Agnitio Manager 4.26 User Manual

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1 Agnitio Manager 4.26 User Manual

2 Table of content 1 Document Contents and purpose Document History Revision History Document Review List of abbreviations Disclaimer Where can I find this manual? Introduction What is the Agnitio Manager Log in to the Agnitio Manager Roles User profiles The Administrator role Adding organizational units Renaming organizational units Searching organizational units Deleting organizational units Reorganizing units inside the tree Managing Contractors Managing Unit Settings Upload a logo for an organizational unit Set the Reapprove control Set the Server Integration control Set the Client Integration control Set the Call duration control Managing Presenter/Call attributes Manage Unit Modules Managing Users Create a new user Import users Search users View/Edit user data Manage User s Personal Contacts Manage User s Merged Contacts View User Meetings View User s Presentations View User History Manage Presenter Attributes Manage Call Attributes Manage User Modules Managing Integration Delete Users Managing user groups Signature Capture Overview Agnitio Manager 4.26 User Manual 2

3 7 The Originator role Manage projects Manage Presentations Create a new presentation Rename a presentation Remove a presentation Basic operations with a presentation Move a Presentation Copy presentations Duplicate presentations Manage the Recycle bin Download presentations Preview presentations View Presentation Details Open a presentation for editing Presentation workflow Send the presentation for approval Publish a presentation Remove a presentation from publication Share a presentation Withdraw presentations The Editor role Translator role The Salesforce role The Approver role Approve/Deny presentations Blocking a presentation The Analyzer role View presentation statistics Standard Analytics Developer Analytics How to edit Flash presentations The Editor tab: Asset Library pane Presentation pane Slide and presentation properties pane Tools pane Insert and Edit Text Rotate Text Add Notes/Stickers Actions pane Navigation tab Documents tab Agenda tab Viewer tab Agnitio Manager 4.26 User Manual 3

4 13.6 Localization tab HTML-5 Editing Storyboard Slides Repository The Editor idocs Content Management Manage Libraries Create new Library Styling the libraries Add a collection Delete a Library Manage Collections Filter Collections Upload idocs documents Edit idocs Documents Search for a document Exit idocs Content Management Agnitio Manager 4.26 User Manual 4

5 1 Document Contents and purpose This document functions as the user manual for the normal day-to-day usage of the Agnitio Manager 4 for end-users. 2 Document History 2.1 Revision History Author Overview of changes Date Version Tatiana Shtefanescu Update, features and screenshots 9 th August Elizabeth Würtz Review, new features 5 th Nov Tatiana Shtefanescu Update, new features and screenshots 6 th Feb Elizabeth Würtz Review 25 th Feb Document Review This document is updated whenever relevant changes to the Agnitio software suite take effect. Yearly document reviews are required (by Agnitio) in order to secure accuracy. The yearly document review is required to take place within a year from last version (i.e. 1.0, 2.0 etc.). All versions are required to be signed by the document author, pier reviewer and system owner. 2.3 List of abbreviations Abbreviation CLM CRM Comment Closed-Loop Marketing Customer Relationship Management 2.4 Disclaimer Agnitio takes no responsibility for software not properly installed or with wrong configuration (please refer to the Agnitio CLM License Agreement). Agnitio takes no responsibility for un-authorized use of Agnitio software. 3 Where can I find this manual? This manual is only distributed by request. Please contact support@agnitio.com to receive a copy. Agnitio Manager 4.26 User Manual 5

6 4 Introduction This user guide will introduce you to the Agnitio Manager 4 and guide you to gain the full advantage of the different functionalities. This user guide is with a few exceptions built chronologically. It follows the workflow of a project and shows the steps involved in building a presentation. All information on how to use the Agnitio Manager as an editing tool is described in the back of this guide. 4.1 What is the Agnitio Manager 4 The Agnitio Manager is a web-based application, which allows you to create and construct a presentation the way you want the customer to see it, including layout, navigation and animations. It is possible to receive existing presentations and modify or adapt them in order to fit your market or your sales strategy. Agnitio Multi-channel delivery allows you to publish instantly to your sales representatives, micro sites or print detail aids. The Agnitio Manager follows you all the way through the project process. It makes it possible to assign responsibility for the different project areas, from project initiation to publishing to sales force. 4.2 Log in to the Agnitio Manager 4 When running the instance of the Agnitio Manager 4, all users are required to login with a valid username and password. Type in your in field; your password in Password field, and select the Stay signed in checkbox if you wish the system to remember your credentials for the next sessions. After you have signed in, you will see a combo box at the top right corner of the screen. Agnitio Manager 4.26 User Manual 6

7 Clicking this combo will display all roles associated with your user account. Selecting one of the options from the combo will switch your account to the selected role; and you will only be able to use the rights and privileges of the selected role. Your current user role will always be displayed at the top right corner of the screen. 5 Roles User profiles The roles in the Agnitio Manager reflect the roles associated with a typical CLM project. The system is divided into the following user roles: Administrator Originator Editor Approver Translator Analyzer Salesforce For a complete description of each user role, read the following chapters of this document. Agnitio Manager 4.26 User Manual 7

8 6 The Administrator role Definition: The administrator has the overall overview of the project and will assign resources for the different project tasks. The administrator will often be someone with an overall interest and overview of the project. Typically it s the project sponsor or someone from their team. The main part of the administrator profile is, the ability to manage business units, users and users contacts. The administrator is therefore responsible for setting up the organizational hierarchy, adding users and defining the workflow. The Administrator view displays the organizational unit tree in the left panel (below Your organization caption). As an administrator, you can only manage one organizational unit at a time and all its sub-units; this is why the organisational unit tree will only display your root unit. Clicking on an individual unit in the tree shows all users set for this unit in the middle pane of the Administrator view; also all contractors (if there are any contractors) and configurations set for this unit in the right pane of the Administrator view. Clicking on the arrow next to the organizational unit in the tree expands it, so that you can see all its sub units: Agnitio Manager 4.26 User Manual 8

9 When the arrow next to the unit is pointed horizontally the unit is collapsed; when the arrow is pointed vertically the unit is expanded and you can view all its sub-units. There are two controls enabling you to manage the organization unit tree: The Unit menu displayed above your unit tree A set of buttons displayed below the unit tree ( ) 6.1 Adding organizational units As an administrator of an individual org unit, you can only create sub units inside your parent unit. You cannot create another org unit at the root level. To create an organizational unit you can either: 1. a. Click on the Unit caption above the unit tree, and select New option; or b. Click the Create new unit icon ( ) below the org unit tree. 2. A new form will display at the bottom of the org unit tree, where you can type the name of the new unit. Note that at this point, the parent unit for the newly created unit should already be selected inside the org unit tree. 3. After typing the name of the new org unit, click Ok to confirm the operation. If you wish to leave this form without creating a new unit, click Cancel. After creating the new unit, it should be displayed inside the selected unit of the organizational tree. 6.2 Renaming organizational units To rename an organizational unit you can either: Agnitio Manager 4.26 User Manual 9

10 Select the unit in the organizational tree and either double-click on it, or Click on the Unit caption above the organizational tree and select the Rename option. Type a new name for the selected unit, then hit Enter on your keyboard. 6.3 Searching organizational units The bottom part of the organizational unit tree provides a search field that you can use to filter units. Type in the name of the organizational unit you are looking for, and you will see it in the search results after typing the first characters of your search criteria. 6.4 Deleting organizational units Note that you can delete all units from the organizational unit tree, except for the root unit. To delete a unit, follow the next steps: 1. Select the unit you wish to remove from the organizational tree 2. Click Delete button ( ) from the bottom of the unit tree, or from the Unit menu above the tree. 6.5 Reorganizing units inside the tree To reorganize the unit tree, select the unit you wish to move, drag it to the necessary location inside the tree, and then drop it there. This way you can reorganize the organizational unit tree until you have the desired hierarchy. Note that you cannot move an individual sub-unit to the root level. 6.6 Managing Contractors The contractor is an external resource participating in the project. This will typically be a creative agency. In order for contractors to be able to deliver presentations to the client units, a relation must be created between the contractor unit and the client unit within the organizational unit tree. To create a new contractor agency and link this agency to the necessary client unit, follow the next steps: 1. First of all, make sure the contractor agency is listed in the organizational unit tree. Its location doesn t matter (for details on Agnitio Manager 4.26 User Manual 10

11 creating organizational units read the Adding organizational units section of this document). 2. In the organizational unit tree, select the organizational unit for which you wish to assign contractors. 3. Now, in the right pane of the Administrator view, expand the Contractors section (click on the + icon next to it) and then click the Edit Contractors button ( ) inside this section. 4. A popup will display, showing your organizational unit tree and a checkbox next to each unit. The checkbox next to the unit you have selected in step 2 will be disabled; and the unit name will be displayed in bold font. 5. In the pop up, select the checkbox(es) next to the unit(s) you wish to set as contractors for the organizational unit selected in step 2. Note that Agnitio Manager 4.26 User Manual 11

12 by default, some units in this window will be collapsed. But to expand them, click the icon next to each unit. Also, you can use the search field at the bottom of this window in order to filter the unit list; and the Reset button in order to cancel the search criteria. 6. Click Ok to confirm your operation. If you wish to leave the pop up without setting contractors for the selected unit, click Cancel. As a result, the unit(s) set as contractors will be displayed inside the Contractors section on the right panel of the Administrator s view, when an individual org unit is selected in the tree. You can use the same pop up in order to change contractors for an individual agency, by removing the checkboxes next to the selected contractor agencies. 6.7 Managing Unit Settings Selecting an individual unit in the organization tree on the left panel will show the unit settings and contractors in the right pane of the Administrator view. Within the current document, we shall call this pane the Unit Settings pane. The Unit Settings pane enables you to: Set a logo for an individual organizational unit Set the Reapprove control to either yes or no Set the Server integration control Set the Client integration control Set the Call duration control Agnitio Manager 4.26 User Manual 12

13 Manage contractors for the selected unit (for details, see the Managing Contractors section of this document). Manage modules for the selected unit. Manage default and custom attributes for the selected unit. For details on each setting, read the sub-sections below Upload a logo for an organizational unit To set or change the logo for an individual organizational unit, follow the next steps: 1. In the organizational unit tree, select the unit you wish to upload the logo for; 2. At the top of the Settings pane, click the Upload new logo button ( ). 3. Browse for the image you wish to upload from your hard drive and then click Open. After you have uploaded a logo for your organizational unit, you can change this logo or remove it using the following controls: Browse ( ) and Cancel ( ) Set the Reapprove control In order to understand the impact of this control upon the organizational unit s workflow, we shall describe the following scenario: A presentation has been created, approved by a user with Approver rights, and then published for the salesforce. After publishing the presentation, some user working with this presentation has modified it. If Reapprove control was set to Yes in the presentation s organizational unit, then each time after it has been modified, the presentation should be sent for repeated approval. If the control was set to No then any privileged user can modify the content of the published presentation without having to send it for repeated approval. Agnitio Manager 4.26 User Manual 13

14 To set the Reapprove control to either Yes or No, click on the Edit ( ) icon next to this option on the Settings pane. You will see a combo-box, where you can pick either of the two options: After picking the necessary option, click Ok ( ). To leave the operation, click Cancel ( ). Note: The detailed impact of this option upon the presentation workflow is described in Remove a presentation from publication section of this document Set the Server Integration control The Agnitio Manager has the ability to connect to external resources, such as CRM systems or ftp files, and get content from those resources. Contact lists that clients have previously uploaded to the external resource as csv files currently represent this content. The csv files are then downloaded by the Agnitio Manager user, and this way integration takes place. The Server Integration control on Settings pane defines from where our sales representatives should get the contact lists either from the local database, or from an external resource. To set the Server Integration control, you should click the Edit ( ) icon next to this option on the Settings pane. You will see a combo-box, where you can pick any of the three options: None, meaning that no integration is needed; i.e. contact lists will be uploaded from the local database. FTP our system will prompt an ftp server and get the contact list from there. Salesforce.com the system will connect to salesforce.com and get the contact lists from there. After selecting this option, all users from Agnitio Manager 4.26 User Manual 14

