Vovici Enterprise System Administration Guide

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1 know more. go far. Vovici Enterprise System Administration Guide Version 4.0 January Vintage Park Plaza, Suite 250, Dulles, VA t: f: e: sales@vovici.com vovici.com

2 For technical support please call: Or visit: Please contact Vovici technical support if you believe any of the information shown here is incorrect. Companies, names, and data used in examples herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Vovici Corporation. Copyright 2007, Vovici Corporation. All Rights Reserved. All other company and product names are trademarks or registered trademarks of their respective holders. Printed in the United States of America January 2009

3 Table of Contents 1. SYSTEM ADMINISTRATION OVERVIEW DASHBOARD MAIN PAGE... 3 A. TASKS PAGE... 3 B. CONFIGURE TAB WORKGROUPS MAIN PAGE A. ADD A NEW WORKGROUP (GENERAL TAB) B. ADD WORKGROUP DIALOG C. ADDING A USER TO MULTIPLE WORKGROUPS USERS MAIN PAGE A. ADD A USER (BASIC INFORMATION TAB) B. ADDITIONAL TABS ON THE ADD NEW USER DIALOG C. FOUND EXISTING USER D. ACTIONS MENU E. THE ACTIONS MENU DETAILS REPORTS MAIN PAGE A. REPORT EXAMPLES TASKS MAIN PAGE A. FILTER TASKS

4 1. System Administration Overview Once you upgrade to or install the Vovici V4 product you are directed to the System Administration User Interface. The screen shot below is an example of what you will see. This System Administration Guide provides you details on all functionality available as your System Administrator. When you open System Administration, it defaults to the Dashboard Main Page. System Administration User Interface Dashboard Main Page This guide is broken down by the main tabs of the User Interface: Dashboard - Learn all about how to Manage Workgroups, Manage Users, Administration Reports and System Options under the Tasks subtab, and learn all about system configuration options under the Configure subtab. Workgroups - Add and Edit Workgroups. Users - Add Users and Edit User Information. Reports - Create multiple Administration Reports. Tasks - Filter Events by Workgroup, Event Type and Status. 2

5 2. Dashboard Main Page From the Dashboard Main Page there are two subtabs - Tasks and Configure. The Tasks page provides you easy access to: Manage Workgroups Manage Users Administrative Reports System Options The Configure page provides you with access to: Your Master Connection Information Mail Setup Password Security options for users System Administrator password options A screenshot of the Dashboard Main Page is displayed below: Dashboard Main Page - Tasks Subtab A. Tasks Page From the tasks page you can: Manage Workgroups - Create new Workgroups and assign users. Manage Users - Add or Import new users. Create Administration Reports - View what types of Administrative Reports are available. Configure System Options - Configure Settings. Each of these tasks is discussed briefly within this topic. More detailed information is provided in subsequent sections. An example of the Tasks tab is provided below: 3

6 Manage Workgroups Click Manage Workgroups and it takes you to the Add Workgroup dialog and defaults to the General tab. Add a New Workgroup 1. Click the "Add Workgroup" button. 2. The Add Workgroup dialog displays. It defaults to the General tab. 3. Type a name in the Name text box. 4. Add a Description for your Workgroup (i.e., HR Department, etc.) 5. If there is a Portal associated with this Workgroup add the Portal URL in the designated text box and the Portal registration mode in the corresponding text box. There are three Portal registration modes: Private, Public and Verified. Read more about this in your Online Community Builder help. Add Workgroup dialog See Also: Workgroups Main Page, Section (3) of this documentation - to learn more about the Publishing, Mail and License tabs available on the Add Workgroup dialog. 4

7 Manage Users Add or Import New Users using Manage Users from the Dashboard page. You can also get to this location through the main Users tab. Users Tab - Manage Users To learn specifics about the Users tab - Visit Users Main Page section (4) within this documentation. Admin Reports - Types of Administrative Reports Current Users - view a list of users who have a live session open. Recent Users - view a list of users who were recently logged into the application. Logins Per Day - view a chart of recent login rates. Open Survey Activity - view information about open survey events per Workgroup. Users Added - view information about users levels per Workgroup. Inactive Users - view a list of users who have not logged in recently. Response Rates by Invitation Sent Date - view response rates for surveys that sent invitations within a specific date range. Response Rates by Survey Closed Date - view response rates for surveys that closed within a specific date range. 5

