MARK5 IPHONE APP User guide

R EIN V E N TIN G B U S I N E S S I L E M A MARK5 IPHONE APP User guide

0.0 Welcome This user guide will teach you how to use the MARK5 iphone app. The app gives you the opportunity to do business at any time and from anywhere you like. It helps you to keep your workload sorted and available by customizing folders with important emails. 1.0 Getting started... 1.1 Login... 1.2 Setup... 1.3 Folder view... 1.4 Basic navigation... 1.5 Icon dictionary... 1.6 Folder index... 2.0 Documents... 2.1 Search in emails... 2.2 Open emails... 2.2.1 Flag... 2.2.2 Worktray... 2.2.3 Reply... 2.2.4 Comments... 2.2.5 Actions... 04 05 06 07 08 09 10 12 13 14 15 16 17 18 19

2.3 Write email... 20 4.0 Shortcodes... 33 2.4 Document shortcuts... 24 5.0 Offline mode... 34 3.0 Contacts setup... 25 3.1 Contacts... 26 3.2 Open contact... 27 3.2.1 Categories... 28 3.2.2 File a contact to folder... 29 3.2.3 Actions... 30 3.3 Contacts folders... 31 3.4 Contacts shortcuts... 32

04 1.0 Getting started Search for mark5. The following chapter will teach you about the setup and basics of the app. To get started go to App Store and type in: MARK5 in the search bar. Download the app to your iphone.

05 1.1 Login Now, login. Start off by tapping the icon to open the app. Now you will see the login page. To login use the same username and password as when you login to MARK5 on your PC. In hostname and port you need to use the information provided by Nordic IT. Once you have filled out the information in the right columns, tap Login to enter the MARK5 app.

06 1.2 Setup Press this icon to get more folder options. Swipe to subscribe or to add to favorites. When you enter the app the first time, you will be navigated to the folder view in documents. Here you need to choose the folders you wish to subscribe to and the folders you wish to add to favorites. This is a necessary step, because you want to receive notifications on information that is relevant to you. To subscribe to a folder or add a folder to favorites, make a left swipe on the folder you wish to choose. Now you will see the options of either subscribing or adding to favorites. Once you are done, open a folder by tapping the one you wish to view.

07 Tap to enter folder view. 1.3 Folder view 1. 2. This chapter will teach you how to access your documents folders.* 1. When tapping the documents function, you will se the folder view. 2. If you tap the expand icon you will see more folders to choose from. You choose the folder you wish to view by tapping the name of the wished folder. *If you wish to learn more about the different folders, please see the folder index on page 10. Tap a folder to choose.

08 1.4 Basic navigation When you have tapped a folder you wish to view, you will be navigated to the content view. As you can see in the screenshot, the app is build up by 3 areas: 3 1 In the bottom bar you can access 4 different functions. The functions you can access are documents (contains emails), contacts (your address book), shortcodes (your mailing lists from MARK5) and notifications (your notification center from subscribed folders). The function you view will be colored in a dark blue color the others will be outlined in grey. 2 The middle section of the page is your content view. This is a static page and the containment of the page depends on firstly, if you choose documents, contacts, shortcodes or notifications then, your choosen folder. 3 In the top bar of the page you have a heading (the name of the folder). The top bar is where you can access your folder by tapping the arrow in the left corner. You can also access compose email (if you are viewing the documents function). The features and their containments are also static to the function you view, which means that they will change when viewing a different function. 2 1 The different features and containments of the functions will be explained later in this guide. The function you are viewing.

09 1.5 Icon dictionary A ACTIONS ADD ATTATCHMENT C CHECKMARK CLOSE COMMENTS COMPANY COMPOSE CONTACTS D DOCUMENTS DETAIL DISCLUSURE DRAFTS O OPEN FOLDER OUTBOX OUTGOING E EMAIL EXPAND BOX EXPAND EXTERNAL F FAVORITE FLAG FOLDER I INBOX INCOMING IPHONE CONTACTS M MAP MARK5 CONTACTS MESSAGE N NOTIFICATIONS NEXT P PHONE PREVIOUS R REPLY RECENT CONTACTS S T SEARCH SHORTCODES TRASH SKYPE SPAM V VIEW W WORKTRAY

