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OPSCENTER 3 ADMINISTRATION GUIDE (Audama Software - Products - OpsCenter 3 - Documentation - Admin Guide)
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Document Name: OpsCenter 3 Administration Guide
Last Updated: July 13, 2006
OpsCenter Versions: 3.0.0 to 3.5.0
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Admin Controls Menu Items: General Configuration Overview:

Manage Users:

To manage users, open up the user management window by selecting "Manage Users" from the "Admin Controls" menu. This windows provides the ability to add new users, delete existing users, or modify the properties of existing users. Just double click a user in the table to edit it or select Add New User from the toolbar to add a new user. To delete a user, select the user and click on the delete button in the menu or toolbar.

  • Add Users
  • Simply complete the user information and click "Add User."
    • User Name
    • Enter a first name and last name for the user. The middle initial is optional. The name (not including the middle initial) must be unique between all current users.
    • Initials
    • The initials field is automatically completed as the first name, last name, and middle initial are entered. The initials can still be modified independently. Any modifications to the first name, last name, and middle initial will automatically reset the initials field to the automated value.
    • E-mail Address
    • The E-mail address is an optional field. If no address is entered for a user, the "Send Email To" option when right clicking that user on the status table will be disabled even if the "Send Email To" option is enabled in the system controls.
    • Telephone Extension
    • The telephone extension field is optional and can contain any number or letter character.
    • Administrative Privileges
    • The administrative privileges determine how access the user has to the OpsCenter system. Some features, such as posting to bulletin board, can have any privilege level assigned to it. Additional privilege customizations can be set on the Edit User tab. The following is a brief description of the different standard privilege levels:

      • Full Admin: Has full access to the "Admin Controls" menu. Can manage the status for any user.
      • Partial Admin: Does not have any access to the "Admin Controls" menu. Can manage the status for any user.
      • None: Does not have any access to the "Admin Controls" menu. Can only manage status for self.
    • Additional Contact Phone Numbers (New in v. 3.2.0)
    • Up to three contact phone numbers can be specified for each user. When a phone number is entered, it will show up on the information screen when a user double-clicks a name on the status table.
    • Enable Password
    • The login password can be enabled or disabled with this control. An enabled password will be initially blank so the user will be required to enter a password when login in for the first time.
  • Edit Users
  • To edit the settings for an existing user, make any applicable changes and click on the Save and Close button in the menu or toolbar.
    • User Name
    • Enter a first name and last name for the user. The middle initial is optional. The name (not including the middle initial) must be unique between all current users.
    • Initials
    • The initials field is automatically completed as the first name, last name, and middle initial are entered. The initials can still be modified independently. Any modifications to the first name, last name, and middle initial will automatically reset the initials field to the automated value.
    • E-mail Address
    • The E-mail address is an optional field. If no address is entered for a user, the "Send Email To..." option when right clicking that user on the status table will be disabled even if the "Send Email To" option is enabled in the system controls.
    • Telephone Extension
    • The telephone extension field is optional and can contain any number or letter character.
    • Administrative Privileges
    • The administrative privileges determine how access the user has to the OpsCenter system. Some features, such as posting to bulletin board, can have any privilege level assigned to it. (See the system controls for setting the privilege level for posting to the bulletin board.) This control will be grayed out if you are editing your own information. This ensures that at least one "Full Admin" is set up in the system at all times. If you wish to reduce your own privilege level, you will have to have another user with "Full Admin" privileges do it. The following is a brief description of the different privilege levels:

      • Full Admin: Has full access to the "Admin Controls" menu. Can manage the status for any user.
      • Partial Admin: Does not have any access to the "Admin Controls" menu. Can manage the status for any user.
      • None: Does not have any access to the "Admin Controls" menu. Can only manage status for self.
    • Custom Permissions
    • Click on this button to access the custom privilege controls. This allows you enable and disable access for individual users and individual features. See Managing User Permissions for more information.
    • Additional Contact Phone Numbers (New in v. 3.2.0)
    • Up to three contact phone numbers can be specified for each user. When a phone number is entered, it will show up on the information screen when a user double-clicks a name on the status table.
    • Enable / Set / Clear Password
    • The login password can be enabled or disabled with the "Set Password" control. An enabled password will be initially blank so the user will be required to enter a password when login in for the first time. You can also manually set or change the password with the "Set Password" button. The change a password, the previous password will have to be provided. To simply reset the password to be blank, click the "Clear Password" button. If the password is blank but still enabled, the user will be automatically prompted to enter a new password when they login.

