Instant Business Network ™

Instant Business Network™
An intelligent solution for collaboration and information sharing

IBN 4.5 – Quick start

26.03.2007

Instant Business Network™ IBN 4.5 – Quick start

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Document history
Version
V 1.0

Date of update
25.03.2007

Changes

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Instant Business Network™ IBN 4.5 – Quick start

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Содержание

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Introduction
This document is for users who have never worked with Instant Business Network. If you have an experience of working with previous IBN versions, study full guides for managing and working with the system. We highly recommend all the potential users to learn this document because this will help to work with system easily and find out its basic features. This document can be useful for administrator while preparing IBN 4.5 for work. This document includes just most essential and sketchy information required for the first stage of preparing the system and working with it. We recommend you to download full and particular guides for managing and working - “IBN 4.5 –IBN portal administration” and “IBN 4.5 – User guide for managers”

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Chapter 1 Preparing the system for work
Once you have finished the installation process, type your portal address in the address bar of a browser. For example, http://ibn45demo.mediachase.com

1.1 IBN Client installation
Before you start working with the system, you have to install the messaging system IBN Client. Every user has to install the client part on his computer. To install the IBN Client, go from the Home page to “Get IBN Tools” page and use “Download the IBN Client” link.

Use “Download now” which is corresponding to English version of IBN Client. Note: If Windows autentification is activated (see 1.2 Logging into the portal), user will be in the portal straight away.

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The application will run automatically as soon as installation process is finished. While portal is being installed, one system user is created automatically. This user has the administration rights. His account is used for logging into the portal (see the next unit) and for connecting of IBN Client to IBN Server. Fill the “Password” field with the password corresponding to the account (ibn originally). Type login in the “Login” field (“admin” originally)+@+<your portal address>. For example, login can be “admin@ibn45demo.mediachase.com”.

Such a relative complication of the login template is because of necessity to provide a simultaneous connection of IBN Client to different servers.

1.2 Logging into the portal
While portal is being installed, one system user with administration rights is created automatically. You have to log into the system using this system account in order to prepare the portal for work. Enter “Admin” in the “Login” field and “ibn” in the “Password” field on the “Secure portal access” page.

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It is possible in the IBN 4.5 to log into the portal without password entering if the system is located on the local server. This feature is Windows Autentification; you can get details in the IBN 4.5 What’s new. Once you have logged into the portal, you will go the “My Work” page, which will look like:

1.3 Company information
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The first thing you have to do after portal installation is to enter the information about your company. For entering the information to be displayed on different pages, select “Administration – Portal Configuration – Company Information” in the left menu.

Basic company information includes company name, portal name and logo. Fill out the displayed fields with required information. Use “Browse” button to select a logo image.

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Once you have entered the required information, click “Save”.

1.4 Forming basic dictionaries
System users will use different dictionaries while working with the system: project types and phases, types of Issues and their forms, clients, categories of projects and Issues, general, and etc. The content of these dictionaries has to correspond with your company specification. Select “Administration – Standard Data Dictionaries – Default Lookup Tables” in the left menu. It is impossible to create new dictionary, but you can edit the existing one. Select the required dictionary from the list.

You will see the list of elements specified for this dictionary. Click “Edit Item” to modify the name of element. Click “Add New Item” in the upper right hand corner to add new element to the dictionary.

1.5 Managing system notifications
System notifications and system reminders enable to receive instant messages concerning all the portal modifications. Messages are sent to users through the IBN Client and by email to users’ basic boxes. Note: see 5 Working with IBN Client to get details about IBN Client. It is necessary to set system notifications for correct messaging.
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Select “Administration – Routing/Workflow – Alert Notification Parameters”. “First name” and “Last name” fields – first name and last name of user ob behalf of which system messages will be sent. Call this virtual user “System Notification” or “Alert Service” for example. “E-mail” is the name of email box on behalf of which system notifications will be sent to system users through the e-mail. Point the real box.

Chapter 2 Forming work groups
The next stage is forming of the users’ structure.

