Help File
Table Of Contents
1. Introduction
2. Overview
3. Reference Diagrams
-3a. Client
-3b. Server
4. Client Options & Functions
-4a. Signing In
-4b. Signing Out
-4c. Updating Details
-4d. Accessing the User List
-4e. Editing Additional Details
-4f. Messaging
-4g. Additional Options
5. Server Options & Functions
-5a. Starting the Server
-5b. Stopping the Server
-5c. Sharing the User List
-5d. Managing User Profiles
-5e. Using Status-Change Notifications
-5f. Allowing Client Messaging
-5g. Sending Messages
-5h. Working With the Log File
-5i. Searching the User List
-5j. Managing the Columns
-5k. Changing the Appearance
-5l. Additional Options
1. Introduction
Digital Secretary is a type of user tracking system, complete with many different options which make it highly functional and adaptable. It is well tailored to fit the needs of companies that use numerous computers, but it will also work well for any general group of people - small or large.
The main purpose of Digital Secretary is to keep track of a magnitude of details amongst various people. What these details are depend on the situation in which the application is being used. Aside from the main 6 detail "sections" or "columns" that exist, there can basically be any given number of additional detail sections added. These details and detail sections create the foundation of Digital Secretary.
There are many options that allow the way Digital Secretary works to be customized in order to fit specific needs. This way it is flexible enough to be set up in different enviornments according to the certain requirements present. For instance, the messaging and/or status notifications can be controlled and limited or simply accessible to all.
To summarize, Digital Secretary can be thought of as a way of using real-time connectivity to keep track of, and organize, a group of people simultaneously.
2. Overview
Digital Secretary is a 2 part application; it consists of a client and a server. For each setup there will be one server and any possible number of clients. The server acts as the main component of the setup with control over how things work. It runs just as any other server would - a port number is designated and the server is started. At this time, while the server is active, it listens for and accepts connections from clients. A server can run for an unlimited amount of time while waiting for connections from clients, and can also be stopped at any time. As a client, there are 3 detail entries that must be completed before making a connection to the server. They are: "Name", "Group" and "Status". In addition, the address of the server (hostname, IP) and the port number must be known to inform the client what server to (attempt to) make a connection to. It is the responsibility of whomever is operating the server to inform any possible clients of the needed address and port number. When the server application is executed, it will display the local address in it's titlebar.
When a client connects to a server, it immediately sends the details that have been entered by the user of the client. The server takes these details and displays them in a list alongside details of other clients. If certain permissions are granted by the server, the client can then perform other functions such as messaging the server and other various clients, displaying their own copy of the user list, and so on. At any point in time the client can choose to alter their details, which will reflect on the server as soon as the update function is performed. The client can also sign out whenever they choose, automatically removing their user entry from the user list. Also, the server can be stopped at any given time, disconnecting all clients that were signed in.
3. Reference Diagrams
-3a. Client
1. Name: The user name of which the client is to be identified by. There can not be duplicate user names and so this value must be unique.
2. Group: Every client must belong to a group (for sorting ability). If the group does not already exist when a client signs in to the server it will be automatically created.
3. Status: The status is used to describe the current activity of the client.
4. Note: A note can optionally be entered for any various purpose.
5. Return Time: If the client is busy or away, the return time can be used to determine when they are expected to return.
6. Server Address: The address of the server to sign in to can be in the format of IP, host name or computer name.
7. Port: The port number must be specified to inform the client of which port the server is listening on.
8. Sign-In: This button connects the client to the specified server. It will not be enabled until all of the required details are entered (Name, Group, Status, Server and Port).
9. Sign-Out: This button disconnects the client from the server.
10. Update: This button informs the server of any details that have been changed (if connected to the server).
11. User List: This button displays the user list from the server (if the client is authorized).
-3b. Server
1. Groups: Listing of different groups that are signed in to the server.
2. User List: Listing of clients that are signed in to the server (along with their details).
3. Port: Number of port to listen on for connecting clients.
4. Search: Entry to search for throughout the user list.
5. Edit Columns: Addition, deletion and general editing for the columns in the user list.
6. Appearance: Changing of the appearance of the user list - such as the font and colors.
7. User Status Sharing: Restrictions of the sharing of the user list to specific - or all - clients.
8. User Passwords: Addition, deletion and general editing of password-protected client profiles.
9. Status Notify: Settings of client (and server) notifications upon specific status changes.
10. Messaging: Restrictions of the use of messaging between clients. Also, to send a message to a client (or multiple clients) from the server.