Manage Global Groups:

The Global User Groupings window provides the opportunity to define groups that are visible to all users. These global groups will then show up in all group lists such as on the status table, vacation calendar, bulletin board posts and when sending a note to a group. To access the global user groupings, click on "Global Groups..." under the "Admin Controls" menu. There is no limit to how many global groups can be created. These global groups can only be managed from the global group control and not from any local group control. The global group "All" is a built-in group and cannot be deleted or renamed. The member list for the group cannot be modified either. New users are automatically added to the "All" group.

  • Add / Delete / Rename Group
    • Add / Rename Group
    • Just double click a group name in the table to edit it or select Add New Group Name from the toolbar to add a new group. The name of the global group can not be the same as any existing global group or local group. If the name conflicts with someone's local group, you will have the option of taking the name for the global group. If so, then conflicting local groups will be automatically renamed. When a new group is created, the Edit Group Memberships window will automatically come up allowing you to set which users will be a member of the group.

    • Delete
    • To delete a group, select the group and click on the delete button in the menu or toolbar. The group will then be permanently deleted.

  • Set Groupings
  • To edit the group membership, select a group name from the table and select Edit Group Memberships from the menu or toolbar.
    • Add to group (>>>)
    • Users can be added to the group by selecting the user in the "Remaining users" list and clicking the ">>>" button. That selected user will then move to the "Current group members" list. To save any group membership changes, click "Save and Close" from the menu or toolbar.
    • Remove from group (<<<)
    • Users can be removed from the group by selecting the user in the "Current group members" list and clicking the "<<<" button. That selected user will then move to the "Remaining users" list. To save any group membership changes, click "Save and Close" from the menu or toolbar.

Manage Global Status Change Macros:

The Global Status Change Macros window provides the administrator with the opportunity to define macros that are available to all users. A status change macro provides you with the ability to set a status, return date/time, and memo all with just a few mouse clicks. When the macro is created, it can be executed on any user by selecting the status change macro controls on the control panel, right clicking on the status table, from the Action menu, or by right clicking the system tray icon. To manage the global status change macros, click on "Global Status Change Macros" under the "Admin Controls" menu. There is no limit to how many global macros can be created. These global macros will be available to all users. Just double click a macro in the table to edit it or select Add New Macro from the toolbar to add a new macro. To delete a macro, select the macro and click on the delete button in the menu or toolbar.

  • Add Macro
  • Just complete the provided fields and click on the "Add" button.
    • Macro Name
    • Enter the name of the macro. The name is what will show up in the macro lists when you choose to run a macro. If the name conflicts with another macro, you will be prompted to confirm the duplication. Although duplicate names are allowed, it will make it harder to distinguish between the macros when they are listed throughout the program.
    • Perform Action
    • Select any of the available status or status alias options you wish to be set when the macro is executed. "<no action>" will not make any status change when the macro is executed.
    • Action On
    • This field lets you know that the action will be performed on the selected user. The selected user is the default user when the macro is ran from the Action menu or by right clicking the system tray icon.
    • Return Time / Date
    • This control allows you to specify the return time or day that is set when the macro is executed. The available choices for time and day will vary depending on the status selected above.
    • Memo
    • This control allows you specify the memo to be set when the macro is executed. If the checkbox is not checked, no memo will be set when the macro is executed.
  • Edit Macro
  • To edit the macro, make any applicable changes and click on the Save and Close button in the menu or toolbar.
    • Macro Name
    • Edit the name of the macro. The name is what will show up in the macro lists when you choose to run a macro. The name of the global macro can not be the same as any existing global macro or local macro. If the name conflicts with someone's local macro, you will have the option of taking the name for the global macro. If so, then conflicting local macro will be automatically renamed.
    • Perform Action
    • Select any of the available status or status alias options you wish to be set when the macro is executed. "<no action>" will not make any status change when the macro is executed.
    • Action On
    • This field lets you know that the action will be performed on the selected user. The selected user is the default user when the macro is ran from the Action menu or by right clicking the system tray icon.
    • Return Time / Date
    • This control allows you to specify the return time or day that is set when the macro is executed. The available choices for time and day will vary depending on the status selected above.
    • Memo
    • This control allows you specify the memo to be set when the macro is executed. If the checkbox is not checked, no memo will be set when the macro is executed.

