Download ContactEase Administrator Module

Administrator Module
Guide to Understanding the ContactEase Administrator Module
Caution: Changes you make in the ContactEase Administrator database may have far-reaching implications for all users of your database. Please consult with a Cole Valley Support representative before proceeding with changes.
Revised June 2011
© 2011 Cole Valley Software, Inc.
Guide to Understanding the
ContactEase Administrator Module
Contents
Introducing ContactEase
1
Setting up a Database Connection
2
Installing DSN-less Support via the ContactEase Setup
5
References
6
Updating existing users to DSN-less support
6
DSN-Less Connection
7
Implementation Process
8
Steps of Implementation
8
Database Setup and Installation
9
Installing ContactEase
9
ContactEaseRoll-out
9
Installing ContactEase for a New User
9
Upgrading ContactEase
10
Uninstalling ContactEase
10
Unsynchronizing ContactEase
10
Remove ContactEase
10
The ContactEase Administrator Module
12
Installing ContactEase Administrator
12
ContactEase Security
13
Overview of Security
13
User, Group & Database Security
14
User Security
14
Access
14
Features
15
Fields
15
Group Security
16
Everyone Group
16
Advantages of Groups
17
Database Security
17
Hierarchy of ContactEase Security
Adding and Maintaining Users
17
20
Default User Settings
20
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Add a User
21
User Name
21
Description
22
E-mail
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E-mail2
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Account Disabled
22
Rights
22
Group Assignment
22
Edit a User
22
Access
24
Features
24
Fields
25
Delete a User
25
Disable a User
26
Limiting User Rights
27
Adding and Maintaining Groups
28
Add a Group
28
Edit a Group
31
Member Assignment
31
Rights
32
Access
32
Features
32
Fields
33
Delete a Group
33
Group Rights
34
Adding and Maintaining Databases
35
Edit a Database
35
User Rights versus Group Rights
38
Delete a Database
38
Keyboard Shortcuts
40
Notices and Disclaimers
xli
Index
xliii
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Guide to Understanding the
ContactEase Administrator Module
Introducing ContactEase
ContactEase is a client relationship management (CRM) and marketing automation solution uniquely tailored
for the specific business practices of professional service firms. Developed in close collaboration with customers and partners, ContactEase enables users to manage, coordinate and synchronize multiple client touch
points including phone, fax, e-mail, and events. Beyond contact management, ContactEase empowers your
marketing staff to execute automated marketing campaigns from the same central database.
ContactEase helps your firm share contact information. Its ability to “talk” to other applications, such as Microsoft Outlook, makes it a convenient and centralized information database. ContactEase makes sharing client
and prospect information easy, accessible and secure.
ContactEase offers several advantages:
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Contact information is centralized and secure.
It is a powerful marketing and business development tool.
Customization, to fit your type and style of business, is easy.
Integration with laptop and handheld devices, as well remote access, is available.
Contains tools to help your firm ensure reliable and accurate data.
Easy to install, roll-out and administer.
An optional Administrator Database, for which this manual applies, allows you to control security and
access rights of all users.
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Guide to Understanding the
ContactEase Administrator Module
Setting up a Database Connection
Your Cole Valley Support representative will help you set up your connection between your local machine and
the databases created for ContactEase, including the Administrator (Security) database. Our installation procedure will include setting up connections. However, should you need to manually set up or adjust the connections, the following information will be helpful.
For the typical installation, a connection is required to the Admin database, and another connection for each
database that the user will be accessing. Generally, this means two connections.
To setup or edit connections perform the following steps:
Activate Administrative Tools in the Windows Control Panel.
Double click Data Sources (ODBC).
Select the System DSNtab.
Click Add.
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Select the proper database type from the Create a New Data Source list of drivers and click Finish.
Enter the database that you are connecting to in the Name field. CVSAdmin is the default name we use for the
Administrator database and ContactEase is the default name used for the Contacts database. The Description can be left blank or you can enter in something to help you identify the database.
Select or enter your SQL Server name in the Server field.
Activate Change default database to; select the appropriate database name from the database drop down
listing. Click Next.
If you are connecting to an Access Database (MDB) choose the Select button and locate the path of the database (not shown).
Click Next.
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Choose your Login Authentication Method. Adjust the options to suit your system, if appropriate.
Check with your Cole Valley Support representative if you have a question as to the best method for login
Click Next.
Adjust other DSN Configuration options to suit your system if appropriate, and click Finish. Click Test Data
Source to verify your settings and run a data test.
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The system should report that the test was completed successfully. If so, click OK to continue, then click OK
again to complete the setup/update.
If the test was not successful, double-click the item that you just entered in the Data Sources list to review
and adjust the settings. Double check to be sure you have entered everything correctly. If all settings are correct, there may be a physical connection problem between the workstation station and the SQL Server.
Remember that you can always contact your Cole Valley Support representative to assist you in correctly setting up your connections.
Installing DSN-less Support via the ContactEase Setup
Follow these steps to automatically use DSN-less connections when you install ContactEase.
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Edit the ContactEase SETUP.INF file.
; Administrator DSN settings (0 = None, 1 = DSN Less, 2 = DSN) DSNOPTIONADMIN=1
; DSNLess
; Connection string (Change the Server= and Database= values) DSNSTRINGADMIN=Driver=SQL
Server;Server=SERVERNAME;Database=cvsadmin;Trusted_Connection=Yes;
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Locate the following entries are in the SETUP.INF
; Administrator DSN settings (0 = None, 1 = DSN Less, 2 = DSN) DSNOPTIONADMIN=1
; DSNLess
; Connection string (Change the Server= and Database= values) DSNSTRINGADMIN=Driver=SQL
Server;Server=SERVERNAME;Database=cvsadmin;Trusted_Connection=Yes;
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Modify the Server= and Database= values.
