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OPSCENTER 3 USER GUIDE (Audama Software - Products - OpsCenter 3 - Documentation - User Guide)
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Document Name: OpsCenter 3 User Guide
Last Updated: July 13, 2006
OpsCenter Versions: 3.0.0 to 3.5.0
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User Menus and Toolbars: User Menu Items: General Configuration Overview:

Overview of User Menu Options:

The following briefly describes all the menu options on the OpsCenter menu bar:

  • File
    • Connect
    • This option will force the OpsCenter to connect to the database that is specified in the user's profile. This option is only visible when OpsCenter is offline.
    • Disconnect
    • This option will force the OpsCenter to disconnect from the database. This option is only visible when OpsCenter is offline. Normally, if a disconnection occurs due to an interruption in network connectivity, OpsCenter will automatically try to reestablish the database connection periodically. After an intentional disconnect, such as using this menu option, the OpsCenter will not try to reestablish a database connection automatically. Restart OpsCenter or use the Connect option to reestablish a database connection
    • Exit - Bypass AutoLog
    • If the option to automatically log the user IN and OUT when OpsCenter opens and closes is enabled, this menu option will close OpsCenter and will not automatically log the user OUT. This option is also available when left-clicking the system tray icon.
    • Exit
    • If the option to automatically log the user IN and OUT when OpsCenter opens and closes is enabled, this menu option will close OpsCenter and will automatically log the user OUT. This option is also available when left-clicking the system tray icon.
  • Edit
    • Refresh
    • This menu option will refresh all the data on all the current OpsCenter windows. This menu option is the same as the built-in automatic refresh that occurs periodically. The interval for the automated refresh can be set in the preferences.
    • Keep In System Tray
    • This menu option is a toggle that will determine if the icon for the OpsCenter is kept in the system tray. When the program runs from the system tray, it can only be closed by clicking one of the Exit menu options, either under the File menu or by right clicking on the OpsCenter icon in the system tray. The default startup setting for this toggle can be set in the preferences.
    • Preferences
    • This menu option opens the preferences window. (See the Preferences section for more information.)
    • Change Default User
    • This menu option allows the user to set or change the default user in the current profile. If a password is set for the selected user, that password will have to be entered before the selected user will be set as the default user. This menu option will be grayed out if it disabled in the system controls.
    • Clear Log File
    • This menu option will clear the log file.
  • View
    • Open Status Table
    • This menu option will open up a status table window. You can open up as many status table windows as you want. Each one can be set with their own display settings.
    • Status Bar
    • This menu option is a toggle for displaying the status bar at the bottom of the program. The status bar simply displays information, such as date and time, as well as current message counts, last action performed and number of days remaining in demo period.
    • Standard Toolbar
    • This menu option is a toggle for displaying the standard toolbar. This toolbar contains large icons which provide quicker access to the most common features. The buttons perform identical actions as their menu item equivalent. (See Standard Toolbar section for more information.)
    • Control Panel Toolbar
    • This menu option is a toggle for displaying the control panel. The control panel is one of several ways to control the status and memos of users. The buttons will control the status of the user currently selected in the user list. (See Control Panel section for more information.)
    • Standard View
    • Same as menu item Standard View.
    • Vacation Calendar
    • Same as menu item Vacation Calendar.
    • View Log File
    • This menu option will open up the log file. The file will be opened in the computer's default text editing program.
  • My Managers
    • My Groups
    • This menu option opens the local group controls. (See the My Groups section for more information.)
    • My Status Change Macros
    • This menu option opens the local status change macros control. (See the My Status Change Macros section for more information.) This menu option will be grayed out if it disabled in the system controls.
    • My Messages
    • This menu option opens the My Messages window. (See the My Messages section for more information.)
    • My Bulletin Board Posts
    • This menu option opens the Bulletin Board Manager. (See the My Bulletin Board Posts section for more information.)
    • My Scheduled Events
    • This menu option opens the Scheduled Events Manager. (See the My Scheduled Events section for more information.)
    • My Out-of-Office Schedules
    • This menu option opens the Out-of-Office Manager. (See the My Out-of-Office Schedules section for more information.)
    • My Sick Days
    • This menu option opens the Sick Days Manager. (See the My Sick Days section for more information.)
    • My Vacation Schedules
    • This menu option opens the Vacation Schedules Manager. (See the My Vacation Schedules section for more information.)
    • My Work Schedules
    • This menu option opens the Work Schedules. (See the My Work Schedules section for more information.)
    • Vacation Calendar
    • This menu option will open up a vacation calendar window. This option will be grayed out if all of the features that have items displayed on the calendar have been disabled in the system controls.
  • My Status
  • All of the My Status menu items are also available when left-clicking the system tray icon.
    • In / Out / Do Not Disturb / Vacation / <no status>
    • These menu options control the status for the default user.
    • Status Alias
    • This menu option allows you to set the default user's status to any defined alias. The submenu for this item will provide the list of all available aliases. Aliases are defined globally by the administrator in the Manage Status Aliases control. This option will be grayed out if there are not any aliases defined in the system or if the status change alias feature has been disabled in the system controls.
    • Status Change Macro
    • This menu option allows you to execute a locally or globally defined status change macro on the default user. The submenu for this item will provide the list of all available macros. The local and global macros will be listed together. Macros are defined globally by the administrator in the Manage Global Macros control or locally in the My Status Change Macros control. This option will be grayed out if there are not any macros defined in the system or if the status change macro feature has been disabled in the system controls.
    • Back in 15 min. / Back in 30 min. / Back in 1 hour
    • These menu options will set a back at time relative to the current time.
    • Set Back at time
    • These menu options will display a dialogue screen where any back at time can be specified.
    • Set Back on date
    • These menu options will display a dialogue screen where any back at day can be specified.
    • Set Memo
    • This menu option will let you set the memo field for the default user.
    • Clear Memo
    • This menu option will clear the memo field for the default user.
  • Action
  • All of the Action menu items are also available when left-clicking the system tray icon.
    • Add / Delete Notification
    • This menu will open the Add/Delete Notification dialog. (See the Status Change Notifications section for more information.) This option will be grayed out if the status change notification feature has been disabled in the system controls.
    • Add Bulletin Board Post
    • This menu option will open a dialog where you can add a bulletin board post to the bulletin board. (See the Add/Edit Bulletin Board Posts section for more information.) This option will be grayed out if the bulletin board feature has been disabled in the system controls.
    • Add Scheduled Event
    • This menu option will open a dialog where you can add a scheduled event to the event calendar. (See the Add/Edit Scheduled Events section for more information.) This option will be grayed out if the scheduled event feature has been disabled in the system controls.
    • Add Vacation Schedule
    • This menu option will open a dialog where you can add a vacation schedule to the vacation calendar. (See the Add/Edit Vacation Schedules section for more information.) This option will be grayed out if the vacation system has been disabled or if vacation requests are required. These settings can be set in the system controls.
    • Add Sick Day
    • This menu option will open a dialog where you can add a sick day to the vacation calendar. (See the Add/Edit Sick Days section for more information.) This option will be grayed out if the sick day feature has been disabled in the system controls.
    • Add Work Schedule
    • This menu option will open a dialog where you can add a work schedule to the system. (See the Add/Edit Work Schedules section for more information.) This option will be grayed out if the work schedules feature has been disabled in the system controls.
    • Add Out-of-Office Schedule
    • This menu option will open a dialog where you can add an out-of-office schedule to the system. (See the Add/Edit Out-of-Office Schedule section for more information.) This option will be grayed out if the out-of-office feature has been disabled in the system controls.
    • Open New Messages
    • This menu option will open all unread notes, phone messages, and vacation requests. An error message will be displayed if there are not any unread messages to display. Because messages are displayed outside of the main OpsCenter window, the program will automatically minimize in order to display all the messages.
    • Send Note
    • This menu option will open a dialog where you can send a note to any other user or group of users. (See the Sending/Receiving Notes section for more information.) This option will be grayed out if the notes feature has been disabled in the system controls.
    • Send Phone Message
    • This menu option will open a dialog where you can send a phone message to any other user. (See the Sending/Receiving Phone Messages section for more information.) This option will be grayed out if the phone messages feature has been disabled in the system controls.
    • Send Vacation Request
    • This menu option will open a dialog where you can send a vacation request to a user that is a member of the specified vacation approval group. (See the Adding A Vacation section for more information.) This option will be grayed out if the vacation system has been disabled or if vacation entries do not require approval. These vacation settings can be managed in the system controls.
  • Admin Controls
  • See the Administration Guide for details on the admin controls.
  • Window
  • In addition to listing all the OpsCenter windows that are currently open, This menu provides a few additional windows controls.
    • Close
    • This menu option closes the currently selected OpsCenter window.
    • Close All
    • This menu option closes all OpsCenter windows.
    • Standard View
    • This menu option restores the OpsCenter windows to the default view. The default view is how it appears when the program starts.
    • Window List
    • The list of open windows provides direct access to any window.
  • Help
    • Current Status
    • This menu option displays the current status of various OpsCenter features and parameters. This window is for displaying information only. To make changes to the features and parameters, use the preferences or system controls.
    • Enter Registration Code (A.K.A. - Submit Registration Code)
    • This menu option opens the window where a registration code can be entered into the database. (See the Enter Registration Code section for more information.)
    • Purchase Registration Code Online
    • This menu option opens up a web site in a browser where a registration code can be purchased online. An Internet connection must exist in order to access the website.
    • Check Internet for Updated OpsCenter Version
    • This menu option will make OpsCenter go out on the Internet and check to see if there is an updated OpsCenter client available. Information about any available update will then be displayed.
    • Tip of the Day
    • This menu option will open up the Tip of the Day window which provides quick access to a few tips for using OpsCenter.
    • Online Support Documentation
    • This menu option opens up a web site in a browser where all support documentation for OpsCenter can be accessed. An Internet connection must exist in order to access the website.
    • Email Technical Support
    • This menu option will now open up a blank Email addressed to Audama Technical Support in the computers default Email program. This makes obtaining technical support quicker and easier.
    • About
    • This menu option displays the program splash screen which displays some program information.