Manage Status Aliases:

The Status Aliases window provides the administrator with the opportunity to define status aliases that are available to all users. A status alias provides you with the ability to define custom statuses that can show up in the status field of the table. When the alias is created, any user can access it from the controls on the control panel, right clicking on the status table, from the Action menu, or by right clicking the system tray icon. To manage the status aliases, click on "Manage Status Aliases" under the "Admin Controls" menu. There is no limit to how many status aliases can be created. These status aliases will be available to all users. Just double click an alias in the table to edit it or select Add New Status Alias from the toolbar to add a new alias. To delete an alias, select the alias and click on the delete button in the menu or toolbar.

  • Add Alias
  • Just complete the provided fields and click on the "Add" button.
    • Alias Name
    • Enter the name of the alias. The name is what will show up in the alias lists. The name of the alias must be unique from any other alias or built-in status.
    • Is a status alias for
    • Select the built-in status you want the alias associated with. Although the name of the alias will appear in the status field of the table, the system will treat the alias as if it was the built-in status that it is associated with. This association allows for color-coding and other built-in features to understand how to handle a status alias.
  • Edit Alias
  • To edit the alias, make any applicable changes and click on the Save and Close button in the menu or toolbar.
    • Alias Name
    • Enter the name of the alias. The name is what will show up in the alias lists. The name of the alias must be unique from any other alias or built-in status.
    • Is a status alias for
    • Select the built-in status you want the alias associated with. Although the name of the alias will appear in the status field of the table, the system will treat the alias as if it was the built-in status that it is associated with. This association allows for color-coding and other built-in features to understand how to handle a status alias.

Manage Out-of-Office Aliases (New in v. 3.1.0):

The Out-of-Office Aliases window provides the administrator with the opportunity to define out-of-office aliases that are available to all users. Out-of-Office schedules have a field to set an alias. These aliases provide a way of distinguishing between various types of out-of-office events. The out-of-office schedules will also show up on the vacation calendar color-coded according to the out-of-office alias. To manage the status aliases, click on "Manage Out-of-Office Aliases" under the "Admin Controls" menu. A limit of 500 out-of-office aliases can be defined at the same time. These out-of-office aliases will be available to all users. Just double click an alias in the table to edit it or select Add New Status Alias from the toolbar to add a new alias. To delete an alias, select the alias and click on the delete button in the menu or toolbar. The built in default alias cannot be deleted.

  • Add Alias
  • Just complete the provided fields and click on the "Add" button.
    • Alias Name
    • Enter the name of the alias. The name is what will show up in the alias lists. The name of the alias must be unique from any other alias.
    • Color on vacation calendar
    • This determines the color which is used to indicate an out-of-office schedule has this alias on the vacation calendar. The Pick Color button provides access to the standard Windows color picker dialog. Any color can be used.
  • Edit Alias
  • To edit the alias, make any applicable changes and click on the Save and Close button in the menu or toolbar.
    • Alias Name
    • Enter the name of the alias. The name is what will show up in the alias lists. The name of the alias must be unique from any other alias.
    • Is a status alias for
    • This determines the color which is used to indicate an out-of-office schedule has this alias on the vacation calendar. The Pick Color button provides access to the standard Windows color picker dialog. Any color can be used.