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Ensure the following entries are in the SETUP.INF
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; DSN settings (0 = None, 1 = DSN Less, 2 = DSN) DSNOPTION=1
; DSNLess
; Database name (from ContactEase Administrator, i.e. contactease) DSNNAME=contactease (must be
the name of the database)
; Connection string
; Examples: (Change the Server= and Database= values)
; Trusted connection
; DSNSTRING=Driver=SQL Server;Server=SERVERNAME;Database=contactease;Trusted_Connection=yes;
; SQL Authentication DSNSTRING=Driver=SQL Server;Server=SERVERNAME;Database=contactease;UID=cvsuser;PWD=cvsuser;
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Modify the Server= and Database= values
References
Additional information on connection string settings can be found at: http://support.microsoft.com/kb/229929/EN-US/
In the SQL Server books online, look for SQLDriverConnect
(Search Google for “trusted_connection”)
Updating existing users to DSN-less support
We can update your users from an ODBC connection to a DSN-less setup. Please contact Support ([email protected] or 800-447-1712 x3) for assistance with this modification.
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DSN-Less Connection
ContactEase supports DSN-less connections. The connection information is placed directly into the application INI file using the ContactEase setup application.
Here is an example of typical DSN-less entries as stored in the INI:
[Datasources]
CVSAdmin="Driver=SQL Server;Server=SQL1;DATABASE=cvsadmin;Trusted_Connection=Yes;
contactease="Driver=SQL Server;Server=SQL1;DATABASE=contactease;Trusted_Connection=Yes;
Please contact Cole Valley Support ([email protected] or 800-447-1712 x3) with any questions, or if
you need further assistance.
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Implementation Process
Cole Valley Software will work with you every step of the way as you implement ContactEase at your firm.
Depending on the applications purchased and the complexity of your firm’s needs, the implementation process can range from simple to complex.
Here is a list of things to consider as you plan your implementation process:
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What are the expected uses for the system?
Is there existing data that needs to be converted into ContactEase?
What is the on-going method(s) of adding records to the database?
Do we have sufficient personnel to manage the data and how complex are our firm’s database management needs?
Do we have a timeline when things need to be in place and operational?
Steps of Implementation
Although no two implementations are identical, below are the steps involved in a typical implementation.
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Contract is signed
Welcome call from your assigned Implementation Specialist
On-site Implementation Meeting; it is in this meeting where we perform a comprehensive overview of
your firm’s unique needs and establish your implementation timeline
Existing data cleanup and conversion; if you have existing data from another system (database, spreadsheets, etc.) and you elect to have Cole Valley Software perform the conversion, this is done and sent
to you in time for the installation
Database creation; the technical staff at Cole Valley Software will work with your IT specialists to
create the required database(s)
On-site installation and training; user training as well as installing the software and importing any converted database takes place
Preparation for synchronization; if your firm will synchronize to Microsoft Outlook, a Pilot Group of
users will be selected and a map of the fields to synchronize will be developed.
Synchronization Pilot training and installation
Completion of the Pilot process, then rollout to additional synchronized users.
Follow-up training/consulting
The experts at Cole Valley Software will work with you to adjust the implementation process to meet any of
your firm’s unique needs.
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Guide to Understanding the
ContactEase Administrator Module
Database Setup and Installation
Installing ContactEase
Although Cole Valley Software has simplified the installation and roll-out process, we recommend that you
contact one of our technical support specialists prior to attempting to install or upgrade ContactEase. Our technicians can assist you in creating installation and roll-out scripts that contain system preferences, database
connection information, login and passwords, etc., to streamline the installation and upgrade process.
The Cole Valley Software Implementation Specialist assigned to your account will help to schedule your installation and arrange for professional installation with our technical support team.
If you are a current user wishing to perform additional installs, our technical support team is standing by to
assist you with your installation and to customize your roll-out process. Please contact Support ([email protected] or 800-447-1712 x3) to request technical assistance before attempting to install or
upgrade ContactEase at your firm.
ContactEaseRoll-out
ContactEase includes tools to help automate the installation process once you are ready to roll out the application. The setup.inf file can be customized to meet the specific requirements of your firm’s installation. To
insure proper installation and setup, we strongly recommend that you talk with one of our technical support
specialists prior to attempting to roll-out ContactEase to other users at your firm.
A typical client installation, which may vary depending on your particular operation and system set-up, might
be as follows:
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On-site Implementation Meeting and Installation/Roll-out Plan – done in conjunction with your
assigned Implementation Specialist, a detailed plan of your firms implementation and installation plan
is developed. This plan includes all of the phases of installation, training and roll-out to users.
Creating the ContactEase and Administrator databases – this process must be completed before
any on-site training/installation work can take place. Typically this is done remotely with the assistance
of our Technical Services personnel and your IT department.
Creation of custom setup.inf files used in the roll-out. Because ContactEase will generally be
installed for various different types of users multiple INF files will probably be required. Each INF file
will install ContactEasea little differently based on the type of user being installed.
Creation of default.ini files used to modify the user defaults for particular users. This file will
allow us to pre-define the view, options, and other user definable settings for each user so that we can
create a custom roll-out for each particular user.
Copy files to Distribution folders. The setup.exe, setup.inf, and default.ini files used in the installation will be placed in different “distribution folders” based on the type of user being installed; full CE
User, full CE and Synchronized Outlook User, Synchronized Outlook Secretarial User (proxying over to a sync user), Synchronized Only user, etc.
Run Setup for each user by executing the Setup.exe from the proper distribution folder. This
will insure that the user is installed properly for the type of user they are. As new users are added, running the setup from the proper folder is all that is needed.
Installing ContactEase for a New User
It is easy to add a new user to ContactEase. Just run the Setup.exe from the proper distribution folder for the
type of user you are installing.
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A distribution folder should have been setup on your network when you first installed ContactEase for each
user type. If you are unsure of the distribution folder to use, or do not believe that these files are up-to-date,
please contact Support ([email protected] or 800-447-1712 x3) for more information or assistance.
Running Setup.exe from the proper distribution folder should install this new user with all of the predefined settings. After installation, check out the application to be sure that it is properly set up. Should you need assistance, please contact one of our customer support specialists for more information. We are here to help
should you need it.
Upgrading ContactEase
From time to time, Cole Valley Software will announce updates to the application along with new features and
functions. Product upgrades are made available to all users with a current maintenance agreement in place. In
most cases, you should receive an e-mail from us announcing product release or upgrade information. If you
do not receive notices from us, be sure that we have your most current e-mail information by sending a
request to us at [email protected].
You can also obtain information on the latest product releases, answers to frequently asked questions, download information and much more, from our website at http://www.colevalley.com.
