This dialog displays a sorted list of all Employees that have been entered into HowNow and allows new Employees to be added or existing Employees to be edited or deleted.
The list can be filtered by typing part of a person’s name into the Filter Name field.
The various columns indicate whether each Employee is Active, Off-site (meaning they are part of the organisation but do not have a login to HowNow),
Administrator, Content Administrator, HR Administrator, Author, Content Reviewer, Partner, Manager, Record Reviewer.
The Administrator and Author/Reviewer items refer to privileges (access rights) in the HowNow software.
To view the Employee Select dialog, select File > Administration > Organisation > Employees.
- To add a new person, click New. Then see Employee Details.
- To edit an existing person, either double-click their row or select the row and click Edit. Then see Employee Details.
- To delete a person, select the row and click the Delete button. It is strongly recommended that people are set to inactive rather than deleting them.
This way, document usage and other statistics are preserved.
If this dialog is displayed to allow selection of an employee, select the appropriate row and click Select.
Note: This area is not visible to standard HowNow users.
The details area displays the set-up details for all employees.
- First Names: Enter the person’s first name.
Note: If yours is a large organisation, also enter the person’s middle initial(s) or middle name(s). This will appear in the organisation chart,
so do not enter middle name(s) or initial(s) if it is not necessary in order to differentiate between people in your organisation.
- Last Name
- Initials: HowNow automatically enters the initials but these may be edited.
- Windows Logon Name: This is the user name the person will use to log into (i.e. open) HowNow. It should be the same as the person’s Windows
logon name so that HowNow can logon automatically without prompting the user.
- Password: This is the password the person will use to log into HowNow. Normally, only the administrator should consider using a password.
- Repeat Pwd: Please reenter the password supplied in the password box or the password will not be saved.
Note: If a password is entered, HowNow will not be able to perform an automatic logon.
- Status: The default is Active. Inactive status is applied in the event the person leaves the organisation.
Note: Setting an inactive status is equivalent to deleting the person but it preserves document usage and other statistics.
- Person is Off-Site: Check this box if a person does not need to logon to HowNow. This option allows more employees to be added to HowNow
than is specified by the maximum number of licensed users. Note that only ‘On-site’ employees can log-on to HowNow.
Note: This area is not visible to standard HowNow users.
The Privileges area displays the various settings that control this employee' access to HowNow. Select those items that apply to each employee.
- The HowNow Administrator is responsible for the day-to-day maintenance of HowNow within your organisation. For example, tasks such as entering people, setting up the Organisation section of HowNow and downloading Content Updates and Software Updates are normally the responsibility of the HowNow Administrator.
- The HR Administrator is a special type of HowNow Administrator who can only administer the HR functions Position Types, Positions, Employees and Teams. This is only available where the employee is not the overall administrator.
- The Content Administrator is a special type of HowNow Administrator who is equivalent to an Author but who can also make documents current. This is only available where the employee is not the overall administrator.
- The Software Updater is the person responsible for administering software updates. There always needs to be at least one Software Updater.
- The Contact Data Updater can refresh the contact data at any time. There can be more than one Contact Data Updater.
- Select Partner/Director if this person is a partner or director of the organisation.
- Select Manager if this person is a manager.
- Select Record Reviewer if this person is a reviewer of records.
- Select Signatory if this person is a signatory to letters and other documents.
- The Content Updater is the person responsible for administering content updates.
Note: The content updater does not have to be an administrator and there can be only be one content updater. If a software updater leaves the orgainisation, another employee needs to be appointed to this role.
- A Content Author is able to add and edit Documents in HowNow. You can set up multiple Content Authors within HowNow.
- A Content Reviewer is a person responsible for reviewing new and updated HowNow content within your organisation. You can set up multiple Content Reviewers within HowNow. A Reviewer can edit, but not add, Documents to HowNow.
- Select Can access the Records tab for all employees who will be saving and accessing records (this is checked by default)
- Select Can Edit Record profiles to allow this person to edit record profiles even though they are not an administrator.
- Select Can Profile Select to allow this person to edit record multiple profiles even though they are not an administrator.
- Select Can un-finalise Records if this person is allowed to remove the Final status from records. Note: If the employee has system privileges of HowNow Administrator, Partner, Manager, Record Review or Signatory they will still be able to unfinalise records without this option selected.
- Select Can Import Records to allow this person to import records. This setting controls the Records > Import menu.
- Select Show Change Status Dialog on Record Close to display the Record Change Status Dialog each time this person closes a non-final record.
- Select any Record Statuses to specify which statuses this person can change records to.
Workflow Settings: (Applicable only if the Workflow module is installed).
Select Can access the Job tab to allow this person access to the Jobs and Tasks tabs.
Select Allow Job Creation to allow this person to create jobs even though they are not an administrator.