Manage Holiday Schedules:

The Holiday Manager provides access to all holidays. The holidays can be added and edited. Holidays appear on OpsCenter's vacation calendar and built-in event calendar window. This event calendar window is part of the status table. To open the Holiday Manager, select the "Manage Holidays" option under the "Admin Controls" menu.

  • Holidays
    • Add a Holiday
    • Select Add Holiday Schedule from the controls to open the Add Holiday window. After you enter the name and time period, click Add Holiday Schedule to add the holiday.
    • Edit a Holiday
    • To edit a holiday, select the desired holiday and click on the edit option in the control panel. Make the applicable changes and click on Save and Close from the menu or toolbar.
    • Delete a Holiday
    • To delete a holiday select the desired holiday and click the delete option from the control panel.

Manage Vacation Schedules:

The Vacation Schedule Manager provides access to all vacation schedules. The schedules can be edited, viewed, printed, archived, and deleted. The task panel provides access to these options as well as table filter controls such as showing normal or archived schedules and also selecting which type of schedule to display. To open the Vacation Schedule Manager, select the "Manage Vacation Schedules" option under the "Admin Controls" menu. For more information on how to user the Vacation Schedule Manger, see My Vacation Schedules.


Manage Bulletin Board Posts:

The Bulletin Board Manager provides access to all bulletin board posts. The posts can be edited, viewed, printed, archived, and deleted. The task panel provides access to these options as well as table filter controls such as showing normal or archived posts and also selecting which type of post to display. To open the Bulletin Board Manager, select the "Manage Bulletin Board Posts" option under the "Admin Controls" menu. For more information on how to user the Bulletin Board Manager, see My Bulletin Board Posts.


Manage Scheduled Events:

The Scheduled Events Manager provides access to all scheduled events. The schedules can be edited, viewed, printed, archived, and deleted. The task panel provides access to these options as well as table filter controls such as showing normal or archived schedules and also selecting which type of schedule to display. To open the Scheduled Events Manager, select the "Manage Scheduled Events" option under the "Admin Controls" menu. For more information on how to user the Scheduled Events Manger, see My Scheduled Events.


Manage Out-of-Office Schedules:

The Out-of-Office Schedule Manager provides access to all out-of-office schedules. The schedules can be edited, viewed, printed, archived, and deleted. The task panel provides access to these options as well as table filter controls such as showing normal or archived schedules and also selecting which type of schedule to display. To open the Out-of-Office Schedule Manager, select the "Manage Out-of-Office Schedules" option under the "Admin Controls" menu. For more information on how to user the Out-of-Office Schedule Manger, see My Out-of-Office Schedules.


Manage Sick Days:

The Sick Day Manager provides access to all sick days. The sick days can be edited, viewed, printed, archived, and deleted. The task panel provides access to these options as well as table filter controls such as showing normal or archived sick days and also selecting which type of sick day to display. To open the Sick Day Manager, select the "Manage Sick Days" option under the "Admin Controls" menu. For more information on how to user the Sick Day Manger, see My Sick Days.


Manage Work Schedules:

The Work Schedule Manager provides access to all work schedules. The schedules can be edited, viewed, printed, archived, and deleted. The task panel provides access to these options as well as table filter controls such as showing normal or archived schedules and also selecting which type of schedule to display. To open the Work Schedule Manager, select the "Manage Work Schedules" option under the "Admin Controls" menu. For more information on how to user the Work Schedule Manger, see My Work Schedules.


