The Autoline administrator module provides electronic mail (email), a company telephone book, an electronic diary, and other tools. Its email system can be linked to facsimile and to the internet. It also works with KMail.
Note: Depending on your access permissions, not all administrator functions may be available to you.
The Administrator form consists of four tabs:
What do you want to do?
Electronic Mail:
Diary:
View the diary (yours or another's)
Make an appointment available to Outlook (to set a reminder)
Create, from the diary, a file in a choice of file-format (export a diary)
Administrator Preferences:
Administer diary groups to add your diary to a group
Fax:
See also:
Email hunt groups
Administrator Diary to view, create, amend, or delete a diary appointment, to confirm a diary appointment made by another, and to create from the diary a PC file in a choice of file-format
This form is displayed when you click the Administrator button on the master menu or any main module menu. You can also access it from the Utilities menu.
It contains four tabs:
Mail, enabling you to view, create, send and administer electronic mail
Diary, enabling you to view, create, and amend diary appointments, confirm diary appointments made by others, organise meetings, and create from the diary a PC file in a choice of file-format
Options, enabling you to set your administrator module preferences
Fax control, enabling you to send faxes
The grid lists contents of your inbox, outbox, keep box, or new box, depending on which mailbox radio button is selected. Select a line to display the associated email's contents in the Message group-box.
GRID:
New mail from / In from / Out to / Keep: An email address. Depending on which mailbox is selected, this is the sender's or recipient's address.
Subject: Contents of the email's Subject field (its title)
Date: When the email was received or sent
Time: When the email was received or sent
State: Indicates the email's status
Displays contents of the email selected in the grid.
To: Recipient's address(es) corresponding with the Out to column in the grid
From: Sender's address corresponding with the In from column in the grid
CC: Additional recipients' addresses
Historical note: CC stands for carbon copy, a method of generating copies of documents created using manual typewriters.
Subject: The email's title corresponding with the Subject column in the grid
Message/Envelope: The 'body' of the email; its main content if the Message radio button is selected, or the email's header if the Envelope radio button is selected
Message font:
The radio button selected affects the appearance of text in the Message/Envelope text box.
Fixed: Fixed character spacing, in which wide characters, such as W, occupy the same amount of space as, for example, the letter i
Prop: Proportional character spacing, in which wide characters, such as W, occupy more space than, for example, the letter i
See also: Mailbox radio buttons
Message RADIO BUTTONS:
Note: These radio buttons may be greyed out and the Message button automatically selected, in which case the text box displays the email's main content.
Message: Indicates that the content of the main text box is the email's main content
Envelope: Indicates that the content of the main text box is the email's header
See also: Mailbox radio buttons
New: Displays, in the grid, messages in your new box, which you have received but not yet opened for reading
In: Displays, in the grid, messages in your inbox, which you have today opened for reading
Warning: Messages in the inbox are automatically deleted after fifteen days. To retain an email message, use the Keep pushbutton to move it to the Keep box.
Inspect: If, on the Options tab, you have the KMail check-box ticked, the Inspect radio button is displayed instead of the New radio button. Also, the In radio button is greyed-out. The Inspect radio button enables you to view new emails, but they are not moved to the inbox or deleted by the system until they have been uploaded to KMail.
Out: Displays, in the grid, messages in your out box, which were sent from this email account today
Warning: Messages in the out box are automatically deleted after fifteen days. To retain an email message, use the Keep pushbutton to move it to the Keep box.
Keep: Displays, in the grid, messages that you moved to the keep box. See keeping emails from automatic deletion.
Note: Messages in the keep box are not deleted automatically. When you have finished with a message in the keep box you can delete it using the Delete button or you can move it to the inbox where it will be deleted automatically after fifteen days.
PUSH BUTTONS:
Reply...: See replying to an email. Displayed only when the New or In mailbox is selected.
Forward...: See forwarding an email. Displayed only when the New or In mailbox is selected.
Move: Moves the selected message back to the box from where it was originally moved to the keep box. Displayed only when the Keep box is displayed.
Delete: Deletes the selected message with no further confirmation prompt
Note: Messages in all boxes except the keep box are automatically deleted after fifteen days.
Keep: Moves the selected message to the keep box. See keeping emails from automatic deletion.