Uninstalling ContactEase
If you plan to uninstall ContactEase from a machine, you must first determine if the user of this machine synchronizes Microsoft Outlook to ContactEase. If so, you must first unsynchronize this user.
Note: This is particularly important if you will be re-imaging the workstation and it will be given to another
user.
Unsynchronizing ContactEase
To unsynchronize an Outlook Sync user, we recommend that you manually run ContactEase by opening up
the application (which normally runs hidden) via Windows Explorer. Locate the program, usually located in
C:\Program Files\Contease. Locate the file, contease.exe, and double click to run the executable file.
From the ContactEasemenu, select File > Synchronize > Unsychronize Microsoft Outlook.
Click OK to unsynchronize. This will disable the sync. It is now safe to uninstall the program.
Remove ContactEase
Uninstall ContactEase by activating the Add/Remove Programs icon in Windows Control Panel. This will
only remove the application.
To complete the uninstall process, you must manually delete the contease folder under Program Files. © 2011 Cole Valley Software, Inc.
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Note: If the machine you are removing ContactEase from was synchronized, you must unsynchronize
before attempting to re-image the machine or give it to another user for use. Failure to do so could result in
synchronization errors for the new user. If you have any questions on this, please do not hesitate to contact
Support ([email protected] or 800-447-1712 x3) for more assistance.
The database drivers, databases, and settings will not be removed from your system.
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Guide to Understanding the
ContactEase Administrator Module
The ContactEase Administrator Module
The ContactEase Administrator module helps network administrators manage security for databases, users,
and work groups.
ContactEase Administrator is a powerful addition to ContactEase. This is a tool that network administrators
will find indispensable for managing group and user access to company databases. ContactEase Administrator makes it easy to precisely define specific user and group access rights and file permissions for your
ContactEase databases, while at the same time allowing you great flexibility in granting these privileges.
Depending upon how ContactEase was set up on your system, you might see an icon on the desktop, on the
launch tray, or in a program group. The ContactEase Administrator icon is different from the ContactEase icon
and performs different functions.
The ContactEase icon is used to access the ContactEase database and your contact records. Depending on your access rights,
you may have access to multiple databases through this icon.
The ContactEase Administrator icon is used to access the
Administrator database, which allows you to control access
rights for databases, groups and users.
Installing ContactEase Administrator
This application is not installed on all desktops and should only reside on the workstations of the ContactEase
database Administrators. Be sure that you indicate to Cole Valley Software personnel the name(s) of those
individuals who should have the Administrator Module installed, and be sure that those users have Administrator Rights to the database(s) for which they are to act as Administrator.
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Guide to Understanding the
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ContactEase Security
Overview of Security
The ContactEase Administrator manages the ContactEase Admin database which works in conjunction with
the ContactEase application to control access and functional permissions. The Admin database allows for the
creation of individual users and groups of users that have access to your firm’s ContactEase database(s),
assigning user permissions to each.
Before you begin working with the application, we would like to familiarize you with several ContactEase
terms.
Databases, Groups, Users, and Rights are the basic components in the ContactEase Administrator.
A database is a ContactEase collection of records stored in a separate file. Although most firms have a single
ContactEase database containing all of their contact records, you can have an unlimited number of databases. Each database is separate from the other and contains its own collection of records for a specific purpose. For example, you might have a database containing contacts for Marketing and another database set up
for Recruiting, containing the names of prospective employees.
A ContactEase database can be in either Microsoft Access (.mdb) format or SQL Server format (including
SQL Server Express). However, because of the limitations of Access formatted databases, Cole Valley Software will no longer be installing new databases using the Access format. If your firm is currently using
Access, we recommend that you contact our Sales Department about upgrading your database to either SQL
or SQL Express, so that you can take advantage of the many new features that are only available using these
database formats.
A Group is a collection of users that have similar interests or needs having the same access rights for the
database. For example, members of the Marketing Department group might all have the same access rights
to a database. The Marketing Department rights are different than the rights of the Secretaries group, which
also has access to the database. Professionals might be a third group of users with another level of access. In
the ContactEase Administrator, we can create groups and assign access rights to the group. Then, when
users are created, they can be assigned to various groups, thereby inheriting the group’s access rights.
A group can also be used to assign Public, Private or Semi-Private access to a specific record in ContactEase. Please See Record Access for more information on Record Level Security.
A User is anyone authorized to access your firm’s network and ContactEase. An assigned ContactEase User
name must match the network User name. Every user who will have access to ContactEase must have a record in the Admin database assigning user permissions (rights). The user's access rights can be assigned on
an individual user basis or inherited from a group with which the user is associated. A user can also belong to
several groups and have different rights in each group. For instance, a user might be assigned to three different groups, but have Read Only access in one of the groups, while having Full Access permission in the
other two groups. This means that if a record is visible only to the group which has Read Only access, then
the user will be limited to Read Only access to this record, despite the fact that this user has Full Access to
other records by way of his membership in the other two groups.
Rights are access permissions assigned to a group or user. Rights can be limited to areas (via menu choices)
or can be as specific as field access, such as the ability to view or edit a certain phone number field. Rights
are most often assigned at the group level, but can also be assigned on a user level. Rights can also be
assigned at the record level; however, we do not recommend this approach.
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User, Group & Database Security
ContactEase security settings determine basic file access level for those who use the system. Security may
be applied in any of three ways (or any combination of the three): by User, by Group, or by Database.
User Security
Every person who will access any database in ContactEase must be set up as a User in the Administrator
Module. The User name must match the Network ID and should be added into the Admin database. The rollout procedure designed by Cole Valley Software generally adds all new users to this database, without having
to manually add the user, by utilizing a predetermined default setting for new users. This setting, with its
defaults, will then apply to all newly added users.
User level security allows you to set specific permissions for each user. These permissions can be broadly
defined as rights and are made up of Access, Features and Fields.
Access
There are five different access levels:
Type
Rights
None
If a user is assigned this level of rights they cannot open the database.
Generally this setting would only be applied if you wished to temporarily
restrict access for a particular user; otherwise you would not grant
access at all.
Read Only
Users with this level of rights can only view records and would lack the
ability to edit or delete a record. These users can print information in the
form of a report or export.
Full Access
Users with this level of rights can add, edit and delete records from the
database to which this user is assigned. These users cannot, however,
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modify database settings involving Marked records or other synchronization settings (used to synchronize ContactEase contacts to Outlook).
