Log on to the server. The user name and password for this will be issued for each user by Pellcomp.

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1 USING PICS HOSTED BY PELLCOMP This note is for PICS users whose database is hosted by Pellcomp on our servers. It is not relevant if PICS is kept on your own company network, other hosted servers or just on a PC. While all the facilities of PICS operate the same regardless of location, some additional actions are required for Pellcomp-hosted databases. START UP Log on to the server. The user name and password for this will be issued for each user by Pellcomp. You access the server via At the login screen for Pellcomp Hosting enter your server user name and password. Click [Login]. Start PICS. After connecting to the server, you should see the Application Shortcuts and File Drop. In Applications, click the [PICS] icon. If prompted for approval to run the RemoteApp program, click [Connect]. Login to PICS. At the PICS login screen, if you have the same user name for the server and PICS then the latter should be defaulted so you just enter the password. If prompted to run PICS software updates then you should accept this and follow instructions on screen. 1

2 SHUT DOWN Please ensure that you log off both from PICS and the server. If you don t, the connections will be closed overnight by Pellcomp to enable a data backup to run - this could lose data in any selected or open record or report. Log off from PICS. Save and close any learner details or reports, then click [Quit]. Log off from the server. At the Applications page click your account name and [Sign out]. MANAGE FILES You can download and upload data files from/to your hosting server File Drop page. Please note that all files left on your File Drop (from whatever source) are deleted overnight. DOWNLOAD REPORTS OR OTHER FILES For Pellcomp hosted databases, when you create a report file from PICS (e.g. to an Excel spreadsheet or Word document) it is saved initially to your File Drop on the Pellcomp server. Note that report files do not, therefore, open automatically. You should then open or save it to your PC/network as soon as possible and remove it from the File Drop. Run the PICS report in the usual way to create the exported file. The file name will appear in your File Drop section as below. Click the file name, you will get a prompt to open or save the file. These details will vary in different browsers, but the details below are for Internet Explorer. 2

3 Open: this will start the relevant application (Word, Excel, Acrobat etc) on your PC and open the file locally. You can then view, edit, print the file and also save it anywhere on your local machine/network. Save: this has several options. We recommend clicking [Save ] and using the option Save As. This allows you to save the file anywhere on your local machine/network to open later. The options to Save and Save & Open will save the file to a default folder on your PC. You can remove a file from the File Drop by clicking the icon at the end of the line. To remove all files click the icon at the top of that column. Remember - all report files left on your File Drop are deleted overnight. UPLOAD FILES You have a couple of options to upload a file to the hosting server file drop, for example a PFR file that you want to reconcile, or an ILR pdf or data file to import. Drag the file from an explorer screen and place it on the file drop. You will get a screen message to Drop file here. Click the button to [Upload File]. Then browse to the file required. MANAGING USER ACCOUNTS The Hosting platform allows user accounts to be managed within your own organisation by a designated Supervisor. For all new Hosting customers the Supervisors should be set up as part of your installation, and for any existing customers you can contact the Support team via support@pellcomp.co.uk to arrange this. SETTING UP A NEW ACCOUNT To set up an account, log in to the Pellcomp Hosting website through the usual address: From the top menu, select [Manage Users] 3

4 This will bring up a list of your existing user logins for the Hosting Site. To add a new user click [Add new user ] Complete this section with the relevant details. Note that the address must be unique for each user. You will also notice the Supervisor tick box this controls whether the user is able to create new Hosting accounts themselves. You should ensure that you have sufficient people with Supervisor rights so that accounts can be set up or amended when people are away. When you re happy with the details you ve entered, click [Save Changes] and the system will display the the Username and Password for the new user. Passwords can be changed after first logon: Remember that the username must be followed by the UPN when logging in. EDIT AN EXISTING ACCOUNT In addition to creating new hosting accounts, you can also edit existing ones. 4

5 Click on the user s name from the Manage Users list You will get the following screen to edit that user account Make someone a Supervisor. Edit the user s Supervisor status using the Supervisor tick box. Once made a Supervisor, the user will also be able to access the user management features and give Supervisor privilege to other users. Disable and enable an account. Do this if for example, someone leaves your company, untick the Enabled tick box and click [Save Changes]. Please note you should also disable their PICS account in User & Password Maintenance. To enable a disabled account, do the same but make sure the box has a tick in it. Again, note you will need to ensure they have a corresponding PICS account that is live. Reset the user s password. Click the [Reset Password] button. You will then be prompted to confirm the change, click OK and you will be presented with the new password. UNLOCK AN ACCOUNT If a user enters the wrong password several times on the Hosting logon page, their account will become locked (see below) and the status will be set to Locked Out (see below). A Supervisor can unlock this by following the Edit an Existing Account process above and then clicking on the [Unlock Account] button. 5