Mediachase Software

Instant Business Network™ (IBN) Collaboration Server
Web Based Project Management and Collaboration Solution

IBN-CS Web Portal: User Guide
Version 4.5

28.02.2007

Instant Business Network™ IBN 4.5 – What’s new

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Document history
Version
V 1.0

Date of update
9.02.2006

Changes

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Table of contents
CHAPTER 1 GENERAL CHANGES............................................................................................................... 5 1.1 USER INTERFACE...........................................................................................................................................5 1.2 CLIENTS/CONTACTS .....................................................................................................................................5 1.3 INTEGRATED WINDOWS AUTENTIFICATION AND IMPORTING USERS FROM LDAP DIRECTORIES ......5 1.4 PROJECT TEMPLATES SAVING .....................................................................................................................6 1.5 E-MAIL BOXES ...............................................................................................................................................6 CHAPTER 2 HELP DESK MANAGEMENT – ISSUE MANAGEMENT SYSTEM............................. 7 2.1 ISSUE BOXES...................................................................................................................................................7 2.2 E-MAIL CREATED ISSUES ..............................................................................................................................8 2.3 SPAM-FILTERS ...............................................................................................................................................8 2.4 CONFIRMING MESSAGES BY E-MAIL............................................................................................................9 2.5 ISSUE MANAGING...........................................................................................................................................9 2.6 FORUM..........................................................................................................................................................10 2.7 INTERNAL E-MAIL ROUTING.......................................................................................................................10 CHAPTER 3 FINANCE AND BASE PLANS ............................................................................................... 11 3.1 FINANCE PLANNING ....................................................................................................................................11 3.2 PROJECT PLAN BY MILESTONES................................................................................................................13 CHAPTER 4 CONTACTS AND SUPPORT ................................................................................................. 14 4.1 TECHNICAL SUPPORT..................................................................................................................................14 4.2 CONTACTS....................................................................................................................................................14

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Introduction
This document is a detailed description of new features which have been implemented in the new version of Mediachase software - Instant Business Network 4.5. IBN 4.5 accentuates on Issue management - Help Desk Management. HDM changes are exactly the most radical and remarkable. To get more details regarding these changes see the second document chapter. Besides evident modifications in Issue management there is Integrated Windows Autentification and new Finance management system, which are described in separate chapters, among fundamental changes of IBN 4.5. This document has been prepared for users who have some knowledge about working with the IBN 4.1 and 4.0 versions. We have tried to emphasize all the substantial points connected with functional changes and present them in the form which could allow users with some experience of working with IBN to learn quickly new features and go easily to IBN 4.5 using. The detailed description of working with functional changes are left out, the document contains just most substantial and crucial material. Therefore it is highly recommended even for experienced users to see user and administration guides to get full information regarding functionality of all the IBN 4.5 new objects, systems and services. Note: The features described below are not final and can be modified in the process of completion and testing of the commercial IBN 4.5 version.

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Chapter 1 General changes 1.1 User interface
There are no radical changes of design or interface in IBN 4.5 in comparison with the IBN 4.1 version. The reason of not making such changes was, on the one hand, the wish for concentrating on the qualified realization of new functional features, and on the other hand, providing users with an opportunity of easier and quicker learning of them using well known interface.

1.2 Clients/Contacts
New section has been added – “Clients/Contacts”. This section contains the list of contacts and organizations, which are your company clients or can become them. “Organizations” section has been created to provide keeping of the expanded information concerning partner companies and their representatives. In the IBN 4.5 version this section is the same as expanded dictionary. Nevertheless it is the first step on the path to realization of CRM-system principles (Customer Relationship Management), which will underlie the next version of our product - IBN 5.0. Client can be related to any of projects, Issues, To-Dos and documents created in the portal. “Grouped By” section enables to view Issues, projects, documents, and To-Dos which the required client is related to. Export and Import abilities simplify the procedure of client information input.

1.3 Integrated Windows autentification and importing users from LDAP directories
In addition to ability of users’ conversion from Active Directory, which has appeared in the IBN 4.0 version, the Integrated Windows autentification has been implemented in the IBN 4.5 version. If the connection of this type exists, logging into the portal is automatic and does not require login and password input.

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Portal administrator establishes the connection between Active Directory and Windows users. IBN 4.5 enables importing of users not only from Active Directory (as it was in the previous IBN versions), but from any LDAP Directory either. The ability of IBN and LDAP Directory users synchronization has been implemented. This has been made to relieve the administrator from the necessity of manual user creating or import procedure repeating every time when he has to add new user account. Synchronization function enables to bring the list of IBN users into correspondence with Active Directory (or any other LDAP Directory). The information about the results of all made synchronizations is saved in the administrative report.

To get more details see IBN 4.5 Administration Guide.

1.4 Project templates saving
The system of project templates saving has been improved. IBN 4.1 templates could save just the information concerning roles and task structure. New IBN version includes the ability of Meta data saving, system project fields saving and team saving. User can define by his own, if this new data is to be saved in the template or not.

