ADMIN NEWS 2/ FOREWORD CONTENTS FOREWORD

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1 CONTENTS FOREWORD TOPICS 1.0 New login URLs for FACT Password reset now available by SMS or FACT24 push notification 3.0 Administration: More flexibility in defining confirmation prompts 4.0 Administration: Configuration upload files can now be deleted 5.0 Operating: Telephone alarm activation from Panama now has national call number 6.0 Setup/Enterprise: Visibility setting for contact details (new configuration as private device) FOREWORD Dear FACT24 Users, Here is the new issue of our FACT24 Admin News. This issue provides information and explanations about the new FACT24 functions and is the first to feature our new design. A new corporate design for the whole F24 Group, including all products, was launched at the end of February. F24 Group s websites also showcase the stylish new look, and are well worth a visit. Other new features include the introduction of separate product and corporate websites ( and which is accompanied by a change in the FACT24 login URL. For more about this, take a look at Section 1.0 on page 2. To make things clearer, all key terms found in FACT are shown in bold type. This allows you to see at a glance where you can use the functions described or update your settings in FACT The logos indicate the edition of FACT offering the functions described in each case. We hope you enjoy reading Admin News! The F24 Team 1

2 1.0 Setting up user data To use the password reset option via , SMS or FACT24 push notification, you need to create and save your user-specific contact data under SETUP / User, and then ensure these details are permanently updated. The URL you will use to log into your FACT24 account will soon change. The old FACT24 login URLS will remain valid during a transition period up to 10 April We recommend you bookmark the new login links in your browser right away! The new URLs are already live, and are as follows: FACT24 2.0: Backup: If you have forgotten your FACT24 password, you can reset your password at any time by clicking Forgotten password? on the login page. Previously, the system assigned a new password by sending an e- mail with a link. You now have the additional option of requesting the link as an SMS, or for accounts in version FACT24 premium and upwards by FACT24 push notification. This is particularly useful in situations where you do not, or no longer have, access to your inbox (redundant system). Mandatory fields in User Data are a current address for the user and the number at which the user can be reached. IMPORTANT: If you wish to use the new password reset function with SMS or FACT24 push notification for your account, please check in advance that you have saved a mobile phone number in the Phone number (optionally with TrustCase registration) of all user data for which you are responsible! Incidentally, the number saved in the Phone number (optionally with TrustCase registration) also applies to the two functions of Two-factor authentication (see Admin News 3/2016) and Add alarm activator to conference (for telephone activation of conference calls). These functions can only be used to their full extent when the user data includes a saved mobile number. 2

3 Resetting a password step by step Confirm the Forgotten password? link on the FACT24 login page, then enter your user name or number in the next step. Select whether you want to receive the link for setup your new password by (standard) and/or by FACT24 push notification or SMS. If the mobile number saved in your user data is registered in TrustCase, F24 s business messenger app, the password reset link message will be sent to TrustCase as priority. If the number is not registered in TrustCase, the password reset link will be sent by SMS. The rest of the process is unchanged. Click on the link to enter a new password. This completes the login process. affected area are safe or whether they need help. Use the Alarm message type (corresponds to the alarm message) to inform your employees about the situation. Use the Confirmation message type to specify your confirmation prompt. In our example, this could be Please press 1 if you are safe. Please press 2 if you need help. We will contact you immediately. Go to ADMINISTRATION / Messages to save your customized text for the message type Confirmation. For telephone alerts, the text is automatically converted into a voice message by FACT24 Text-to-Speech and can be played back there. 3.0 In Step 2 this message can be assigned to an alarm as a prompt confirmation. You now have the option of using a customized text or message for confirmation prompts as well as for your alarms. To do this, go to ADMINISTRATION / Messages and choose the message type you require from Alarm or Confirmation. Alternatively, the message saved can be assigned in ADMINISTRATION / Alarms under the Prompt confirmation tab. To do this, use the function Change confirmation message, and select your message in the list of available confirmation messages. It is also possible to create a confirmation message at this point. Example: After a disaster, you want to find out whether your employees that were present in the Note: To receive confirmations from the alerted persons in the alarm report, the 3

4 online monitor and the alarm log, go to Alarms / Further settings and change the Report type to Confirmation entry. 5.0 A confirmation can be deleted at any time under Alarm / Confirmation prompt. FACT24 then reverts to the standard confirmation entry setting of travel time input. Please change the Report type: Standard (Arrival time) as described above. Our customers in Panama can now use a national number to activate FACT24 in addition to the unchanged international activation number, Complete your changes by running a data export to save your changes on the FACT24 server. ACTIVATION (national) New: Panama After running a configuration upload, you can now delete the uploaded data when the process is complete. To delete the data, you must hold one of these roles: 06. Administration (edit, execute) or 10. Principal (all rights). The new Visibility setting enables you to define public or private settings for contact data saved at person level (e.g. telephone numbers, addresses) on all previously created device types and for all new devices. New devices are marked public as default. Example: Anonymized saving of private mobile numbers To mark the mobile number of the individual Board, go to the configuration settings for the appropriate device. In Corporate mode, the Device menu item is located in SETUP Decentralised mode (identified by a single data export icon) in the tab ENTERPRISE. 4

5 In our example, we have already created a device type with designation Mobile Board Private. In Basic Settings, we now set the new Visibility field to private. Each number, which has been entered on the person level via the device type mobile board private is now shown anonymized, i.e. unidentifiable. Only the first three and last two digits of the number are shown. For example, the number is shown in the personal details in the ADMINISTRATION area and in contact data management as +49 ********79. NOTE: Please note that an abovementioned administrator cannot add, change or delete telephone numbers or addresses for a device type configured as private, not even in the Configuration Upload function. The contact data visibility setting can naturally be used to anonymize private telephone numbers and addresses of individual employees as well as those of management executives. The new function in FACT24 caters to growing demands for stricter data privacy. The anonymized view applies to all these user roles: 03. Contact Admin (edit) 04. Administration (read only) 05. Administration (edit) 06. Administration (edit, execute) 12. Administration (edit, execute w/o Contact Admin) 13. Author: For administrative reasons, users holding the role 10. Principal (full rights) retain the right of access to the original data. The same applies when an administrator with one of the above roles runs a FACT24 configuration download. No private contact details are shown in the download; the corresponding fields are left empty. 5