxes are not displayed next to the title links of the following notifications:
•
•
•
•
Confirmed notifications
Notifications of Phone Messages
Notifications of Workflow
Notifications of MultiReport
20.2 Using Notifications
This section describes how to use Notifications.
20.2.1 Checking Notifications
You can change the status of unconfirmed notification to Confirmed status.
On the Notifications screen, click the title link of the selected unconfirmed notification to check its
content.
Confirming Notifications
On the Notifications screen or the Unconfirmed notification screen, select the notification and click
Confirm.
Notifications that are marked as read are moved to the Confirmed notification list.
The following notifications can be confirmed only on the Application screen:
• Notifications of Phone Messages
• Notifications of Workflow
• Notifications of MultiReport
Checking Confirmed Notifications
When you click a time category on the Confirmed notifications screen, notifications that are confirmed
within the time are displayed. Displayed categories may vary depending on the user settings for the
notification retention period.
193
20 Notifications
Removing Notifications
You can remove notifications with one of the following three ways:
• Removing confirmed notifications individually
• Removing all notifications within a specific time period
• Removing all confirmed notifications within a specific time period.
In any of the above cases, you cannot remove unconfirmed notifications. Removing notifications are
permanent.
Removing Confirmed Notifications
Original data of E-mails, Scheduler, and other applications are not affected by removing notifications
from the Notifications screen.
On the Confirmed notifications screen, select the notifications to remove and click Delete.
•
Tip
Notifications may not be removed on the Notifications screen after deleting the notifications on the
Confirmed notifications screen. The confirmed notifications displayed on the Notifications screen
are automatically deleted when they are past the retention period that you set.
Removing All Notifications within a Specific Time Period
1
On the Personal settings screen, click Setting of each application > Notifications, and then click
Delete notifications.
2
On the Delete notifications screen, select the date of notification to be deleted and click Delete.
Removing All Confirmed Notifications within a Specific Time Period.
1
Delete confirmed notifications.
2
On the Delete confirmed notifications screen, select the date of notifications to be deleted and
click Delete.
20.2.2 Searching Notifications
You can search notifications on the Search notifications screen. The following search options are
available:
• Search period: Past 1 month, Past 3 months, Past 6 months, Past 1 year, or All
• Search in: Subject, Contents, or Name
194
20.3 Configuring Notifications
20.3.1 Configuring the Retention Time of Notifications
You can configure the retention time of confirmed notifications displayed on the Notifications and
Confirmed Notifications screens.
1
On the Personal settings screen, click Setting of each application > Notification, and then click
Retention period settings.
2
•
On the Retention period settings screen, select the number of days, then click Save.
Tip
Notifications are not removed immediately when the retention period expires. Notifications past the
retention period are removed when a new notification is received.
20.3.2 External Notifications
You can display notifications from external systems in Notifications.
What Are External Notifications?
External notifications are notifications sent from systems other than Garoon 3.
These are set by the system administrator.
1
External notifications.
2
On the External notifications screen, select whether you want to disable external notifications,
then click Save.
When external notifications are deactivated, new external notifications are displayed on the E-mail
screen.
20.3.3 Configuring Notification Filter
You can configure applications to allow notifications and target actions to be notified.
What Are Notification Filters?
Notification filters allow users to receive only the notification fulfilling the conditions that are set by the
user. The system administrator can disable this function.
1
On the Personal settings screen, click Setting of each application > Notifications, then click
Notifications filter settings.
195
20 Notifications
2
On the Notifications filter settings - Step 1/2 screen, select the application that you want to filter,
then click Next >>.
3
On the Notifications filter settings - Step 2/2 screen, edit the entries as desired, then click Save.
Actions Subject to Notification
Applications
Action
Adding
Updating
Scheduler
Deleting
Adding
Messages
Bulletin Board
Cabinet
E-mail
MultiReport
196
Updating
Adding
Updating
Adding
Updating
Receiving
Adding
Updating
Notified contents
-Adding appointments
-Editing appointments.
-Adding or removing attendees
-Adding or deleting new entries
-Adding or removing facilities
-Adding comments
-Finalizing tentative appointments
-Deleting scheduled events
-Adding new messages
-Adding recipients
-Editing the body of messages
-Adding and deleting comments
-Deleting attachments
-Posting new topics
-Editing the body of topics
-Adding comments
-Moving topics
-Adding files
-Editing files
-Restoring files to old versions
-Moving files
-Receiving new mails
-Preparing reports
-Editing reports
-Adding comments
-Editing attendees
-Editing addressors
-Associating with appointments
-Removing association with appointments
197
21 Keitai
21
Keitai
Keitai is an application used to access Garoon 3 using your mobile phone's Web browser.
You can access Garoon 3 using your mobile phone if the system administrator has configured the
environment for mobile access.