 


Standard Toolbar:

The standard toolbar provides an additional method of managing the status of all the users. You can show or hide the standard toolbar by toggling the "Standard Toolbar" option under the "View" menu. You can also set the standard toolbar to display automatically when OpsCenter starts. The option for that is in the preferences.

 


Control Panel:

The control panel toolbar provides an additional method of managing the status of all the users. You can show or hide the control panel toolbar by toggling the "Control Panel Toolbar" option under the "View" menu. You can also set the control panel toolbar to display automatically when OpsCenter starts. The option for that is in the preferences. The controls will be grayed out if you don't have the proper permissions to change user statuses.

  • Controls
    • User
    • This control allows you to set the user you wish to control the status of. All other actions on the control panel will be applied to the selected user.
    • In / Out / DND / Vaca / <no status>
    • These buttons will change the selected user's status to the one specified.
    • Alias
    • This control allows you to set the status of the selected user to one of the status aliases defined in the system. This control will be grayed out if there are not any aliases defined.
    • Status Change Macro
    • This control allows you to execute a status change macro on the selected user. This control will be grayed out if there are not any macros defined.
    • Will be back in 15 min. / Back in 30 min. / Back in 1 hour
    • These buttons will change the selected user's status to "OUT" and set the back at time to the specified point in the future.
    • Will be back at
    • This button will display a window that allows you to set the back at time of the selected user to any time on the current day.
    • Will be back on
    • This button will display a window that allows you to set the back at time of the selected user to any day.
    • Set Memo
    • This button allows you to set the memo field for the selected user. The desired memo needs to be entered into the text field.
    • Clear Memo
    • This button allows you to clear the memo field for the selected user.

Preferences:

The Preferences window provides users with basic customizations for the behavior and appearance for the local OpsCenter client. This window can be opened by selecting Preferences under the Edit menu header. These settings are what make up the user profile for the local computer. The default value for many of these fields can be set in the Default User Profile window accessible under the Admin Controls menu. When a new profile is created, the default settings in the profile are set according to the Default User Profile. The following are details for all the available preference settings:

  • User Information
  • The user information tab shows some basic information for the default user. This information is for display purposes only but these fields can be changed from the Manage Users administrative option.