System Controls:

The system controls provide access to all system configuration options. You can access the system controls by selecting the "System Controls" option from the "Admin Controls" menu. The controls found in this window apply to all users. The following details how each control affects the OpsCenter system:

  • Admin Options 1
    • Force all users to generate log file
    • This option allows you to force all users to generate a log file. Enabling this will prevent the "Generate log file" option in the preferences from being disabled. (Default Value: False.)
    • Show computer status (New in v. 3.1.0)
    • This option determines if the computer online status of other users can be viewed. If this is disabled, the computer online status column will not be visible on the status table. Also, tables cannot be filtered based on online/offline status and the computer online/idle times will not be visible on the user information screen. (Default Value: True.)
    • Auto-sync computer time with another computer
    • This option allows you to force all client computers to synchronize the time with another specified computer or server. Since time settings are important to this program, it is best to have all the computers on the network synchronized. With the option enabled, enter in the name of the computer that all other computers should sync up with. The synchronization will only occur when the program starts. (Default Value: False.)
    • Enable "<NO USER>" login option
    • This option allows you to enable or disable the "<NO USER> login option. This login can be used on a computer that does not have a user assigned to it but still needs to have OpsCenter running. A computer logged in under the <NO USER> login has limited access to the system. (Default Value: False.)
    • Computer is idle after
    • The computer idle times specifies who long a computer must be inactive in order to be considered as idle. Idle information for each online user can be viewed in the user information window. (Default Value: 10 Minutes. Minimum Value: 3 Minutes. Maximum Value: 1 Day.)
    • Phone number format
    • The phone number format control allows you to specify which country phone formats to automatically format the phone numbers in the phone messages. Selecting "None" will disable the automatic phone number formatting for all users. (See the "Sending/Receiving Phone Messages" section for more information on the auto-formatting feature.) (Default Value: "United States".)
    • Network TCP/UDP Ports
    • The TCP/UDP ports are the system ports that OpsCenter uses to communicate between the different OpsCenter clients on a network. It is not recommended to modify these port settings unless there is a known port conflict with another program. Modifying these port settings may temporarily disrupt OpsCenter's ability to send messages between clients. Messaging capabilities should return to normal when all OpsCenter clients have had the opportunity to reset their port number to the newly designated port. (Default Value: 15001. Minimum Value: 1025. Maximum Value: 80000.)
    • Random Response Interval
    • The random response interval is the maximum latency between when a message is sent and when it pops up on the receiver's screen. The actual latency could be any number of seconds below this number. The latency is built in to reduce network and database loads. This setting should not be changed unless there are unusual network conditions. (Default Value: 10 Seconds. Minimum Value: 3 Seconds. Maximum Value: 60 Seconds.)
  • Admin Options 2
    • Non-workdays
    • This option will allow you to set days of the week that are not normal workdays. These non-workdays will show up on the vacation calendar. They will also be taken into consideration when the "Auto-update vacation status" feature sets a return date on the status table for the vacationing user. (Default Value: "Sunday," "Saturday".)
    • Password settings
    • The password settings control allows you to define the rules for user passwords. You have the option to allow users to use passwords as they wish ("Unrestricted password use"), or force all users to use a password ("Force all users to have a password"), or prevent any user from using a password ("Disable all user passwords"). The password controls in the preferences will become enabled or disable in accordance with the setting here. (Default Value: "Unrestricted password use".)
    • Database password
    • The database password is something that can be set and is independent of any user passwords. Currently, the only feature that will prompt for a database password is if the path fields are locked and a user wants to unlock them. The database password can be set, change and cleared using the two buttons: "Set/Change DB Password" and "Clear dB Password". (Default Value: No password set.)
  • Features/Communication Options
    • Enable In/Out Board System
    • This option allows you to enable or disable the entire in/out board system. Since this functionality is central to the entire OpsCenter system, it currently cannot be disabled. (Default Value: True, unless otherwise specified in database setup wizard.)
    • Enable Notes System
    • This option allows you to enable or disable the entire notes system. If disabled, existing notes can still be read but no new notes can be sent by any user. (Default Value: True, unless otherwise specified in database setup wizard.)
    • Enable Phone Messages System
    • This option allows you to enable or disable the entire phone messages system. If disabled, existing phone messages can still be read but no new phone messages can be sent by any user. (Default Value: True, unless otherwise specified in database setup wizard.)
    • Enable Bulletin Board System
    • This option allows you to enable or disable the entire bulletin board system. If disable, users will no longer be able to post to the bulletin board or even access the bulletin board. (Default Value: True, unless otherwise specified in database setup wizard.)
    • Enable Scheduled Events System
    • This option allows you to enable or disable the entire scheduled system. If disable, users will no longer be able to create new or access existing scheduled events. (Default Value: True, unless otherwise specified in database setup wizard.)
    • Enable Out-of-Office Schedules System
    • This option allows you to enable or disable the entire out-of-office schedules system. If disable, users will no longer be able to create new or access existing out-of-office schedules. (Default Value: True, unless otherwise specified in database setup wizard.)
    • Enable Sick Days System