2.1 Hierarchy of users
All users get one or more roles while accounts are being created (see 1.14.3 New User creating). Each role is the secure group with special corresponding settings and rights, which determine an access to the required system information. The defined user roles are the following: Administrators: have an exclusive right to work with portal users: create and delete accounts, activate and deactivate users, distribute users among user groups. Users of this group have rights to change portal settings and to set initial access rights to IBN files. Project Managers: can create and manage projects.

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Power Project Managers: can manage any project and view information concerning any tasks and issues. Have all the rights of project managers Help Desk Managers: are responsible for issue monitoring and fixing. Executive Managers: can view all projects, tasks, issues and other objects without a right to make any changes.

Each user can get more than one role simultaneously. In this case, the rights of user are combined with the rights corresponding to given roles. Note: only administrators have privilege of giving roles. Users can see the information available only for this kind of user group while working in the portal.

2.2 Types of user groups
Besides grouping by roles system users can be grouped into internal user groups. Originally there is one internal group under your company’s name which was entered while installation. The third type of user groups is partners. To get more details concerning partners see “IBN 4.5 - Administration guide” document. The special type of user groups is contact groups. Contact groups include groups of users in the instant messaging system – IBN Client.

2.3 Forming structure of users
While forming structure of users, you have to create accounts for your staff and define user groups for them.

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Firstly create all user groups you need. For example, “Top management”, “Accounts”, “Functional department”, “Engineering”.

2.3.1. Creating user groups
If you want to create new user group, select “Groups&Users – Secure Groups – Everyone – Intranet” in the left menu and click “Add group” in the “Actions” menu in the upper right hand corner of the window.

Type name of the group you’re creating and click “Save”.

You can create groups inside of existing ones in a similar way.

2.3.2. Creating contact groups
Contact group under your company’s name is automatically created while system installation. This contact group will might be enough for working with the system on the first stage. Select “Add group” in the “Actions” menu on the “Groups&Users – Contact groups” page.

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Enter a name of the group on the “Create New Contact Group” page and click “Save”.

You can get details about other settings of contact groups from “IBN 4.5 - Administration Guide” document.

2.3.3. Creating users
Once you have defined the structure for groups of users and contact groups, you can start creating accounts (users). Select “Add user” in the “Actions” menu (in the upper right hand corner of the “Groups&Users – Secure groups - Everyone” page) to create new user.

Select type of user (Regular), enter first and last names, e-mail, login and password on the “Add user” page. You can put some personal information. It is necessary to select user groups, define roles and set a contact group for the user. Once you have entered the required information, click “Save”.
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It is possible to create two more types of users: external and partners. To get more details concerning these types, see “IBN 4.5 - Administration Guide” document.

2.3.4 Clients
“Clients” tab enables to add and view information about clients in the convenient way. “Organizations” page enables to view information about organizations included to the system.

Select “New organization” in the upper right hand corner to add organization. Enter a name of organization, select support type and support period in the displayed window. Click “Save”.

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“Contacts” tab enables to view information about users and clients entered to the system. Use “All” to do this or select a letter.

Select “Add contact” in the upper right hand corner to add contact. Point required details about the contact in displayed window and click “Save”.

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“Grouped By” tab enables to view IBN objects (Issues, Projects, Documents and To-Dos) grouped by clients related to them. If an object is not related to any of clients, it is placed to “No clients” group (for example, “Projects without client”).

2.4 Personal settings
Defining your personal settings is an important stage of the system preparing process. Use “Edit user settings” in the upper right hand corner of each portal page.
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Select time zone and language on the “User preferences” page and set the process of notifications. Once you have made the required modifications, click “Save”.

Go to user view page. To do this, click the link with your name (originally System user) in the upper right hand corner of each portal page.

Select “Edit” in the “Actions” menu.

It is highly recommended to change standard password and, if you wish, type real first name and last name. Edit other details if you need. Click “Save”.