Administrator
Users with this level of rights can accomplish all of the tasks that Full
Access users can plus these users can modify database settings involving synchronization, and they can access the Administrator program to
add, edit, and remove users, groups and databases.
Super Administrator
These users have the same rights as an Administrator plus they have
the ability to see ALL records, regardless of their security setting. This
access level is often used in order to locate PRIVATE records for users
who are no longer with the firm.
NOTE: changing the setting to Super Administrator for synchronized
users (to their personal Outlook folders) will disable the sync process
while this setting is in effect.
Generally, we assign Super Administrator rights only when needed and
change it back when the desired function is accomplished.
Features
These are the menu choices from the ContactEase menu system.
Use the check box to select/clear the specific menu
item for this user (or group). If a menu choice is
checked, then it is enabled; if cleared, the item will
be grayed out on the menu and therefore not available for this user. The scroll bar at the right can be
used to navigate through all of the features and functions on the ContactEase menu system.
Fields
Here we can control access rights to specific fields in the database. The options are No Access, Read Only
or Modify. Use the scroll bar to view additional fields.
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No Access
Users cannot see the field.
Read Only
Users can see the data in
the field but cannot make
any changes to the field.
Modify
Users can add or edit data
in the field.
Group Security
Like users, groups can be created and rights assigned at the group level (similar to the user rights access levels described in User Security).
Everyone Group
When ContactEase is first installed, a default group called Everyone is automatically created. This Everyone
group allows Full Access rights for all members of this group. All new users added to the system are automatically assigned to the Everyone group. This is done as a convenience, since most firms allow all users to
access ContactEase with Full Access (Read/Write) permissions.
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If your firm does not wish to give all new users Full Access rights, you can modify the permissions for the
Everyone group before you begin rolling out ContactEase. Or, if you choose not to have new users automatically given rights, you can delete the Everyone group and then manually assign users to databases and/or
groups.
Advantages of Groups
Defining a group allows you to quickly set access rights for a large number of users in a single step. When a
user is assigned to a group, the user inherits the rights of that group (unless the user has been granted greater
access at the user level). We recommend that you use groups to assign access rights, rather than assigning
rights on an individual user basis. In this way, if it becomes necessary to change permissions for a group of
users, you can change it at the group level, rather than having to change the rights for each user.
Database Security
The broadest means of securing access in ContactEase is through database security. Each database must
be setup to provide access to specific users and/or groups. If a user or group is not assigned to the database,
then no access to that database is available.
This means that you can have multiple databases and assign specific users or groups to one database while
not assigning them to another database. In addition, each user or group can have different access rights
based on the security of each database to which they are assigned.
For example; if we create two databases, such as Contacts and Recruiting, we can assign the Marketing
group to each database. Then, we can set the Marketing group access rights for the Contacts database to
Full Access, and set the Marketing group access rights for the Recruiting database to Read Only.
Hierarchy of ContactEase Security
Users and groups are created first.
For example: We have three groups; Everyone, Marketing and HR.We also have six users – some of whom
are assigned to more than one group, and one that is not assigned to any group.
Users
Groups Assigned
Mary
Everyone, Marketing
Bill
Everyone, Marketing
Pete
Everyone, HR
Nancy
Everyone, Marketing, HR
John
Everyone
Al
We have two databases.
Database
Contacts
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Recruiting
Groups and users are assigned to each database.
For example, in order to offer access to our databases we must assign a group or specific users to the databases. It is possible to allow one user/group to access one database, but deny the user/group access to
another database. We can also assign a specific user to a database and give them rights (In the example
below, Al was assigned to the Recruiting database even though he does not belong to any group. We must
then give Al permissions for this database).
Databases Groups Assigned
Contacts
Recruiting
Users
Everyone
Mary, Bill, Pete, Nancy, John
Marketing
Mary, Bill, Nancy
Marketing
Mary, Bill, Nancy
HR
Pete, Nancy
Al
When a group or user is assigned to a database, you must set the permissions for that user or group as it pertains to that database.
For example, the Marketing group can perform different actions in the Contacts database than it can in the
Recruiting database. The members of the group are the same across all databases; only the permissions of
the group change for the particular database to which it is applied.
Group
Database Access
Group Permissions
Everyone
Contacts
Full Access
Marketing
Contacts
Administrator
Recruiting
Read Only
Recruiting
Administrator
HR
A user can be assigned to a group, but he can also have individual user rights that are superior to the rights of
the group to which he belongs.
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For example; if a user is a member of a group which is assigned to a database giving him Read Only permissions, we can add Full Access permissions to that user and still keep him as a member of that group. You
cannot, however, limit a user’s permissions to less than those of the group to which they belong.
Therefore, if a Bill is a member of the Everyone group assigned to the Contacts database (which has Full
Access permissions), we can’t keep him as a member of that group and limit his access to Read Only. We
have to remove Bill from the Everyone group and then assign him to a group with Read Only rights, or simply
assign him individual Read Only rights for that database (not making him part of any group).
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Adding and Maintaining Users
Prior to adding or maintaining users or groups in the ContactEase Administrator module, you should read and
have a thorough understanding of User, Group and Database Security. See ContactEase Security
Once you are familiar with the ContactEase security system, you are ready to add a user. If you are an experienced network System Administrator, you have probably noticed some similarities between ContactEase
security and network security. There are some important differences, however, so please familiarize yourself
with the following processes before proceeding, to be certain you are administering ContactEase as intended.
The ContactEase rollout designed by Cole Valley Software will automatically add a user to the Administrator
database using the default settings for new users – see below. Therefore, it should not be necessary to manually add a user to the database. Simply roll-out the new user using the Setup.exe file from the distribution
folder and the new user will be automatically added to the database when that user logs into ContactEase.
Please contact a Cole Valley Support representative if you need more information on rolling out ContactEase
to a new user.
Default User Settings
New users are automatically granted permissions based on the *Default user that appears under the Users
tab. If you wish to modify that, double click on the *Default user and edit the default settings.
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You can control the group(s) that a new user will automatically be assigned to by making all new users a
Member of any of your existing groups. You can also click on the Rights button to specify the default rights
that will be assigned whenever a new user is added.