21.1 Before Using Keitai
This section describes the environment required to use Keitai.
21.1.1 Compatible Mobile Phone Platforms
Mobile phone platforms that are compatible to Keitai are as follows:
• i-mode
Keitai version 2.1.1 and later is compatible with characters used in i-mode handsets prior to version
503i.
• EZweb
• Yahoo! Keitai (Station compatible)
• Smart phone
Platforms other than those described above are not supported for use with Keitai.
21.1.2 User Configuration
You must set up Keitai to log in to Garoon 3 from your mobile phone.
You can set up a Keitai account on each application when you use Workflow and MultiReport through
Keitai.
See also "14.6 Configuring Workflow" on page 160, and "15.3 Configuring MultiReport" on
page 174.
Setting Up Keitai Accounts
1
On the Personal settings screen, click Setting of each application > Keitai, and then click
Account settings.
2
On the Account settings screen, enter the e-mail address of your cellular phone and click Save.
Sending Login URL for Keitai
For easy login, you must send the Login URL to your mobile phone via e-mail.
You can access Keitai by browsing to the URL in the e-mail.
198
21.1 Before Using Keitai
What Is the Login URL?
Example:
http://(IP address or host name of server)/scripts/cbgrn/grn.exe/cellular/menu?a="*****"
The text phrase inside the quotation marks (") contains the encoded data.
• The login URL
1
On the Personal settings screen, click Setting of each application > Keitai, and then click Send
Login URL.
2
•
•
On the Send login URL screen, confirm the login name and e-mail address, then click Send.
Tip
The e-mail that the login URL is attached is not recorded in the user's Sent items.
If the mobile phone is set up for blocking calls and e-mails, the user must set it up to be able to
receive e-mails from the Garoon 3 system. Contact your system administrator for the Garoon 3
system e-mail address.
When the password of Garoon 3 user is changed, the sent login URL is deactivated and the user can no
longer access from the mobile phone.
To resume Keitai access, the user must send a new login URL.
Disabling Use of Keitai
It is recommended that you disable access to Garoon 3 when you do not use Keitai for a long time, or if
your mobile phone is lost.
1
On the Personal settings screen, click Setting of each application > Keitai, and then click
Account settings.
2
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21 Keitai
21.2 Using Keitai
This section describes how to access Garoon 3 using a mobile phone and the applications that you can
use with Keitai.
•
Note:
21.2.1 Accessing Using a Mobile Phone
You can access Garoon 3 using a mobile phone as follows:
• Browsing to the Access URL manually
Browsing to the Access URL Manually
1
Input the access URL for Keitai on the Web browser or Internet access application of your mobile
phone.
Contact your system administrator for the access URL.
2
Input your login ID and password, then select 1:Log in.
Using the Login URL
1
Send a login URL from Garoon 3 to your mobile phone.
See " 21.1.2 User Configuration: Sending Login URL for Keitai" on page 198.
2
•
Access the URL that is attached to the received e-mail, and log in to Garoon 3.
Tip
The login URL is deactivated after the password expiration date.
You must change the login password to Garoon 3, and send a new login URL to your mobile phone.
When the Password Is Expired
The Edit password screen is displayed when the password has expired. You must input a new
password to log in.
When password is changed in Keitai, the login password to Garoon 3 is changed.
200
21.2 Using Keitai
21.2.2 Applications Available in Keitai
Garoon 3 applications that can be used with Keitai are as follows:
Available Application and Functions in Keitai
Applications
Top Page
Messages
Phone Messages
To-Do List
Scheduler
Bulletin Board
Address Book
E-mail
Workflow1
MultiReport1
Personal Settings
Used for
-Confirming update information and notifications
-Viewing messages and comments
-Composing new messages
-Editing and deleting messages
-Searching messages
-Adding comments
-Checking unconfirmed phone messages
-Displaying To-Do tasks
-Adding To-Do tasks
-Changing the status of tasks to Complete
-Displaying Scheduler (Day or Week view)
-Viewing appointments and comments
-Checking the due date of uncompleted To-Do tasks
-Viewing reports that are associated with appointments
-Adding new appointments or reserving facilities
-Editing or deleting appointments
-Adding comments
-Viewing topics and comments
-Searching topics
-Adding comments
-Searching addresses using address books, user list, and My address
groups
-Sending e-mails or phone messages using address Books, user list, and My
address groups.
-Editing user's presence information in user list
-Checking new e-mails
-Replying to e-mails
-Creating new e-mails
-Searching e-mails
-Switching e-mail accounts
-Displaying Inbox and Sent items
-Checking request status
-Confirming, approving, rejecting, or Sending back requests
-Canceling or withdrawing requests
-Viewing reports and comments
-Checking attendees, outside parties, and notification recipients
-Viewing the appointments related to reports
-Viewing the addresses that are set as the outside attendees on the report
-Filtering reports
-Searching reports
-Adding comments
-Deleting your own comments
-Changing the numbers of lines to display in search results
-Changing the row width in search results
-Selecting whether to use E-mail in Garoon 3
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21 Keitai
1
: You must set up Keitai account on each application when you use Workflow and MultiReport through
Keitai.