Select the option that specifies how this person uses the job selection field on Workflow dialogs. The options are:
Don't Show the job selection field at all. This is equivalent to not having Workflow installed.
Start at the job selection field. The job selection field has focus and default values can be changed.
Force the use of jobs and don't allow default values (contact and location) to be changed.
Don't Start at the job selection field. This allows jobs to be used only if required.
Select Can Start Inactive Tasks to allow this person to start inactive tasks. If it is not checked, a task can only be started by completing the previous task.Other Settings:
- Select Allow Adding Contacts to allow this person to add contacts to the contacts database.
- Select Allow Editing Contacts to allow this person to edit contact details.
- Select Can Change In Out Board to allow this person to change another users In Out Board Status.
The Positions area displays the Positions that apply to each employee. Clicking the Maintenance button displays the Positions Editor.
A Position in the organisation is a combination of two things: a Position Type and an Employee. An employee can have more than one Position in the organisation.
To display the Positions dialog select File > Administration >Organisation > Employees > Positions.
To make changes to Positions, select Maintenance. To create a new position, on the same level as an existing position, select the existing position, click the Same Level radio button and click New. Then see Position Details.
To create a new position, on a lower level to an existing position, select the existing position, click the Sub-Level radio button and click New. Then see Position Details.
To edit an existing position, select the position and click Edit.
To delete an existing position, select the position and click Delete.
Positions can be dragged and dropped to move them within the organisation chart. First select the appropriate radio button to specify whether you are moving the position to the Same Level or to a Sub-level compared to the position you will drag and drop the position onto. Then drag and drop the position.
When a new position is created, the default position description and primary and secondary procedure documents attached to the position type are attached to the new position. These documents can be removed from or new ones attached to the position to tailor it according to specific requirements.
Note: The original position description document should not be edited or copied. Simply attach or remove procedures to create the specific position description.
To re-attach the default position description and procedure documents to a position, select the position entry in the list and click the Re-attach button. This will replace any of the original default documents that were removed but it will not affect any new documents that have been attached to the position.
This dialog allows organisation positions to be created or edited.
Select a Position from the Position drop-down.
Select the appropriate person’s name from the Employee drop-down. If this Position is to be a title or a heading, select N/A from the list.
Select a colour from the Colour drop-down list. The default is black.
Select Bold Font if the position is to be displayed in bold.
Click OK to save the position or Cancel to cancel any changes.
Teams are used to group team members. In an accounting firm, for example, teams might be structured around Partners or Client Managers.
This area allows teams to be created, edited or deleted.
Select File > Administration > Organisation > Employees > Teams. The Team dialog appears.
Click Maintenance and then New to create a new team description or select an existing team and click Edit to edit a team description or Delete to delete a team description.
If New or Edit is clicked, the Team Details dialog appears.
Click OK when finished creating or editing teams.
To add the employee to one or more teams, check or uncheck the appropriate teams. Attaching a person to one or more teams will restrict their document and record visibility to only those documents or records attached to the team or teams they belong to.
The Application Toolbar tab is an optional function that allows each employee to populate the HowNow toolbar with their own applications. For example, you can place an icon on the HowNow toolbar that starts your accounting system.
The Application Toolbar tab can be completed either by each user or the administrator. For information on setting up applications to be used on the toolbar, see Toolbar Applications.
- Administrator: Use the Add button to add a new application to the toolbar, the Edit or Remove buttons to edit or remove an existing item or the Copy button to copy all the items to or from another user’s toolbar.
Normal User: Click the Add button.
- The Employee Application Toolbar Editor dialog will appear.
- Select the required application from the drop-down list.
- Either enter the full path and name of the application in the Application field or click the browse button at the end of the field and browse to the application’s (program’s) executable file (e.g. WINWORD.EXE for Microsoft Word). Select the file and click Open.
Note: If you do not know where the various executable files are located on your computer, ask your IT Administrator.
Note: To pass parameters to an application, enclose the application’s path and name in quotes, leave a space and enclose the parameters in quotes. For example, to open Windows Explorer at a specified location, set the Application field to "C:\WINDOWS\explorer.exe" "/N,/E,Path to folder"
Where Path to folder is the path to the folder to be opened.
- Edit the Title field to alter the text that will appear when the cursor is placed over the application’s HowNow toolbar button (e.g. Word instead of Winword).
- Ignore the Icon field unless you wish to display a different icon to the standard program icon. For example, if a program was written in Microsoft Excel, but is has its own icon (*.ICO file) that you wish to display instead of the standard Excel icon, click the browse button at the end of the Icon field, browse to the icon file, select the file and click Open.
Note:If you do not know where the ICO files are located on your computer, ask your IT Administrator.
- Click OK to save the item and return to the Employee Details Application Toolbar dialog.
- Administrator Only: Click the Copy button to copy all of the items to or from another person’s tool bar in one operation. This speeds up the set up process, provided the path to the applications is the same for all users. For example, a Terminal Server installation.