Compose...: Displays the Compose Message form, enabling you to create and send emails
Address book...: Displays the Generate Address Book dialog. The electronic address book contains a list of public and private names and email addresses.
The electronic diary enables you and others to organise meetings by checking to see who is available at any time.
When you first go into the diary, it displays the current week. The current day's day-and-date line is displayed in a different colour.
Diary appointments are listed, one to a line, beneath the day-and-date headings.
Note: If an appointment has its start and finish times in brackets, it was made by another user who does not have ownership permissions to your diary. An email message will have been sent to you alerting you to the appointment, and the appointment's line in the Diary tab includes that user's login/email in <angle brackets>. In such cases you should either confirm or delete it.
Owners: The Autoline login(s) that confer write-access to that administrator and diary.
Tip: Click the Ellipsis button
to look up logins and corresponding individuals' names.
PUSH BUTTONS:
Another...: Displays the Another Diary dialog box, enabling you to access somebody else's diary.
Tip: When viewing another person's diary, the My Diary button is displayed instead of the Another... button.
--->: Advances the diary by one week. Can be used repeatedly to look ahead several weeks, although it may be quicker to use the Date... button.
<--- : Makes the diary go back one week. Can be used repeatedly to look back several weeks, although it may be quicker to use the Date... button.
Date...: Displays an electronic calendar enabling you to select a date for the diary to display
Today: Displays the current week
Find...: Displays the Day Finder form, enabling you to search for text in the diary. Type in text (the search is not case sensitive) and click the Day Finder form's own Find... button. The system searches the diary and displays, in the form's main text box, a menu of all entries containing the entered text. To view an entry, highlight an option and click the Day Finder form's OK button. The Day Finder form closes and the diary displays the week containing the entry concerned.
Note: The find facility first searches forwards through future entries then, if the text is not found, it searches backwards through past entries.
Print...: Displays the Print Diary dialog box, enabling you to print your own diary or another user's diary.
Export...: Displays the Export Diary dialog box, enabling you to create a PC file from your diary
Phone book...: Displays the Company Phone Book form, enabling you to search for and view details of other system users
Meeting...: Displays the Organise Meeting form, enabling you to arrange a meeting by selecting a time when, according to their diaries, all delegates are free to attend
Groups...: Displays the Group Management form, enabling you to display a group member's diary
Impersonate...: Displays the Assume Another Id... form, enabling you to assume another Autoline user's ID so you can carry out functions normally restricted to the owner of that ID
Followups...: This feature is now part of the CRM product.
Enables the setting of administrator preferences.
Tip: After setting any of these options, always Save.
K-mail: To use Kerridge email instead of Autoline administrator email, tick this check box.
Note: With the K-mail check box ticked, you can still view emails using the administrator Mail tab, but emails you have read are not shown as 'opened' and they are not deleted by the system until they have been uploaded by KMail.
Groups: Contains any diary groups to which you belong. You can only be added to a diary group if it has no more than thirteen other members already. See Diary Groups.
Note: Diary groups, as distinct from email groups, are for diary purposes only.
Time: The time format used in the administrator. You may choose from 12 hour, 24 hour or military formats. Military format is the same as 24 hour but without a stop between the hours and minutes.
Faxlogo: The header of a fax sent using the administrator. You can use the drop-down menu to select an alternative, if available.
PUSH BUTTONS:
Save: Saves the record
See also: Address Book's help page note about addressing fax messages
Tip: To send a fax to a telephone/facsimile number not present in the marketing system, add the prefix @ to the front of, and append the extension .fax to the end of, the telephone number in the To: field.
Note: This function is only available if you have a fax box on your system.
Each line in the grid represents a fax.
GRID:
Duration: Length of time
To: The fax's recipient
Fax number: A telephone number, the receiver of which produces, from the received electrical signal, a printed facsimile instead of sound
From: The fax's sender
Status: Indicates the stage in the process
Retries: The number of times the system attempts to send the fax before abandoning the attempt
Priority: Indicates the level of resource allocated to processing the fax, depending on its importance
PUSH BUTTONS:
Start: Initiates the fax process. It becomes a Stop button when the process has started.
Stop: Halts the fax process. It becomes a Start button when the process has terminated.
Refresh: Updates the contents of the grid.