See "14.6.2 Accessing Workflow Using a Mobile Phone" on page 161, and
"15.3.1 Setting Up Keitai Access for MultiReport" on page 174.
•
Tip
The following information is not displayed on the Keitai screens:
• User's English spelling
• Time zone, locale, and office information of the user
• User's work hours
• Time zone applied to the appointments
• Uncompleted To-Do that are displayed on the due date
202
21.2 Using Keitai
203
22 Full Text Search
22
Full Text Search
Full Text Search is an application that searches files, attachments, and other data stored in Garoon 3.
The system administrator can prohibit some users from using this function.
22.1 Before Using Full Text Search
This section describes basic information about using Full Text Search.
22.1.1 Supported Applications and Formats
Full Text Search searches the data in the following Garoon 3 applications:
• Messages
• Bulletin Board
• Cabinet
• E-mail
Supported File Formats
Product or file format
Word
Excel
PowerPoint
PDF
JUSTSYSTEM Ichitaro
HTML
XML
Text
•
Format type or extension
.doc
.docx
.docm
.xls
.xlsx
.xlsm
.ppt
.pptx
.pptm
.pdf
.jtd
.html
.htm
.xml
All files with MIME type of text/plain
For examples: .txt, .log, .ini
Tip
The search function does not support files larger than 40 megabytes.
204
22.2 Using Full Text Search
This section describes how to search data in Garoon 3 using Full Text Search.
22.2.1 Searching Data
To search data stored on Garoon 3, enter search keywords into the Full Text Search screen. You can
add more keywords by separating them with spaces.
• Search result order: Automatic or by date order
If Automatic is selected, the search results are sorted by the number of keyword hits and relevance.
• Application to search:
Messages, Bulletin Board, Cabinet, E-mail
• Creator
• Updater
• Search period:Past1 month, Past 3 months, Past 6 months, Past 1 year, or All items
•
•
Tips
If you cannot search data in the selected application, contact your system administrator.
Full Text Search only searches the data collected on the full text search server. As such, search
results may be outdated depending on the timing of the search and the data update on the search
server.
Search Results Icons
Icon
Description
Message that contains keywords.
Topic that contains keywords.
File that contains keywords.
E-mail that contains keywords.
Text body that contains keywords.
Comment that contains keywords.
Attachment that contains keywords.
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22 Full Text Search
Searchable Items
The following table defines items that can be searched simultaneously:
Search target
Messages
1
Bulletin
Board
Cabinet2
Body
Comments
Attachment
s
Body
Comments
Attachment
s
Search keywords
Subject
Body
Subject
Body
N/A
Comments
File name
Contents
Detailed criteria
Creator
Updater
Sender
Updater
Comment author
Comment author
File creator
File updater
Topic
N/A
File name
Body
Comments
Contents
Author
Comment author
File creator
Updater
Comment author
File updater
File title or
name
Subject
File contents
Creator
Updater
Inbox3
Body
Sender’s name or Sender’s name or
Sent items
e-mail address
e-mail address
E-mail
Attachment File name
Contents
Sender’s name or Sender’s name or
s
e-mail address
e-mail address
1
： You cannot search a message if your user name has been removed from its recipient list.
2
： If versioning options are set on files, you can only search the latest version of any such files. If a file
title is not set, the file name is treated as the file title.
Files that have titles are not searched by file name.
3
： Unread e-mails or e-mails that are marked as read in a batch operation are not searched.
•
Tip
You cannot search by sender alone or by updater alone.
206
207
23 Personal Settings
23
Personal Settings
This section describes the personal settings that the user can configure.
The system administrator can prohibit some users from editing the settings.
23.1 Configuring Single Sign-On
You can edit the single sign-on settings by the system administrator.
Contact your system administrator about whether Garoon 3 can connect to other systems using single
sign-on.
What Is Single Sign-On?
Single sign-on is the function that enables you log in to other systems using the information (log-in name
and password) authenticated in one system.
Editing Single Sign-On
1
On the Personal settings screen, click Common settings > Single sign-on, and then click
Settings.
2
On the Single sign-on screen, click a Single sign-on name.
3
On the Single sign-on details screen, click Edit.
4
Enter initial value for each variable on the Edit single sign-on screen, then click Save.
Contact your system administrator for the initial value of each valuable.
Initializing Single Sign-On
1
On the Personal settings screen, click Common settings > Single sign-on, then click Settings.
2
On the Single sign-on screen, click a Single sign-on name.
