Notify WebOffice Members of Polls

There are two ways to notify your weboffice members of a new poll.

The usual way is to notify them as you are creating the poll and your weboffice system automatically notifies them.

The second way is to create the poll without notifying anyone, publish it, and then notify.

Having used both, I must confess I do not like the first option.
Like most things, the easiest/quickest way is not always the best.

When creating the poll, if you select “Notification: Notify members about this poll by email” then when you click on Save, your weboffice will automatically notify them. BUT all email addresses are displayed in the To field, which is not good for privacy.

I prefer the second method, which is to create the poll without notifying anyone by unchecking the Notification box, and publish it.

Then click on Polls, click on Notify, an email window opens up.

Then select who to notify, at the bottom of the email field, select “Hide recipients from each other” and then send. 

This will send individual emails while protecting everyone’s privacy.

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Our WebOffice Specialist will help you get your WebOffice Suite up-and-running very quickly.

Assistance provided include
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WebOffice Database Templates

Create Custom Databases or Select from Our WebOffice Templates

Save time and get your web database applications up and running in minutes by using our quick start solution templates. Each template is a “ready-to-customize” business tool that you can tailor to your specific needs. Create solutions that are as simple or as complex as your project demands.

Asset Manager
The Asset Manager template enables you to maintain a detailed inventory control of anything — from computer hardware and merchandise to recipes and baseball cards. You can upload a picture of each item in the Asset Manager into a ready-made field. Customize the fields and views based on the items you’re cataloging. This template is perfect for IT departments who need to organize and track their equipment.

Create a customer contacts list with the CRM template

Customer Relationship Manager (CRM)
The Customer Relationship Manager (CRM) template allows you to store and retrieve information about people. It can be used as a customer contact list in which you track interaction with your clients, or maintain a class roster or a donor list for your non-profit organization or event. By simply changing field names or adding, deleting or rearranging fields, you can create a custom contact list to suit your specific needs. Use the Activity Log to track communications with each of your contacts.

Event Registration
Use the Event Registration template to track registration information for meetings, seminars, conferences, trade shows, classes, sporting events, club functions and any corporate or community event. This template includes two related databases: one for recording event details such as time, location and description, and one for tracking the attendees of each event. Easily monitor event capacity and registration fees.

In/Out Board
The In/Out Board records employees’ location, improving office productivity and efficiency. Instantly view co-workers’ status to see if they are in or out of the office, at lunch, in a meeting, on vacation or out sick. Click on an employee name to view contact information for that employee.

Issue Tracker and Help Desk
The Issue Tracker and Help Desk template provides a ready-made database where you can log problems and inquiries, and assign trouble tickets for members to track. This template is especially useful for IT departments and Customer Service teams. Use Issue Tracker and Help Desk as a starting point and customize it based on the practices your company uses to prioritize and follow up on inquiries.

Generate customized reports to print and distribute during meetings

Knowledge Base
The Knowledge Base template allows you to easily create, maintain and share company knowledge, either internally or externally. Popular applications for this database include an IT Help Desk, a Customer FAQ List, a Self-Service Training Center, and a 24×7 online Technical Support line. Human Resources can upload and track resumes. Users can search the knowledge base for immediate answers to product or support questions.

Sales Forecasting
Use the Sales Forecasting template to view instant snapshots of your sales pipeline, empowering your sales team to stay ahead of rapidly changing situations. Review the status of each sales opportunity, keep historical data of sales activity in the Activity Log, print forecast information or export sales data to a spreadsheet for additional analysis. It is a great tool for managing your sales prospect activity. Since all the fields and views are customizable, you can easily tailor the database to match your company’s unique forecasting process.

Time Sheets
Customize the Time Sheets template to create a custom database where your employees can track billable and non-billable time spent on customers, projects and activities.

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Deleting a WebOffice Member

To delete a member:

In the Menu, click Members.

In the Members list, find the member you want to delete by browsing or searching for it.

Click the member’s name to view the member’s details.

In the Command Bar, click Delete. The Delete Member screen appears.

If you would like to remove all Calendar events scheduled by that member, rather than personal events alone, select the appropriate option.

If you’re sure you want to delete the member, click Yes to confirm.

