Navigating Viewpoint V6 Exploring the Viewpoint Main Menu
Table of Contents About this Course 3 Viewpoint Folder Structure 4 File Menu 5 View Menu 6 Options Menu 7 User Options 7 Help Menu 9 Support 9 Note 9 Page 2
About this Course Course Description Welcome to the Navigating Viewpoint V6 course! This course will provide you with the fundamental navigation knowledge and skills necessary to work within the Viewpoint system. Course Objectives After completing this course you will have a better understanding of how to navigate within Viewpoint. After completing this lesson, you will: Understand the Viewpoint file structure Understand the options available in the Main Menu Be able to set User Options such as printer settings and color themes. Page 3
Viewpoint Folder Structure Within the Viewpoint Main Menu you will find a folder for each module you have purchased within your Viewpoint package. Please note that what you see in the Main Menu and standard folders will depend on the security access you have been granted by your system administrator. The core modules that come with Viewpoint are: Accounts Payable, Accounts Receivable, Cash Management, General Ledger, Headquarters, Imports, Job Cost, Payroll, Reports, and Viewpoint Administration. The add-on modules include: Document Management, Equipment Management, Human Resources, Inventory, Job Billing, Material Sales, Project Management, Purchase Order, Subcontract Ledger, User Database, and Workflow. In the Viewpoint Main Menu, you will see a Company folder and a My Tasks folder. The Company Folder can hold custom folders that are viewable by anyone within your company. The My Tasks Folder can hold custom folders that can only be viewed by your user id. Additionally, within each module s folder you will find two standard subfolders: Programs and Reports. (See Figure A) Folder options will be discussed in more detail later in the course. Figure A. Viewpoint Main Menu Page 4
File Menu In the File Menu you can choose to Lock your Session. By locking your session in Viewpoint, you are staying logged into Viewpoint but you are not allowing others to enter your session until you re-enter your password. You can also lock your session using the icon ( ) on the Toolbar. (See Figure B) Figure B. Locked Session Also within the File Menu, you have the option to Log Off from your session or exit Viewpoint. Logging off allows you to log in under a different User Name. (See Figure C) Figure C. Log On screen (accessed by Logging Off) Page 5
View Menu Under the View Menu, a variety of different options are available: Display Accessible Items Only. If selected, you will only be able to see folders, programs, and reports that your user id has been granted access to. All other items will be invisible under your user id. Hide Standard Module Folders. This option will hide all standard Viewpoint folders while only displaying the Company and My Tasks folder on your Main Menu. Expand or Collapse All Folders. These options control how you see the folders and subfolders on the Main Menu screen. Text Size. Select Text Size or click on the Toolbar button ( ) to set a Larger, Smaller or Standard text size. Larger Folders and Larger Toolbar Buttons. Display Tooltips. Displays information about the field or item you are hovering over with your mouse. Change and Display Active Info options allow you to view certain information next to your company icon (e.g. PR End Date, Job, PM Project). This is used as both a visual of your active information and also with grids in the My Viewpoint tab. View. The View option can also be accessed by right clicking within the Items section of the Main Menu and also from the button ( ) on the Toolbar. The View option allows you to determine how you wish to see the items within each folder. The options are: Large Icons, Small Icons, List, and Details. Sort. The Sort option can also be accessed by right clicking within the Items section of the Main Menu and also from the button ( ) on the Toolbar. The Sort option allows you to determine how you wish to sort the items in a folder. Include Technical Error Message. This option allows you to see extra details if an error occurs in the software. Page 6
Options Menu Under the Options Menu, a variety of different features are available: Change Company. You can also perform this task on the Viewpoint Main Menu by using the Company dropdown. Change Password. This allows you to change your Viewpoint Login password from whatever was previously set either in SQL during your user setup or in Viewpoint. Minimize on Use. Checking this option minimizes the Viewpoint Main Menu if you open a form or report within Viewpoint. Colors. You can change the colors that are displayed on form backgrounds within each company. User Options. This form allows you to set different Viewpoint defaults that will be specific to your user id. User Options The User Options form is used to activate the general settings for your user id. 1. Under the General Options section of the form, a. Use