15 this unit will have an additional section in user details form Integration. For details, read the Managing Integration section of this document. After picking the necessary option, click Ok ( ). To leave the operation, click Cancel ( ). Note: The detailed impact of this option upon the user workflow is described in Manage User s Personal Contacts section of this document Set the Client Integration control To set the Client Integration control, you should click the Edit ( ) icon next to this option on the Settings pane. You will see a combo-box, where you can pick any of the two options: None meaning that no integration is needed; Cegedim is used for the client side integration within the ipad between the Cegedim Mobile Intelligence application and our iplanner. After picking the necessary option, click Ok ( ). To leave the operation, click Cancel ( ) Set the Call duration control The Call duration control enables you to either show or hide the duration of meetings that take place inside the client file application the iplanner. To set the Client Integration control, you should click the Edit ( ) icon next to this option on the Settings pane. You will see a combo-box, where you can pick any of the two options: Hide meaning that the meeting duration will not be shown in the list of completed calls on the iplanner; Agnitio Manager 4.26 User Manual 15

16 Show meaning that the meeting duration will be shown in the list of completed calls on the iplanner Managing Presenter/Call attributes Besides the standard information that is imported when users are being created, it is possible to add your own information about a user or a set of users. The purpose of this is to include extra information when reporting, but also to enable developers to encode the behaviour of a presentation, based on the user information, which has been passed on from Manager to the client. For example, a presentation may be created for all kinds of iplanner users, but by capturing information about the user s role, position or specialty, the slides will automatically be prioritised in a way that will reflect the actual user who is presenting. For example, a user who is a Sales Rep, and whose Sales line is within diabetes, may only have slides present in his presentation which are relevant to the subject of diabetes. A Sales Rep, who is specialised in migraine, may have a different set of slides made available. Note: The possibility of passing values from Manager to iplanner, and on to the Analyzer server, assumes that the iplanner is of a version which is compatible with this functionality, i.e. version 1.11 or later. There are two types of attributes: Presenter attributes and Call attributes: The Presenter Attributes are static attributes they are not shown in the iplanner but they might be needed for some special purposes such as, for instance, send data to the presentation about the Sales rep, with a view to customize the way it is displayed. Most of these attributes were created by default and you cannot remove them (these are displayed in bold font in the list below); but you can also complete the list by adding custom attributes. Agnitio Manager 4.26 User Manual 16

17 The Call Attributes are displayed inside the iplanner within the Calls and Post Calls views. The values, which have been set for these attributes, may be overwritten by the Sales Rep in the iplanner. All of these attributes are created at the unit level, which is why we call them custom attributes. For details on creating custom attributes, read the following sections of this chapter. By default, the following presenter attributes are available: Activity status (Active, Inactive) Client facing (Yes, No) Position (Sales Rep, Brand Manager, Medical Liaison etc.) Agnitio Manager 4.26 User Manual 17

18 Sales Channel (Retail, Hospital, etc) Sales Line (Diabetes, Growth Hormones, Pharmacies, GPs etc.) Sales Region (East, West) Sales Territory (A, B, C, 1, 2, 3, brick 1, brick 2, etc.) Country External User ID (e.g. 1287) Besides the default attributes, you can also create custom attributes. Note that the default attributes will be displayed in bold font and you will not be able to remove them from the list; whereas the custom attributes (the ones you can create at unit level) are displayed in regular font; and a unit Administrator can always remove them. Creating custom attributes Besides the default attributes, it is also possible to create custom attributes which are specific for a unit and will be inherited by all sub-units and users within the parent unit. To create new attributes, click the Create New Attribute button at the bottom of the Attributes list ( ). A new form will appear, similar to the one shown below: In this window, type the name (must be unique) and select the type of the attribute. You can also define a default value for the new attribute and specify the allowed values for it. Note that the fields of Create new presenter/call attribute form will depend on the value selected in Type field, i.e. on the attribute type. The following will go through the different types of attributes that can be created: Creating a yes/no attribute: Agnitio Manager 4.26 User Manual 18

19 Type the name of the attribute, select type Yes/No and then the default value (either Yes or No). The result from the above example will look like this, when opened in edit mode on user details form: Creating a text attribute with limited allowed values Type the name of the attribute, select type Select and then the default value. Fill in the allowed values separated by comma. Remember to include the default value: When opened in Edit mode, the attribute created above will look like this: To remove the risk of spelling errors, which would result in errors in reports, an option box with the defined allowed values would appear when editing the attribute value at the user level. Creating a text attribute with unlimited values Agnitio Manager 4.26 User Manual 19

20 Type the name of the attribute, select type Text and then the default value. this: When opened in Edit mode, the attribute created above will look like Editing and deleting a custom, dynamic attribute It is not possible to edit the value or allowed values set of an existing, custom attribute at unit level. However, the values can be changed from the default value at user level. For details on editing attributes value, read the Manage Presenter Attributes section of this document. So for instance, if a dynamic attribute was created named Specialty, and the default value was Diabetes, then this would appear as the default value for all users. This value can then be changed for each individual user. However, custom attributes can be deleted at unit level. To do this, select the custom attribute in the list; and click the Delete Attribute ( ) button Manage Unit Modules The Modules control enables you to specify the modules to be used by the selected company (unit). To select the modules to be used by an individual organisation unit, select the corresponding unit in the left pane of the Administrator s view, and then expand the Modules section on the Settings pane on the right. Agnitio Manager 4.26 User Manual 20

21 Select the check-box(es) next to the modules you wish to activate for the selected unit; then click Save. Note that users from an individual unit will inherit all modules set at the parent unit level. But you can change the modules settings for any user at user level. For details on managing user modules, read the Manage User Modules section of this document. 6.8 Managing Users After setting up your business units you must create users. Users should be assigned to all roles to support the project flow. Selecting an individual unit in the organizational unit tree on the left shows all users pertaining to this unit on the middle pane, under Users caption. Each user is assigned with at least one role, or a set of roles within an organizational unit. This is why the left column on the middle pane displays the user role tree (below Filters caption) and the right column shows the users list (below Users caption). If you select a role on the left column, the right column will show all users assigned with this role. If you select the root company the one displayed at the top of Filters column, also the one selected in the org tree on the left pane you can see all users acting within the selected unit; irrelevant of their roles. Agnitio Manager 4.26 User Manual 21

22 There are two controls enabling you to manage user roles within your organization unit: The User menu displayed above the user roles tree A set of buttons displayed below the user roles tree ( ) Create a new user To create a new user you can either: 1. Click on the User menu on the top bar, and select New à Staff option; or 2. Click the Create a new user icon ( ) below the user roles tree. A new form will display in the right pane of the Administrator view, where you can specify the details of the new user. Note that at this point, the primary role you wish to assign to the new user should already be selected inside the user roles tree. 1. Specify the new user s details in the following fields: User s in field User s first name in First Name field User s last name in Last name field Agnitio Manager 4.26 User Manual 22

23 User s password in Password field. If you wish the system to generate a password for the new user, just click the Generate button If you wish the password to be shown on user details form (if you don t want it to show as encrypted), select the Show password checkbox. 2. In Membership section, select all roles you wish to assign to the current user. Note that the user role you have previously selected in the user role tree will already be selected in this section. But you can change your selection to other roles. If you select the salesforce role, you can make the new user member of any available group. Only for the salesforce role, there are a few more additional settings: Auto upload (Planner 4 only) if this option is left checked, then all monitoring data that was collected during the meeting will be automatically sent from the Planner to the server. If the option is unchecked, this data will only be sent after the user initiates this action (clicks on Report ). Auto download (Planner 4 only) if this option is checked, then the current user s Planner will automatically apply the updates that is download, modify and remove presentations. If the option is left unchecked, the Planner will only display the available updates and the sales representative will have to select manually what to apply. Allow synchronization over 3G mobile networks (iplanner only). If this option is selected, the user will be able to synchronize the iplanner with the server both by using WiFi and 3G networks. If left unselected, this will only be possible through WiFi connection. Enforce password change When selected, this option will force users who first log in from their iplanners to change their password. This option was introduced to meet the security requirements of individual clients. 3. After filling in all the details for the new user, click Save to save this information. If you wish to leave this form without creating a new user, click Cancel. Agnitio Manager 4.26 User Manual 23

24 This will create the user and send an notification including username password Import users There can be tens and hundreds of sales representatives within a business unit; and it can be a lot of work to create each user manually; that is why the system enables you to import users in a csv file. The csv file should include the following columns: first name, last name, and preferred password for each user to be uploaded. The CSV file should look something like this: First Name;Last Name; ;Password Sally;Repson;sally.repson@agnitio.com;Sal3sR3psR0ck! Robert;Sorensen;Robert.sorenseon@agnitio.com;; To import users, follow the next steps: 1. Select the Salesforce role on the middle pane, below Filters caption 2. Click the User menu on the top bar, then select Import option 3. You will see a form in the right pane of the screen 4. Click Browse button ( ) in order to look for the csv file on your local machine. After selecting the csv file from your hard drive, all users Agnitio Manager 4.26 User Manual 24

25 from the file will be displayed on this form, but they are not yet uploaded to the system: 5. If you are sure this is the list of salesforce users that you wish to import, click the Upload ( ) button. If this is the wrong list, click Delete ( ). After the list of salesforce users is imported, the users will be displayed among others on the Administrator s workspace Search users The users list might sometimes be too long; that is why navigation and paging controls are provided in order organize the list. There is also a search field where you can type in your search criteria and so find the user(s) you are looking for: Note that the users search is on the server side; that is why after typing the search criteria in the search field, you have to hit Enter View/Edit user data The user details form enables you to view and edit user data (such as first/last names, roles and groups assigned); view user history and upload contacts for this individual user. Read the steps below for a better understanding of the process. To edit details of an individual user, follow the next steps: 1. In the users list, select the user whose details you wish to view or edit. On the right pane, you will see the user s short details in a form similar to the one below: Agnitio Manager 4.26 User Manual 25

26 2. If you just wish to change the user s password, click the Change password button. A new form will open, similar to the one below. Type the user s new password in New password field. If you wish the system to generate a new password automatically, just click the Generate button. If you wish the password to be shown on user details form (if you don t want it to show as encrypted), select the Show password checkbox. After specifying the new password, click Ok to confirm this; or if you wish to leave the previous password, just click Cancel to leave this form. 3. If you wish to edit other user info, click Edit button on user details form. You will see a form similar to the one shown below. This form will be pre-filled with the selected user data. Agnitio Manager 4.26 User Manual 26

27 4. Edit user details user s first and last names; also the roles and user groups assigned to this user. For details on editing user roles, groups and flags, read the Create a new user section of this document. Note that you cannot change the user , as it is the unique user identifier in the system. If you still need to change the for an individual user, you can create a new user record and assign this user with the new . After editing the user data on this form, click Save to save this information. If you wish to leave this form without editing the user details, then click Cancel. 5. You can also add a description for any user on the user details form, by highlighting, and then clicking the Click here to add a description field. Clicking this field opens a text box, where you can type in any information related to the selected user. Agnitio Manager 4.26 User Manual 27

28 After typing the necessary info in the text box, click Ok to save it, or click Cancel to discard. Note that you can also hit Enter and changes made to the current user profile will be saved Manage User s Personal Contacts If the user you are viewing/editing is assigned with a salesforce role, you can upload contacts for this individual user (same applies to user groups). Within our system, a contact can be a person to whom the Agnitio user should present a published presentation. Contact lists can be assigned: to a group in this case all sales representatives that are in this group will have access to the contact list; or individually for each sales representative in person. Uploading contacts for an individual sales representative can be done in 2 different ways; depending on the option selected for the Integration control on unit settings (for details, read the Set the Server Integration control section of this document): If Integration control is set to None in the unit settings, you can upload contacts for an individual user from a csv file. To do that, select the necessary user on User pane; then on the right pane, which manages user settings, expand the Personal contacts section by clicking on the + button next to it: Agnitio Manager 4.26 User Manual 28