8 See Also: Reports Main Page, Section (5) of this documentation - for access to additional information about system administrative reports along with examples. System Options System Options provides access to: Connection tab - access to your master connection. Mail Setup tab - access to settings. Password Security tab - setup options for users. System Administrator tab - password options for the System Administrator. You can also get to System Options through the Configure subtab located on the Dashboard Main Page. Connection tab 6

9 Mail Setup tab example Password Security tab example 7

10 System Administrator tab example B. Configure Tab To access the Configure tab navigate to the Dashboard main page and select the subtab Configure. The Configure tab is used to access the following: Connection tab - access to your master connection. Mail Setup tab - access to settings. Password Security tab - setup options for users. System Administrator tab - change the System Administrator password. Connection Tab The Connection tab is used to set your Master Connection information to include: Vendor - type of database Server name - server that is hosting the environment Port - Port number Database - database name User Name - specific user name Password - enter a password Test - select the test icon to test your connection Edit - select the edit icon to make any changes to your master connection options 8

11 Connection tab Editing Your Connection Information 1. To edit any information in your master connection screen select from the connection tab and the information below is displayed. 2. Make any changes and select the green check mark to confirm the changes or select the red x to cancel and return to the Connection main tab. Master Connection - with Edit selected Run Table Setup Select the Run Table Setup button anytime you upgrade to a new version of the Vovici Enterprise product. This will update your database with any new enhancements. This button has no effect if there is no upgrade available. 9

12 Testing Your Connection Select the Test icon from the Connection main page and the system will test your connection and provide you with validation information. A sample message is provided below. Test Information Verification Mail Setup On the Mail Setup tab you will find the Default Mail Settings as well as Authentication choices. Also found at this location is Invitation setup. SMTP Server - Defines the (outgoing) server that is used by Vovici Enterprise. SMTP Port - Specify the SMTP port for the SMTP server specified (on most SMTP servers this is 25). SMTP Time Out - The time in seconds that Vovici Enterprise will wait for a response from the SMTP server (by default this value is usually 300). Authentication - Define whether authentication is used when sending via the SMTP Server specified or if authentication is required. o o o None - Select if no authentication is required. Auth Login - A method of authentication that passes the username and password encrypted via base-64 encryption. CRAM-MD5 - A method of authentication used by LDAP servers. The password is encrypted using the MD5 algorithm. Account - Enter the account to use when authenticating. Password - Enter the accounts password when authenticating. Invitations Per Interval - number of invitations per interval - interval determined below in minutes Interval (in minutes) Select "Save" once you have entered your Mail Setup Information. 10

13 Mail Setup tab Password Security The Password Security tab is where you specify Password criteria for your application users. You have three check boxes: Require Strong Passwords - When checked passwords must include at least one character from three of the following options (e.g., BURang18$#): o Uppercase characters (A-Z) o Lowercase characters (a-z) o Digits (0-9) o Non-word characters (e.g. #$%^&*()!@<>) Minimum Password Length (Characters): enter a number that specifies the minimum password character length requirement. Maximum Password Age (Days) enter a number that specifies (in days) when the password will expire. After you complete the configuration criteria for passwords select Save to confirm. 11

14 Password Security tab System Administrator The System Administrator tab is where you will change the System Administrator Password. Type your password in the Password text box and Confirm your password by typing it in the Confirm Password text box. Select Save to confirm. System Administrator tab 12