Note: If the member has a WebEx Mail account, the member’s mailbox will be deleted and all emails in the mailbox will be lost.

If you want to delete a member but keep the mailbox available, you can change the web office login information for that member so that only administrators can log in and access the mail.

Once the mail is forwarded or saved elsewhere, you can then delete the member.

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Mary Akpala
WebOffice Specialist
+44 (0) 7824 619 121
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WebOffice Secure passwords overview

The data on your site is secured through multiple layers of protection. One of those security layers involves member passwords. For maximum security of your site, each member must protect their password.

A site administrator can further protect site integrity by encouraging users to follow good password practices. Good practices include:

• not writing down passwords
• not sending passwords in email
• not using passwords that are easy to guess, such as your birthday or phone number
• creating passwords that are a mix of letters, numbers, and other characters
• changing passwords frequently

Using administration tools in your site, you control password settings so that the web office service enforces many of these secure password practices. From the Administration > Security page, set the password requirements your users must adhere to.

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Adding new WebOffice members: Overview

There are several ways to add new members to your web office. You can choose one of the following options according to your administrative strategy.

Note: If you have selected the Administrators create all new member accounts option as described in the “Member access to the site” section above, the first two options, Invite users to join and Add members by invitation, will not be available to you.

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WebOffice Home page logo

If you want to include a logo or picture on your weboffice home page, you can put it in this field or in the home page message. When you upload an image here, it automatically appears at the top of your home page, above your home page message. When you put an image in your home page message, you can customize its placement within the message and users can be redirected to a website of your choice when they click the logo.

To add your logo to your web office:

Click Administration > Customize Appearance. The Appearance page appears.

Under the Customize the Look & Feel section on the Appearance page, the following options are available.

Home Page Logo
To add a new logo, click the Browse button, highlight the file you want, and then click Open. The image must be either a GIF or JPEG file (these files end in .gif or .jpg).

Remove
If you need to remove the logo, click the Remove check box. To replace the logo, click the Browse button next to the Replace Logo field, highlight the GIF or JPEG file you want, and then click Open.

Logo Position
Choose a position for the logo on the home page by selecting an option from the Logo Position drop-down list.

Logo URL
If you want members to be redirected to a web site when they click your group logo, enter the URL in the Logo URL text box.

When you have finished, click Save.

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Guest access to the weboffice

If you want to offer people a sneak preview of your web office before they become members, or if you want to make a single section of your web office available to guests, such as online Polls or Public Documents, allow guests to access your web office.

To permit guest access:

Select Administration > Security from the Menu. The Security page appears.

In the Guest Access section, select the radio button to Allow guest access.

Click the Customize button to select which areas of the web office you want guests to be able to see, and then click Save in the Command Bar.

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Web Office Navigation

Understanding how to navigate your web office includes learning about each of the following:

Menu

Command Bar

Quick Links

Navigating the WebOffice Menu
The WebOffice Menu is located at the far left of your screen. It offers access to the Homepage, Shortcuts, Favorites, administrative options, Help, and your web office applications.

Click a button located on the Menu to access that application’s main page. This page will typically provide a list of options associated with that application, or may be a list screen, or a custom shortcut provided by your administrator.

Clicking the arrows to the right of each Menu item brings up a list of sub-menu options. These are divided into action items (commands), placed at the top, and quick-access items (for example, a list of databases appearing under the Database button). Some Menu items may not have actions, or alternatively, will not have quick-access options. Your administrator determines the content of some sub-menu items.

Collapsing the WebOffice Menu
The Menu can be collapsed and opened by clicking on the bar at the top. It will turn orange when you place your mouse over it. Collapsing the Menu allows you to see more of your application on the screen at one time. To restore the WebOffice Menu to its full size, simply click the expand/collapse bar a second time.

Using the Command Bar
The Command Bar contains many common commands utilized throughout the product. When you have finished entering data or working on any given page, you can Save, Cancel, and do a number of operations through the Command Bar.

About Quick Links
A set of links appears above the Command Bar. Your administrator can configure this list for your web office, which can link to applications, web folders and external websites.

To access a link, click it. To scroll through the list, click the arrows at right and left.

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