  • Display Settings
    • Name Format
    • This option allows the user set the format to display the user names. The names can be displayed firstname lastname or lastname, firstname. This format applies to all places that user names appear. (Default Value: lastname, firstname.)
    • Application Theme
    • This option allows the user to set the display style for the various visual components of the application. This includes the look of the menus, toolbars, and docked windows and tabs. (Default Value: Modern 1.)
    • Default Status Table Group
    • This option allows the user to set the name of the default group that will be displayed whenever a new status table window is opened. Changing this setting will not modify any status table windows already opened. (Default Value: All.)
    • Default Vacation Calendar Group
    • This option allows the user to set the name of the default group that will be displayed whenever a new vacation calendar window is opened. Changing this setting will not modify any vacation calendar window already opened. (Default Value: All.)
    • Default event calendar time-frame (New in v. 3.4.0)
    • This determines how far in the future schedules will be displayed in the event calendar on the status table. (Default Value: 3 Months. Minimum Value: 1 Day. Maximum Value: 10 Years.)
  • Messaging Controls 1
    • System tray/Messages icon blink rate (New in v. 3.4.0)
    • This determines how fast the sytem tray and my messages icons will blink when there are waiting new messages.
    • Sound Effects (New in v. 3.4.0)
    • This determines which audio sound effect will play when a new message arrives or pops up. Click the play button to preview the sound effect. (Default Value: default.wav.)
  • Messaging Controls 2
    • When message arrives (New in v. 3.4.0)
    • This determines how a message will be handled when it arrives. It can either pop up on the screen, not pop up and blink the system tray/program icon, or pop up based on the current users status. This setting can be overridden for high priority messages based on the settings below. (Default Value: Pop up when user status is 'IN'.)
    • Play audible alert when (New in v. 3.4.0)
    • This determines when the aubible allert will play, either when the message arrives, pops up, or never. This setting can be overridden for high priority messages based on the settings below. (Default Value: When message pops up.)
    • When a high priority message arrives (New in v. 3.4.0)
    • This determines whether or not to handle high priority messages different from the prefferences default preferences above. (Default Value: False, False .)
    • Auto-format phone numbers by default
    • This option determines if the option to auto-format a phone number on a phone message is on when a new phone message is created. (See the "Sending / Receiving Phone Messages" section for more information on the auto-format phone number option.) This option will be grayed out if the administrator has disabled the phone messages system or if a phone number country format has not been selected. Both of these controls can be managed in the system controls. (Default Value: True.)
    • Close original message on reply/forward (New in v. 3.4.0)
    • This determines whether or not to close the original message when the reply or forward option is clicked. (Default Value: False.)
    • Close original message on message send (New in v. 3.4.0)
    • This determines whether or not to close the original message when a reply or forwarded message is sent. This option will be ignored if the "Close original message on reply/forward" option is selected since that event occurs before this one. (Default Value: False.)
  • Auto-Update Options
    • Automatically archive old messages
    • This option allows the user to set the amount of time to keep notes and phone messages that have been read. Messages that are older than the chosen age will be automatically archived in the system. Archived messages can still be accessed by selecting the display archived messages option in the My Messages window. Automatically archiving these old messages helps reduce the clutter in the message inbox. Unchecking this option will result in messages not being archived automatically. (Default Value: 2 Weeks. Minimum Value: 1 Day. Maximum Value: 12 Months, unless otherwise determined by administrator in the system controls.)
    • Automatically delete old messages
    • This option allows the user to set the amount of time to keep notes and phone messages that have been read. Messages that are older than the chosen age will be automatically deleted from the system. Deleted messages cannot be recovered. Automatically deleting these old messages helps reduce the clutter in the message inbox. Unchecking this option will result in messages not being deleted automatically. The check box will be grayed out if the administrator has set the option to force old messages to be deleted in the system controls. (Default Value: 12 Months. Minimum Value: 1 Day. Maximum Value: 10 Years, unless otherwise determined by administrator in the system controls.)
    • Check for old messages every
    • This option allows the user to set the frequency that the OpsCenter client will go through their messages and archive and delete old messages based on the auto-archive/delete settings. (Default Value: 1 Day. Minimum Value: 1 Day. Maximum Value: 12 Months, unless otherwise determined by administrator in the system controls.)
    • Check for old messages
    • This button allows the user to manually force OpsCenter to go through their messages and archive and delete old messages based on the auto-archive/delete settings. This manually control bypasses the set schedule to automatically check for old messages. The date and time OpsCenter last checked for old messages are also displayed. This date and time applies to both the manual and automatic check.
    • Table Refresh Rate
    • This option determines how frequent the local OpsCenter client queries the database to get updated user status information, schedules, bulletin board posts, messages, administrative settings, etc. The user can force the local OpsCenter client to update the status information immediately by selecting "Refresh" from the standard toolbar or from the Edit menu. Notes, phone messages, and vacation requests are additionally sent directly between clients so they will still reach their destination within seconds of being sent even if the refresh interval is large. (Default Value: 1 Minute. Minimum Value: 15 Seconds, unless otherwise determined by administrator in the system controls. Maximum Value: 12 Hours.)
  • Startup/Shutdown
    • Startup mode
    • This control will determine how the main OpsCenter window will be displayed when the program first starts. The three options are: 1) Minimized - OpsCenter will startup minimized on the program bar or minimized in the system tray if "Run in system tray on program start" is enabled; 2) Normal - OpsCenter will startup in a normal window which only takes up part of the screen; 3) Maximized - OpsCenter will load maximized so it will take up the entire screen. (Default Value: Minimized.)
    • Log IN and OUT automatically when program opens and closes
    • This option determines whether the OpsCenter client will automatically log the default user IN when the program starts and OUT when the program ends. Shutting down the computer without closing OpsCenter first still counts as a program ending event and will log the default user OUT if this option is enabled. Selecting "Exit - Bypass AutoLog" from the "File" menu will shut down OpsCenter and will not log the default user OUT even if this option is enabled. (Default Value: True.)
    • Run in system tray on program start
    • This option determines whether the OpsCenter icon will appear in the computers system tray when the program starts. The icon can still be added or removed from the system tray during the current session by using the menu option "Keep in System Tray" under the "Edit" menu. (Default Value: True.)
    • Start program on Windows startup
    • This option determines whether OpsCenter will start automatically when Windows starts up. (Default Value: True.)
    • Show splash screen on program startup
    • This option determines whether the OpsCenter splash screen is displayed when the program starts. This option will be grayed out if OpsCenter is running in demo mode. (Default Value: True.)
    • Display DB connection errors on program start
    • This option determines whether or not a database error message is displayed if the database cannot be found when OpsCenter first starts. This option is useful in situations where the computer, such as a laptop, is not always connected to the network where the OpsCenter database is located. If this option is disabled and the computer cannot find the OpsCenter database, the program will startup in a disconnected state. If this option is enabled and the computer cannot find the OpsCenter database, the program will display a database connection error message and provide the user the opportunity to create a new database or manually locate an existing OpsCenter database. (Default Value: True.)
  • Passwords / Paths
    • Enable Password
    • This option determines if the user password feature is enabled. When enabled, a password will need to be inputted when logging into OpsCenter as the user with the password. The option below to remember password when logging in can be used to not have to always type a password on the local computer. Any other OpsCenter client on the network that tries to log in as the user will have to enter the password. This option will be grayed out if the password system is disabled in the system controls. There is also an administrative control to force all users to have a password so this option will become enabled even if the user doesn't specifically enable it. If all users are forced to have a password, this option will also be grayed out. (Default Value: False.)
    • Change / Set Password
    • This button allows the user to change or set their password. If the password option is enabled for the user, a password will need to be entered. A blank password is not allowed. A windows will come up allowing the user to enter a password. If no password has been previously set, just enter the new password. If a previous password exists, the old password will also need to be entered. (Minimum Password Length: 3 Characters.)
    • Clear Password
    • This button allows the user to clear their current password from the system. If the password option is enabled for the user, a password will need to be entered. A blank password is not allowed.
    • Remember password when logging in
    • This option determines whether OpsCenter will remember the default user's password when the program starts. If this option is enabled, the password will not need to always be entered when the program starts. If this option is disabled, then OpsCenter will forget the default user's password when the program ends. As a result, the next time OpsCenter starts, the password for the default user will have to be entered. (Default Value: True.)
    • Log file path
    • This text field specifies the file to write all the programs log entries to. The log file is a plain text file that can be viewed in any text editor. To change the location or name of this file, click the "Browse" button and select the new location. If the "Browse" button is grayed out, click on the "Enable" button above the text fields. If a password is requested, enter the database password that was set in the system controls. You will also be given the option to move or copy the existing log file to the new location. (Default Value: %APPDATA FOLDER%\logfile.txt)
    • Generate Log File
    • This option determines if a log file is automatically generated. Events that are recorded in the log include any status changes. The log file can be viewed by selecting "View Log File" from the "View" menu. The log file can be cleared by selecting "Clear Log File" from the "Edit menu. The location and maximum size of the log file can be set in the preferences on the "Password / Paths" tab. This option will be grayed out if the administrator has set the option to force all users to generate a log file in the system controls. (Default Value: True.)
    • Maximum Log File Size
    • This option allows the user to specify the maximum size that the log file should reach. (1000 KB = 1 MB) OpsCenter will periodically check the log file size and reduce the size to 90% of the maximum size. The oldest log entries will be the first ones deleted. Because the file reduction is based on bytes and not log entries, after a reduction occurs, part of a log entry may be left behind at the top of the log file. (Default Value: 1000 KB. Minimum Value: 1 KB. Maximum Value: 1000 KB.)