3
Click Initialize on the Single sign-on details screen.
4
Click Yes on the confirmation screen.
208
23.2 Configuring Display and Input Entries
23.2 Configuring Display and Input Entries
This section describes how to configure the screen display.
1
On the Personal settings screen, click Common settings > Screen, then click General settings.
2
Options Available in the General Settings:
Entry
Maximum number of items per screen1
Maximum number of comments on
Comment List
Display width for titles
Description
Indicates the number of items displayed on the Messages
and the Bulletin Board screens.
Indicates the number of comments displayed on the list.
Indicates the width for displaying titles. It is set in the number
of half-width characters.
Width of body texts and comments
Field width for the text body or comments. It is set in the
fields
number of half-width characters.
Width for From/To column
Field width for displaying senders or recipients. It is set in
the number of half-width characters.
2
E-mail address link
Selects the application that starts when you click the
address link of e-mail from the following:
-Start mailer software:
Starts mailer software.
-Start E-mail:
Displays the Compose E-mail screen of Garoon 3.
Image file (gif, jpeg, etc.)
Displays images attached to messages or topics together
with the text body.
The corresponding extensions of files are as follows:
-.gif
-.jpeg
-.pjpeg
-.png
Character encoding for file output
Selects a character encoding to export messages, topics,
and notes to a file.
If you select “Select when Exporting”, you can select a
character encoding when you are exporting to a file.
Information to display after Names3
You can select items to display next to user names.
-English spelling4
-Priority organization
Width for body entry field
Indicates the entry field width for the text body. It is set in the
number of half-width characters.
Height for body entry field
Indicates the entry field height for the text body. It is set in
the number of rows.
1
: This changes the numbers of display items on the following screens:
•
Portal
My portlet group screen, HTML portlet screen
209
•
Portlet
Scheduler (Group day view) portlet, Scheduler (Group week view) portlet, Message
acknowledgement status portlet, Phone Messages portlet, and User lists portlet
• Bookmarks
Search screen
• Messages
Message screen, Search messages screen, Attachments screen.
• Scheduler
Scheduler screen, Search appointment screen
• Bulletin Board
Bulletin Board screen, Bulletin Board Search screen, Attachments screen
• Cabinet
Cabinet screen, File Search screen
• Memo
Memo screen, Memo Search screen, Attachments screen
• Phone Messages
Phone Messages screen, Phone Messages search screen, Search Phone Messages history
screen
• To-Do List
To-Do list (To-Do List) screen, To-Do list (completed To-Do list) screen
• Address Book
• List of address entry on the Address book screen, Address book entry search screen, Search
User list screen
• RSS Reader
RSS Reader screen
• E-mail
E-mail screen, Search E-mail screen, Select e-mail address screen
• Favorite
Favorite screen
• Notifications
Notifications screen, Search notifications screen
• Personal Settings
Settings screen for single sign-on
• System administration screen
2
: No Web mailer software is displayed depending on the system administrator setting.
3
: The information inside the parentheses is not displayed depending on the system administrator setting.
See the following section: "Appendix B User Name Display Options" on page 224.
4
: The system administrator can prohibit selection of English name.
210
23.3 Setting Up Screen Design
Display example:
When you configure the General settings screen, the settings are reflected on the following parts:
a)
b)
c)
d)
a): The width of body texts and comments field setting is reflected here.
b): The maximum number of items per screen setting is reflected here.
c): The display width for titles setting is reflected here.
d): The width for From/To column setting is reflected here.
•
•
Tip
When a user has the administration rights to the basic system, the settings will reflect on the number
of displayed items or width of entry fields on the system administration screen.
Depending on Web browser or character encoding settings, the number of characters that are set on
the General settings screen may differ from the number of characters actually displayed.
23.3 Setting Up Screen Design
You can configure the design and background color of the screen.
1
On the Personal settings screen, click Common settings > Screen, and then click Design
settings.
2
Select a design on the Design settings screen, then click Save.
23.4 Setting Up Header and Footer
You can select whether to display the application menu or start menu on the header of the screen.
211
1
On the Personal settings screen, click Common settings > Screen, and then click Header and
footer settings.
2
On the Header and footer setting screen, edit the entries as desired, then click Save.
•
•
•
Show application menu:
Select the check box to display the application menu in the header of the screen.
Application menu type:
Displays the menu in one of the following formats:
• Display both the icons and the subject of each applications.
• Display only the subject of each applications.
Show start menu:
Select the check box to display the start menu on the header of the screen.
23.5 Setting Up Drop-Down Lists
A drop-down list is used to select organizations or users.
You can select whether to display the following items in a drop-down list:
• Often-used organizations
These are organizations that you added to often-used Organization.
• Often-used facility groups
These are facility groups that you added to often-used facility groups.