29 Click Upload contacts from CSV button ( ) inside this section. After selecting the necessary contacts file from your hard drive, all contacts will be displayed in this section, but they are not yet uploaded to the system. So you can preview the list and decide if wish or not to upload it to the system: If you are sure that this is the list of contacts you wish to upload, click the Upload ( ) button. If this is the wrong list, click Delete ( ) on top right of the list. Note that if the contact list is too long, you can use the vertical scroll-bar to view it entirely. Agnitio Manager 4.26 User Manual 29

30 After contacts have been successfully uploaded, you can see them all displayed inside the Personal Contacts section on user settings tab: You can use the following controls after the contacts list has been uploaded: - Search field to filter the contact list; - Upload contacts from CSV button ( ) to upload another list of contacts instead of the existing one; - Delete contacts button ( ) to remove the contacts from user details form; - Export contacts to CSV button ( ) if, for instance, you have a contacts list on the server, you can use this option to save this file locally on your client application. - Edit button this option enables you to edit the tags column for any contact from your personal list. If you select an individual contact in your uploaded list, then click the Edit button, you will see a new section at the right of the Agnitio Manager 4.26 User Manual 30

31 contacts list, displaying the selected contact name and all its tags: To add a new tag, type it in the highlighted text field, then click Add button. This way you can edit tags for any contacts uploaded to your personal contacts list. If Integration control is set to any other option than None inside the unit settings (for details, read the Set the Server Integration control section of this document), you will not be able to upload contacts for this user from a csv file (you will see a message saying Internal contact management is disabled for units running integration ). But what you can do in order to upload contacts is select the necessary user, then click CRM menu on the top bar, and select Synchronize contacts and planned calls option. Clicking this option initiates the uploading of contact lists from an external resource, such as file on a remote server, or a CRM system, or something else. Besides, if Integration control is on, then contact lists are periodically synchronized with the external resource; but if you need to initiate the synchronization right at this moment; for this very user you can use this option in CRM menu and the synchronization will start right away. Agnitio Manager 4.26 User Manual 31

32 When uploading contacts to the system, you might get an error message saying Error during parsing of csv file, which means that the file containing the contact list is incorrectly formatted; it cannot be uploaded to the system because it has some errors. In this case the file must be corrected and uploaded again. Note that the list of contacts is divided into 2 types: Person ( ) - these are people with names and surnames Account ( ) these are institutions Visually the two account types only differ by the icon associating them. The contact list might sometimes be too long (you can see the contacts count below the list); that is why a search field where you can type in your search criteria and so find the contact(s) you are looking for is provided at the bottom of the list: Manage User s Merged Contacts If a sales representative has his personal contact list and he is also member of a group for which another contact list is assigned, then the Merged Contacts section on user details form will show the merged contact list the one for the group and his personal contact list. The same list will be displayed on the user s workspace. By expanding this section on the user details form, you can see all contacts assigned to the selected user along with the group contacts of all groups the user belongs to: Agnitio Manager 4.26 User Manual 32

33 So, each time a new contact will be uploaded either for this individual user, or for the group(s) this user belongs to, the merged contact list is refreshed; as it should reflect all contacts for the selected user (not only the personal ones). The merged contact list cannot be edited, because it is an auto-generated list; this is why it is a read-only section on user details form. But what you can do is export it to your client application by clicking the Export contacts to CSV button ( ) View User Meetings This section on user details form displays read-only content, because meetings are logged only when the corresponding CRM integration is switched on and there are some meetings planned for the selected user View User s Presentations When expanded, this section shows what presentations the current user can access: Agnitio Manager 4.26 User Manual 33

34 6.8.9 View User History The user details form also enables you to view user history, by clicking the + button next to History section: you can view the time when user logged in to the system, when they downloaded presentations and uploaded monitoring data. The History logs also show the time when contacts and presentations were automatically synchronized Manage Presenter Attributes An attribute is made up of a name and value; it is meant to provide extra details about the Sales rep (a user of the Agnitio iplanner). Presenter Attributes section on the user details form displays all the default attributes; and also the custom attributes set at the parent unit level (for information on managing unit attributes, view the section earlier in the document, Managing Attributes). Agnitio Manager 4.26 User Manual 34

35 The presenter attributes are static, global attributes they are not shown in the iplanner but they might be needed for some special purposes such as, for instance, send data to the presentation about the Sales rep, with a view to customize the way it is displayed. Each attribute in the Presenter attributes list is set with a default value, which was given at unit level but which can only be changed at user level. Note that you can only edit the attributes value at the user level; but you cannot remove or create new attributes. This can only be done at the parent unit level. Default values set at unit level, appear in grey text. To change a presenter attribute value, click on the necessary row in the attributes list below the Value column; and type inside the value field. An option box may appear below the field with allowed values, from which you will need to select and option Manage Call Attributes The Call Attributes from the user details form are displayed inside the iplanner within the Calls and Post Calls views. Similar to the presenter attributes, they have all been created at the parent unit level and the values can only edit them at user level: Agnitio Manager 4.26 User Manual 35

36 What appears in the Call Attributes list is what also appears in the iplanner s Call and Post Calls views afterwards Manage User Modules The Modules section on user details form enables you to specify the modules to be used by the selected user. To use this module select the corresponding user in the middle pane of the Administrator s view, than expand the Modules section on the user details form and select the checkbox next to the modules you wish to assign for the selected user. Note that users from an individual unit will inherit all modules set at the parent unit level. But you can assign additional modules for any user at user level (for details on managing unit modules, read the Manage Unit Modules section of this document). The inherited modules (set at the parent unit level) will be highlighted in grey on the user details form. The ones that are black have been assigned locally at the user level Managing Integration If the Server integration is set to Salesforce.com (see section Set the Server Integration control to read more), an extra section will appear in the user details pane, entitled Integration : Agnitio Manager 4.26 User Manual 36

37 This field will, by default for each user, show the following information: Once the user has logged into the iplanner, the user will be authenticated via Salesforce.com. The status above will then change to Yes Delete Users You can remove users from the system. To do this, follow the next steps: 1. Select the user you wish to remove from the list 2. Click on either User caption from the top bar and select Delete button, or use the Delete User button from the bottom tool bar ( ). Note that there are two buttons on the bottom tool bar: Delete group button underneath the group list and Delete User button underneath the users list. 3. Click Yes in the confirmation message. If you wish to cancel this operation without removing the selected user, click No. Deleting the user from the list will remove the user account from the system, and this user will no longer be able to log in to the system. However, all presentations of this user will not be affected. 6.9 Managing user groups The sales representatives or salesforce acting within one organizational unit might be organized in groups; these groups are meant for the following purpose: When a presentation is published, a group of sales representatives is created that will promote an individual product. This way, the presentation is not published for a sales representative personally, but for the entire group, so that each group member will be able to access the presentation and work with it. Agnitio Manager 4.26 User Manual 37

38 For instance, we created a presentation about aspirin, we have also created a group of sales representatives who will have to show this presentation and so we published the presentation for them. To create a user group, follow the next steps: 1. Select the Salesforce role below Membership caption 2. Click on the User menu on the top bar, and select New -> Group option. Alternatively, you can click the Create a new group ( ) button from below the user role tree 3. A new form will show up at the bottom of the user role tree, where you can type the group name. 4. After specifying the group name in Name field, click Ok to confirm. If you wish to leave this operation without creating a user group, click Cancel button. The new group will be created, but it will be empty. Clicking on an individual user group in the list: will show the group info in the right pane, on group details form. You can see all presentations published for this group by expanding the Presentations section; and all contacts available for this group by expanding the Group contacts section: Agnitio Manager 4.26 User Manual 38

39 This form also enables you to upload contacts for the selected group. For details on uploading contacts, refer to Manage User s Personal Contacts section the procedure is similar to assigning contacts for an individual user. Note that after uploading a list of contacts for a group, each group member will be able to see the list of contacts on their workspace, inside the Merged Contacts section/menu. To rename user groups either double-click on the user group and type the new name, then hit Enter, or click on User caption on the top bar, and select the Rename option. To remove a user group: 1. Select the user group you wish to remove from the list 2. Then either use the Delete Group ( ) button from the bottom tool bar, or click on User caption from the top menu and select Delete option. Note that there are two buttons on the bottom tool bar: Delete group button underneath the group list and Delete User button underneath the users list. 3. Click Yes in the confirmation message. If you wish to cancel this operation without removing the selected user group, click No. The selected user group will be removed, but all users that were part of this group will stay in the system Signature Capture Overview To access the Signature Capture Overview functionality, you should select the Contacts tab on the Administrator s workspace. Then select the necessary company in the left pane (below Filters ); select the contact that you want to view; and then you will be able to see all dates and the signature that was made on each date: Agnitio Manager 4.26 User Manual 39

40 Every signature will also show some extra information on the right pane about the address of the client, which presentation the signature was captured in; the call date, call ID and the Sales Rep name. You can also send the signature to yourself; or the customer by typing in your in the text box on the right pane, and clicking the Send button. Note that all content displayed on this view is controlled by the iplanner app. So when an iplanner user has a special presentation which allows for signatures to be captured, then the Contacts tab view will be populated with the names of the contact, an address, some call information and an image of their signature. Agnitio Manager 4.26 User Manual 40

41 7 The Originator role Definition: The originator is the owner of the presentation. Often this is the marketing person/product manager being the project manager of the project. As an originator, you can overlook and participate in almost all project steps. The Originator s workspace is divided into 3 panes: The left pane is the unit tree. Clicking on an individual unit in the tree shows all contractors for this unit (if there are any contractors) in the bottom part of the left pane. Clicking on the arrow next to the org unit expands it, so that you can see all its sub units. Typing an individual search criterion in the Search field below the unit tree will show only units whose name correspond to the criteria you specified. If you select a unit you can see all projects and presentations published for this unit in the middle pane of the Originator s view the Workspace. Presentations can be organized in folders; in our terminology these folders are named projects. The presentations and projects tree also has its own elements for control the top menu (File/Edit/Workflow) and the bottom menu (a set of buttons). If you select a presentation in the Originator s Workspace you can see its details in the right pane of the screen on presentation details form. All panes on the Originator s workspace are resizable. Agnitio Manager 4.26 User Manual 41

42 When the arrow next to the unit or project is pointed horizontally the unit/project is collapsed; when the arrow is pointed vertically the unit/project is expanded and you can view all its sub-units/sub-projects. Note that at any time you can use the Refresh button in the top right corner of this tree ( ) to reload the view on the Originator s Workspace. The following sections of this document will describe all operations available for the Originator s role. 7.1 Manage projects Projects are linked to an organizational unit, and are intended to contain presentations. To create a new project, follow the next steps: 1. In the unit tree, select the organizational unit where you wish to create the new project. If you wish to create a project inside an already existing project; just expand the parent unit in the tree and leave it as selected; 2. Select either File à New à Project options from the top menu; or click the Create new project button ( ) from the bottom bar. 3. A new form will display, prompting you to type in a project name. Agnitio Manager 4.26 User Manual 42

43 4. After specifying a name for your project, click Ok. To leave this form without creating a new project, click Cancel. The projects will appear as yellow folders in the middle pane: After creating a new project you can add presentations, documents or imagazines to this project; or move it to another location of the projects and presentations tree. Projects and presentations (all the content in this tree) can be hierarchically organized in any way; for instance you can create a project inside another project or drag the sub-project to the root level. The only restriction is that you cannot create anything inside a presentation; the presentation is the final element of this hierarchy. The bottom part of the projects and presentation tree provides a search field that makes it possible for you to filter projects and presentations by typing your criteria in the Search field, then hitting Enter: To delete a project, follow the next steps: 1. Select the project you wish to remove from the tree 2. Click Delete button ( ) from the bottom bar, or select File -> Delete options from the top menu. Note that removing a project deletes all its underlying hierarchy. 7.2 Manage Presentations There are 4 types of presentations: Flash ipad imagazine Document library The 4 types only differ by the content type, and the icon that represents them on the Originator s Workspace: flash presentations ( )are built on the basis Agnitio Manager 4.26 User Manual 43