My Groups:

The My Groups window provides users with the opportunity to define their own sets of user groups. These local groups will then show up in some group lists such as on the status table, vacation calendar, and when sending a note to a group. (Note: Some group lists, such as the display for group on a bulletin board posts, will only display global groups defined by the administrator in the Manage Global Groups control.) To access the local user groupings, click on "My Groups" under the "Edit" menu. There is no limit to how many local groups can be created. These local groups will not appear for any user other than the one who created them.

  • Add / Remove / Rename Group
    • Add Group
    • To create a new local group, just enter the name and click "Add Group." An empty group will then be created. The members for the new group can then be set on the "Set Groupings" tab. The name of the local group can be the same as the name of a local group created by another user. However, the name of the local group cannot be the same as an existing global group.
    • Remove / Rename Group
    • To remove an existing local group, select the local group from the group list and click "Delete Group." The group will then be permanently deleted. To rename an existing local group, select the local group from the group list and enter in the new group name. Then click "Apply" to save the new name. The name of the local group can be the same as the name of a local group created by another user. However, the name of the local group cannot be the same as an existing global group.
  • Set Groupings
    • Add to group (>>>)
    • After selecting a local group in the group list, users can be added to the local 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 the "Apply" button. To undo any group membership changes made since the last save spot, click the "Reset" button. Once the "Apply" button is clicked, the membership changes are saved and cannot be "Reset" to their previous state except by manually adding and removing the users from the group.
    • Remove from group (<<<)
    • After selecting a local group in the group list, users can be removed from the local 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 the "Apply" button. To undo any group membership changes made since the last save spot, click the "Reset" button. Once the "Apply" button is clicked, the membership changes are saved and cannot be "Reset" to their previous state except by manually adding and removing the users from the group.

My Status Change Macros:

The My Status Change Macros window provides the user with the opportunity to define their own sets of status change macros. 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 local status change macros, click on "My Status Change Macros" under the "Edit" menu. There is no limit to how many local macros can be created. These local macros will not appear for any user other than the one who created them. Macros can be defined globally so they are available to all users in the Manage Global Status Change Macros control under the admin controls.

  • 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. The name of the local macro can be the same as the name of a local macro created by another user. However, the name of the local macro cannot be the same as an existing global macro.
    • 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 / Delete Macro
  • Select the macro you wish to edit or delete. To edit the macro, just make the changes necessary and click the "Apply" button. To delete the macro, just click the "Delete" button.
    • 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 local macro can be the same as the name of a local macro created by another user. However, the name of the local macro cannot be the same as an existing global macro.
    • 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.

Status Table:

The Status Table displays user status information as well as provides access to the controls to monitor and manage user status. A status table window will automatically be displayed when the program starts. Additional status table windows can be opened by selecting "Open Status Table" from the "View" menu. There is no limit to how many status table windows can be opened. Each window can have its own display and sort options. The default group that is displayed can be controlled in the preferences.

  • Status Table Controls
  • The controls for the status table are accessible through the tab along the left side of the screen. Clicking this tab reveals the available controls.
    • Display group in status table
    • This control lists all local and global groups. Selecting a specific group will modify the table to only show the users that are a member of the selected group. (Default Value: "All", unless otherwise specified in the preferences.)
    • Display user event calendar
    • This control determines which users event calendar is shown on the status table. This allows you to see what events other users have scheduled. (Default Value: default user.)
    • Event calendar time-frame
    • This control determines how far in the future to display scheduled events. Click Update to apply any changes made to the time-frame. (Default Value: default user. Minimum Value: 1 Day. Maximum Value: 12 Years.)
  • Status Table
  • The status table shows all the users in the displaying group.
    • Table Fields
    • The first several columns show icons to indicate various status conditions. Click on any of the fields to sort the table on the selected field. The following are descriptions of these icon status fields:
      • Online
      • The first field shows whether or not the user's computer is online. A visible icon means the computer is online. No icon means the computer is offline. There can be a delay of as much as a minute to show changes in computer status.
      • Special status
      • The third field shows if the user is currently in a special status situation. If the user has an active vacation schedule, sick day, or out-of-office schedule item, the applicable icon will be displayed. If there are no applicable special status situations, it will show a work schedule icon if the user is currently scheduled to work. If they are not scheduled, then the field will be empty.
      • General status
      • The fourth field shows the icon that corresponds to the user's status: "In", "Out", "Do Not Disturb", "Vacation", or "No Status."
    • Right-click Name
    • When right clicking a name on the status table, a menu will pop up giving you access to a list of controls for that user. You can right click on any part of the row. The pop up menu will display the user name that the controls apply for at the top of the menu. The controls are nearly identical to the controls available in the My Status and Action menus. Menu items will be enabled or disabled based on the current users permissions on the selected user.
    • Double-click Name
    • Double-clicking a user name will bring up the user information window. This shows additional pieces of information about the user that is not visible on the status table.
  • Bulletin Board
  • The bulletin board shows all bulletin board posts that apply to the current user.
    • Table Fields
    • The first two columns show the priority and type of item listed. Click on any of the fields to sort the table on the selected field.
    • Right-click Item
    • When right clicking an item on the table, a menu will pop up giving you access to a list of controls for that item. You can right click on any part of the row. The menus allow for adding, editing, viewing, printing, archiving, and deleting items. Menu items will be enabled or disabled based on the current users permissions on the selected item.
    • Double-click Item
    • Double-clicking an item will bring up the edit window or the information view window depending on the permissions the current user has on the selected item.
  • Event Calendar
  • The event calendar shows all the vacation schedules, out-of-office schedules, scheduled events, sick days, and holidays that apply the selected user that occur within the selected time-frame. The user and time-frame can be controlled in the status table controls window.
    • Table Fields
    • The first two columns show the priority and type of item listed. Click on any of the fields to sort the table on the selected field.
    • Right-click Item
    • When right clicking an item on the table, a menu will pop up giving you access to a list of controls for that item. You can right click on any part of the row. The menus allow for adding, editing, viewing, printing, archiving, and deleting items. Menu items will be enabled or disabled based on the current users permissions on the selected item.
    • Double-click Item
    • Double-clicking an item will bring up the edit window or the information view window depending on the permissions the current user has on the selected item.