Note: If you assign a user fewer rights as an
individual user than the group rights assigned by
way of the group to which they belong, the least
restrictive rights take precedence. So, group rights
might override individually restricted rights. Add a User
To manually add a new user, select File > New User from the menu or click the New User button on the toolbar
This opens the New User dialog, where you can add the details about the new user. The new user will
automatically inherit the default settings that are applied to each new user.
User Name
The User Name that you enter must be the same as
the user’s login ID is for the company network. For
example, if the user Allison Frey is added, she might
login to the network with the user name afrey.
Note: The user name and description entered here
are what you will see displayed for the user in any
of the drop-down lists of users in ContactEase and
in Administrative Reports. The user name is
shown in parentheses, as (afrey) Frey, Allison.
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User Name is a required field, meaning you must enter a User Name for the user before you will be allowed to
save the new user.
Description
The Description you enter will usually be in the form of Last name, First name. So, to continue with the above
example, Allison Frey’s Description should be Frey, Allison. However, your company may wish to use a different format for descriptive names. The Description field is optional.
E-mail
If the user has been assigned an e-mail address, enter it here. The E-mail field is optional, but we recommend
that you enter one for the user, as it is used by other features of ContactEase, such as the Change Tracker
Add-on.
E-mail2
If the user has an assistant or another person that reads e-mail messages on her behalf (e.g., a designate or
proxy user), enter that person’s e-mail address here. The E-mail2 field is also optional, but we recommend
that you enter one, as it may be used by other features of ContactEase, such as the Change Tracker Add-on.
Account Disabled
Select the Account Disabled check box to disable all of the access rights of a user, which is a recommended
alternative to deleting a user. In the case of adding a new user, leave this box cleared.
Rights
The new user’s access rights are automatically assigned according to what is specified by the *Default user
settings. See User Security to learn more about assigning user rights.
Group Assignment
The new user will automatically be a Member of the user group that is specified by the *Default user settings.
If a default group is not assigned, you can assign the user to a group. Highlight the desired group name in the
right pane labeled Not a Member of, and then click Add to add the group name to the Member of list in the
left pane.
Note: A user does not have to be assigned to a group, as long as you assign her individual access rights,
but we recommend the use of group rights rather than individual rights for ease of user management.
Click OK to save the new user, and then verify that the new user is displayed in the Administrator module
Users tab.
Edit a User
The ContactEase rollout will automatically add a user to the Administrator database and use the *Default user
settings. If the default settings for new users are not the settings that you want used for each user, you will
need to edit the *Default user settings as described in Adding and Maintaining Users.
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For example; we configured the *Default user settings to assign every user to the Everyone group and that
group is configured to have access to the Contacts database with Full Access permissions. A majority of our
users will work in the Contacts database and require Full Access permissions. Therefore, if we are installing
ContactEase on a new user’s desktop and the default settings are sufficient for this user, then we don’t need
to do anything. ContactEase will take care of all of the permission settings automatically.
If, however, we want to make this new user an Administrator, or assign them to a database to which the
Everyone group did not have access, we must change this user’s group membership and/or access rights.
Highlight the user in the list of users and either double-click on the user name or select Edit > Properties to
open up the user in the Edit User dialog.
The lower section of this dialog is used for Group
Assignment, where you can add a user to or
remove a user from a Group. The groups that this
user is a member of will appear in the Member of list
on the left, and other groups which this user is not a
member of will be displayed on the right.
Highlight the group and click the appropriate Add or
Remove button. Remember, when a user is part of a
group, that user is granted all of the access rights
allowed for that group.
In our example; when we installed ContactEase for Pete, he was assigned to the default Everyone group, giving Pete Full Access permissions. But, we also wanted to make Pete a member of the Marketing group, so
we edited Pete’s record and added this group to this user. Pete then inherited all of the permissions granted to
members of this group.
Rights are the permissions that control what level of Access a user has and to what degree Features and
Fields are accessible/modifiable by the user. When a user is authorized for a database, they will have all of
the rights established here unless those rights are limited to a specific database. Click the Rights button to
view or change the rights for this user.
In our example, the majority of our users will work in the Contacts database and require Full Access permissions. Therefore, if we are installing ContactEase on a new user’s desktop and these defaults are to be
applied, then we don’t need to do anything. ContactEase will take care of all of the permission settings automatically.
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Access
Access determines what actions a user can perform
in the database.
In our example, Pete needs be able to mark records
for different users, change user permissions, etc.,
tasks that he cannot do unless he has the access
rights of an Administrator.
If we assign Pete the default access settings, Pete
will have Full Access only. So, we need to go into
Rights and change Pete’s access to
Administrator.
For detailed descriptions of Access rights, See
Access.
Features
Features refer to menu options, such as the ability to print, search, etc. All of the menus in ContactEase are
considered Features and we can edit a user’s ability to perform the function associated with the menu choice.
Each menu item is displayed with its menu name followed by a colon and then the submenu choice.
Use the check box to select/clear the specific menu
item for this user (or group). If a menu choice is
checked, then it is enabled; if cleared, the item will
be grayed out on the menu and therefore not available for this user. The scroll bar at the right can be
used to navigate through all of the features and functions on the ContactEase menu system.
For example, if you want to limit a user’s ability to
Print Labels (which is a selection on the File menu)
simply locate that function under File: Print Labels
and clear that check box.
The All and None buttons allow you to select or clear all of the menu items with one click. After making your
changes, click OK or Apply to save the settings, or click Cancel to close the dialog and discard any changes
you made.
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Fields
The Fields tab allows you to control specific field access: Modify, Read Only or No Access.
Highlight the desired field and then click one of the
buttons, Modify, Read Only or No Access, to
change the permissions for that field. Click OK or
Apply to save the settings, or click Cancel to close
the dialog and discard any changes you made.
For more information about each of these Field permissions, See Fields .
Delete a User
Before deleting a user, give it careful consideration. Deleting a user affects the ContactEase user name tables
that are used to populate the drop-down lists of user names for Requested By and Assign to. If you delete a
user, that user will be denied access to any of the ContactEase databases.
Note: Deleting a user does not unmark or delete contacts for the user.