44 of flash technologies; ipad presentations ( )and imagazines ( )are built on basis of html; Document Library ( )is a set of documents, for use in Agnitio idocs Create a new presentation To create a presentation, follow the next steps: 1. Prior to creating the presentation, select the organizational unit and project where you wish to place the new presentation. Note that new presentations can be created in a project folder or in the organizational unit root. 2. Click either File -> New option from the top menu bar; and then select the presentation type you wish to create (one of the Flash, ipad or Document Library types). You can also use the Create a new Flash presentation button ( ) from the bottom bar. 3. Depending on the type of presentation you selected to create, you should see a form similar to the one shown below: 4. Type in a name for the new presentation, then click Ok to confirm this operation. If you wish to leave this form without creating the presentation, click Cancel Rename a presentation To rename a presentation you can either: 1. Select the presentation in the tree and either double-click on it, or 2. Click on the File -> Rename options from the top bar. 3. Type a new name for the selected presentation, then hit Enter on your keyboard Remove a presentation To delete a presentation, follow the next steps: 1. Select the project you wish to remove from the tree 2. Click Delete button ( ) from the bottom bar, or select File -> Delete options from the top menu. 7.3 Basic operations with a presentation The following sections of this chapter will describe various operations that can be completed during a presentation s lifecycle. Note that each user role Agnitio Manager 4.26 User Manual 44

45 has different access rights, which is why not all operations are available to each user role in equal measure Move a Presentation You can move a presentation to any level of the projects and presentations tree. This can be done by selecting the presentation, dragging it to the desired level of the tree and dropping it there. Same happens when you select the presentation and click Edit à Cut on the top menu bar; then select the desired location for this presentation and click Edit à Paste Copy presentations Apart from moving presentations through the tree, you can also copy presentations: select the presentation and click Edit à Copy on the top menu bar; then select the desired location for this presentation and click Edit à Paste. You can paste the presentation to the other project or at the root level or even to another unit (in this case select the unit from the left pane; then the project from the middle pane), but you cannot paste the presentation inside the same project from where you copied it. If you still try to you will get a warning asking if you wish to replace the existing item with the new one: This means that both a project and a presentation name should be unique within the same folder. After creating a new copy of the presentation; all its statuses are dropped; so even if the target presentation was approved, its copy will be anyways New ; it will not have the same status. A copy of the presentation is a brand new presentation; it has no relation with its parent other than the same content; the ID of the new presentation is unique. The same happens if you look at the copied presentation s history you will not see the history of the parent presentation; you will only see that this presentation was copied from an individual unit. The public URL for this new presentation will not be displayed (even if the parent presentation already had one). Agnitio Manager 4.26 User Manual 45

46 7.3.3 Duplicate presentations If you want to make a copy of a presentation within one and the same project, you can use the duplicate option: select the presentation and click File -> Duplicate. You will see a form prompting you to change the copied presentation name (copy of [presentation name]). By typing a new name for the presentation or if you just leave the default name offered in Name field and click Ok, you can create a copy of the presentation within the same folder Manage the Recycle bin The Originator has also access to recycle bin in bottom right corner of the middle pane ( ). If you removed a presentation or project; you can find it in the recycle bin it only shows content removed from the selected unit. Clicking on the recycle bin shows all its content: If you select a record from the recycle bin, there are 3 options: leave it there; recover it by clicking the Restore icon ( ) or remove it completely by clicking Delete ( ). You can use the Restore and Delete options from the top File menu. To close the recycle bin view, use the close icon ( ) Download presentations Presentations can also be downloaded as a zip archive. To download a presentation: select it in the presentations list and click File -> Download, Agnitio Manager 4.26 User Manual 46

47 then you will see a drop-down menu asking which copy of presentation you wish to download: published or working copy. When downloading a presentation you have to select the location on the hard drive where to place it; and then it will download there as a zip archive. Name of the zip archive will be presentation and unique id of the presentation (e.g. presentation_4044 ) Preview presentations At any point of building your presentation it is possible to preview it in a real environment. The preview functionality displays the presentation equally to how it is displayed in the Agnitio Planner. To preview a presentation, select it in the list and the File à Preview options in the top menu bar then again you should choose to preview either a working copy of the presentation or the published one. To preview a presentation you can also use the bottom Preview button ( ). If you use the bottom preview button, the system will not ask which copy you want to preview it will automatically show the working copy. Note that if you select to preview a Document Library presentation the Preview option will be disabled. If you have opened a Flash presentation in preview mode, the following options are available in the top left corner: Show monitoring data ( ) - When reviewing a presentation, the monitoring data is generated just like when the presentation is shown in live environment. Monitoring data is a feature meant for developers of a presentation. For details, read the View presentation statistics section of this document. Save slide screenshot ( ) - when using this option, you can have a screenshot of the current slide and then save it in png format to your hard drive. Print slide ( ) clicking this option will print the current slide of the presentation. Close ( ) clicking this option will exit the presentation preview mode. Agnitio Manager 4.26 User Manual 47

48 7.3.7 View Presentation Details When selecting a presentation in the list, you can see details of that presentation in the right pane: These details include: Presentation name at the top Type of presentation (Flash, ipad, etc) Unique id of presentation; different for each presentation Status of presentation. A presentation has various statuses during its lifecycle (for details read Presentation workflow section of this document). The status is one of New, Pending approval (might also display the approval deadline in red font if it is already expired); Approved ; Published or Rejected. Further you have the possibility to upload a logo for the presentation (any image) by clicking the Change logo button ( ). You can remove the logo by clicking Delete button ( ) or change the logo and upload another one. Agnitio Manager 4.26 User Manual 48

49 Description Field. Simply click in the text to add a short text, describing the presentation. Groups section shows all groups of users that have access to the current presentation. To view the groups/users list, open this section and click the Export groups option: Clicking this option will open new window, where you can view the group(s) name and all users pertaining to each group: Clicking the Export option within this window will enable you to save information about the groups of users working with the current presentation on your hard drive. To close this window, click Cancel. Presentation Tags. They allow us to set some text values or metadata for the current presentation. You can set a tag by expanding the Tags section on presentation details form (clicking the + button); then typing a value in the text field and clicking Add. Or you can remove tags by clicking the Delete tag ( cursor over the tag. ) button, which appears when placing the Agnitio Manager 4.26 User Manual 49

50 The tags can be assigned for both presentations and contacts. Their use at the present moment is, for instance, when the salesforce is planning a meeting, they can get the sorted list of contacts when selecting a presentation; and also the sorted list of presentations when selecting a contact. For ipad presentations, imagazines and idocs (Document Library presentations) there s one more specific section in presentation details FTP Access. The info displayed in this section is meant to provide access to creative agencies or front-end developers who initially created the master copy of the presentation and they need to upload many details manually to the presentation content. That is due to the fact that all content for ipad presentations, idocs and imagazines is currently edited not inside the application itself, but it is uploaded directly to the presentation folder; so in order to provide the creative agencies with the possibility to upload this content while creating the ipad presentation, an account is automatically created which they use to log into and upload content. The current section is used to indicate details of this account. To edit details of the current account, you should first expand the FTP access section by clicking the + button next to it on the presentation details form; and then click the Edit button ( ) inside this section: Public URL section if expanded (click on + button) and enabled (select the Enable checkbox), it shows the public url and html source code of the current presentation: Following the link displayed in Public URL field you can view the presentation in a browser without having to log in to the system. If you copy the link displayed in the upper field Workspace and paste it in Agnitio Manager 4.26 User Manual 50

51 the address bar of any browser window, you will see the presentation content in that window. That is you can share the presentation with someone else (working on another computer) while developing it. The other person will be able to open the same presentation following the public URL. In the case of an ipad, idocs or imagazine presentation following the public URL you can view the presentation on an ipad device, on a mobile Safari. However this will not be a 100% correspondence of how the presentation will look like in the iplanner, but this way you will be able to view it much better than on a simple computer. This is due to the fact that Mobile Safari behaves somewhat differently from its desktop version, or even from such browsers like IE or FF. The ipad device has also a set of other priorities over the simple desktop computer, such as change of orientation, navigation, or gestures that are not always possible to implement on the desktop computer. That is why it is strongly recommended that ipad and imagazine presentations are opened (even in the course of their development) on ipad devices. A desktop browser preview will not always display the presentation content in the way it was developed, especially if it is viewed in Internet Explorer or Firefox. The bottom field of the Public URL displays the HTML source code of the presentation. This is part of the ready code that can be inserted into the html page source; in this way, the presentation is embedded on the HTML page. Within this section, you can also re-generate the public URL by clicking the Regenerate button. You can also choose to send the presentation via by clicking the Mail button; your client will then open a new . The subject will display the presentation s public URL; the receiver s address will, by default, display your own . Once a presentation is published, two more fields will appear in this section: the public URL for the published copy and the HTML source code for the published copy: Agnitio Manager 4.26 User Manual 51

52 History section: this section displays the history and lifecycle of the selected presentation. Events, such as when the presentation was created, saved in the editor; copied, which user copied it and when. If it is not indicated where the presentation was copied (to which unit), this means that the copy was placed within the same unit. The bottom text field on presentation details form enables you to add a comment. By clicking on this field a larger text box will open. After typing the necessary text, click Ok to save it. If you wish to leave the presentation without a description, click Cancel to hide this form. The comment will then appear in the History section. Agnitio Manager 4.26 User Manual 52

53 7.3.8 Open a presentation for editing After creating a presentation, you can open it for editing and add content there. To do this, select the presentation in the list and click File à Open in the top menu bar, or use the open icon ( ) from the bottom bar. You can also open a presentation simply by double-clicking on the presentation. Note that it is only possible to open presentations in Flash, or presentations built using the Agnitio framework version 2+. If you try to open a presentation for editing that does not comply with the above, you will get the following error message "To edit an ipad presentation it must be built on Agnitio framework version 2 or newer." But what you can do in order to manage the content of a presentation that was not built on Agnitio framework version 2+, is: 1. Select the presentation in the list, and look at the FTP access block in presentation details: mainly the FTP host, username and password. 2. Copy the FTP host, username and password to your favourite FTP client in order to connect and upload presentation files to the presentation folder. Agnitio Manager 4.26 User Manual 53

54 For details on how to edit Flash presentations in Manager, please see the chapter How to edit Flash presentations later in this document. For details on how to edit ipad presentations, please see the chapter HTML 5 Editing later in this document. For details on how to edit document libraries, refer to idocs Content Management section of this document. After clicking to close the edit mode of the presentation, you are asked if you want to save the changes made within. 7.4 Presentation workflow As soon as a presentation has been opened for editing, there are several possibilities for the ulterior workflow: Send the presentation for approval For a normal workflow, within your own unit, the next step would be to send the presentation for approval. Someone with the Approver role will then be able to review the presentation and either approve or reject it. See more in Chapter 11.1: Approve/Deny presentations. To submit a presentation for approval, do the following: 1. Select the presentation in the list, then click on Workflow option from the top menu bar and pick Send for approval option. N 2. You will get a dialog box where you have the Send / Cancel buttons and also a date field where to specify the approval deadline this is the date before which the presentation you are sending for approval should be either approved or denied approval. This date does not mean anything else than just a note in the presentation details; nothing automated will take place after this deadline passes other than the fact that presentation will turn red in the list. Agnitio Manager 4.26 User Manual 54

55 To send the presentation for approval, choose the approval deadline and click Send button. If you wish to close this form without sending the presentation for approval, click Cancel. After a presentation has been sent for approval, its icon changes in the list so that it corresponds to the new status. In presentation details the status changes from New to Pending approval ; and the presentation deadline for approval is now displayed as well: All approvers of the current unit will get an notification saying that there s a presentation pending for approval within their unit. Let us now suppose that the approver will log in and approve this presentation. After being approved, the presentation s icon changes in the list and the status changes to Approved in its details. From this moment you can publish the presentation Publish a presentation To publish a presentation, follow the next steps: 1. Select the presentation in the list and click on Workflow option from the top menu bar and pick Publish. 2. A dialog window should pop up. The left list Groups shows all salesforce groups (as mentioned earlier, any presentation is published for a group of salesforce) for which you can publish the selected presentation. Select the checkbox next to each group for which you Agnitio Manager 4.26 User Manual 55