Status Change Notifications:

The status change notification feature allows users to set an event they wished to be notified of. The events that can be set are any type of status change by any user. When an event occurs, a message box will be displayed on the screen notifying the user of the event. That event will then be removed from the list of events to watch for. Restarting the OpsCenter client will also clear all the notification events that have been set. Setting and managing notification events can be done from the "Add/Delete Notification" window which can be accessed by selecting "Add/Delete Notification" from under the "Action" menu, by right clicking on a user on the status table, or by right clicking on the OpsCenter system tray icon. The menu options will be grayed out if the status change notification feature has been disabled in the system controls. When the "Add/Delete Notification" window is open, you'll have the following options:

  • Add
  • To set a notification event, on the "Add" tab, select the user you wish to set the event for from the user list. Then select the status change event from the event list. Then click the "Add" button to save the notification. When the selected user changes to the selected status, you will receive an alert message.
  • Delete
  • Notification events are automatically deleted when they occur but if you want to manually delete one, select the "Delete" tab. Then select the notification event you wish to delete from the list. Then click the "Delete" button. That event will be removed from the list.

My Messages:

The Message Inbox provides access to all received notes, phone messages, and vacation requests. The messages can be opened, forwarded, replied to (notes only), printed, archived, and deleted. The task panel provides access to these options as well as table filter controls such as showing normal or archived messages and also selecting which type of messages to display. Phone messages and vacation requests can be forwarded but cannot be replied to. A forwarded vacation request is considered completed for the original recipient and can only be approved or denied by the new recipient. To open the Message Inbox, select the "My Messages" option under the "View" menu or select the My Messages icon on the standard toolbar. The following are additional controls::

  • Main table
  • The main table shows all the received messages for the current user that are within the filters set on the task panel. Messages are color coded based on the message type. Unread messages also appear in bold.
    • Table Fields
    • The first two columns show the priority and type of message listed. Click on any of the fields to sort the table on the selected field.
    • Right-click Message
    • When right clicking a message on the table, a menu will pop up giving you access to a list of controls for that message. You can right click on any part of the row. The menus allow for adding, replying to (Notes only), forwarding, viewing, printing, archiving, and deleting messages. Menu items will be enabled or disabled based on the current users permissions on the selected message.
    • Double-click Message
    • Double-clicking a message will bring open up the message in a new window.

Notes System:

The notes system allows for sending simple text messaging between OpsCenter users. If the recipient's status is "IN," the note will automatically pop up on the recipient's computer. If the recipient is not "IN," the note will be saved until they mark their status as "IN" or access the note from the My Messages window. Notes can be sent to a single user or a group of users. Old notes that have been archived can be accessed from the My Messages window. The notes system can be enabled and disabled by the administrator in the system controls.


Sending / Receiving Notes:

The following details tell how to send and receive notes:

  • Sending A Note
  • To send a note to a user or group of users, click on "Send Note" from the "Action" menu. You can also select "Send Note" when right-clicking a user on the status table. These options will be grayed out if the administrator has disabled the notes system in the system controls. If no recipient has been indicated, the Send Note To List will automatically be displayed where individual users or groups can be selected as the recipient. If multiple groups are selected, a user will only receive a single note even if they are a member of multiple groups. Select the user or group and fill in a subject and message. Either a subject or message is required before sending a note. Send the note and it will pop up on the screen of the desired recipients who are "IN" within a few seconds.
  • Receiving A Note
  • To receive a note, it will automatically pop up on your screen if your status is marked as "IN." If you are marked as any other status, the note will be saved in your My Messages window until it is retrieved. The program icon will also blink with a note icon until the new note is read. A received note can be forwarded to another user or replied to. A read note is saved in the My Messages window until it is manually deleted or until the message age is older than the auto-delete message age, at which time, it will be automatically deleted. The note will also be automatically archived based on the auto-archive message settings. The auto delete/archive settings can be set in the preferences.

Phone Message System:

The phone message system allows for sending specially designed phone messages between OpsCenter users. If the recipient's status is "IN," the phone message will automatically pop up on the recipient's computer. If the recipient is not "IN," the phone message will be saved until they mark their status as "IN" or access the note from the My Messages window. Old phone messages that have been archived can be accessed from the My Messages window. The phone message system can be enabled and disabled by the administrator in the system controls.


Sending / Receiving Phone Messages:

The following details tell how to send and receive phone messages:

  • Sending Phone Messages
  • To send a phone message to a user, click on "Send Phone Message" from the "Action" menu. You can also select "Send Phone Message" when right-clicking a user on the status table. These options will be grayed out if the administrator has disabled the phone message system in the system controls. Select the user and fill in all the desired fields. All the phone message fields are optional. Send the phone message and it will pop up on the screen of the desired recipient if their status is "IN," within a few seconds.
    • Auto-format Number
    • The three phone number fields (Phone, Mobile, and Fax) have the ability to be automatically formatted based on a built-in list of phone number formats. Simply type in the numbers without any punctuation or formatting characters and when clicking outside the field, the number will be properly formatted. The phone number formats are defined by country and set in the system controls. The default value for the auto-format number option can be set in the preferences. This option will not be available if no country format has been set in the system controls. The following are the built-in list of phone number formats:

      United States:

    • user enters: "1234567" -- auto-format result: "123-4567"
    • user enters: "1234567890" -- auto-format result: "(123) 456-7890
    • user enters: "11234567890" -- auto-format result: "1 - (123) 456-7890"
  • Receiving Phone Messages
  • To receive a phone message, it will automatically pop up on your screen if your status is marked as "IN." If you are marked as any other status, the phone message will be saved in your My Messages window until it is retrieved. The program icon will also blink with a phone message icon until the new phone message is read. A read phone message is saved in the My Messages window until it is manually deleted or until the message age is older than the auto-delete message age, at which time, it will be automatically deleted. The phone message will also be automatically archived based on the auto-archive message settings. The auto delete/archive settings can be set in the preferences.