• Recent items
These are users, facility groups, and facilities that the user recently selected.
• Display location of My groups
•
Tip
When you click on another tab without saving the settings on the tab that you were on, the changes
are discarded.
Setting Up Often-used Organizations
1
On the Personal settings screen, click Common settings > Screen, and then click Drop-down
list settings.
2
Click the Often-used Organization tab on the Drop-down list settings screen.
3
Select organizations that you want to add, then click Add.
4
Click Save.
212
23.5 Setting Up Drop-Down Lists
Setting Up Often-used Facility Groups
1
list settings.
2
Click the Often-used facility groups tab on the Drop-down list settings screen.
3
Select facility group that you want to add and click Add.
4
Click Save.
Editing the Display Contents of Recent Items
1
list settings.
2
Click the Recent items tab on the Drop-down list screen.
3
Edit the entries as desired, then click Save.
•
•
Results per item:
Select the number of items that are displayed on the Drop-down list menu.
Clear history:
You can clear the history of selected items. You cannot recover the cleared history.
Setting Up Display Location of My Group
You can select to display the My group items either before the Often-used Organization, or after.
1
list settings.
2
Click the My group tab on the Drop-down list settings screen.
3
Select the display location that you want, then click Save.
213
Display examples:
•
When My group is displayed in front of Often-used organizations
•
When My group is displayed after Often-used organizations
23.6 Setting Up Displayed Items in the Calendar
The selected system calendar is used for Scheduler and Scheduler portlet.
What is the System Calendar?
The system calendar is the calendar that holidays and notes (system notes) are added by the system
administrator.
1
On the Personal settings screen, click Common settings > Calendar, and then click General
settings.
2
•
•
•
•
Events to be shared as notes:
Events added to the calendar are displayed as notes on the system calendar.
You can preview the system calendar on the Office settings screen.
If you select to use this function, holidays and workdays of different offices are displayed as notes
on your calendar.
Rokuyo
Weather forecasts
Note
Rokuyo and weather forecasts are offered only in Japanese.
214
23.7 Using My Calendar
Calendar:
1
2
3
4
5
6
Parts
Number
1
2
Part
National Holidays
Anniversary1
User's notes1
Description
Events that are added to the system calendar
Events that are added to My Calendar
Events that are added to My calendar or system calendar and are
3
displayed as notes.
4
Weather forecasts
Weather forecasts
5
System notes
Events that are added to the system calendar
Rokuyo
This indicates your fortune in six types such as Sensho, Tomobiki,
6
Senbu, Butsumetsu, Taian, and Shakko.
1
: The anniversaries or notes that users added to My Calendar are displayed together with the events
added to the system calendar.
23.7 Using My Calendar
My calendar is the calendar that user can adds anniversaries and notes (User notes).
My calendar is displayed in Scheduler, and the Scheduler, and Calendar portlets in My Portal.
My calendar can be viewed by only the user who created the calendar.
23.7.1 Adding Events
You can add anniversaries and user notes.
1
On the Personal settings screen, click Common settings > Calendar, and then click My calendar
settings.
2
Edit the entries as desired and click Add event on the My calendar settings screen.
3
Click Add on the New screen.
215
•
•
•
Date
Event type: Anniversary, or Notes
Event details
Editing Events
On the My calendar settings screen, select the date of event that you want to edit, then click Change.
Deleting Events
You can delete events in one of the following two ways:
• Deleting an event individually
• Deleting all events
Event deletions are permanent.
Deleting an Event Individually
On the My calendar settings screen, select the date of event that you want to delete, then click Delete.
Deleting All Events
On the My calendar settings screen, click Delete all events.
23.7.2 Organizing Events Using CSV Files
You can organize event data of My calendar using CSV files.
Importing Data
Imported events are added to events already in the calendar.
1
settings.
2
On the My calendar settings screen, click Import events data.
3
On the Import events data - Step 1/2 screen, select a file to import, then click Next >>.
4
On the Import events data - Step 2/2 screen, click Import.
216
23.8 Configuring Localization
Exporting Data
1
settings.
On the My calendar settings screen, click Export events data.
2
On the Export events data screen, select the period to export, then click Export.
3
Click Save.
You can set up display language and locale settings of Garoon 3 that correspond to your environment
using Localization.
The system administrator can prohibit users from configuring Localization.
23.8.1 Setting Up Localization Related Items
The language selected in Localization is retained for subsequent logins.
1
On the Personal settings screen, click Common settings > Localization, and then click General
settings.
2
Edit the entries as desired on the General settings screen, then click Save.
•
•
Language of Names:
User names added with selected language are displayed preferentially. You can select multiple
languages.
The system administrator can prohibit the use of some languages or this function.
For more information, see "Appendix B User Name Display
Options" on page 224.