56 want to publish the current presentation. When selecting a group on the left pane, you can click the Show members button displayed in the right pane and view the members of this group. You need to click this button only once for each group in order for your choice to be cached; and then the next time you open the popup and select the same group you can already view its members. This popup also provides a search field that enables you to filter the group list. Note that when you type a criterion in the current search field, the results will show not only groups that correspond to the specified criterion, but also all groups that are selected (checkbox marked) in the list. Also, each group you select in the list on the left will show up below the search field, in the Publish to: section. This is because the list of selected groups can be too long; and it is useful to see them all in one area. Actually, a presentation shouldn t necessarily be published for an individual salesforce group. In this case the presentation will still be available (a published copy will be created for it); it will be viewable via the public URL; but the sales representatives will not be able to download it from their iplanners. Agnitio Manager 4.26 User Manual 56

57 3. In this same dialog window you can indicate the Valid from and Valid to dates. These fields are used to set the time range for which the selected presentation will be available for sales representatives. To explain better the use of these fields let us imagine the following scenario: For instance we have already approved a presentation and wish to publish it, but we want to start the advertising campaign for this presentation only in a month, and we want sales representatives to get this presentation only in a month from now (not at this moment). In this case we can set the Valid from date to be a month later from now; and after a month, when the sales representatives will synchronize the Planner with the server, they will get the presentation. Then, after the presentation becomes available for sales representatives, we want it to stay like that for only 2 months which is the duration of the ad campaign itself, and then we d like to make the presentation unavailable because the ad campaign has finished this is the case when we use the Valid to button to specify the date when the current presentation should become unavailable for sales representatives. After the expiration of Valid to date the sales representatives won t be able to download the presentation on their ipad devices. 4. It might happen that a serious mistake is noticed in an individual presentation; and the sales representatives should be stopped from using it. For this purpose you can use the Is Critical Update check box inside the Publish to salesforce popup. This change will automatically be reflected in the Agnitio IPlanner; as the sales representatives for whom the current presentation was initially published will not be able to open it (presentation will be locked) until it is updated and a new version has been downloaded. If instead the user chooses to use the Update Deadline checkbox, then a message is given to the user, telling him that the presentation will expire on a given date and that they should download an updated version before the deadline. If the users don t do that, then the presentation will again be blocked and will not run until it has been updated with a new version. 5. It often happens that after publishing a presentation, a new salesforce group is created and the presentation needs to be available for the new group as well. Or you might need to remove a salesforce group from the list of groups for whom the presentation is published. After making those changes to an already published presentation, you don t need to republish its content; instead you can just select the Keep last published copy unchanged checkbox in the form above and the Agnitio Manager 4.26 User Manual 57

58 presentation content (all its images, files, etc) will not be updated in the published copy of the presentation. If you are publishing a presentation for the first time this checkbox will be disabled because there is no copy of published presentation yet. Besides the fact that, after a presentation is published, relations are created due to which the presentation is available for individual sales representative groups, also a published copy of the presentation is created and stored in a new folder. Then, all content of the working copy (which users are periodically updating) is copied to the published copy. 6. After filling all the necessary fields of the form above, click Ok to publish the presentation. As a result: the presentation is labelled Published next to Approved in the list. This means that published is not a status; it is more a description of the presentation s availability. For instance a presentation can be new, but it can be published; it can be pending approval and published; approved and published. The new -> pending approval -> approved workflow is the succession of statuses for a presentation and it is the mandatory workflow through which it passes. Published is just a property of the presentation indicating that it is available for the sales representatives or that a published copy of this presentation is available. Note that this workflow can only take place within one and the same organizational unit; you cannot send a presentation for approval to a user from another unit. In addition, you cannot publish the presentation for the groups of another unit. As soon as a public copy of presentation is created, the public URL and HTML insert code for this presentation are generated; and displayed in presentation s details. If you follow the public URL displayed in the upper field you will get to the working copy; if you follow the published you will get to the published copy. Content wise these are 2 different copies. Agnitio Manager 4.26 User Manual 58

59 If you need to change the publication settings for a presentation (after it has been published), you can just select the presentation in the list; then click Workflow -> Publish in the top menu bar, and then change the settings of publication. For instance you want the presentation to be available only through public URL and not be available for any sales representatives. In this case you just remove those groups from the Selected list and click Ok. Now the Keep last published copy unchanged checkbox becomes enabled. If you select it, this will be the only change to affect the presentation; no other actions with the presentations will take place Remove a presentation from publication You might need to remove a presentation from publication this only means that you remove its published copy and the presentation won t be available anymore neither via the public URL nor for the sales representatives. For this purpose select the presentation in the list, and use the option Retire from Workflow menu on the top bar. After selecting this option you must confirm the following warning. After retiring a presentation from publication, you can see the corresponding event ( Unpublished status) in presentation details, mainly its history. The Published status is no more displayed; the icon changes again to Approved and the presentation is not available any more (you can publish it again). The presentation s workflow might also be affected by the Reapprove control from the Administrator s workspace (for details on setting the Reapprove control, read the Set the Reapprove control section of this document). This control works in the following way: Log in as an Originator and select a published presentation, and click File -> Open. If the Reapprove control was set to Yes in the administrator s view, in this moment you will see a warning, saying that if you open now the presentation, this action will require a repeated approval of the presentation. Agnitio Manager 4.26 User Manual 59

60 If you click Yes in the warning and open the presentation, than make some changes and save it; the presentation will still stay as published (meaning a copy of the published presentation will still be created), but the status of the presentation will be rolled back to new. So you cannot publish this presentation now; in order to be able to publish it again you should send it for another approval and have it approved. If the Reapprove control was set to No in the Administrator s workspace; you could have easily opened the published presentation, modified it and then, after saving the changes, the presentation would have stayed published, without any need to reapprove it Share a presentation Apart from the above-described functionality, the Originator can also share a presentation. The Share functionality involves the contractors set for an individual unit. Note that a presentation doesn t have to be published in order to be able to share it; the Originator can share a presentation at any stage of its lifecycle. Even for a new presentation the Share option from Workflow menu is enabled. If you log in with an Originator account whose organizational unit is also a contractor account, you should follow the steps described below in order to share a presentation: 1. Select a presentation in the list and click Workflow -> Share on the top menu bar. 2. A dialog window will be displayed, where you can see all units to whom your own unit is a contractor (with whom you can share the selected presentation). Agnitio Manager 4.26 User Manual 60

61 3. Select the checkbox next to every unit you wish to share the presentation with, and click Ok. If you wish to close this form without sharing the selected presentation, just click Cancel. From this moment the presentation becomes available for the selected unit and in presentation details you can see the Shared status next to Published ; and in presentation history you can also see the Shared event. Then, if you log in with an Originator account for the unit to whom the presentation was shared; and click on the contractor company (from the bottom of the unit tree); in the middle pane you can see all presentations that the contractor company shared with your own unit; and in details of presentation in the right pane you can see the sharing info: What you can do now with this shared presentation is: Agnitio Manager 4.26 User Manual 61

62 Review it; or create a copy of this presentation on your own workspace. For details on creating a presentation copy, read the Copy presentations section of this document. After creating a local copy of the shared presentation; the copy turns into a brand new presentation; you can see it by the unique identifier assigned to each presentation; and the new presentation will not be published any more. Not that for any copy, paste, cut operations only the working copy of this presentation is affected; the published copy stays intact. This was all about the contractor-client flow. As a contractor you can share a presentation and make it available for your client unit(s); and as a client you can review this presentation and copy it to your own unit and work with it Withdraw presentations After sharing a presentation you might need to make it unavailable for your client units, either because you need to make changes to the shared presentation content; or for any other reason. For this purpose the contractor unit withdraws the shared presentation in the following way: 1. Log in with an Originator account of the contractor unit, and select the shared presentation in the list. 2. Click Workflow -> Withdraw options in the top menu bar. 3. Clicking this option opens a dialog box asking to confirm the action. If you choose to confirm then the Shared status is not displayed any more in the presentation s details; and you can see the Unshared event in presentation history. On the client unit it will have the following effect: the presentation will just not be available any more when you click on the contractor s unit in the tree. Let s imagine we create a new presentation; call this presentation with the same title as an already existing presentation inside the current unit. Then we send the new presentation for approval; its status will change to pending approval; and then we share this presentation. Then we take another presentation and re-write it on top of the previous one. What happens: even though the content of the previous presentation has been replaced with the re-written one; all its statuses have stayed the same. The presentation has stayed as Shared and Pending approval all meta data stays intact. Agnitio Manager 4.26 User Manual 62

63 So, if you have the source presentation and the target one: on the target presentation, the content will be re-written with the source one, while the statuses will stay as before. This is peculiar for re-writing a presentation. Agnitio Manager 4.26 User Manual 63

64 8 The Editor role Definition: The Editor has access to most of the Originator s privileges, with some minor exceptions. Often there are several editors in a project. These are graphic designers building the presentation. The Editor has access to most of the functionality that the Originator does, with some exceptions: the Editor doesn t see the Edit and Workflow menus in the top menu bar, which appear for some of the other Manager roles. Also, the File menu is rather limited: The Editor can only edit the content of a presentation, or preview it (for details on previewing a presentation and opening it for editing, read the Preview presentations and Open a presentation for editing sections of these documents). The Editor cannot send presentations for review or publish them. The File menu from the top bar has the Open option that opens the presentation in edit mode; and the Preview option. These options are also present in the bottom menu open and preview buttons. For a detailed description on how to edit a Flash presentation, please see the chapter dedicated on this subject, How to edit a Flash Presentation. When using the Preview option on an ipad presentation, the Editor can open either the working or published copy of the presentation. Agnitio Manager 4.26 User Manual 64

65 The working version can be previewed by choosing Workspace, while the latest published version can be viewed by selecting Published. When selecting an individual presentation in the list, the Editor can see most of the data described in View Presentation Details section of this document, with the exception: Public URL of the presentation will only be visible if enabled by the Originator, and cannot be disabled or regenerated by the Editor. The editor can only send the public URL via Also, the Editor can only view presentation tags; but he cannot edit them: The other info displayed in presentation details is mostly the same as for the Originator: the Editor can change the presentation logo; edit its description, comment it, view its history and all groups of users that have access to the current presentation. Agnitio Manager 4.26 User Manual 65

66 9 Translator role Definition: The Translator is an internal resource with ability to localize presentations distributed from higher levels in the organization. This will typically be a product manager or marketing assistant. Users assigned with Translator role can only see their own unit in the organizational unit tree on the left (they cannot see sub-units of their own unit). Also they can only see presentations available for localization: In order to make a presentation available for localization, it is enough to create a copy of it. Please see the Copy presentations section for details on how to do this. For instance, if there s a source presentation; and you create a copy of it; then this copy will be available for localization if you switch to presentation edit mode, and then go to Localization tab (for more details read the Localization tab section of this document). Note that when opening a presentation in edit mode, the Translator can only see the Localization tab this is the only action he can do about presentations. Agnitio Manager 4.26 User Manual 66

67 When selecting an individual presentation in the list, the Translator can see most of the data described in View Presentation Details section of this document, with the following exceptions: Public URL of the presentation cannot be disabled or regenerated, as in the Originator s role. The Translator can only send the public URL via The Translator can only view presentation tags; but he cannot edit them: The Translator can add comments to a presentation and review its history; but he cannot change the description of a presentation and change its logo. Agnitio Manager 4.26 User Manual 67

68 10 The Salesforce role Definition: The salesforce can only review presentations in Agnitio Manager, and their details need to be uploaded by the Administrator so they can have their access rights. The Salesforce role is mostly used with the Agnitio Planner or iplanner. But if you log in to Agnitio Manager using a regular salesforce username and password, it will work as well. The Salesforce representatives can only see their own unit in the organizational unit tree on the left (they cannot see sub-units of their own unit). In the list of presentations, they can only see the presentations that were published for the groups that their account is member of. If there are presentations available for salesforce in the list they can only preview them, as the File menu has only one option Preview (for details on previewing a presentation, read the Preview presentations section of this document). When trying to preview a presentation, the Salesforce will only see its published copy, not the working one. When selecting an individual presentation in the list, the Salesforce representative can see most of the data described in View Presentation Details section of this document, with the following exceptions: Agnitio Manager 4.26 User Manual 68