1.5 E-mail boxes
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IBN 4.5 keeps just external file boxes. Mail processing for these boxes is run by File.Pop3MessageHandler, which saves mail body and attached files in the IBN file library. Note: Use route template for choosing the folder where the message information will be placed. IssueRequest.Pop3MessageHandler, which used to convert messages into external incident (Issue) messages, is refused. Now Issue external messages are run in another way. To get more details see the following chapter.

Chapter 2 Help Desk Management – Issue Management System
Issue (Incident) Management System has changed significantly. As a result of fundamental review of approach to Issue processing and working with them, some inconsistencies with previous IBN versions have appeared. To remove these inconsistencies some functions and elements of IBN 4.1 Issue management system were reserved. This will enable to move painlessly the information during transfer from IBN 4.1 to IBN 4.5.

2.1 Issue boxes
Basic element of Issues processing is Issue box. Issue processing logic is set exactly through the boxes. Every new Issue is tightly related to one box. Issue box has one corresponding manager which is responsible for controlling the deadline and quality of working with Issues.

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The second significant Issue box characteristic is set of rules. These rules enable to define which box the Issue will belong to if it wasn’t mentioned while creating.

2.2 E-mail created Issues
As in the previous IBN versions external messages about Issues are just usual e-mail messages which are sent to the special box. In the IBN 4.1 version messages were being transferred into Issues with the names according to the message theme; body text and attachments were being added in the file form. IBN 4.5 provides you with more wide opportunities of setting the accordance between message body and fields of an Issue which was based on it. The accordance between the Issue and message fields is set by special adapter. There is one adapter set by default in the system, however an administrator of the IBN portal can connect up one or more required adapters in addition. Note: contact with us to get the guide regarding development and connection of additional adapters. E-mail boxes’ settings for external Issues are placed to the “Issues/HelpDesk” unit.

2.3 Spam-filters
Messages which were sent to boxes for external Issues are being checked up in order to spam in according to the accepted rules. Three check rules are set by default: Ticket (action: accept) Checks up messages for the purpose of the code in the theme, that points which Issue box the message has to be referred to; in case of positive result the message is being confirmed automatically. The message is converted into an Issue in the Issue box which is corresponding to the code. WhiteList (action: accept) Automatically confirms the message which is in the White list of addresses, converts it to an Issue and places it to the Issue box, which is defined in according to Box rules. If none of rules sets satisfies the Issue, it is being placed to the default box. BlackList (action: decline) The message is being automatically deleted without converting to an Issue.
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Portal administrator can delete (or modify) any of the existing rules of message check and add new ones.

2.4 Confirming messages by e-mail
If the incoming message has not been confirmed automatically or deleted by spam-filter rules system, it is being placed into the list of unchecked messages. Any user of “Support service” group can delete or confirm this message manually. In case of message deletion email address is moved to the Black List, in case of confirming – to the White one.

2.5 Issue managing
After confirming the external message is being converted into an Issue in the “New” status. Working with Issues is an activity of a responsible user, which is being selected from all portal users. There are several ways of responsible assignment: assignment by a manager; assignment for the whole Issue box ; selecting from the pool.

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Special feature is “Assign a group of responsible”. To save the accordance with previous IBN versions, the ability of resources assignment has been reserved. This function is being activated on the Issue box level.

2.6 Forum
The page of Issue view does not contain “File library” and “Discussion” tabs anymore. There is a forum instead of them, which contains the whole history of working with an Issue including comments, files, internal and external e-mail messages, and system messages concerning Issue status changes.

You can point the rules of message output: place the decision above, possible decisions or questions. There is an ability of forming the list of external message recipients for the specific Issue. Outcoming messages will be sent to the addresses of this list.

2.7 Internal e-mail routing
There is an absolutely new ability of working with e-mail. External e-mail messages, which are sent to the internal e-mail box defined by an administrator, will be registered in the system and sent to responsible users.

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In the IBN 4.5 version activated internal e-mail routing enables to work with mail either through the portal page and common mail clients. In this case an external user sends the message to the internal box pointing in the message theme the code of an Issue, and the message is automatically sent to all the stakeholders. Special plug-in for Microsoft Outlook enables to view the information concerning the Issue, in the context of working with which the message was received, to send the decisions for the Issue by e-mail and change Issue status.

Such an approach can, for example, effectively organize the work of the support service.

Chapter 3 Finance and base plans 3.1 Finance planning
There are some remarkable changes of project finance managing. All the abilities of finance account which were implemented in the IBN 4.1 version are reserved, however the control system has changed significantly. One of fundamental innovations is expense planning system. The structure of financial plan is set using the one of four templates, which are defined by default in the portal. Portal administrator can design and connect up additional templates by his own.

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The current (or planned) expense structure can be saved as a base finance plan. New report which is available in the “Management center” unit (left menu) enables to compare finance plans of different projects between each other and with base plans.

Using these functions you can set project finance plan, save it as a base plan and control real project expenses comparing current expenses with base plan.

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3.2 Project plan by Milestones
The system of task stages planning is similar to the expenses planning system. By saving base plan, you save in the plan both finance structure milestones. “Project analysis Plan/Fact” (“Management center” in the left menu) enables to compare plans by milestones of several projects with safe base plans.

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Chapter 4 Contacts and support 4.1 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

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

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