    • This option allows you to enable or disable the entire sick day system. If disable, users will no longer be able to create new or access existing sick days. (Default Value: True, unless otherwise specified in database setup wizard.)
    • Enable Work Schedules System
    • This option allows you to enable or disable the entire work schedules system. If disable, users will no longer be able to create new or access existing work schedules. (Default Value: True, unless otherwise specified in database setup wizard.)
    • Enable Holiday Schedules System
    • This option allows you to enable or disable the entire holiday schedule system. If disable, users will no longer be able to create new or access existing holiday schedules. (Default Value: True, unless otherwise specified in database setup wizard.)
    • Enable Status Change Notifications
    • This option allows you to enable or disable the status change notification feature. Disabling this feature will prevent users from setting up notification events that will automatically alert them when a specific user's status changes. (Default Value: True.)
    • Enable Status Aliases
    • This option allows you to enable or disable the status alias feature. Disabling this feature will prevent users from setting up or accessing status aliases. (Default Value: True.)
    • Enable Vacation System
    • This option allows you to enable or disable the entire vacation system. If disable, users will no longer be able to add to the vacation calendar or send vacation request. (Default Value: True)
      • Vacation requests require approval
      • When the vacation system is enabled, this option will determine whether or not a vacation request requires approval. If enabled, all users will have to send a vacation request form to a user who has been given vacation approval permissions. See Enabling Vacation Requests for more information. If disabled, all users will be able to add vacation entries to the vacation calendar directly. (Default Value: False)
    • Status Change Macros
    • This option allows you to enable or disable the status change macros feature on various levels. The local and global status change macros can be enabled or disabled independently. Disabling this feature will prevent users from setting up or executing status change macros. (Default Value: Local and global macros allowed.)
    • Allow "Change Default User..." option
    • This option allows you to enable or disable the "Change Default User..." menu option under the "Edit" menu. With the menu option disabled, the only way to change the default user is by modifying the user profile on the local computer. (Default Value: True.)
    • Allow "Send Email To..." option
    • This option determines if users can select the "Send Email To" option when right clicking a user name on the status table. If no Email address has been set for the selected user, the "Send Email To" option will still be grayed out no matter what this option is set to. (Default Value: True.)
  • User Auto-Update Settings
    • Enforce automatic deletion of old user messages
    • This option allows you to set and enforce a maximum message age. This maximum message age is the "Automatically delete old messages" control found in the preferences. Enabling this option will not allow users to set the maximum message age lower than the specified value. Disabling this option will allow users to set any maximum message age as long as it is within the system's limit. (Default Value: False; 3 Years. Minimum Value: 1 Day. Maximum Value: 10 Years.)
    • Enforce automatic check of message age minimum frequency
    • This option allows you to set and enforce a maximum auto-check interval. This interval is the "Check for old messages every" control found in the preferences. Enabling this option will not allow users to set the auto-check interval larger than the specified value. Disabling this option will allow users to set any auto-check interval as long as it is within the system's limit. (Default Value: True; 1 Week. Minimum Value: 1 Day. Maximum Value: 12 Months.)
    • Enforce minimum data refresh rate
    • This option allows you to set and enforce a minimum data refresh interval. This data refresh interval is the "Table Refresh Rate" control found in the preferences. Enabling this option will not allow users to set the table refresh rate lower than the specified value. Disabling this option will allow the user to set any table refresh rate as long as it is within the system's limit. (Default Value: True; 1 Minute. Minimum Value: 15 Seconds. Maximum Value: 12 Hours.)
  • System Auto-Update Settings
    • Automatically archive old system items,
    • This option allows you to set the parameters for the automatic archiving of old system items. Enabling this option will make the system archive system items older than the age specified. If this option is disabled, the system will not archive old system items. (Default Value: True; 1 Month. Minimum Value: 1 Day. Maximum Value: 12 Years.)
    • Automatically delete old system items,
    • This option allows you to set the parameters for the automatic deletion of old system items. Enabling this option will make the system delete system items older than the age specified. If this option is disabled, the system will not delete old system items. (Default Value: True; 12 Months. Minimum Value: 1 Day. Maximum Value: 10 Years.)
    • Check for old items every,
    • This control allows you to specify how frequently the system will check for old system items. (Default Value: 1 Day. Minimum Value: 1 Day. Maximum Value: 12 Months.)
    • Check for old system items
    • This button allows the user to manually force OpsCenter to go through all system items and archive and delete old items based on the auto-archive/delete settings. This manually control bypasses the set schedule to automatically check for old items. The date and time OpsCenter last checked for old items are also displayed. This date and time applies to both the manual and automatic check.
  • Database Info
  • The database info tab displays information on the status and other properties of the OpsCenter database. The listed fields include: database location, type, name, ID number, version, minimum client version, current user count, registered user count, database creation date, and database status. This information is for display purposes only and cannot be changed in this window.
  • Registration
  • The registration tab provides the opportunity to enter optional information about the registered company. This information is optional and is not used for any purposes other than display. Entering registration codes into the system can be done by selecting "Submit Registration Code" from the "Help" menu in the main OpsCenter window.