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Note: If it is necessary to suspend a user’s access temporarily, it is better to disable the user. (See Disable
a User) If you delete a user in error, you can only reestablish that user by manually reentering his user name
into the Administrator database, or by reinstalling ContactEase for that user, which will automatically add
the user to the Administrator database. Please e-mail [email protected] for advice on the best
method to use for your needs.
To delete a user, highlight the name and select Edit > Delete from the menu, or press the Delete key. The following prompt appears:
Click OK to delete the user from the ContactEase Administrator database. Click Cancel to abort the deletion
process, leaving the user’s access and rights as they were.
Disable a User
Disabling a user suspends all access and rights, but does not remove the user from the database (specifically, from the user table). To disable a user, highlight the user name and select Edit > Properties, or double click on the user name to open the Edit User dialog:
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Select the Account Disabled check box then click OK.
Click Cancel to abort the disable process, leaving the
user’s access and rights as they were.
To reenable a user’s access and rights, simply clear the
Account Disabled check box and click OK. The changed
access takes effect when ContactEase is closed and then
reopened.
Limiting User Rights
Whenever a user is a member of a group, all of the rights associated with that group are inherited by the user.
You cannot limit individual user access to less than the group rights for that user. In order to give a member of
a group fewer rights than the group as a whole, you must remove the member from that group and then either
add them to a group with fewer rights or set rights up individually for that user.
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Adding and Maintaining Groups
Groups are an easy way to assign rights (permissions) to a collection of users within a specific database.
Instead of assigning rights individually, you can create a group and then assign that group to a database, giving specific rights to that group as they operate within that database. Each user, when operating in that database, will inherit the rights established for that group in the database.
This can get a little tricky and, for most firms, a single database is used so that the group rights apply to the
database. However, it is important to note that if you have multiple databases a single group can have different rights depending on the database to which it is attached.
For example; let’s assume we have a Contacts database and a Recruiting database and we have a user group
called Marketing. Marketing group users are assigned Administrator rights for the Contacts database, but
they are limited to Read Only rights for the Recruiting database.
Therefore, a user who is in the Marketing group can perform any action allowed of an Administrator when
accessing the Contacts database, but that user is limited to Read Only access when accessing the Recruiting database.
Add a Group
To manually add a new group, select File > New Group from the menu or click the New Group button on the
toolbar This opens the New Group dialog, where you can add the details about the new group.
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The Group Name is a required field, meaning you
must enter a name for the group before you will be
able to click OK to save the group.It is helpful, but
not required, to enter a description of the group as
well.
Note: The group name and description that you
enter here are what you will see displayed for the
group in any of the drop-down lists of users in ContactEase and in Administrative Reports. See
Administrative Reports.
Next, you'll select the users that you want to add to
the new group. Select a user name from the Not
Members: pane on the right side of the dialog, then
click Add to add the user to the Members: list in the
left pane. When you are finished adding users, click
OK to save your changes.
Now that you have created the new group and
assigned users to it, you'll want to give the group
access to one or more databases.
View the list of available databases by clicking the
Databases tab. Highlight the database name in the
list and double-click on it or select Edit > Properties
to display the database properties in the Edit Database dialog.
Note: Group names are bolded to distinguish
them from individual user names.
Click Permissions to display the groups and users
with access to this database.
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The new Accounting group created in the examples
above, is not shown in the User/Group list of the
Permissions dialog, so it does not yet have any
access to this database. Click Add to add permissions for the new group.
In the Users and Groups dialog, select the group
that you want to have access to the database. Click
OK.
The Permissions dialog now shows that the
Accounting group has access to the database.
Note: The default access level (Rights) assigned
to this new group is Modify.
If you want to change the assigned access level,
and/or change the access this group has to specific
features or fields, See Edit a Group.
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Edit a Group
Note: The ContactEase rollout will automatically add a *Default user to the Administrator database and the
Everyone group.
To edit a group, highlight the group
name in the group list and doubleclick on the group name or select
Edit > Properties to display the
group properties in the Edit Group
dialog.
Member Assignment
Member Assignment is where you can add a user
to or remove a user from this group.
Users who are assigned to this group appear in the
Members: list in the left pane and all other users are
listed in the Not members: pane on the right.
Highlight the desired user name and click ← Add or
Remove →. Remember, when a user is assigned to
a group, that user is granted all of the rights of that
group.Click OK to save your changes.
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Rights
Double-click the group name, which will display the
rights for the group.
Access
Access determines what actions the group can perform in the database.
Click the Access tab of the Rights dialog.
Select the desired access level for the group. Click
OK to save the change.
For detailed descriptions of Access rights, See
Access.
Features
Features refer to menu options, such as the ability to print, search, etc. All of the menus in ContactEase are
considered Features and we can edit a group’s ability to perform the function associated with the menu
choice.
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Each menu item is displayed with its menu name followed by a colon and then the submenu choice.
Use the check box to select/clear the specific menu item
for this user (or group). If a menu choice is checked, then
it is enabled; if cleared, the item will be grayed out on the
menu and therefore not available for this group. The scroll
bar at the right can be used to navigate through all of the
features and functions on the ContactEase menu system.
For example, if you want to limit a group’s ability to Print
Labels (which is a selection on the File menu) simply
locate that function under File: Print Labels and clear
that check box.
The All and None buttons allow you to select or clear all of the menu items with one click. After making your
changes, click OK or Apply to save the settings, or click Cancel to close the dialog and discard any changes
you made.
Fields
The Fields tab allows you to control specific field access: Modify, Read Only or No Access.
Highlight the desired field and then click one of the buttons, Modify, Read Only or No Access, to change the
permissions for that field. Click OK or Apply to save the
settings, or click Cancel to close the dialog and discard
any changes you made.
For more information about each of these Field permissions, See Fields .
Delete a Group
If you delete a group, that action will not delete the users assigned to that group. The group's users will still
exist in the Admin database and will retain their individual user rights. However, when a group is deleted, a
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user may lose access to a particular database if his access had been granted by way of his membership in the
deleted group, not granted to him as an individual.
You can easily verify a user’s access to a database by checking the database permissions to see if that user
has been granted rights. Permissions is where you can add or remove a user or group to/from this database.
Here you can also modify the password for this database or disable access for all users at one time. See Permissions.
To delete a group, highlight the group name and select Edit > Delete from the menu or press the Delete key.