Character encoding for e-mail notification:
The selected character encoding is used for e-mail notifications in Scheduler, Phone Messages,
and Workflow.
The following character encodings are available:
• When the display language is Japanese:
Automatic, Unicode (UTF-8), Japanese (Shift JIS), Japanese (JIS), Japanese (EUC)
• When the display language is English:
Automatic, Unicode (UTF-8), ASCII, Latin1 (ISO-8859-1)
• When the display language is Chinese:
Automatic, Unicode (UTF-8), Simplified Chinese (GB2312)
217
23.8.2 Setting Up Locale
Locales are setting information that contains language or locations.
In Garoon 3, the display of dates and times corresponds with the language.
You can customize the locale information set up by the system administrator, or set up your own locale
information.
1
On the Personal settings screen, click Common settings > Localization, and then click Locale
settings.
2
On the Locale settings screen, edit the entries as desired, then click Save.
•
•
Locales: The following options are available:
• Locale name: Locales that are set by the system administrator.
• Locale name (customized): A system-wide locale that is customized by the user.
• User override setting: Locale settings that are set by the user.
Options:
• Language: Language to be displayed on the user screen
Select the language to display screens from the languages that are set by the system
administrator.
• Long date format
• Short date format
• Time format
Using a System-wide Locale Customized by the User
User can customize the locale settings that are configured by the system administrator.
On the Locale settings screen, select entries that you want to customize, then click Save.
When the locale has been customized, "(customized)" is displayed next to the locale name.
Example: Japan (customized)
•
Tip
When the system administrator removes the locale in-use by a user, the locale in use is displayed as
the locale that has been customized by the user.
The user can use the same locale without changing any entries.
Using User Override Locale Settings
You can use your own locale settings instead of the system administrator locale settings.
On the Locale settings screen, select User override, then edit the entries as desired.
23.8.3 Setting Up Offices
Office settings are set up information such as departments, branches, and users' active locations.
218
In Garoon 3, office days, office hours, and calendar corresponds to the time zone.
Both users and the system administrator can customize office information applied to the user.
1
On the Personal settings screen, click Common settings > Localization, and then click Office
settings.
2
On the Office settings screen, edit the entries as desired, then click Save.
•
•
Office the following options are available:
• Office name: The office that are set by the system administrator.
• Office (customized): The office that are customized by the user.
• User override: The office that are set by the user.
Options:
• Time zone: Select the time zone from the menu.
• Office days: Select days that office set as working days.
• Office hours: The hours that office is in business.
• Calendar: Select the calendar to use from calendars that are created by the system
administrator.
Select the check box to apply the workdays to the calendar.
Using the Customized System Office Setting by User
Users can customize the office settings that are set by the system administrator.
Edit the entries as desired on the Office settings screen.
When the office settings have been customized, "(customized)" is displayed next to the locale name.
Example: Tokyo (customized)
•
Tip
When the system administrator removes the office settings in-use by a user, the office settings in use
is displayed as the office that has been customized by the user.
The user can use the same office without changing any entries.
Using User Override Office Settings
You can create your own office settings.
On the Office settings screen, select User override and edit the entries as desired.
219
Appendix A Precautions When Adding a CSV File
Appendix A Precautions When Adding
a CSV File
This section describes precautions that you must take when you are adding a CSV file. You must check
the following before importing a CSV file.
Character Encoding
You must use Unicode (UTF-8) or Shift JIS.
Line Breaks Code
One of the following codes must be used to separate records:
• CRLF for Windows or MS-DOS
• LF for Linux
Special Characters
You must use the half-width double quotation marks ( " ) for the following characters:
• Comma (,)
• Carriage return code LF
• A half-width double quotation mark ( " )
•
Tip
When the field includes a half-width double quotation ( “ ), you must insert a half-width double
quotation ( “ ) in the front of the word that has the original half-width double quotation, and insert a set
of half-width double quotation marks ( “ ) in front and end of the word that comes right after the word
with the original placement of a half-width double quotation ( “ ).
Example:
Written text: abc, xy", z, def
must be written in a CSV file as: abc, "xy""z", def
Appendix A.1
Date Management with CSV Files
Application data that can be managed using CSV files are as follows:
• Appointment data of Scheduler
• Timesheet
• Address data of Personal address book
• Event data of My calendar
Refer to the chapters for each application for instructions on importing and exporting CSV files.
220
Appendix A.1 Date Management with CSV Files
•
Tip
You cannot import a CSV file if the number of items in the CSV file differs from the number of items
listed below.
Scheduler
The items that can be managed in a CSV file are as follows:
Order within the
Item
Notes
file
1
Start date
Specify the date in either YYYY-MM-DD, or YYYY/MM/DD
format.
2
Starting Time
-YYYY: Year
3
End date
-MM: Month
Ending time
-DD: Date
Specify the time in HH:MM:SS format.