10 1.6 Folder index C CABINET FOLDERS Your cabinet folders are your storage space. Here you can archive mails manually. COMPANIES FOLDERS The companies folder can be found under the contacts function. This folder contains your contacts sorted by companies. D DYNAMIC FOLDERS The dynamic folder is a predefined search folder, which you can always access fast. A dynamic folder can be useful if you often need the same search of documents. A dynamic folder will search backwards into old messages according to how far it is set to go. Dynamic folders should be chosen, if you need the folders to search back in time. F FILTER VIEW FOLDERS Filter view folders consists of content from the time of creation and forward. The filter view folder allows you to create folders to filter messages as they arrive in the system for better overview. Filter view folders are the best choice when you need emails with specific characteristics systemized. P PERSONAL FOLDERS The personal folder is not a specific type of folder as the others, but everything you archive here is private. PERSONS FOLDERS The persons folder can be found under the contacts function. This folder sorts and views your contacts as persons, and their first names will be listed in aplhabetic order. W WORKTRAY The worktray is a private folder that all users have. Both yourself and other users are able to file to your worktray. With this feature, your colleges can file emails to your worktray, to make sure that you will see the messages. If you subscribe to your worktray you will get a notification each time there is incoming emails in your worktray.

11 2.0 Documents This chapter will teach you about documents. It will teach you the basic navigation and how to access the different features. Make sure that you view documents by tapping the icon that says documents in the bottom bar. Once you are viewing the function, the documents icon in the bottom bar will be colored in dark blue. The function you are viewing.

12 2.0 Documents Now, take a look at your document content view. In the right corner of all emails you are able to see the date the email has been received. Email information. Recieved date. In the left side you will, on some emails, see several icons.* The arrow pointing to the right indicates that the email is incoming. The same arrow pointing to the left indicates that the email is outgoing. The dark blue dot indicates that the email is unread. If you read or mark the email as read, the dot will disappear. The paper clip indicates that the email has an attachment. *If in doubt about the meaning of an icon, please check the icon dictionary on page 9 of this guide.

13 2.1 Search in emails 2.1.1 On top of the front page you have the option of searching for specific emails. If you do not see the search bar, place your finger anywhere in the middle section and pull down so the search bar appears. This is also the way to refresh the content. 2.1.2 Once you have access to the search bar, tap it and type in your search word. Hit Search, and your search will be viewed. Once you are done viewing your search, tap Cancel in the right corner of the top bar and you will be navigated back to the documents content view. Tap this bar to search. 2.1.1 2.1.2 Tap here when done. The function you are viewing. The result of your search will be viewed in this area.

14 2.2 Open emails Tap the email to open it. Email information. Further email information. Email and correspondence. Features. This chapter will teach you how to open an email and how to access information and features associated to incoming emails. Make sure that you view documents. To open an email, tap the one you wish to view. Once you have tapped the email, you will be navigated to view the content. If you scroll down you will see the entire correspondence of the email. If you scroll all the way to the bottom you can see if the email has any attatchments. You can also view the reference number, which users have read the email and the originator. In the bottom bar of an open email you can access different features. These will be explained in the next pages.

15 2.2.1 Flag If you need to either mark an email as read or unread, or you want to add categories to an email, tap the first icon in the bottom bar of an open email. This icon is the flag icon. When tapping the flag icon, you will see the options shown in the screenshot above. To return to the email, tap Cancel in the bottom of the page. If you tap the Categories bar, you will be navigated to the categories feature. Here you tap Edit in the right corner of the top bar. Choose your categories by tapping the empty dots by the wished category, and tap Done when you have finished. Tap Done again, now in the left corner of the top bar, to return to the email.

16 2.2.2 Add to folder 1. 2. 1. If you need to file an email to a folder you must tap the worktray icon, which is the second feature in the bottom bar of an open email. 2. When tapping the worktray icon, you will see the options shown in screenshot 2. Here you have the options to Copy to worktray, copy to folder or move to folder. To return to the email, tap Cancel in the bottom of the page. If you tap copy to folder or move to folder you will be navigated to the folder view. Here you pick the folder you wish to copy the email to, and tap Done. If you tap copy to worktray, the email will get copied to the worktray folder right away, and you will not be navigated to a different page.

17 2.2.3 Reply 1. 2. 1. If you need to either reply to or forward an email, you must tap the middle feature in the bottom bar of an open email. This is the reply icon. 2. When tapping the reply icon, you will see the options shown in screenshot 2. Here you can reply, reply all or forward the email. To return to the email, tap Cancel in the bottom of the page. Tap to return to email.