69 Public URL of the presentation cannot be disabled or regenerated, as in the Originator s role. The Salesforce can only send the public URL via . The Salesforce representative can only view presentation tags; but he cannot edit them: The Salesforce representative cannot add comments to a presentation or view its history. He can see the presentation description but cannot edit it. Agnitio Manager 4.26 User Manual 69

70 11 The Approver role Definition: The Approver will typically be a member whose inputs and approval are crucial for the success of the project. The Approver can only see his own unit in the organizational units tree (he cannot see sub-units of his own unit). So he cannot approve presentations from other units than his own one. In the list of presentations, the Approver can actually see 2 different lists: The upper part shows all presentations that are pending approval, or the ones that were denied approval if such presentations are available in the current unit; The bottom part shows all presentations that were approved. When selecting an individual presentation in the list, the Approver can see most of the data described in View Presentation Details section of this document, with the following exceptions: Public URL of the presentation cannot be disabled or regenerated, as in the Originator s role. The Approver can only send the public URL via . The Approver can only view presentation tags; but he cannot edit them: He can view the presentation history and add comments. Agnitio Manager 4.26 User Manual 70

71 The Approver can preview a presentation both published and working copy (for details on previewing a presentation, read the Preview presentations section of this document) Approve/Deny presentations After previewing a presentation, the Approver can either approve or deny it. For this purpose, the Approver has the Approve and Reject options in the Workflow menu (or approve and reject buttons in the bottom part of the presentations list), when he clicks on one of the presentations in the pending list. When clicking to approve or reject a presentation, the Approver must comment this action in a pop up dialog: After rejecting a presentation, it will be displayed in the rejected list and marked with the corresponding icon. In presentation details its status will change to Denied Approval ; and in presentation history you can see the corresponding event that the presentation was denied approval; and the comment about why the approval was denied. In this case the Originator or whoever sent the presentation for approval will see its new status; and then they update the presentation s content and send it again for approval; or maybe the Approver can change his mind and then still approve the presentation. After approving a presentation, it will move to the Approved list of the presentations pane; you can see the corresponding comment and event in presentation history. After a presentation has been approved, it can be published Blocking a presentation If an individual user has opened a presentation and is working with it in the edit mode, another user will not be able to open the same presentation in Agnitio Manager 4.26 User Manual 71

72 edit mode at the same time, because the presentation will be blocked. This means that only one user can work with a presentation in edit mode at a time. The presentation stops being blocked when you exit (close) the edit mode of the presentation. If you just select to close the browser window where you were working with the presentation, the presentation will be still blocked for 10 more minutes. Agnitio Manager 4.26 User Manual 72

73 12 The Analyzer role Definition: The Analyzer role is meant for reviewing monitoring data for an individual presentation. In the organizational units tree, the Analyzer can see his own unit and the subunits of his own unit: In the presentations list the Analyzer can only see the published presentations from the organizational unit selected in the left pane. When selecting an individual presentation in the list, the Analyzer can see most of the data described in View Presentation Details section of this document, with the following exceptions: Public URL of the presentation cannot be disabled or regenerated, as in the Originator s role. The Analyzer can only send the public URL via . The Analyzer can view presentation history and add comments to a presentation, but he cannot change the logo and description of a presentation. The Analyzer can only view presentation tags; but he cannot edit them: He can preview a presentation, but will only see its published copy. The Analyzer can also see statistics for a presentation, if available. Agnitio Manager 4.26 User Manual 73

74 12.1 View presentation statistics Manager has two options for viewing presentation statistics, with each their target groups. These two options are found in the File menu: Standard Analytics displays data in a manner which caters to the Sales or Marketing Manager here, they can view the performance of the Sales Reps, which chapters and slides have been displayed and how often attached documents have been viewed. The Developer Analytics tool is, as the name states, primarily meant for presentation developers; so that they can test the source data and inspect the sessions. Developers build the presentation; upload the data and then see if the custom events were registered; if the slides were registered, etc. Agnitio Manager 4.26 User Manual 74

75 Standard Analytics To see the statistics for a given presentation, navigate to and select the presentation you wish to view. Next, select Standard Analytics in the File menu. Alternatively, click the Standard Analytics icon near the bottom of the screen ( ). This will open the Standard Analytics screen of the selected presentation, as displayed below: Note that the monitoring data for an individual presentation becomes available after you have held one or more meetings in the Planner or iplanner and then synchronised Using Agnitio Standard Analytics Agnitio Standard Analytics allows for easy and detailed reporting, with immediate apparent results. On the left hand side of the screen, a tabbed menu bar displays 2 different steps for viewing the graphs: Charts and Filters. Above the chart, a timeline slider is also available for further filtering of data. The charts, which appear in the main window, are updated at real time as new monitoring data is uploaded and filters are updated. Agnitio Manager 4.26 User Manual 75

76 Selecting Charts The Charts menu lists the standard charts available with the product, categorised into 3 groups: Presentation, Chapters & Slides, Documents. Presentation displays those standard charts, which have to do with the performance of the presentation: o Duration & Sessions o Duration Deviation vs. target o Duration & Sessions / Sales rep o Duration & Sessions / Contact o Duration & Sessions / Specialty o Duration & Sessions / Brick Chapters & Slides displays content specific statistics: o Displays (drill down) o Displays split of total (drill down) o Displays (all slides) o Duration (drill down) o Duration split of total (drill down) o Duration (all slides) Documents displays data which regards documents integrated in the selected presentation: o Views per document o Document views over time Note: Drill down denotes that the user can view further details within the same chart, by clicking a chart element such as a column or pie chart section. Agnitio Manager 4.26 User Manual 76

77 Applying Filters The filters available in the menu bar makes it possible to limit the set of data displayed in the chart, e.g. by focusing only on a selection of Sales Reps or Brick codes. In Standard Analytics, it is possible to filter in Sales Reps, Contacts, Specialties and Brick codes. To filter within these data types, click on the one, which you wish to filter on. The data that relates to the selected filter will then unfold below the heading: By default, all elements will be unchecked this means that no filters have been applied. To apply a filter, click on the elements you wish to filter on, and then click the Apply filter button. Once selected and applied, a button indicating the filter will appear in the Filter Summary bar above the chart: Agnitio Manager 4.26 User Manual 77

78 It is possible to add more filters, simply by selecting the filter items as displayed above. All filters will appear in the Filter Summary Bar: Removing Filters To remove filters, click on the Filter Summary buttons: Alternatively, navigate to the filter group or click the Clear all button to reset the filters Timeline slider The timeline slider is another data filter, which is available for focusing the charts to reflect data from within a specific time frame. To change the start and end date for the selected period, simply enter the date fields with the From and To dates, which you wish to view. For a more rough selection, simply slide the slider buttons left and right the first slider button indicates the start date, and the second slider indicates the end date. The blue line indicates the selected period, and the date fields beneath the slider will update with the selected dates Exiting Standard Analytics To exit Standard Analytics and return to the standard Manager screen, click the Agnitio logo to the left and select Close. Agnitio Manager 4.26 User Manual 78

79 Developer Analytics To view developer statistics for an individual presentation, navigate to the presentation you wish to view and click File à Developer Analytics options from the top menu bar, or use the Developer Analytics button ( ) at the bottom of the presentations list. The monitoring data will open in a view similar to the one shown below: Note that the monitoring data for an individual presentation becomes available after you have held one or more meetings in the iplanner or Planner and then synchronised them. After the monitoring data for the selected presentation has opened, you can apply various filters in order to view the necessary results. The top right section enables you to set the Date From and To filter; and also the maximal and minimal Duration for the meetings you wish to view in the search results. After setting those filters in the top right form; the top left column will summarize the number of the sales reps who held meetings corresponding to the criteria you ve set earlier; the number of sessions held and the time period when those meetings were held. The middle column shows the average, shortest and longest sessions duration in the time-period set on the right column: Agnitio Manager 4.26 User Manual 79

80 The chart will show the sessions activity in the selected time-period. The bottom part of the statistics view shows: All sessions held in the time-period you set in filters. This info is displayed in the left column; Clicking on an individual session in the list on the left shows the name of user who held the meeting in the middle column, when it was held and what was the meeting duration. You can see the list of registered custom events in the middle column these are usually some answers to questions. You can also see the list and order of presentation slides that were viewed; the time that was dedicated to each slide; and the contacts assigned to this event. The bottom right column provides a set of the pre-defined reports, which you can view for the selected time-period. By opening the Report dropdown list, you can select one of the Time of day, Weekday, Month, or Salesforce reports. You can also choose the Metric for each report: one of Number of sessions or Average session duration values. Also for each type of report the default view is the chart; but you can choose to view the report as a grid by clicking the Grid ( ) button. After generating and viewing your report, you can also: Agnitio Manager 4.26 User Manual 80

81 Click the View meeting source ( ) button in order to view all info about the meeting as source code in a separate popup window. Here you can view the meeting id, start and end times; the meeting presenter (the sales representatives who held the meeting); the meeting attendees (members who participated at the meeting); and the presentations that were shown at the meeting all in a coded language. This option is mostly used by presentation developers. Remove a meeting from the list by selecting it in the bottom left column and clicking the Delete from reporting ( ) button. In this case the selected meeting will only be removed from the current report view. The next time you visit this report the previously removed meeting will be back. Export the report to CSV by clicking the button. A popup will open prompting you to select a location for the report on your hard drive. By clicking the Agnitio a icon in the top left corner of the Analyzer s view, you can either close or refresh the monitoring data. Agnitio Manager 4.26 User Manual 81

82 13 How to edit Flash presentations After opening your Flash presentation in the edit mode, a set of different functionalities and customization options becomes available, which allow you to build your presentation. The following sections of this chapter will describe each tab of the Flash presentation editor The Editor tab: The Editor tab consists of a blank canvas and a series of panels. Each panel contains a list of functionalities, which can be used to build the structure and the layout of the presentation. In the following sections of this document we will look into presentation editing tools Asset Library pane Assets are the elements used to build your presentation. Assets can be uploaded in one of the following formats: *.Swf *.Flv *.png *.gif *.jpg/*.jpeg Agnitio Manager 4.26 User Manual 82

83 You store all assets, which you potentially want to use in the presentation, in the Library. To upload Assets you should follow the next steps: 1. In the Library pane, on its default Assets tab click the Upload assets ( ) button to access the upload functionality; then browse your hard drive, USB stick etc. for the files you need to upload to the library. 2. Select the asset you wish to upload to the library and click the upload button ( ), then you can follow the upload progress under Status column. Use Browse ( ) button if you wish to upload other assets file to the library. To remove one or more asset files uploaded to the library just select the files and click Delete ( ) button. To close the Upload tab on the Library pane, click the close ( ) button. Agnitio Manager 4.26 User Manual 83

84 When assets are uploaded to the library, you can drag and drop them to canvas using the mouse: After an asset is placed on the canvas, the asset properties are immediately displayed in Element properties pane. This pane enables you do adjust the assets height, width, X and Y coordinates on the canvas; and also its rotation. Alternatively, you can use the Rotation icon ( ) placed below the asset in order to rotate it to the needed direction; Resize ( ) icon in order to resize the current asset and Close ( ) icon in order to remove current asset from the canvas (from the current slide). Note that if you move the mouse focus from the asset to the canvas, Elements properties pane will now show the Slide and presentation properties (for details, read the Slide and presentation properties pane section of this document). The latest version of Agnitio Manager enables you to save assets. For instance you have a presentation were assets (i.e. an image) were uploaded. You need to save this asset on your desktop in order to use it later for another presentation. For this purpose, in the Library pane you have the new icon Save asset ( ), which becomes active when selecting an individual asset in the list. Clicking this icon opens the standard dialog box that helps you save the asset on the desired location of your hard drive. Agnitio Manager 4.26 User Manual 84