4
-HH: Hour
-MM: Minutes
-SS: Seconds
5
Appointment type
Appointment
6
details
7
Notes
•
•
Tip
You cannot export all day appointments to a CSV file.
If period to export is not specified on the Export appointment data screen of Scheduler, no data is
exported to a CSV file.
Timesheet
You can export only your time sheet data. You cannot export the time sheet data of other users.
The items that can be exported to a CSV file are as follows:
Order within the
Item
Notes
file
1
Log in name
2
User name
3
Date
4
Start of work time
5
End of work time
6
Out
7
Back
8
Notes
221
Appendix A Precautions When Adding a CSV File
Personal Address Book
Order within the
Item
file
1
Display as
2
Last name
3
First name
Pronunciation of
4
last name
Pronunciation of
5
first name
6
Company name
Pronunciation of
7
company name
Department
8
name
9
Postcode
10
Address
11
Route
12
Travel time
13
Travel expense
Company phone
14
number
Company FAX
15
number
16
URL
17
Position
Personal phone
18
number
19
E-mail address
20
Notes
Notes
My Calendar
Order within the
Item
Notes
file
Date
Specify the date in either YYYY-MM-DD, or YYYY/MM/DD
format.
-YYYY: Year
If a year is not specified, the year that is set in the server is
1
exported.
-MM: Month
-DD: Date
Event type
Event time is entered with a number:
-Anniversaries: 2
2
-Notes (User notes): 4
An error occurs if you specify a number other than above.
3
Event details
222
Appendix A.1 Date Management with CSV Files
223
Appendix B User Name Display Options
Appendix B User Name Display Options
Information Displayed After User Names
User names can be displayed in one of the following formats:
• User name
• User name (English name)
• User name: priority organization
• User name (English name): priority organization
You can change this format in your Personal settings.
See "23.2 Configuring Display and Input Entries" on page 209.
The system administrator can configure not to display the information after the user name, or to display
only the user's English name.
Language for User Name
User name is displayed in the language set in the Personal settings of a logged-in user.
Examples:
• User A:
User name:
Language to display user name: Japanese
English name: Noboru Sato
• User B:
User name: Foster Brown
Language to display user name: English
English name: Foster Brown
• User C
User name:
Language to display user name: Chinese
English name: Yang Liu
Display Examples:
Displayed
User name
User A
User B
Language to
display1
Japanese
佐藤昇
Foster Brown
English
Noboru Sato
Foster Brown
Chinese
Noboru Sato
Foster Brown
Japanese and Chinese
佐藤昇
Foster Brown
1
: You can change the language to display a user name in your Personal settings.
See "23.8.1Setting Up Localization Related Items" on page 217.
224
User C
Yang Liu
Yang Liu
刘洋
刘洋
225
Appendix C Searchable Items
Appendix C Searchable Items
Appendix C.1
Searching Categories and Folders
When a user searches for categories and folders with display names in multiple languages, the search
only targets the same language that user selected as the display language.
This section will use the following categories and search conditions to demonstrate search results:
Category name
•
•
•
Standard: Tokyo
Japanese: Group 1
English: Japan
Search conditions
•
•
Enter category name as a search keyword
Select category name as a search target
Search results:
Search
Keyword
User's
language
Japanese
English
Simplified Chinese
✓: Searchable
226
Tokyo
Group 1
Japan
✓
✓
✓
227
Index
Index
A
Address Book ............................................................112
adding ................................................................117
deleting ..............................................................117
My Address group ..............................................112
My Adress group ................................................118
organizing using CSV files ................................ 120
personal address book .......................................112
searching ...........................................................118
shared address book..........................................112
user list...............................................................112
Attachments ............................................................... 22
B
Bookmarks ................................................................. 42
adding ................................................................. 43
deleting ............................................................... 44
personal links ...................................................... 42
searching ............................................................ 44
shared links ......................................................... 42
Bulletin Board ............................................................. 80
adding topics ....................................................... 83
comments ........................................................... 84
deleting ............................................................... 84
saving as a file .................................................... 84
searching ............................................................ 85
Bulltin Board
update notifications setup ................................... 85
C
Cabinet ....................................................................... 86
adding ................................................................. 89
deleting ............................................................... 91
downloading ........................................................ 89
searching ............................................................ 91
updating .............................................................. 90
versioning............................................................ 89
Changing password ................................................... 17
Character encoding for e-mail notifications .............. 217
CSV files
My calendar ...................................................... 222
personal address book ...................................... 222
precautions when adding a CSV file ................. 220
228
Scheduler .......................................................... 221
Timesheet.......................................................... 221
cybozu.net ................................................................ 182
D
Display language ................................................ 15, 218
Display of user names .............................................. 224
Display style of user name ......................................... 15
E
E-mail ....................................................................... 122
character encoding .................................... 130, 134
deleting .............................................................. 128
e-mail source ..................................................... 130
filtering setup ..................................................... 136
forwarding ......................................................... 128
organizing with files ........................................... 138
printing .............................................................. 130
receiving ............................................................ 125
replying .............................................................. 128
saving as a text file ............................................ 131
searching ........................................................... 133
sending .............................................................. 127
signature setup .................................................. 135
update notifications setup .................................. 136
F
Favorite .................................................................... 188
adding ............................................................... 190
removing ........................................................... 190
Full Text Search ........................................................ 204
search target ..................................................... 204
searching ........................................................... 205
K
Keitai ........................................................................ 198
accessing from a mobile phone ......................... 200
account setup .................................................... 198
disabling use of Keitai ....................................... 199
L
Language of Names ................................................. 217
Language of user name............................................ 224
Logging in ................................................................... 12