18 2.2.4 Comments 1. 2. 1. You can view and write comments from the fourth feature in the bottom bar of an open email. To open the feature, tap the comments icon. 2. When tapping the comments icon, you will be navigated to the comments feature as shown in screenshot 2. Here you can access comments that have been written to the email and you can also add comments yourself. To add a comment, tap the bottom bar, write your comment and hit Add when you are done. To return to the email, tap Done in the right corner of the top bar. Tap to write a comment. Tap to add your comment.

19 2.2.5 Actions 1. 2. 1. You can view everything that has happened on an email as well. Tap the actions icon which is the last feature in the bottom bar of an open email. 2. When tapping the actions icon, you will be navigated to the actions feature as shown in screenshot 2. Here you access the actions of the email. This means that you can see all actions other users have carried out to the specific email, such as who have read, replied and commented. Swipe down to see all the action information. To return to the email, tap Done in the right corner of the top bar.

20 2.3 Write email Tap to write email. This chapter will teach you how to write a new email. To write a new email, you need to view documents. In the top bar you will see the compose icon: When you tap the icon, you will be navigated to write an email.

21 2.3 Write email MARK5 contacts Resently used contacts Shortcode mailing lists iphone contacts Tap to type in your recievers email adress. Tap to add recievers from your contact list. You have the option of either typing in a receiver s email address by tapping the bar with the text To: or you can chose from your contact list by tapping the add icon. If you tap the add icon, you will be navigated to add contacts. You will be navigated to the contact lists, where you have several lists to choose from. The first one is your recents list, where you find the contacts you have most recently written to. The second one is your MARK5 contacts. The third one is your shortcodes, where your mailing lists from MARK5 is accessible. The last list is your iphone contact list. To choose a reciever, navigate to the list you wish to choose from, and tap the contact you wish to add to the email.

22 2.3 Write email To add receivers to Cc or Bcc, use the same procedure as descripted in the previous page. The line bar tells you which email you are sending from. Now, type in an email subject by tapping the subject bar. By tapping the priority bar, you can choose from three different options; urgent, normal or low. This is to indicate to the receiver, how important the email is and how fast they need to read it. If you do not actively choose one, the priority will automatically be set to normal. Tap to type in the email subject. The email you are writing from. Tap to choose priority.

23 2.3 Write email Tap to cancel or to save as a draft. Tap send when you are done. Tap to compose message. Write your email message by tapping the blank space under the priority bar. Once you have filled out the necessary information and you have written your message, hit send in the right corner of the top bar. If you have written an email, but are not ready to send it, you can tap Cancel in the left corner of the top bar. Now you get the ability to save the email as a draft as shown in the screenshot above. You access your drafts by tapping the arrow in the left corner of the documents top bar. Tap the Draft folder, and you will be able to view your drafts. Tap the draft you wish to continue working on, and hit Send once you are done.

24 2.4 Documents shortcuts This chapter will teach you how to access different document features fast and easy through shortcuts. Make sure that you view documents. 11.1 11.2 11.1 Email options You have different options to any email. The options can be contained in several ways. If you swipe to the left of any email, you will get some different options. Starting from the far right, you have the option to copy the email to your worktray*. You also have the option of adding categories to the email. To add a category, tap the option that says Category. The categories will be listed in alphabetic order. If you tap the box with the text More you will get more options. The options you get are; reply, reply all, forward, copy to folder or move the email to a folder. Tap Cancel to return to the content view. 11.2 Mark as read or unread If you swipe to the right of any email, you can mark the emails as read or unread. If you make a short swipe you can see the option and tap it as shown in screenshot 11.2. If you make a long swipe to the right the email gets marked right away as either read or unread, depending on the current mark. You can remark it as many times as you wish. *Read more about the worktray folder in the folder index on page 10.

25 3.0 Contacts setup This chapter will teach you how to set up your contact folders and how to navigate around in contacts. When you hit contacts in the bottom bar, you will be nagivated to contacts folder view. Here you need to choose the folders you wish to add to favorites. This is a necessary step, because you want to be able to access the contacts, you use the most, fast and easy. To add a contact folder to favorites, make a left swipe on the folder you wish to choose. Now you will see the option of adding it to favorites. Once you are done, open a folder by tapping the one you wish to view.