Vacation System:

The vacation system provides OpsCenter users with the ability to manage their vacation schedules. The main component of the vacation system is the vacation calendar which displays the vacation schedules for all the users. The vacation calendar also displays non-workdays, holidays, and sick days. A user can add a vacation a couple different ways depending on how the vacation system is configured. One way to set up the vacation system is unrestricted access to adding vacation schedules. In this situation, any user can access a window where they can create a vacation schedule entry that immediately posts to the vacation calendar. A second way to configure the vacation system is to use a permission based approach. In this situation, only a predefined set of users can approve vacation schedules. When a user wants to add a vacation to the calendar, they must send a vacation request to one of the predefined users that can approve it. That user can approve or deny vacation requests sent to them. An approved vacation request is then automatically posted to the vacation calendar. (See the system controls for details on configuring the vacation system.) When the scheduled vacation time occurs, the user is automatically set to vacation status and a return date will be set as the next business day after the vacation ends. When the vacation time ends, the user is automatically returned to normal status.


My 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 "My Vacation Schedules" option under the "View" menu or select the My Vacation Schedules icon on the standard toolbar. The following are additional controls:

  • Main table
  • The main table shows all the vacation schedules for the selected user that are within the filters set on the task panel. Schedules are color coded based on whether the scheduled item is in the past, present, or future. By default, the table will list all schedules for the default user. Schedules for other users can be viewed by selecting the user in the table filters on the task panel.
    • Table Fields
    • The first column shows the type of item listed. Click on any of the fields to sort the table on the selected field.
    • Right-click Schedule
    • When right clicking a schedule on the table, a menu will pop up giving you access to a list of controls for that schedule item. You can right click on any part of the row. The menus allow for adding, viewing, printing, archiving, and deleting schedule items. Menu items will be enabled or disabled based on the current users permissions on the selected item.
    • Double-click Schedule
    • Double-clicking a schedule will bring open up the item in an edit or view window depending on the current user's permission on the selected item.

Vacation Calendar:

The vacation calendar displays the vacation schedules for all users. The vacation calendar also displays non-workdays, holidays, out-of-office schedules and sick days. You can view the vacation calendar by selecting the Vacation Calendar option from the View menu or by selecting the Vacation Calendar icon on the standard toolbar.

  • Calendar Controls
  • The calendar controls provide access to all the controls needed to add and modify vacation schedules and sick days. There are also additional controls to control what information is displayed on the calendar and what time ranges to show. Printing the entire calendar can be done from the calendar controls also.
    • Main Table Filters
    • The main table filters allow you to select which group of users to display and what types of items to display on the calendar. (Default Value: Display Group: "All", unless otherwise specified in the preferences.)
    • Calendar View Settings
    • The calendar view settings allow you to set the calendar range as well as the jump to a specific date on the calendar. The width of the days on the screen will not change but the scrollbar at the bottom of the calendar will provide access to all the days specified in the calendar range. The starting position will always be Today - 5 days. (Default Value: Range From: "Today - 1 Month", Range To: "Today + 1 Year",)

  • Main calendar
  • The main calendar shows all the vacation calendar items (Vacation Schedules, Sick Days, Out-of-Office Schedules, Holidays, and Non-Workdays) for all the users in the group specified in the calendar controls.
    • Right-click Item
    • When right clicking an item on the table, a menu will pop up giving you access to a list of controls for that item. The menus allow for adding, viewing, editing, printing, archiving, and deleting items. Menu items will be enabled or disabled based on the current users permissions on the selected message.
    • Double-click Item
    • Double-clicking an item will bring open up the item in a new window.
    • Drag mouse over calendar
    • Click and drag the mouse over the calendar to open up a vacation schedule add window preset with the user and time range as indicated on the calendar.

Add/Edit Vacation Schedules:

Users who have the proper permissions can add and edit vacation schedules.

  • Add Vacation Schedule
  • If the administrator has disabled the option to require all vacation entries to have approval before posting to the vacation calendar, then you will be able to use the simple "Add A Vacation" window. This can be done by selecting the "Add A Vacation" option from the "Action" menu or on the vacation calendar. Once the vacation schedule has been added, it will immediately appear on the vacation calendar.
    • User
    • This control determines who the vacation schedule will be for.
    • Vacation period
    • These controls determine the vacation start and end date/time.
    • Total vacation days used
    • This field is for information purposes only. It is not automatically set nor does it have any effect on how the vacation schedule is handled in the system.
    • Additional information
    • This field is for information purposes only. It is does not have any effect on how the vacation schedule is handled in the system.
    • Automatically set memo during vacation period
    • This control determines if the user's memo field is changed while the vacation schedule period is active. If the memo is changed, it will also be cleared once the vacation period has ended.
    • Memo
    • This text field allows you to set what memo to set while the vacation schedule period is active. This only works if the "Automatically set memo during vacation period" is enabled.
  • Edit Vacation Schedule
  • An existing vacation schedule can be edited by any user who has the proper permissions to do so. All fields other than the user name can be edited as needed. The vacation schedule edit can be accessed from the Vacation Schedule Manager.

Sending/Receiving Vacation Requests:

If the administrator has enabled the option to require all vacation entries to have approval before posting to the vacation calendar, then you will have to submit a vacation request. This can be done by selecting the "Send Vacation Request" option from the "Action" menu or on the vacation calendar. If you receive a vacation request from another user, it must be approved or denied. An approved request will automatically be posted to the vacation calendar. A note will be sent to the user requesting the vacation specifying whether the request was approved or denied.

  • Send Vacation Request
  • The "Send Vacation Request" window can be opened by selecting the "Send Vacation Request" option from various places in the program such as from the "Action" menu, on the vacation calendar, or on the standard toolbar. This option will be grayed out if the vacation system has been disabled by the administrator in the system controls. Simply set the "From" and "To" date of the vacation as well as an optional memo to appear during the vacation period. An optional memo to the recipient of the request can also be entered. The list of possible recipients is set by the administrator in the user controls. You will receive a note back when the recipient has either approved or denied your request. An approved request is automatically posted to the vacation calendar. Your status will automatically be changed to "VACA" and the memo will be set when the vacation starts. Your status will be taken off "VACA" and the memo will be cleared when the vacation ends. You can only access this window if the administrator has enabled the option to require all vacation entries to have approval before posting to the vacation calendar.
  • Receive Vacation Request
  • A received vacation request will automatically pop up on the screen. You can optionally save it for later or respond to it. A saved vacation request can be accessed in the message inbox. To respond to the request, select either to approve or deny it and then click the submit button. You can optionally enter in a message that will appear in the note that gets sent to the requester. The note will also inform the user if their request was approved or denied. You can also forward the request to another user who also has been given approval privileges. Once a request has been forwarded, only the new recipient can approve or deny the vacation request.

Bulletin Board System:

The bulletin board system provides users with the ability to post text messages that will appear on OpsCenter's built-in bulletin board window. This bulletin board window is part of the status table. These messages can be scheduled to appear during a specific period of time as well as only appear for a specific group of users. The entire bulletin board system can also be disabled or enabled from the system controls. Permissions for each user can be set to allow for adding and editing bulletin board posts. These permissions are managed from the Manage User controls.