15 3. Workgroups Main Page The Workgoups tab is one of the main pages of the System Administration User Interface. Below is a screenshot of the Workgroups Main Page. Workgroups tab A. Add a New Workgroup (General Tab) 1. Click the "Add Workgroup" button. 2. The Add Workgroup dialog displays. It defaults to the General tab. 3. Type a name in the Name text box. 4. Add a Description for your Workgroup (e.g., HR Department) 5. If there is a Portal associated with this Workgroup add the Portal URL in the designated text box and the Portal registration mode in the corresponding text box. There are three Portal registration modes: Private, Public and Verified. Read more about this in your Online Community Builder help. If you do not have the Vovici Online Community Builder product add on, just leave this blank. 13

16 Add Workgroup dialog B. Add Workgroup Dialog The Workgroup dialog consists of four tabs to include: General Tab - the General tab is discussed above and is where you add the description and name of your new Workgroup. Publishing - where you add your Survey Engine Path, Web Survey Location, and Local Publishing path. Mail where you enter Mail Server information as well as Address Preferences. License Information on this tab includes features for your Workgroup, Expiration Date, Current Status, and Trial information. 14

17 Publishing Tab Use this location to add your: Survey Engine Path Web Survey Location Publish To Information: o Local Web Server o Network Share o Remote FTP Server o Local Publish Path You also have a "test" button to test your configurations. Once you have finished the Publishing setup, select OK to confirm. Publishing Tab 15

18 Configure and Test Workgroups This section tests the publishing paths and connection to the SMTP Server within the application using the Test button. Click Workgroups. 1) Select the first Workgroup in the list 2) Click Edit. 3) Click Publishing and make sure the information under the tab is correct. 4) Click Test 5) The following message should be displayed: 6. Click Mail and make sure the information under the tab is correct. 7. Click Test 8. Click Workgroups 9. Select the next Workgroup in the list 10. Repeat steps 4 through 11 until all workgroups have been configured. 16

19 Mail Tab The Mail tab is where you enter Mail Server information as well as Address Preferences: Mail Server: SMTP Server address SMTP Port SMTP Time Out (seconds) Authentication Address Preferences: From Address o Survey Author o List o New select New if you want to add an address o Delete select Delete if you want to delete an address Other System From Address define the System from address Mail Tab 17

20 License Tab Overview The License tab contains information on: Features available to this Workgroup Expiration Date (if any) Status Active or Inactive Trial True or False License Tab 18

21 C. Adding a User to Multiple Workgroups This topic discusses how to add a user to multiple workgroups (new or existing user). Adding a New User to Multiple Workgroups 1. Navigate to the Users Main Page. 2. Select "Add New User" and the Add User dialog displays. 3. On the Basic Information tab add the information requested. 4. Select the Workgroup tab. 5. Select Add Workgroup. 6. A drop-down list with Workgroups available displays. 7. Select a Workgroup from the list and select Add. 8. That Workgroup is added to the Workgroup grid below. 9. Repeat this process and add as many Workgroups as needed for each user. Add User dialog - Workgroup Grid Note: for each Workgoup you can edit the Role and Reviewer Status. Select the icon located in the Edit column. 19

22 Edit User dialog - Add Workgroup drop-down list Adding an Existing User to Multiple Workgroups 1. Navigate to the Users Main Page. 2. Select the User from the grid and select the Edit button. 3. Select the Workgroup tab. 4. Select Add Workgroup. 5. A drop-down list with Workgroups available displays. 6. Select a Workgroup from the list and select Add. 7. That Workgroup is added to the Workgroup grid below. 8. Repeat this process to add as many Workgroups as needed for the specific user. 20

23 Editing the user's Role and Reviewer Status Workgroup Tab with Edit Selected How to Edit a Users Role and Reviewer Status 1. To Edit a user s Role or Reviewer Status, Under the Edit column, select the edit icon. 2. A drop-down list in both the Role and Reviewer Status columns displays. 3. Select the desired Role and Reviewer Status from the dropdown. 4. Select the green check mark in the Edit column to save and confirm or select the red x to cancel. 21