11. Log: Specific details of most actions that take place from clients and the server.
4. Client Options & Functions
-4a. Signing In
A client can only sign in to a server if the following details are entered: name, group and status. The address of the server and the port number it is listening on must also be entered. When a client attempts to sign in to a server, all details of the client are immediately sent to the server. The server then checks if the given user name is already in use by another client that has already signed in. Also, if the user name is set as a password-protected profile on the server, the server will prompt the client for the password. After a client does sign in, the server adds all of the client's details to the main user list and does not allow any further connections from that same IP address. This function is performed by clicking the "Sign-In" button or using the "Auto-Log in" feature in the "Auto-Set Status" options.
-4b. Signing Out
When a client signs out from a server, their user entry is completely removed from the main user list of the server. The client then is no longer able to perform any functions on the server, or communicate with the server or other clients while signed out. This function is performed by clicking the "Sign-Out" button or disconnecting from the server in any other manner.
-4c. Updating Details
After a client changes any of their details, the new details are sent to the server to replace the client's old detail information. This function is performed by clicking the "Update" button.
-4d. Accessing the User List
If the requesting client is authorized, the main user list of the server can be viewed by the client. The client can then specify the rate - in seconds or minutes - to refresh the user list. This function is performed by clicking the "User List" button.
-4e. Editing Additional Details
In addition to the main permanent details, the server has the ability to request additional detail entries from all clients. A client can change these details at any time after the original request for new detail entries. This function is performed by clicking the "Details" button (bottom right of window).
-4f. Messaging
With authorization from the server, a client can send a message to other specific clients and the server. This function can be performed by clicking the "Messaging" button (bottom right of window).
-4g. Additional Options
Additional options and settings that effect different aspects of the application can be changed to fit the needs of the user. This function is performed by clicking the ".." button (left of the minimize button).
5. Server Options & Functions
-5a. Starting the Server
A client cannot connect and sign in to the server - or perform any functions on the server - until the server has been started. Before the server is started, a port number must be assigned to listen on for connecting clients. This function is performed by clicking the "Start" button.
-5b. Stopping the Server
The server can be stopped at any chosen time. Doing this will automatically result in the disconnecting of all clients that were signed in at the time the server is stopped. This function can be performed by clicking the "Stop" button.
-5c. Sharing the User List
Restrictions can be set to determine which clients can access the main user list of the server. This function is performed by clicking the "User Status Sharing" button.
-5d. Managing User Profiles
Specific client user names can be set to be password-protected. Doing this will automatically result in the prompting for a password when a client tries to use the specified user name. This function can be performed by clicking the "User Passwords" button.
-5e. Using Status-Change Notifications
Multiple specific clients and the server can be notified when other clients change their status. This function can be performed by clicking the "Status Notify" button.
-5f. Allowing Client Messaging
Restrictions can be placed on which specific clients can message others clients and the server. This function can be performed by clicking the "Messaging" button and then clicking "Restrictions".
-5g. Sending Messages
A message can be sent - including a title and priority level - to specific clients. This function can be performed by clicking the "Messaging" button and then clicking "Send Message".
-5h. Working With the Log File
All actions that take place involving a server are added to the log of the server. The log can be viewed, saved and printed by clicking the "Log" button.
-5i. Searching the User List
Each column of the user list can be searched for specific text or parts of specific text ("Partial Matches"). To select which column to search in by clicking the underlined word "Search". The search can be performed by clicking the button "Search" (right of the search field).
-5j. Managing the Columns
There are 6 permanent columns of the user list which cannot be deleted, but can be renamed. Aside from these 6 main columns, new columns can be added and then later renamed or deleted. When a new column is added, all clients that are signed in - as well as clients that sign in thereafter - are prompted to supply an entry for the additional column. This function is performed by clicking the button "Edit Columns".
-5k. Changing the Appearance
Certain aspects of the user list and group list appearance can be altered, such as the background color, the color and icon for a specific status and font details. These settings are accessed by clicking the "Appearance" button.
-5l. Additional Options
Copyright © 2007 Ativax Inc.