26 3.1 Contacts When you have opened a folder, you will see the content view. Your contacts will be organized in alphabetic order. You access them by swiping to the first letter of the contacts you seek, and tapping the contact you wish to view.* You can also search for a contact in the search bar on top of your object list. If you do not see the search bar, place you finger on the object list and pull down so the search bar appears. *To learn how to view different contacts or how to view your contacts differently (e.g. viewed by persons) see page 31. Tap a contact to view in details.

27 3.2 Open contact When you tap a contact name, different details about the contact will be shown. When opening a contact, you will see several icons. Each of these icons represent information about the contact. If you tap the email icon you will get straight to composing an email with the contact you have tapped as the receiver. Some contacts will also have a Phone icon or a Skype icon. This indicates that the contact can be contacted through these media. If you tap either of these icons, you will be sent to the app holding the media. Some contacts will also have a maps icon. Tap this icon and you will be sent to maps to view the contacts address in your maps iphone app.

28 3.2.1 Categories To assign categories to a contact tap the flag icon, which is the first feature in the bottom bar of an open contact. When tapping the flag icon, you will be navigated to the categories screen as shown above. To return to the contact, tap Done in the left corner of the top bar. Here you can add categories to the contact by pressing Edit. Now you can choose your categories by tapping the empty dots by the wished category. Tap Done when finished. Tap Done again, now in the left corner of the top bar, to return to the contact.

29 3.2.2 File contact to folder 1. 2. 1. To file a contact to a folder, tap the inbox icon which is the middle feature in the bottom bar of an open contact. 2. When tapping the inbox icon, you will see the options shown in screenshot 2. Here you have the options to copy to folder or move to folder. To return to the contact, tap Cancel in the bottom of the page. If you tap copy to folder or move to folder you will be navigated to the folder view. Here you pick the folder you wish to copy the contact to and tap Copy.

30 3.2.3 Actions 1. 2. 1. You also have the possibility to view everything that has happened on a contact. To view this, do as follows: The last feature in the bottom bar of an open contact, is the actions icon. To open the feature, tap the icon. 2. When tapping the actions icon, you will be navigated to the actions feature as shown in screenshot 2. Here you access the actions of the contact. That means that you can see all actions other users have carried out to the specific contact, such as who have edited the contact details and who have filed the contact to a folder. Swipe down to see all the action information. To return to the email, tap Done in the right corner of the top bar.

31 3.3 Contacts folders 1. 2. 1. If you need to view different contacts or to view your contacts differently, make sure that you stand on the front page on contacts and then tap the folder icon in the left corner of the top bar. 2. Now you will be navigated to the folder view. Here you can view different contact folders, such as your personal contacts. You can also view your contacts organized by persons instead of companies.

32 3.4 Contacts shortcuts This chapter will teach you how to access different contact features fast and easy through shortcuts. Make sure that you view contacts. 3.4.1 3.4.2 3.4.1 Email options You have different options to any contact. The options can be contained in several ways. If you swipe to the left on any contact, you will get some different options. Swipe. Starting from the right you have the option of adding Categories to the contact. If you tap the box with the text More you will see the options as shown in screenshot 3.4.2. When choosing the option More, you can copy the contact to a folder or move the contact to a folder. View contacts.

33 4.0 Shortcodes Through shortscodes you can find your predefined mailings lists. Tap on shortscodes in the bottom bar to access the page. Now you will se the folder view. When you are in the folder view, you have the options of adding shortcode folders to your favorites. Swipe to the right of the folder you wish to add, and tap Add to favorites. Now the folder will be on top of the folder view page for fast end easy access. To open a folder, tap the one you wish to view. When you have opened a shortcode folder, you will be navigated to the content view. Here all of your mailing lists from MARK5 are accessible. If you hit a shortcode list, you will be navigated straight to write a new email, with the shortcode list set in Bcc.

34 5.0 Offline mode This chapter will teach you about the MARK5 app offline mode. Usually, when you do not have Internet connection, you will not be able to work in an email program. With MARK5 you can. If you wish to work with MARK5 while being offline, make sure you have added the folders you are working from to favorite folders (follow instructions on page 25). This is important because with MARK5 you are only able to access emails from your favorite folders (both your favorite folders from documents and contacts) and recently opened emails while being offline to make sure the app performs well. You will not be able to view attachments. To work offline, choose a folder and start working as usual. When you are working in offline mode, you can prepare new emails and save them to be sent out when you are online again. To do this, prepare an email and tap send. Your email will be sorted in the outgoing folder and sent when you get online.