Enter Registration Code:

The Enter Registration Code window is how all registration codes are entered into the system. When a registration code has been received, copy and paste it into the "Enter Registration Code" text field and click Submit. The system will then report whether or not the code was accepted and then show the results of the new code in the "Database Expiration Date" and "Registered User Count" fields. The database will only become fully registered when the "Registered User Count becomes equal to or greater than the "Current User Count." The database will remain in a demo state if the "Current User Count" has not reached the "Registered User Count." Also, the "Registered User Count" can never exceed the "System User Limit" no matter how many registration codes are entered.


Enabling Vacation Requests:

The vacation request system is a way to create a procedure where vacation schedules must be approved before they appear on the vacation calendar. This vacation request feature can be enabled or disabled in the System Controls on the Vacation Options tab. When enabled, users will have the option to send a vacation request form to a user that has been given approval permission. A person can be given approval permission using the custom permissions option in the Manage User controls. The permission setting is listed under the general permissions. (By default, all users with "Full" administrative privileges will be able to approve vacation requests. This can be disabled in the custom permissions.)

Users can send vacation requests by selecting the send vacation request option found throughout the program, such as on the main toolbar, Action menu, My Messages manager, and vacation calendar. When a user receives a vacation request, it can be approved, denied, or forwarded to another user. Once a request has been approved or denied, the sender will receive a message indicating the response. Forwarding a vacation request to another user transfers all approval/denial rights to the new recipient and the original recipient can no longer approve or deny the request.

A user who has vacation approval permissions can also directly add vacation schedules if they also have permissions to manage their own or other's vacation schedules. Users who do not have vacation approval permission can not add vacation schedules directly but will be able to edit existing vacation schedules if they have been given permissions to manage their own or other's vacation schedules.


Managing Auto-Archiving/Delete Settings:

OpsCenter has a built-in feature where old items and schedules are automatically archived and/or deleted after they reach a certain age. This is done to reduce the clutter of information on the screen as well as to help maintain a certain performance level. The settings for the auto-archive/delete feature of system items and schedules can be managed in the System Controls. The feature can be disabled entirely or the auto-archive/delete age of an item or schedule can be set. Even if this feature is disabled, items and schedules can be manually deleted or archived by selecting the delete or archive option for the individual item. The age of an item is determined starting when the schedule item ends, not when it is created.