Index
Logging out ................................................................ 12
M
Memo ......................................................................... 94
adding ........................................................... 96, 97
deleting ......................................................... 97, 98
printing ................................................................ 98
saving as a text file ............................................. 98
searching ............................................................ 99
updating .............................................................. 97
versioning............................................................ 97
Messages ................................................................... 70
comments ........................................................... 75
deleting ............................................................... 75
saving as a text file ............................................. 75
searching ............................................................ 78
sending ............................................................... 74
MultiReport ............................................................... 164
associating with appointments .......................... 171
comments ......................................................... 171
creating ............................................................. 168
deleting ............................................................. 170
My groups .................................................................. 18
My portal
adding ................................................................. 27
deleting ............................................................... 28
My portlet (HTML portlet) .............................. 38, 39
My Portal
organizing using XML files .................................. 40
N
Notifications.............................................................. 192
checking ............................................................ 193
removing ........................................................... 194
retention time .................................................... 195
searching .......................................................... 194
O
Office days ............................................................... 219
Office hours .............................................................. 219
P
Personal Settings ..................................................... 208
design settings ...................................................211
drop-down list setup .......................................... 212
general calendar settings .................................. 214
general screen settings ..................................... 209
header and footer setup .....................................211
localization setup .............................................. 217
My calendar setup ............................................. 215
single sign on setup........................................... 208
Phone Messages ...................................................... 100
adding ............................................................... 102
deleting .............................................................. 102
e-mail forwarding setup ..................................... 103
searching ........................................................... 102
Portal .......................................................................... 24
Portlet ................................................................... 27, 29
Preface ......................................................................... 2
Presence Indicators .................................................. 184
changing user status ......................................... 185
proxy setup ........................................................ 187
status ................................................................. 186
Presenced information
status ................................................................. 185
R
Related reports ......................................................... 118
Rich text formatting .................................................... 18
RSS Reader ............................................................. 178
adding ............................................................... 180
deleting .............................................................. 181
S
Scheduler ................................................................... 46
adding ................................................................. 58
arranging appointments ....................................... 61
attending other appointments .............................. 63
checking availability............................................. 60
comments ............................................................ 64
Day view.............................................................. 52
deleting ................................................................ 62
e-mail notification setup ....................................... 66
exporting to iCalendar file .................................... 68
Group day view ................................................... 49
Group week view ................................................. 51
Month view .......................................................... 54
organizing using CSV files .................................. 67
printing ................................................................ 64
private appointment ............................................. 60
searching ............................................................. 65
Week view ........................................................... 53
Year view ............................................................. 55
Search categories and folders .................................. 226
Supported Web browsers ........................................... 12
T
Timesheet ................................................................. 104
printing .............................................................. 106
229
Index
recording ........................................................... 105
saving................................................................ 106
To-Do List ................................................................. 108
adding ............................................................... 109
deleting ..............................................................110
To-Do Task
completing ..........................................................110
U
Update notifications setup .......................................... 21
User information ......................................................... 17
User search conditions ............................................... 21
W
Work hours ............................................................... 202
Workdays ......................................................... 214, 219
Workflow .................................................................. 140
approving as proxy ............................................ 156
associating with address books ........................ 172
230
canceling ........................................................... 150
e-mail notifications setup ................................... 162
filtering............................................................... 174
notification filters................................................ 195
printing ...................................................... 159, 173
processing (acknowledging) .............................. 156
processing (approval) ........................................ 153
proxy setup ........................................................ 162
rejected requests ............................................... 148
removing ........................................................... 158
request routes ................................................... 141
requests that are sent back ............................... 148
route steps ........................................................ 142
searching ................................................... 159, 173
status categories ............................................... 142
submitting .......................................................... 147
submitting as proxy ........................................... 150
user types .......................................................... 140
withdrawing ....................................................... 149

Cybozu Garoon 3 User Guide

Transcription

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