My Bulletin Board Posts:

The Bulletin Board Manger 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 "My Bulletin Board Posts" option under the "View" menu or select the My Bulletin Board Posts icon on the standard toolbar. The following are additional controls:

  • Main table
  • The main table shows all the bulletin board posts created by the selected user that are within the filters set on the task panel. Posts are color coded based on whether the post item is in the past, present, or future. By default, the table will list all posts created by the default user. Posts created by other users can be viewed by selecting the user in the table filters on the task panel.
    • Table Fields
    • The first two columns show the priority and type of item listed. Click on any of the fields to sort the table on the selected field.
    • Right-click Post
    • When right clicking a post on the table, a menu will pop up giving you access to a list of controls for that post item. You can right click on any part of the row. The menus allow for adding, viewing, printing, archiving, and deleting post items. Menu items will be enabled or disabled based on the current users permissions on the selected item.
    • Double-click Post
    • Double-clicking a post will bring open up the item in an edit or view window depending on the current user's permission on the selected item.

Add/Edit Bulletin Board Posts:

Users who have the proper permissions can add and edit bulletin board posts.

  • Add Bulletin Board Post
  • A bulletin board post can be added by selecting the "Add Bulletin Board Post" option from the "Action" menu.
    • Display period
    • These controls determine the start and end date/time that the post will be displayed on the bulletin board.
    • Display for post creator
    • These controls provide a little extra flexibility when for display options. For example, enabling this option and selecting <NO GROUP> in the "Display For" control allows you to create a post that only displays for the creator and nobody else.
    • Display for
    • This control determines who will be able to see the bulletin board post. The list is based on the global groups that have been set up in the system.
    • Priority
    • This field is for information purposes only. It is does not have any effect on how the bulletin board post is handled in the system. The priority field on the bulletin board will display the priority of the post.
    • Subject/Message
    • A subject and message can be completed as desired. At least one of the two fields is required.
  • Edit Bulletin Board Post
  • An existing bulletin board post can be edited by any user who has the proper permissions to do so. All fields can be edited as needed. The bulletin board post edit can be accessed from the Bulletin Board Post Manager.

Scheduled Event System:

The scheduled event system provides users with the ability to define events that will appear on OpsCenter's built-in event calendar window. This event calendar window is part of the status table. These scheduled events can be set to appear for a specific group of users. The entire scheduled event system can also be disabled or enabled from the system controls. Permissions for each user can be set to allow for adding and editing scheduled events. These permissions are managed from the Manage User controls.


My 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 "My Scheduled Events" option under the "View" menu or select the My Scheduled Events icon on the standard toolbar. The following are additional controls:

  • Main table
  • The main table shows all the scheduled events for the selected user that are within the filters set on the task panel. Schedules are color coded based on whether the scheduled item is in the past, present, or future. By default, the table will list all schedules for the default user. Schedules for other users can be viewed by selecting the user in the table filters on the task panel.
    • Table Fields
    • The first two columns show the priority and type of item listed. Click on any of the fields to sort the table on the selected field.
    • Right-click Schedule
    • When right clicking a schedule on the table, a menu will pop up giving you access to a list of controls for that schedule item. You can right click on any part of the row. The menus allow for adding, viewing, printing, archiving, and deleting schedule items. Menu items will be enabled or disabled based on the current users permissions on the selected item.
    • Double-click Schedule
    • Double-clicking a schedule will bring open up the item in an edit or view window depending on the current user's permission on the selected item.

Add/Edit Scheduled Events:

Users who have the proper permissions can add and edit scheduled events.

  • Add Scheduled Event
  • A scheduled event can be added by selecting the "Add Scheduled Event" option from the "Action" menu.
    • Name
    • This field allows you to enter a name for the event.
    • Location
    • This field is for information purposes only. It allows you to enter a location for the event.
    • Description
    • This field is for information purposes only. It allows you to enter a description of the event.
    • Scheduled event period
    • These controls determine the start and end date/time for the event.
    • Display for event creator
    • These controls provide a little extra flexibility when for display options. For example, enabling this option and selecting <NO GROUP> in the "Display For" control allows you to create an event that only displays for the creator and nobody else.
    • Display for
    • This control determines who will be able to see the scheduled event. The list is based on the global groups that have been set up in the system.
    • Priority
    • This field is for information purposes only. It is does not have any effect on how the scheduled event is handled in the system. The priority field on the event calendar will display the priority of the event.
  • Edit Scheduled Event
  • An existing scheduled event can be edited by any user who has the proper permissions to do so. All fields can be edited as needed. The scheduled event edit can be accessed from the Scheduled Event Manager.

Out-of-Office Schedule System:

The out-of-office schedule system provides users with the ability to define out-of-office schedules that will appear on OpsCenter's built-in event calendar window. This event calendar window is part of the status table. These out-of-office schedules also show up in the special status field of the status table while the schedule period is active and can be used to automatically set a user's status and memo field. The entire out-of-office schedule system can also be disabled or enabled from the system controls. Permissions for each user can be set to allow for adding and editing out-of-office schedules. These permissions are managed from the Manage User controls.


My 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 "My Out-of-Office Schedules" option under the "View" menu or select the My Out-of-Office Schedules icon on the standard toolbar. The following are additional controls:

  • Main table
  • The main table shows all the out-of-office schedules for the selected user that are within the filters set on the task panel. Schedules are color coded based on whether the scheduled item is in the past, present, or future. By default, the table will list all schedules for the default user. Schedules for other users can be viewed by selecting the user in the table filters on the task panel.
    • Table Fields
    • The first column shows the type of item listed. Click on any of the fields to sort the table on the selected field.
    • Right-click Schedule
    • When right clicking a schedule on the table, a menu will pop up giving you access to a list of controls for that schedule item. You can right click on any part of the row. The menus allow for adding, viewing, printing, archiving, and deleting schedule items. Menu items will be enabled or disabled based on the current users permissions on the selected item.
    • Double-click Schedule
    • Double-clicking a schedule will bring open up the item in an edit or view window depending on the current user's permission on the selected item.

Add/Edit Out-of-Office Schedules:

Users who have the proper permissions can add and edit out-of-office schedules.

  • Add Out-of-Office Schedule
  • An out-of-office schedule can be added by selecting the "Add Out-of-Office Schedule" option from the "Action" menu.
    • User
    • This control determines who the schedule will be for.
    • Alias (New in v. 3.1.0)
    • This control determines what type of out-of-office event this schedule is for. The aliases are defined globally using the out-of-office aliases controls.
    • Display period
    • This control determines the start and end date/time for the out-of-office schedule.
    • Additional Information
    • This field is for information purposes only. It is does not have any effect on how the out-of-office schedule is handled in the system.
    • Set status during out-of-office period
    • This control determines the status that the user will be set to while the out-of-office schedule period is active. When the out-of-office period has ended, the user's status will be set to "OUT".
    • Automatically set memo during out-of-office period
    • This control determines if the user's memo field is changed while the out-of-office schedule period is active. If the memo is changed, it will also be cleared once the out-of-office period has ended.
    • Memo
    • This text field allows you to set what memo to set while the out-of-office schedule period is active. This only works if the "Automatically set memo during out-of-office period" is enabled.
  • Edit Out-of-Office Schedule
  • An existing out-of-office schedule can be edited by any user who has the proper permissions to do so. All fields other than the user name can be edited as needed. The out-of-office edit can be accessed from the Out-of-Office Manager.