These auto-archive/delete settings are system wide and affect all system items which include all schedules and bulletin board posts. There is a separate auto-archive/delete feature that is maintained for each user which affects individual user messages such as notes, phone messages, and vacation requests. Each user can manage their own settings for the auto-delete/archiving of user messages but there are settings in the System Controls to control how much flexibility the users have.


Managing User Permissions:

The user permission system in OpsCenter allows the administrator to customize what each user can do in the OpsCenter system. When a user is created, they must be assigned an administration level group, "None", "Partial", or "Full". This group sets the initial permissions for the user based on the default settings for the selected group. The permissions for each user can be further customized by selecting the Custom Permission option in the User Manager. When a user's administration grouping is changed in the user manager, their custom settings are reset to the default settings for the group. Below are the default permission settings for each of the administrator levels. The "No User" permissions are what are given to an OpsCenter client that is logged in without any user specified. These permission setting templates cannot be modified.

The permission options are organized into three different groups. The "Manage" group determines what items a user can add, edit, delete, and archive. The "View" group determines what items a user can open, view, and print. The "General" group controls access to a miscellaneous set of features. Most permission options are also divided into "own" or "other's" categories. This differentiates between being able to view/manage a user's own items/schedules and another user's items/schedules. Manage permissions includes view permissions so a person will automatically be able to view items if they have manage permissions, no matter what the view permission is set to. Also, global settings in the system controls will override individual user permissions. For example, if a user has permissions to manage their own bulletin board posts, the option will still be disabled if the bulletin board feature has been disabled in the system controls.

  • Default General Permissions
  • Permission No User "None" Admin "Partial" Admin "Full" Admin
    Send/Receive Notes   X X X
    Send/Receive Phone Messages   X X X
    Receive Vacation Requests       X
    Manage Default User Profile       X
    Manage System Controls       X
    Change Status (own)   X X X
    Change Status (other's)     X X
  • Default View Permissions
  • Permission No User "None" Admin "Partial" Admin "Full" Admin
    Bulletin Board Posts (own)   X X X
    Bulletin Board Posts (other's) X X X X
    Event Schedules (own)   X X X
    Event Schedules (other's) X X X X
    Out-of-Office Schedules (own)   X X X
    Out-of-Office Schedules (other's) X X X X
    Sick Days (own)   X X X
    Sick Days (other's) X X X X
    Vacation Schedules (own)   X X X
    Vacation Schedules (other's) X X X X
    Work Schedules (own)   X X X
    Work Schedules (other's) X X X X
    Event Calendar (own) X X X X
    Event Calendar (other's)     X X
    Out-of-Office Aliases (New in v. 3.1.0) X X X X
    Status Aliases X X X X
    Users * X X X X
    Holidays X X X X
    Local Groups * X X X X
    Global Groups * X X X X
    Local Macros X X X X
    Global Macros X X X X
  • Default Manage Permissions
  • Permission No User "None" Admin "Partial" Admin "Full" Admin
    Bulletin Board Posts (own)     X X
    Bulletin Board Posts (other's)       X
    Event Schedules (own)     X X
    Event Schedules (other's)       X
    Out-of-Office Schedules (own)     X X
    Out-of-Office Schedules (other's)       X
    Sick Days (own)     X X
    Sick Days (other's)       X
    Vacation Schedules (own)     X X
    Vacation Schedules (other's)       X
    Work Schedules (own)     X X
    Work Schedules (other's)       X
    Out-of-Office Aliases (New in v. 3.1.0)       X
    Status Aliases       X
    Users **       X
    Holidays       X
    Local Groups   X X X
    Global Groups       X
    Local Macros   X X X
    Global Macros       X

* Cannot disable
** Cannot disable for self


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