The following prompt appears:
Click OK to delete the group from ContactEase security. Clicking Cancel aborts the deletion process, leaving
the group unchanged.
Group Rights
We have written extensively about how group rights can be used for a collection of users, yet groups, in and of
themselves, do not have rights. Group rights are established only after a group is attached to a database;
these are known as permissions. So, in order to create group rights for your group, that group must first be
attached to a database. See Adding and Maintaining Databases.
Remember, some firms have multiple databases and a group can have different access rights for each database, depending on the database to which it is attached.
For example; the Marketing group users can perform more actions in the Contacts database (where members
have Modify rights) than they can in the Recruiting database (where members have Read Only rights).
Although the members of the group are the same across both databases, the group permissions are applied
based on the database that a member has open.
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Adding and Maintaining Databases
The Databases tab of ContactEase Administrator displays the list of databases your firm has available for
use. If your firm has multiple databases you will see more than one database on the list.
During the installation phase, your Technical Support representative from Cole Valley Software will
automatically add any database(s) that you will be
using .
You can, however, add additional databases to the
ContactEase Administrator.
Since adding a database to ContactEase is a technical issue, we strongly recommend that you contact a
Technical Support representative ([email protected] or 800-447-1712 x3) if you need to add a database to your system.
Edit a Database
You must edit a database if you wish to assign a user or group to that database. Remember that for the vast
majority of firms with a single ContactEase database, the roll-out procedure will automatically attach every
user to the database and grant each user permissions for the database as specified by the *Default user settings. Generally, there is no additional setup necessary unless you wish to modify rights for a particular user or
group.
Editing a database will allow you to attach a user or group to a database and/or modify the permissions for that
user or group when it accesses a database.
For example; let’s assume we have created a new user which is automatically assigned to the Everyone
group and that group can access the Contacts database with Full Access permissions. We also want to
grant the new user access to the Recruiting database, so we must attach this new user to that database.
We can add this user to a group that has access to the Recruiting database, or simply edit the database and
add that user to this database individually.
Users or groups may be added to or removed from this database by clicking Permissions. Here you can also
modify the password for this database or disable access for all users at one time.
Double-click on the database name to open the Edit Database dialog, or highlight the database name and
select Edit > Properties from the menu.
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A password can be established that will require all users who access this database to enter the specified password before being allowed access. Although the image above indicates that there is a password on the database, by default we do not set a database password. Therefore, entering a password here (and confirming it in
the space below) will create a password for each user for this database. Please discuss this option with a
Technical Support representative should you want to password protect your database.
The Access Disabled check box can be used to temporarily disable access to this database by all users.
Selecting this box and clicking OK will block all users from accessing this database.
The Permissions dialog contains a list of all users and groups that have access to this database. Once
attached to the database, you can establish rights for each user and group as they pertain to this database.
Click the Permissions button to open the Permissions dialog (below) and manage access to this database.
You can Add or Remove the access rights to this
database for users or groups by highlighting the user
or group name and clicking the appropriate button.
Note: Choosing Add or Remove does not add or
remove (delete) users or groups, only their access
to this database.
Deny access from other applications applies only to Access databases. Selecting this box will prevent
other applications from opening the Access database .mdb file, both with Access or with another database
tool other than ContactEase.
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Clicking Add displays a list of all users and groups.
Here you can choose a record to add to this database.
You can select multiple names by holding the Ctrl
key down while clicking on each user/group.
After making your selections, click OK.
The selected users/groups will then be added to the
Permissions list, along with the default user rights
as established in the user/group settings.
The default rights for any new group are Full Access
(Modify) rights.
In our example, we added user Pete (ppreston) to the Training database. The display represents the inherited
rights already established for Pete, which were no rights at all, because Pete does not need to access any
other database. We will, therefore, need to give Pete specific rights for this database.
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Rights determine how a user can affect a database.
The rights options offered for groups are the same
Access, Features and Fields rights options that are
available to you when establishing a new user.
These rights, however, only apply to this user as
they pertain to this database.
If this user were then attached to a different database, different rights could be established.
See User Security for more information on adding/editing rights for users.
User Rights versus Group Rights
When a user is a member of a group and that group has access rights to a database, the user inherits the
access rights assigned to that group. If that user is also assigned separate, individual access rights to that
database, then you can override the rights of the group for that user.
For example, if Pete Preston were a member of the Marketing Group, Pete would have Read Only rights to
the Recruiting database. As long as Pete is attached to this database only through his group affiliation, he will
inherit the rights established for that group. But, since if you also attach Pete as a user, his user rights will
supersede the group rights and you can, in this way, provide him with more rights than that of the group.
Please note: You cannot limit rights of a group by adding a user and giving her fewer rights than the group.
Delete a Database
If you delete a database from the ContactEase Administrator it does not delete the database from your system. It only removes all security attached to the database, so that no user or group will be able to access it.
You will then need to remove the database from SQL Server. If access to a database must be temporarily suspended, it is better to disable database security than to delete the database. If you choose later to reestablish
security for the database, you will then need to go back to ContactEase Administrator and add the database to
the system.
To remove a database’s security, highlight the database name and select Edit > Delete from the menu or
press the Delete key. The following prompt appears:
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Click OK and the database is deleted from ContactEase security. Clicking Cancel aborts the deletion process, leaving the database security unchanged.
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Keyboard Shortcuts
Instead of using your mouse to point and click, ContactEase features a series of key combinations, or keyboard shortcuts, which can be used to perform specific functions or maneuver through the data record. Here is
a list of keyboard shortcuts that you can use:
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
Ctrl+A – Selects all the records displayed in a list.
Ctrl+B – Rebuilds a database (Access databases only).
Ctrl+C – Copies the currently selected text or object to the Windows clipboard.
Ctrl+F – Opens the Find dialog.
Ctrl+G – Performs a database integrity check. If problems are found, e-mail [email protected]
Ctrl+I – Opens the ContactEaseinitialization file, contease.ini, in your default text editing program
(usually this is Notepad).
Ctrl+L – Opens the Quick Find (placing you on the Quick Find list in the tool bar)
Ctrl+K – Opens the Categoriesdialog.
Ctrl+M – Opens the Select Client/Matter dialog.
Ctrl+P – Opens the Print dialog.
Ctrl+R – Opens the Add New Record dialog.