Enter as Tab. Activating this option will make the Enter key work like the Tab key as you move through forms and grids. b. Use Smart Cursor. If checked the active inputs are highlighted to make them easier to identify. c. Extend Controls when Editing. Extends input where the number of characters entered exceeds the display allowance. d. Save Printer Settings with each Report. Check to save changes made to printer settings for reports (default printer, bin, paper size, etc.). Saved printer settings will be used each time the report is run. e. Confirm Updates. This option will cause the system to flash a confirm update message when moving off a record that has been changed. You will be given the option to save the record or cancel the change. f. Allow Multiple Instances of a Form. Check this if you want to allow multiple instances of a form to be opened at the same time. Note: This option affects only the current user; it does not affect the ability of multiple users to have the same form open at the same time. g. Merge Grid Key Columns. Use this option to merge the key columns in grids when multiple records exist where one or more key values are the same. This prevents the values from being repeated for each record in the grid. h. Alternate Grid Row Colors. If checked, the system will display grid rows in alternating colors of gray and white. Page 7
2. Override Max # of Rows Returned for This section controls the number of records returned to lookups and forms (for the current user id). If the number of records in a table exceeds the designated threshold, when F4 is pressed, a message displays indicating that there are more records that can be displayed. Review the Viewpoint Help text for more information on these fields. 3. Map Site Option. This allows you to specify which map site to access (on the Internet) when the Map button is clicked from any form in the system where an address is specified. Available options are: a. Google Maps b. MapQuest c. Yahoo Maps 4. F8 Hot Key. This option allows you to designate which form to assign as the Hot Key (F8) form. A typical use for this feature is for a form that you use on a regular basis, or a form that you need to access quickly. Note: You can also designate the Hot Key form via the Main Menu by right clicking on the form you wish to access and then choosing the Select as F8 Jump-to Form option. 5. Default Notification Method. This allows you to set your delivery preference for email notifications generated by the system. In the Notify By field, you can select one of two options: a. 0-Email Select this option to have the system send email notifications directly to your email inbox. b. 1-VP Message Select this option to have the system send email notifications using Viewpoint V6 Software s internal messaging system. 6. My Viewpoint Template. This allows you to specify settings for your My Viewpoint tab. For more information on the My Viewpoint tab, please refer to the Help text. (See Figure D) Figure D. User Options Page 8
Help Menu There are several options available under the Help Menu, depending on your security access: Main Menu Help. The Viewpoint V6 Software online help system provides valuable information about the software as well as information about using the online help system. Viewpoint Contents. This takes you to the Using Viewpoint V6 Software help topic. In this topic you will find more detailed information related to the topics we covered in this tutorial. Viewpoint Online Training. This option takes you directly to the Customer Training area of Viewpoint s Vantage Point website. Support. There are several additional options available on the Support submenu. Support 1. Email to Viewpoint Support. Select this to open the Support Request form. Complete the form, add attachments as desired and then click Send. An email will be sent to Viewpoint Software Support Dispatch and a call will be opened in your name or the name you designate in the form. 2. Viewpoint on the Web. Click this to go to the Viewpoint Construction Software website. 3. Logged On Users. View a list of users that are currently logged on to the system, how many licenses are in use, and how many licenses are available. 4. Configuration. Review the Viewpoint software configuration information (i.e. which database you are connected to, the repository and local directory being used, and the assemblies that are currently loaded). 5. Check Remote Service Status. Check the status of the remote service (i.e. the Viewpoint server). 6. System Information. Access detailed information about your system. About Viewpoint. This will give you information regarding what version of the software you are running as well as contact information for Viewpoint Sales, Support, and website links. You will also see current user information such as current user, the active company, and the number of licenses available and in use. Note If you are missing any of the Menu options discussed above, contact your security administrator for more information. Page 9