Note: Only items that aren't already in the destination list are copied.
- The Copy Employee Toolbar Items dialog will appear.
- Select the user with the toolbar items you wish to copy from.
- Select the user with the toolbar items you wish to copy to and click OK. The new items will appear on the Application Toolbar tab list.
The Profile tab contains each person’s personal information.
- Address: Enter the person’s address if required. This information is used to address letters that may be sent to the person. Check the Show checkbox if you want this information displayed on the organisation chart.
- Email: Enter the person’s work email address. Note: this address is required if a document or record is emailed.
- Mobile/Work/Home phone: The mobile and home phone numbers will appear in the Organisation section of HowNow if the Show check boxes are checked.
- Birth Month and Day: Enter the person’s birth date details. Check the Show checkbox if you want this information displayed on the organisation tab and the Home Page.
- Start Date: Use this field to record the person’s start date. Check the Show checkbox if you want this information displayed on the organisation tab and the Home Page.
- Mentor: Use this field to select a mentor for this person. Check the Show checkbox if you want this information displayed on the Organisation tab.
- Qualifications: Use this field to record the person's qualifications. Check the Show checkbox if you want this information displayed on the Organisation tab.
The Other Settings tab contains additional information that relates to the employee.
- Filter Level: Sets the level to which HowNow initially displays the left-hand filter panel items. A lower number shows less detail; a higher number shows more detail.
- Record Location Level: Sets the level to which HowNow initially displays record locations on various dialogs. A lower number shows less detail; a higher number shows more detail.
- Default Record Date Range: Sets the default date range on the Records Tab, provided the System Options has been set to allow users to select their own default.
The options are:
- Last 3 Days
- Last 7 Days
- Last 2 Weeks
- Last Month
- Last 3 Months
- Last 6 Months
- Last 12 Months
- Last 2 Years
- Last 3 Years
- Last 5 Years
- Default Record Date Type: Sets the default date type to either Modified, Added, Created or Finalised
- Open at Tab: Select the tab that is opened when HowNow starts, provided the System Options has been set to allow users to select their own default.
The options are:
User Select – Allow each user to select their own tab.
Last Opened – Open at the last tab viewed.
Tab Name – Opens at the selected tab.
Monitor a Folder for New Records: Enables monitoring of a selected folder for new Documents or Records. This option is only available if folder monitoring is enabled in System Options.Folder to Monitor: Allows the user to choose which folder on their system they would like HowNow to monitor when using the Monitor a Folder function. The default is My Documents \HowNow\. Note: The file HowNowWatchIncludeExtensionList.txt file in the same folder as HowNow.exe can be edited to include additional file extensions that should be ignored by HowNow.
Minimise HowNow to the System Tray: When ticked this adds a HowNow Icon to the System Tray and when the main HowNow window is minimised it is removed from the taskbar and minimised to the tray. To restore HowNow simply click on the HowNow icon in the System Tray.
Default Partner, Manager and Reviewer: Values selected here are used as the defaults whenever a partner, manager or reviewer is requested.
Default MailScan Path: Specifies the default location of scanned files to be imported via MailScan Files Import.
Open HowNow Full Screen: Select this checkbox if the user wishes to have HowNow display full screen (i.e. maximised) when they first open HowNow. Leave this checkbox unselected if they prefer to have the HowNow application cover only part of the screen when they first login.
Connect to Outlook to determine Email Bookmarks - this is used by Outlook Security Manager when connecting to Outlook for email bookmarks - this removes the Outlook security prompt "Allow or Deny"
Use Knowledge Preview - check this option to enable document preview in the Knowledge area.
Use Records Preview - check this option to enable document preview in the Records area.
Reset Display Settings to Default - this option resets all the settings back to the HowNow default.
The Alerts tab enables alerts to be controlled on an individual basis.
Note: only those alerts set to User Select in System Options > Alerts can be changed.
Alert Name: check this box to enable the individual alert area.
Alert Type: select the type of alert to be received. The options are:
HowNow Alert: display an alert message in the bottom left of the screen.
Email: send alerts via email.
Alert Frequency: select the frequency with which alerts are to be displayed. The options are:
As Events Occur: alerts are sent immediately.
1 Day: delay sending by 24 hours.
3 Days: delay sending for 3 days.
7 Days: delay sending for 7 days.
The Profile Picture area allows an employee’s photo to be added or edited.
- Image: If you have JEPG (*.jpg) or bitmap (*.bmp) images of your organisation’s employees that you wish to display in the Organisation section of HowNow, click Select, browse to the appropriate file anywhere on your network, select the file, and then click Open.
Note: Only the administrator can add or edit a photo.
Note: As pictures are only displayed on-screen in 72dpi, creating files with a resolution greater than 72dpi simply wastes hard drive space.