24 4. Users Main Page System Administration Guide Vovici V This topic includes information on how to Add a New User, but also covers the Add New User dialog and all of the tabs on that dialog to include Basic Information, Extended Information, Preferences and Settings, and Workgroup. Found Existing User is also explained. Click any of the links included here to go directly to that specific information within this documentation. A. Add a User (Basic Information tab) Select the Add New User button from the Users tab toolbar. The add User dialog displays and defaults to the Basic Information tab. To Add a New User the following information is required in the Add User dialog (Basic Information tab): User Name - Type the name you want for this user Display Name - Type the name you want displayed to other users - Type a valid address here Language - Select the Language for this user from the drop-down list Default Workgroup - If you are working with only one Workgroup that Workgroup name will display here. If you have multiple Workgroups you will select it from the drop-down list. See Adding a user to multiple workgroups (Section 3C), if needed. Status - Select from the drop-down list. The default is "Active." Note: The following fields are Optional. Leave them blank if you want to force the user to create their own password the first time they login. Password - type in a password for this user Confirm Password - type in password again to confirm password for this user To enable the user to choose a password leave the password field blank. The new user will only need to enter their user name when they first login. They will be asked to select a password and to confirm it. Click OK to confirm or Cancel to end. 22

25 Add New User Dialog 23

26 B. Additional tabs on the Add New User Dialog Extended Information Tab Extended Information - Additional information about the user can be stored here but is not required. See the tab below. Enter any additional information for the user and select OK to confirm or Cancel to end. Extended Information tab 24

27 Preferences and Settings Preferences and Settings - Define the settings for the user on this dialog. Each section for Predefined Settings, Questionnaire Designer, Default Report Charts, View Responses and Experience is discussed in detail below. Click OK to confirm or Cancel to end. Preferences and Settings tab Predefined Settings Set user levels based on their experience with the product from the drop-down menu: Beginner - Applies the recommended settings for a beginning user, such as using the Step-by-Step Guide for the Questionnaire Designer. Standard - Applies settings for a user who is more comfortable with Vovici Enterprise but who is not an expert. Expert - Applies the recommended settings for an expert user, such as Free Form Word Processor and more rows displayed per page in any page with a grid view such as the Manage Responses Data View. Once the selection has been made from the drop-down menu, click Load to apply the settings. 25

28 Questionnaire Designer Two selections are available here: Step-by-Step Guide - This is the default for beginning users and is recommended until a user becomes more familiar with the way Vovici Enterprise configures questions. Free Form Word Processor - After some experience has been gained with the Step-by-Step Guide, use this option which allows you to manually create questionnaires more efficiently using the word processing interface. Choose to display two optional tabs in the lower left hand side of the Questionnaire Designer: o Display HTML Tab - This will generate HTML source code for the survey. o Display XML Tab - This will generate XML source code for the survey. Default Report Charts Select your default charts from the drop-down menus provided for the following question types: Default chart for a Choose One question Default chart for a Choose Many question Default chart for a Matrix question View Responses Rows per page - Choose the number of rows to be displayed on any page that has a grid of users, participants, or responses. Examples include Manage Responses, Mange Members and Select Participants. 26

29 Experience Confirmation is required for processes exceeding a defined quantity in minutes Simply add a number in the text box that relates to the number of minutes you want the system to wait before it generates an auto to the user when an operation is taking a while to complete. See System Performance Improvements topic in the Application Online Help for more details. Display the Home instead of the dashboard - When selected, will display the Home (Welcome Page) instead of the Dashboard Main Page. When all preferences have been configured as desired, click OK. Workgroup The Workgroup tab is where you can assign/edit a user's Role or Reviewer Status. Simply select the user from the Users tab and select the Workgroup tab. Select Edit User dialog displays. and the Workgroup Tab 27

30 Select the desired Role or Reviewer status from the appropriate drop-down list. Select the green check mark to confirm your selections. Edit User dialog 28

31 C. Found Existing User When you are adding a new user from the Basic Information tab and your user already exists in the database the Found Existing User dialog will display. If you select "Yes" you are confirming that the user already exists and no action is required. If you select "No" you are returned to the dialog to make changes to add a new user that is different from the one displayed in the Found Existing User dialog. See the example below: Found Existing User dialog Alert!!: if the user that appears in the "Found Existing User" dialog has been previously deleted/suspended in the database, when you add them back in (or activate the user) using this method, the user is mapped only to the current Workgroup. 29