85 Presentation pane In the presentation pane you can add presentation slides and create templates. This pane consists in 2 tabs: Slides tab enabling you to manage slides within your presentation; and Templates tab enabling you to manage templates for your presentation. 1. Create a new slide ( ) button on Slides tab adds new slides to the presentation. Clicking on an individual slide in the list opens the slide content on the Editor tab. 2. The Mandatory check-box on Slides tab - defines whether the slide should be mandatory in the presentation or not. 3. Create a new template ( ) button on Templates tab adds a new template to your presentation (for details on managing presentation templates, read below). 4. Trash can icon ( ) placed on both tabs deletes slides and templates created. Agnitio Manager 4.26 User Manual 85

86 The presentation template is like page header/footer for all pages of a document. Within the presentation, it looks in the following way: the template has two layers ( Panels -> Layers menu of the Edit tab): upper layer and the bottom layer or template foreground and background. For both layers you can add images, text. For instance, if you add text to the upper (foreground) layer and then apply this template to the slide; then the upper layer will be placed on top of the slide (of its main content); and the bottom or background layer will be set as base. This way you can put the company s logo on the presentation template and then apply this template to each slide of the presentation. Another new possibility is to apply the presentation template for the entire presentation. For this purpose select the template in Template drop-down list from Presentation section of Slide and presentation properties pane; and then click Yes in the confirmation message asking if you wish to apply the selected template on all slides. You can use the same steps to remove the template from the presentation slides. If you want to set a template for an individual slide of the presentation, you can select that slide and then use the Template drop-down list from Slide section of Slide and presentation properties pane. Note that if a presentation uses templates than each new slide will automatically get the assigned template Slide and presentation properties pane Slide and presentation properties pane helps you set properties of your presentation layout: 1. Adjust the size of your canvas. By default, the settings are always 800 wide, 600 high. Agnitio Manager 4.26 User Manual 86

87 2. Load a thumbnail for the current slide of the presentation in Thumbnail combo box. 3. Load a template for your presentation (under Presentation section), or for the current slide (under Slide section) from Template drop-down list. Note that by default your presentation won t use any template, thus the value of this field will be set to No Template. 4. Select a background for your presentation. You can choose one of the Solid, Linear or Radial background options. 5. Set a color for your presentation background by ticking the box next to Background field: Tools pane The tools panel consists of different shortcuts to editing functionalities. 1. The arrow icon you can select and edit the object on the slide, i.e. enlarge, decrease or rotate objects. 2. The T icon enables you to open the pane that helps you create and edit labels on the presentation. 3. The note icon enables you to put stickers/notes on the presentation i.e. a comment for the Approver or Originator when reviewing a presentation for one of your colleagues. 4. The magnifier icon enables the zoom functionality. 5. The hand icon enables you to navigate on the presentation in case when zoom is used to the maximum value. Agnitio Manager 4.26 User Manual 87

88 Insert and Edit Text You can insert text into assets or directly on the canvas: 1. Press on T icon on the Tools panel. 2. Click on the asset, or on the canvas. Also you can highlight where you wish to place the text. Then you can see a textbox, where you can write the text, and also a Text properties pane that will help you edit your text: The text pane is simple to use, its functions being similar to a word editor. The pane gets activated when you select the text box Rotate Text To rotate text you have made: Click the Arrow icon on the Tools panel. Place the mouse on the text box corner Turn the text box using the rotation icon ( ) placed below the text box Add Notes/Stickers You can put stickers/notes if you are reviewing a presentation for one of your co-workers or if you need to request changes to a presentation. Agnitio Manager 4.26 User Manual 88

89 To do this, first you have to click the note icon ( ) on the Tools panel. Afterwards you can click on a random spot on the presentation and a sticker will appear. You can scroll through the sticker text using the vertical scroll bar, or resize the sticker window by using the Resize button in the bottom right corner Actions pane The Action pane is a set of shortcuts. By default, it is displayed below the Tools pane. The shortcuts are similar to the shortcuts you may know from word or other windows applications. From left to right you have the following shortcuts: 1. Undo 2. Redo 3. Cut 4. Copy 5. Paste 6. Bring to front 7. Send to back 8. Bring forward 9. Send backward The shortcuts can also be found in the two Edit and Arrange menus on the top menu bar of the Edit tab Navigation tab The Navigation tab is where you customize your navigation points in the presentation. Agnitio Manager 4.26 User Manual 89

90 The previous versions of Agnitio Manager provided 2 types of navigation internal navigation with a wide set of configurations (texts, fonts, etc); and external navigation, were you just uploaded an asset (swf) that triggered individual functions in the viewer and this way allowed listing the slides. After a while it happened that the internal navigation didn t correspond to the requirements of a presentation s developers. That is why the internal navigation has been removed; while the functionality of external navigation has been expanded so that now you can choose separate navigations for all 3 blocks of a presentation, which are the intro, body and exit slides. Any presentation (in the Editor tab, on Presentation pane) has the Body Start and Body End indicators they define the scope of the presentation body. Besides, you can set the intro slides for a presentation the ones shown before the presentation body; and also the exit slides the ones displayed after the presentation body. The difference between the intro/exit and body slides is that the first 2 are by default listed consecutively, and also they do not participate in the presentation s monitoring data (when the monitoring data for an individual presentation is recorded; the intro and exit slides are ignored). When previewing the presentation, this looks in the following way: clicking the icon means you have only 1 intro slide and you can move directly to the presentation body; clicking close in the presentation body will not close the presentation preview mode; but it will take you to the exit slide. Clicking Agnitio Manager 4.26 User Manual 90

91 in the exit slide means you want to go back and watch the presentation body slides. On Navigation pane the Intro tab allows you to select the navigation asset for the intro slide, Body tab for the presentation body and Exit tab for the exit slides. Note that all assets displayed in the drop-down lists on these 3 tabs should be previously uploaded to the asset library. The Agnitio a icon placed in the top left corner of the Navigation pane enables you to preview the presentation and its actual size. The presentation size is also shown in the Editor tab, on Slide and presentation properties form, under Presentation section ( Width and Height fields) Documents tab From the Documents tab it is possible to attach documents and other references to the presentation. If you want to use this functionality in your presentation, you have to select the checkbox: Use documents placed on top left corner of Documents tab: You can set the header text for the window in Window title field; and also change the window color in Window color box. Then, you can define how many tabs/chapters to display when accessing the documents in the presentation. Also you can organize your documents structure. Agnitio Manager 4.26 User Manual 91

92 To add a tab click Create a new chapter ( name and click Ok. ) icon; then enter the chapter To add a document: select the chapter where you wish to place the new document and click Create a new document ( ) icon. Then type in the document name and click Ok. Note that you can only create documents within a chapter; i.e. Create a new document option will be disabled if there are no chapters created in the tree. To organize your documents structure: highlight the document/chapter you wish to move and use the Sort in ascending order ( ) and Sort in descending order ( ) icons placed below the documents tree. Alternatively, you can just drag and drop chapters or documents inside the document tree until you get the desired structure. To remove documents and chapters: highlight the document/chapter you wish to remove from the tree and click the remove ( ) icon placed below the documents tree. Then confirm the action in the pop-up dialog box. Agnitio Manager 4.26 User Manual 92

93 After you have created your document structure you have to attach the actual documents. There are 2 options: Specify a URL Attach a document that has been previously uploaded to the asset library (Adobe Flash Paper format). To attach a Flash paper to a document, follow the next steps: 1. Select the document in the tree. This will activate the functionality on the middle pane of Documents tab. 2. If you select the URL radio button you have to specify the path where the document is located. If you select Asset radio button, you can browse the asset library for the document, by opening Asset dropdown list. Agnitio Manager 4.26 User Manual 93

94 3. You can also link a document to all slides or choose only to display the document when accessing specific slides. This is done, by selecting the checkbox next to the corresponding slide names. After you have defined your document s structure, you can use the Use ordering checkbox placed on top of Documents tab. After activating this option, a checkbox will be displayed next to each document in the list; and at the bottom of the right pane on Documents tab you will see the Order button: This works in the following way: While showing the presentation (in the preview mode), one of the presentation watchers might want to receive a document attached to the presentation. If Use ordering option was previously enabled on Documents tab, you will have the possibility to send the document by selecting the desired document in the list and clicking Order button. A new form will be displayed at the bottom of the Documents tab, where you can type in the watcher s name and and click Ok. This action will be attached to the presentation s monitoring data. And then, after this data is sent to the server you can see that the presentation watcher required those document(s) and the documents were sent to them. Agnitio Manager 4.26 User Manual 94

95 13.4 Agenda tab The Agenda tab gives you the possibility to add a dynamic agenda to the presentation; that is - adapt your presentation to the unique person or group you're talking to. To activate this feature you must select the checkbox: Use agenda. When activating the Dynamic agenda all slides are displayed. To customize the layout of the agenda you have three sections: General Timeline List From the General section you can define: List placement Header text and color From the Timeline section you can define: Item size Background color and image Start icon Agnitio Manager 4.26 User Manual 95

96 From the List section you can define: Item size Background color and image Insert and remove all slide labels Insert and remove all slide icons 13.5 Viewer tab From the Viewer tab you can enable a screensaver and a drawing tool in the presentation. Also, you can create a signature for your presentation and save it as a png file. This is done using the three sub-tabs: Screensaver Drawing Signature From the Screensaver tab you can: Choose an overlay color and alpha Define the waiting time - the screensaver will be activated after a defined period of time if the presentation is not being used. From the Drawing tab you can: Agnitio Manager 4.26 User Manual 96

97 Activate the drawing tool by selecting Use drawing checkbox. You will only be able to use the drawing tool if you select this option. Define Color and Thickness of the brush and pencil. Set the Alpha - this is transparency of lines for both Brush and Pencil. Choose Palette position this is the default position of drawing pane on the presentation. Once the Drawing option is activated on the Viewer tab, the brush ( ), pencil ( ) and eraser ( ) are enabled on the canvas. You can click the Exit drawing button ( ) if you want to exit the drawing tool. From the Signature tab you can draw a personal signature and place it on your presentation, only if you check the Use signature option. Use Erase all ( ) icon to erase the signature from the pane. Uncheck Use signature option if you do not wish to use a signature in your presentation. Agnitio Manager 4.26 User Manual 97

98 13.6 Localization tab This tab will only be active for copies of other presentations. In order to make a presentation available for localization, it is enough to create a copy of it. If there s a source presentation; and you create a copy of it; then this copy will be available for localization When the Localization tab becomes active, it displays 3 columns: Property the first column (from left to right) shows the name of the text file; Master the middle column shows its value in the source presentation (the one used for copying the current presentation) Localized the far right column shows its value in the current presentation being edited. Agnitio Manager 4.26 User Manual 98

99 14 HTML-5 Editing When you log in to the Agnitio Manager under the Originator s role, and click on an ipad presentation in the list (this type of presentation can be distinguished from other types by its icon - ), all presentation details are displayed in the right pane of the Originator s workspace, including its type (for a detailed description of a presentation s details, read the View Presentation Details section of the main Agnitio Manager manual): You can open any presentation in the list and edit or add content there. To do this, select the presentation in the list and click File à Open in the top menu bar, or use the open icon ( ) from the bottom bar. Agnitio Manager 4.26 User Manual 99

100 When the ipad presentation is opened for editing, you can see 3 main columns (panes) in the editor: 1. Storyboard left pane, showing the logical structure of the selected presentation; i.e. its hierarchy. 2. Slides Repository middle pane, showing all elements of the slide repository; i.e. all elements out of which the selected presentation was built. 3. Editor - right pane, meant for editing the content of the selected slide within the current presentation. The next sub-sections of this document will describe each pane of the ipad presentation edit-mode Storyboard There are 2 buttons at the top of this pane: Expand all slides ( Collapse all slides ( ) and ), used to open the storyboard tree; or to collapse it. Agnitio Manager 4.26 User Manual 100

101 Also you can open/close each node of the storyboard tree individually, by clicking on the arrow placed next to each node. If you select an individual slide in the storyboard, this slide will be automatically selected in the Slide Repository (middle pane), and also loaded in the Editor. This allows easily finding an individual slide in the logical structure of the presentation and being able to edit it right away. Within the context of the Storyboard (i.e. logical structure of a presentation), we have to deal with 3 types of elements out of which a presentation is built: Slides, Slideshows and Collections. These elements are described below, in the current sub-section of this document. The Slides Or better to say copies of slides. If a slide physically resides in the Slide Repository (middle pane); then all its copies are just links to this slide, displayed in the Storyboard. And the difference between them is that we cannot create a slide on its own in the Storyboard; we can only specify in the Storyboard a link to the slide from the Slide Repository. There can be several links to one and the same slide inside the Storyboard. To create a copy of an individual slide in the Storyboard, follow the next steps: Agnitio Manager 4.26 User Manual 101