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Chapter 3 Basic objects of IBN 4.5
Users’ working with Instant Business Network includes working with IBN objects. We present six basic types of objects. Knowing them enables to organize normal working process on the first stages of working with the system. All basic objects have some general characteristics. Every object contains information about time of creating, manager, due periods, team, status, priority. Every object includes the library of files and comments. To-Dos are used for providing single tasks of simple structure assigned to one or more system users. Calendar Entries represent planned business meetings, appointments and other events. Issues are an instrument of reporting about any problems which appear during working with the system to users responsible for solving them. At the same time this object is the way of effective control of solving process Document helps to organize and coordinate the process of documents preparing. Task is a complicated To-Do. It is possible to relate Tasks to each other. This enables to form complicated structures of task performing. Project is the most sophisticated and global type of objects. Objects of this type represent complicated, resourceful and long-term tasks. Projects generally include related tasks, ToDos, calendar entries, documents and other IBN objects. To get more details concerning IBN objects, their functions and interconnection, see “IBN 4.5 - User guide for managers”.

Chapter 4 Examples of working with basic IBN objects 4.1 Creating To-Do
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IBN To-Do is an electronic analogue of simple task. We can take making a list of all staff in the department as an example. Finish this task will take no more than one day and no more than one performer. Do the following to assign a To-Do in the IBN: 1. Click “Create a New To-Do” in the top menu bar.

2. Fill out fields with required information and click “Save and assign”.

3. Select To-Do resources in the “Resources” window and click “Save”.

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4. Open “File library” tab on the “To-Do View” page and click “Add file”.

5. Select file which you want to attach to the To-Do.

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Resources assigned for this To-Do will receive the message by e-mail and IBN Client. The resources will have the To-Do displayed on the portal page.

User assigned for the To-Do enters details concerning To-Do status and time spent on working with it and, if it is required, publishes files and comments.

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All users related to the To-Do automatically receive notifications about its modifications.

4.2 Planning calendar entry
Calendar entries enable to register in IBN information concerning meetings, appointments and other events in the system. Let us take meeting as an example. 1. Click “Add new calendar entry” in the upper menu bar.

2. Enter information about the calendar entry and click “Save&Invite”.

3. Select user which you would like to invite to the meeting or event and click “Save”. Check the “Must be confirmed” box, if you want to enable this user to refuse participating in the event.

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4.3 Creating project

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IBN project is basic and the most global structure unit. Objects of this type represent complicated, resourceful and long-term tasks. Projects mostly include related tasks, ToDos, documents and other IBN objects. Do the following to create new project. 1. Maximize upper menu bar.

2. Click “Add project”.

3. Fill out four fields on the “Create new project” page: “Basic Information”, “Status Information”, “Categorization and Reporting Information” and “Additional information”. Once you have entered the required details, click “Save”.

4. Form project team. To do this select “Participants” tab on the “Project View” page and use corresponding “Modify” button.

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Select required users and click “Save”.

From this time you can relate IBN objects with the project.

Chapter 5 Working with IBN Client
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5.1 Messaging
If you want to send new message, click the right button on the required user and use “Send message” in the context menu.

Type text of the message in the displayed window and click “Send”. Your message will be displayed at the top of the window.

All messages sent by you, and another user you’re talking to, during the current session will be also displayed there.

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Close messaging window to finish the current session.

5.2 Sending file
IBN Client provides sending files either. Use “Send file” of the context menu to send file for the required user. Select file in the displayed window and click “Open”.

Enter file description if you need and click “Send”. Your file will be displayed in the “File manger” window in the “Sent” tab. As soon as your file is downloaded by the addressee, its status will be changed to “Complete”.

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Use “Download” in the context menu to accept the file. Select folder where you want to keep the file and click “Save”.

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To get more details concerning IBN Client see “IBN 4.5 - User guide for managers” (“IBN Client” chapter).

Chapter 6 Contacts and support 6.1 Technical support
If you have any difficulties connected with installation or working with our products, contact us by sending an email to support@mediachase.com

6.2 Contacts
If you have any questions concerning Mediachase products and services, please email us at info@mediachase.com or phone:
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PBX: +1 323-988-1071 Fax: +1 323-908-3960

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