Sick Days System:

The sick day system provides users with the ability to define sick days that will appear on OpsCenter's vacation calendar and built-in event calendar window. This event calendar window is part of the status table. These sick days also show up in the special status field of the status table while the sick day period is active. The entire sick day system can also be disabled or enabled from the system controls. Permissions for each user can be set to allow for adding and editing sick days. These permissions are managed from the Manage User controls.


My 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 "My Sick Days" option under the "View" menu or select the My Sick Days icon on the standard toolbar. The following are additional controls:

  • Main table
  • The main table shows all the sick days for the selected user that are within the filters set on the task panel. Sick days are color coded based on whether the item is in the past, present, or future. By default, the table will list all sick days for the default user. Sick days for other users can be viewed by selecting the user in the table filters on the task panel.
    • Table Fields
    • The first column shows the type of item listed. Click on any of the fields to sort the table on the selected field.
    • Right-click Schedule
    • When right clicking a sick day on the table, a menu will pop up giving you access to a list of controls for that item. You can right click on any part of the row. The menus allow for adding, viewing, printing, archiving, and deleting sick day items. Menu items will be enabled or disabled based on the current users permissions on the selected item.
    • Double-click Schedule
    • Double-clicking a sick day will bring open up the item in an edit or view window depending on the current user's permission on the selected item.

Add/Edit Sick Days:

Users who have the proper permissions can add and edit sick days.

  • Add Sick Day
  • A sick day can be added by selecting the "Add Sick Day" option from the "Action" menu.
    • User
    • This control determines who the sick day applies to.
    • Sick day period
    • This control determines who the start and end date/time for the sick day.
    • Total sick days used
    • This field is for information purposes only. It is not automatically set nor does it have any effect on how the sick day is handled in the system.
    • Additional Information
    • This field is for information purposes only. It is does not have any effect on how the sick day is handled in the system.
  • Edit Sick Day
  • An existing sick day can be edited by any user who has the proper permissions to do so. All fields other than the user name can be edited as needed. The sick day edit can be accessed from the Sick Day Manager.

Work Schedule System:

The work schedule system provides users with the ability to define work schedules that will appear on the status table's "scheduled" field while the schedule period is active. Complex work schedules can be specified using multiple work schedule items. The entire work schedule system can also be disabled or enabled from the system controls. Permissions for each user can be set to allow for adding and editing work schedules. These permissions are managed from the Manage User controls.


My 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 "My Work Schedules" option under the "View" menu or select the My Work Schedules icon on the standard toolbar. The following are additional controls:

  • Main table
  • The main table shows all the work schedules for the selected user that are within the filters set on the task panel. Schedules are color coded based on whether the scheduled item is in the past, present, or future. By default, the table will list all schedules for the default user. Schedules for other users can be viewed by selecting the user in the table filters on the task panel.
    • Table Fields
    • The first column shows the type of item listed. Click on any of the fields to sort the table on the selected field.
    • Right-click Schedule
    • When right clicking a schedule on the table, a menu will pop up giving you access to a list of controls for that schedule item. You can right click on any part of the row. The menus allow for adding, viewing, printing, archiving, and deleting schedule items. Menu items will be enabled or disabled based on the current users permissions on the selected item.
    • Double-click Schedule
    • Double-clicking a schedule will bring open up the item in an edit or view window depending on the current user's permission on the selected item.

Add/Edit Work Schedules:

Users who have the proper permissions can add and edit work schedules.

  • Add Work Schedule
  • A work schedule can be added by selecting the "Add Work Schedule" option from the "Action" menu.
    • User
    • This control determines who the work schedule applies to.
    • Work Schedule Period
    • These controls determine the start and end date/time that the work schedule will be applicable for the selected user. This does not specify the time and days the user is physically working.
    • Work Day Time
    • These controls determine what time during the day the user is physically working.
    • Work Days
    • These controls determine which days of the week the user is physically working.
    • Additional Information
    • This field is for information purposes only. It is does not have any effect on how the work schedule is handled in the system.
  • Edit Work Schedule
  • An existing work schedule can be edited by any user who has the proper permissions to do so. All fields other than the user name can be edited as needed. The work schedule edit can be accessed from the Work Schedule Manager.

Archiving Items and Messages:

The archiving feature in OpsCenter provides the opportunity to store all the various items (notes, phone messages, vacation schedules, out-of-office schedules, etc.) for an extended period of time. The archived items will not show up on any of the active tables and calendars. Archived items also aren't treated as actionable events such as a vacation schedule automatically setting the user's status and memo fields while the schedule is active. Archived items can be viewed by selecting the "Display archived items" option in the various manager windows. Items can be manually archived by selecting "Archive" option from the task panel or by right-clicking on the item. Items are also automatically archived after they reach a certain age. The auto-archive settings for user messages can be managed in the Preferences. Auto-archive settings for system items and schedules can be managed in the System Controls. Items can be restored from archive by selecting the "Restore from archive" option from the task panel or by right-clicking on the item.


Managing Auto-Archive/Delete Settings:

OpsCenter has a built-in feature where old messages 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 messages can be managed in the Preferences and are customizable for each user. The feature can be disabled entirely or the auto-archive/delete age of a message can be set. Even if this feature is disabled, messages can be manually deleted or archived by selecting the delete or archive option for the individual message. The age of a message is determined starting when it is created, however, unread messages and vacation requests that have not been responded to are not automatically deleted or archived.

There is a separate auto-archive/delete feature that applies to system items including all schedule items and bulletin board posts. The settings for the system auto-archive/delete can be managed in the System Controls.


Keyboard Shortcuts:

The following keyboard shortcuts can be used to quickly access OpsCenter features and functionality:

  • F1
  • Opens a web browser window with the webpage containing all available online support documentation.
  • F5
  • Forces OpsCenter to refresh all data and open windows.
  • F12
  • Closes all open windows and resets the display to the default layout.
  • Ctrl+T
  • Opens up a new Status Table window.
  • Ctrl+M
  • Opens up a new Message Inbox window.
  • Ctrl+I
  • Changes the default user's status to "IN".
  • Ctrl+O
  • Changes the default user's status to "OUT".
  • Ctrl+D
  • Changes the default user's status to "DND".
  • Ctrl+N
  • Opens up a new Note.
  • Ctrl+P
  • Opens up a new Phone Message.

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