102 1. Select an individual node in the Storyboard tree, where you wish to place the link to the new slide. 2. Click the Create a new slide ( ) button from the bottom toolbar of the Storyboard pane. 3. You will see the Add a Slide form opened at the bottom of the Storyboard pane: 4. Click on the drop-down list to select the slide you wish to view in the selected location of the Storyboard tree; then click OK button to place it there. If you changed your mind, click Cancel. To remove a copy of an individual slide from the Storyboard, select it in the Storyboard tree, and click the Delete ( ) button. Slideshows Within the Storyboard, a Slideshow is one of the two types of structures for assembling the presentation. The other type is the Collection, described below. A slideshow is the list of slides; it is an umbrella-type structure for slides that joins them in an individual order. For example, if there are 2 slides inside an individual slideshow, and they are placed in an individual order; then they will be placed in the same order within the menu from presentation preview. To create a new Slideshow, follow the next steps: 1. Click the Create a new structure ( ) button from the bottom toolbar of the Storyboard pane. 2. Select Slideshow option from the pop-up menu 3. In the pop-up form, type the name of the new slideshow in Name field Agnitio Manager 4.26 User Manual 102

103 4. Type the slide id in the Id field. The reason why the slideshow ID is specified manually (it is not auto-generated) is because this ID is often used by the front-end developers in order to create the JavaScript methods or individual effects for the presentation. This is why the frontend developer assigns a name and ID to the slideshow so that he can later address it easily. 5. Click OK. To remove a slideshow from the Storyboard, select it in the Storyboard tree, and click the Delete ( ) button. Note that by removing a slideshow from the Storyboard, you remove all its underlying slide copies. However, the original slides will not be removed from the Slide Repository (middle pane). Collection A Collection combines the slideshows in an ordered set. It is the only root type of structure in the Storyboard. However, we can place both collections and slideshows as root structures of the storyboard. A slideshow can be placed inside a collection; and also at the root level; while a slide can only be created and placed inside a slideshow. To create a collection, follow the next steps: 1. Click the Create a new structure ( ) button from the bottom toolbar of the Storyboard pane. 2. Select Collection option from the pop-up menu: 3. In the pop-up form, type the name of the new collection in Name field: Agnitio Manager 4.26 User Manual 103

104 4. Type the collection id in the Id field. The reason why the collection ID is specified manually (it is not auto-generated) is because this ID is often used by the front-end developers in order to create the JavaScript methods or individual effects for the presentation. This is why the front-end developer assigns a name and ID to the collection so that he can later address it easily. To remove a collection from the Storyboard, select it in the Storyboard tree, and click the Delete ( ) button. Note that by removing a collection from the Storyboard, you remove all its underlying structures: slideshows and slide copies. However, the original slides will not be removed from the Slide Repository (middle pane). Preview a presentation in the Storyboard If you click the Agnitio a icon on the left of the Storyboard tree, you can select the Preview option from the drop-down menu, and this way preview the whole presentation. However, if you select an individual slide in the Storyboard tree, and then click the Preview ( ) button from the bottom toolbar, you will be able to preview the presentation in a real environment, starting with the selected slide. So, the difference between the 2 preview types is that in the first case the presentation preview will start from the very first slide of the presentation; and not from the selected one like in the Storyboard preview Slides Repository The content of the middle pane is the Slides Repository these are all elements out of which the entire presentation is built: Agnitio Manager 4.26 User Manual 104

105 Slides are considered all HTML files that: 1. Are contained in the Slides folder from within the presentation content; and 2. Correspond to an individual criterion. This criterion is the presence of Slide class set in the root node; and the fact that this html file is a valid XML. Agnitio Manager 4.26 User Manual 105

106 Initially, all slides displayed in the slides repository are sorted according to their usage in the Storyboard in the logical structure of the presentation. All slides that are used in the Storyboard are placed in the upper part; those slides that are not used in the Storyboard are placed in the bottom. After this sorting, the alphabet sorting is applied. In our case (see the screenshot above), you can see that all slides of the selected presentation are used in the Storyboard, except for the last slide in the repository The side effects of Placebo popup. This is also shown by the faded icon next to the slide name - this icon is more faded than the other icons of the slide repository. If you click on an individual slide that is used in the presentation structure, you can see that the selected slide is outlined by a grey frame in the Storyboard this allows you to easily understand where the current slide is used in the logical structure of the presentation. Besides, in the right pane you can see the presentation content editor: Agnitio Manager 4.26 User Manual 106

107 To create a new slide in the slides repository: 1. Click the create new slide ( ) button placed at the bottom of the slides repository. 2. Type the slide name in Name field 3. Type the slide id in the Id field. The reason why the slide ID is created manually (it is not auto-generated) is because this ID is often used by the front-end developers in order to create the JavaScript methods or individual effects for the presentation. This is why the front-end developer assigns a name and ID to the slide so that they can later address it easily. 4. Click OK. Besides, the toolbar placed at the bottom of slide repository offers a Preview slide ( ) option. To preview a slide in the slides repository: 1. Click on an individual slide. 2. Click Preview button ( ) at the bottom of slide repository. Result: The selected slide will load in a separate preview window. When you click to preview a slide from the slide repository you view the slide on its own. But if you click on the same slide in the Storyboard, then click the Preview slide button at the bottom of the Storyboard you will view the slide in the context of the entire presentation, and this way you will be able to browse through other presentation slides. This concerns the difference between the preview option in the Slide repository, and preview from the Storyboard. Agnitio Manager 4.26 User Manual 107

108 View slide source To view the slide html source, select the necessary slide in the slide repository and click the View slide source ( ) button from the bottom toolbar. A new pane will show up, displaying the content of the selected slide: This might be useful for the front-end presentation developers; and also for the end-users with advanced html knowledge. To remove a slide from the repository: 1. Select the necessary slide in the repository 2. Click the Delete slide ( ) button from the bottom tool bar. If you delete a slide from the slides repository, all links to this slide, along with all its instances and copies of this slide in the storyboard will also be removed The Editor The last pane (far-right) is the Editor itself. When you select an individual slide in the repository or Storyboard that has tags marked in the corresponding way for editing, you can view them in the presentation editor. If the Agnitio Manager 4.26 User Manual 108

109 corresponding mark-up has text fields for editing, you can edit them as text in each of the available Editor fields. This editor allows editing text and setting a custom size for the text block ( Font size field). After making the necessary changes in the Editor, use the Agnitio a menu in the top-left corner (next to the Storyboard) to save your changes; and close/exit the Editor: Agnitio Manager 4.26 User Manual 109

110 15 idocs Content Management For all roles, idocs can be administered and managed from the dedicated content management tool, which has been built into the Manager. Agnitio idocs are documents, rather than presentations, whose purpose is to give researchers and physicians a tool to demonstrate documents. idocs are different from the usual Agnitio presentations, in that they are presented and displayed in a different app the Agnitio idocs app. The idocs Content Management tool is accessible with any role that accesses documents in the Manager the Originator, Editor, or Approver. You can open the idocs Content Management tool by double-clicking on any idocs Library (document library type of presentation). The idocs library will then open in a new view, looking similar to the one shown below: Agnitio Manager 4.26 User Manual 110

111 The idocument you have just opened is made up of smaller parts, such as libraries and documents. The following sections of this chapter will describe how to manage each part Manage Libraries Libraries are sets of collections, which contain the idocs documents. It is necessary to create a library, before any documents can be uploaded Create new Library When accessing the idocs Content Management tool for the first time, it will appear empty. The first step is to create the libraries, which you wish to use. To do this, simply type the name of the new library into the text box on the left pane, and click Add Library button: The library will now appear in the list of libraries in the box above, ready for further editing. You can now choose to: Style the library Add collections in the library Delete the library The above options will be explained in more detail below. Clicking one of the libraries in the list shows all documents belonging to this library in the right pane. Please note, that libraries created in idocs Content Management are equivalent to the Document Libraries, which can be created in the Manager Workspace. However, the two types of libraries differ, in that the libraries created in idocs Content Management are published at the Agnitio Manager 4.26 User Manual 111

112 moment that they are created, while the Document Libraries created in the Workspace must go through the approval workflow. Document Libraries can be nested inside folders; idocs CM libraries are always placed in the top level of the unit Styling the libraries It is possible to edit the look and feel of the library by giving it a palette of colours. For instance, it can be worth selecting colours, which match the branding of a particular product, which is being marketed; or even just to utilize the colours which brand the company who is performing the campaign. To do this in the left pane select the library, which you wish to style, and click on the Edit Skin button ( ) next to the selected library. This opens a pop up box named Edit Library Skin which lists the many editable elements, making it possible to select the colours that you wish to use: By default, your idocs screen will be displayed in tones of blue. By clicking on the coloured squares, you are able to pick and change the selected colours. The field above the colour palette displays the colours hex code. Agnitio Manager 4.26 User Manual 112

113 Please note: any changes made in the idocs Content Management will not appear in idocs application on the iplanner before it has been synchronised Add a collection To add a collection to a library, in the left pane select the Library you wish to add collections to, and click the Edit Collections button ( ) next to the selected library. A new pop up now appears, and you can now create a new collection by typing its name in the text field and clicking Add Collection. Agnitio Manager 4.26 User Manual 113

114 Delete a Library To delete a library, in the left pane select the library that you wish to delete and click the Delete Library button ( ) next to the selected library. A warning also pops up if you try to delete a library from within idocs Content Management. Note that removing a library will also delete all of its underlying documents Manage Collections Collections are folders, in which documents can be placed according to categories. In idocs, it is possible for the user to create their own, personal collections, but in idocs Content Management, it is also possible to create server-based collections, which will appear in all users idocs app on the iplanner, and which can only be edited centrally, in the idocs Content Management tool. Such Server side collections are marked with the following icon in idocs: Selecting the library in the list and clicking the Edit Collections button opens the window where you can manage collections, which are basically the sublibraries of a parent library. If you add a collection within this window it will behave as a tag, as it will appear in the Filters list on the main idocs content management window. That is why the collections can also be used as filter criteria, when searching for a document within the idocs Content Management tool. Once a collection has been added, it can be deleted again by clicking on the garbage bin icon, which appears in the same window: Agnitio Manager 4.26 User Manual 114

115 15.3 Filter Collections When searching for a document, it can help to filter by collection. You can do this simply by checking the check box or check boxes for the collections you wish to filter on, like so: The list of documents will then update based on the checked boxes. Manage Tags 15.4 Upload idocs documents To add documents to be displayed in idocs, click the Add New Document button on the bottom of the middle pane: Next, a pop up appears, including the following fields to be filled in: Agnitio Manager 4.26 User Manual 115

116 File use this field to browse for the file which you wish to upload. These can be in the following formats: PDF, Doc, Excel, Jpg, etc. Thumbnail upload an image which illustrates what this document is about, could be a product logo, for instance. Name The name or title given to the document. Description A description, summarizing what the document is about. Tags Here, you can enter the tags, or keywords that describe the document. For instance, this could be tagged with the name of the product. Hit Enter after typing each tag, and it will appear just below the field. To remove the tag, simply click on the cross next to the tag. The tags will then appear as filters in the left hand pane. Collections Here, choose between the collections that were created earlier, by opening the drop-down. Once again, it is possible to remove a document simply by clicking on the cross next to the tag. Once the document has been uploaded, and the necessary information has been added, it will appear on the central pane of the idocs content manager window, like so: Note that documents are created inside collections, but they can also stand at the root level (not pertaining to any collections) Edit idocs Documents It is not possible to edit the content inside an idocs document from within the idocs Content Management system itself, but it is possible to upload a new version and change the appended data, such as tags, description, name, etc. Agnitio Manager 4.26 User Manual 116

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