32 D. Actions Menu The following items are available under the Actions Menu: Actions Menu Change Page Size - A pop-up window will appear asking for the number of rows to be displayed per page. Add New User - Add one user at a time. Import Users From File - Import users from a.csv,.tsv or.txt file. Import From AD - Import from Active Directory. Edit - Basic Information, Extended Information, Preferences and Settings, or Security Role. Login History - User Login History includes Login Date and time and Logout Date and time. Remove Selected Users - Remove the selected users from the Workgroup. E. The Actions Menu Details Change Page Size Change Page Size dialog 30

33 When you select "Change Page Size" from the Actions drop-down menu a dialog displays where you can enter the number of rows to display per page. Enter a number and select OK to confirm or Cancel to terminate the action. Add New User When you select "Add New User" from the Actions drop-down menu the Add New User dialog will display. Add New User dialog See the Users Main Page, Section 4 of this documentation for more detailed information. 31

34 Import Users from File When you select "Import Users from File" the Upload File dialog opens. Click the Select button to navigate to the location where your file is ready for upload. Upload File dialog Import from Active Directory (AD) You build up a Global Catalog (GC) Active Directory path with the following format: GC://<host name>/<object name> The < host name>/<object name> is the path required that you enter into the Domain textbox. The prefix begins with GC://. Note: the < host name> and <object name> values are case-sensitive. Examples of what you might enter: dc=office dc=office,dc=otheroffice mydomain.com Steps: 1. Type in Domain name (as described above). 2. Type in User Name. 3. Type in Password. 4. Select Search. 5. Select Add or Cancel. 32

35 Import From AD dialog 33

36 Edit Edit Users dialog You can choose Edit from the Actions Menu or from the Users Tab toolbar. This option allows you to make changes to your user's information. 34

37 Login History Login History dialog You can access the Login History for a user by selecting "Login History" from the Actions menu or selecting it from the Users Tab toolbar. 1. Select a User from your list. 2. Select Login History. 3. A dialog opens to display the users's login history, showing Login Dates and Logout Dates. 35

38 Remove Selected Users You can remove a user from your list. 1. Select the user from the list. You can select multiple users or one user at a time. 2. Select "Remove Selected Users" from the Actions drop-down menu. 3. You will get a confirmation screen - You are about to remove # of users - Yes to confirm, No to Cancel. Tip: You can view a user's information by hovering over the user's name. 36

39 5. Reports Main Page There are several reports available to System Administrators. A list is provided below as well as a screenshot of the Reports Main Page. There is also an example of each report provided. Current Users Recent Users Logins Per Day Open Survey Activity Users Added Inactive Users Response Rates by Invitation Sent Date Response Rates by Survey Closed Date Reports Main Page 37

40 A. Report Examples Recent Users Logins Per Day 38

41 Open Survey Activity Open survey events by Workgroup 39

42 User Added Users added monthly for the last 12 months. 40

43 Inactive Users To run this report, specify the dates for the period and click Report. 41

44 Response Rates by Invitation Sent Date Response rates for surveys that sent invitations within selected date range. To run this report, specify the dates for the period and click Report. 42

45 Response Rates by Survey Closed Date Response rates for surveys that closed within selected date range. To run this report, specify the dates for the period and click Report. 43

46 6. Tasks Main Page System Administration Guide Vovici V Navigate to the Tasks main page. There is a list of all Events in the Events column such as Initial Invitation Sent, Import Users, Test Survey, etc. For each Event there is a column for: Event Details User Name Workgroup Name Start Date Elapsed Time Status Tasks Events 44

47 A. Filter Tasks You have the ability to Filter your list of task events. 1. Select the Filter button. 2. Fill in your Option selections and Date requirements and click OK and the Events grid will display a list of tasks based on your filter requirements. 3. To remove the requirements filter, select the clear button. Filter Tasks dialog 45

48 45365 Vintage Park Plaza, Suite 250, Dulles, VA t: f: e: sales@vovici.com vovici.com

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