Ctrl+S – Saves the current record (when not in the Address field nor in either of the Note fields. Pressing the Enter key will also save the changes.)
Ctrl+T – Reveals the security status of the logged in user.
Ctrl+U – Rebuilds all databases in a directory (Access databases only).
Ctrl+V – Pastes the current contents of the Windows clipboard at the current position of the cursor.
Ctrl+X – Cuts the current contents (same as Delete).
Ctrl+Right Arrow – Opens (expands) the subcategory list of the currently selected Category ).
Ctrl+Left Arrow – Closes (collapses) the subcategory list of the currently selected Category.
F1 – Opens ContactEaseOnline Help in your default web browser.
Shift+F1 – Opens a context sensitive menu.
F2 – Merge.
Shift F2 – Automatically merges duplicate contacts. Caution! Read the Auto-Merge Duplicates topic
carefully before using this feature.
F5 – Opens Note 1 and time stamps it.
Shift F5 – Opens Note 2 and time stamps it.
Esc (Escape key) – Cancels a process.
Del (Delete key) – Deletes a highlighted value.
Page Up – Scrolls up a page.
Page Down – Scrolls down a page.
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Notices and Disclaimers
Purpose
Cole Valley Software, Inc. has developed this guide to help you use ContactEase to its full potential. We
strongly recommend, however, that if you are unsure of any of the features or functions shown in this text that
you contact one of our customer support representatives at [email protected]. You can also find additional product information on our web site at www.colevalley.com.
Revisions and Updates
Cole Valley Software, Inc. will make every attempt to keep this guide current; however, revisions and updates
may be made to the guide in part. Please check our web site at www.colevalley.com for revisions and
updates, or to obtain the latest version of this manual as well as other guides and operation tips.
Copyright and Trademarks
ContactEase is a trademark of Cole Valley Software, Inc. All other products referenced are the trademarks of
their respective companies. All information presented in this manual is protected by international copyright
laws and any reproduction of the work herein without express written consent from Cole Valley Software, Inc.
is strictly prohibited.
Disclaimer
Cole Valley Software, Inc. has made every attempt to insure that the material contained in this manual is accurate and easy to understand. Any information is strictly informational and suggestions contained herein do not
carry an expressed warranty or guarantee. We strongly suggest that you review this information and consult a
Cole Valley Software, Inc. support representative should there be any questions or comments regarding any
procedures suggested or other information presented in this guide.
Contact Us
Cole Valley Software, Inc.
2900 North Government Way
Suite 273
Coeur d'Alene, ID 83815-3751
Phone: (800) 447-1712
http://www.colevalley.com
E-mail: [email protected]
Acknowledgements
1ContactEase™ is
a trademark of Cole Valley Software, Inc.
2Microsoft,
Windows, Outlook, Excel, Access, Word, MSDE and SQL Server are trademarks of the Microsoft
group of companies.
3Palm, Pilot, Treo, Pre, webOS, Centro, Treo Pro, Blazer and AddIt are trademarks
© 2011 Cole Valley Software, Inc.
of Palm, Inc.
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4IBM and Lotus
5Avery
Notes are trademarks of International Business Machines Corporation (IBM).
and Avery Dennison are trademarks of Avery Dennison Corporation.
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Index
Installation
.mdb
Maintain
35
Security
13, 17, 38
36
Access
14-15, 23-24, 32, 38, xli
Rights
24, 32
Type
14
User
14
Access Database
Add
3, 13, 36
31
Database
35
Group
28
Setup
Tab
xli
Admin Database
12
Database
Icon
Module
All button
Contact
ContactEase
Rollout
User
Database
38
Delete Group
33
1, 15, 23-24, 28
1-3, 13
12
1, 9, 12, 20
36
Description
22
Disable
22
Disable Access
36
Disable User
26
Disclaimer
xli
distribution folder
9
distribution folder”
9
1
DSN-Less
5
9
DSN-Less Connection
7
24, 33
xli
E-mail
ContactEase Icon
12
E-mail2
ContactUs
xli
Edit
Contents
i
Copyright
xli
Connection
Delete
25-26
Deny access
12
Add
20, 22, 35
Delete
ContactEase Administrator
Database
35
20-21
Address
Administrator
9
Default
Delete User
User
Data Source
9
2-3
11, 13, 17-18, 20, 22
35
2
38
22, 26, 40, xli
22
Database
35
Group
31
Edit Database
35
Edit User
22
Everyone Group
Excel
Features
© 2011 Cole Valley Software, Inc.
16-17
xli
14-15, 23-24, 32, 38
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Fields
14-15, 23, 25, 33, 38
ODBC
Find
xli
Outlook
Full
xli
Password
Full Access
Group
14, 19, 24, 37
13, 16-18, 23, 27-28
2
1, 9, 14-15, xli
36
PDFs
Permissions
1
13, 18, 20, 33-34, 36
Add
28
Permissions | Primary.Admin Module | [36]
38
Edit
31
Phone
xli
Private
13
Public
13
Purpose
xli
Re-image
11
Rights
28, 34
Rights | Primary.Admin Module | [6]
31
Group Assignment
22
Group Rights
38
Group Security
16
GroupWise
1
Help
xli
Hierarchy
17
Implementation
8-9
Install
User
Read Only
14, 16, 19, 25, 28, 33
Remove
10, 31
Revisions
Rights
xli
12-16, 21-24, 28, 36, 38
Group
Limiting
34, 38
27
9
User
International
xli
Security
Keyboard
40
Database
Commands
40
Group
Shortcuts
40
Groups
28
Lotus Notes
xlii
Groups | Primary.Admin Module | [6]
31
Member of
23
Overview
13
User
14
menu
Modify
24, 32
16, 25, 33, 37
27, 38
13
14, 17
14, 16, 34
Semi-Private
13
New User
9, 21, 28
Settings
11
No Access
16, 25, 33
setup.inf
9
14
Shortcut
12
SQL
xli
None
None button
Notes
24, 33
xlii
SQL Server
© 2011 Cole Valley Software, Inc.
13, xli
xliv
Guide to Understanding the
ContactEase Administrator Module
Super Administrator
Support
15
xli, xli
To
xli
Trademark
xli
Uninstall
10
Unsynchronize
Upgrading
User
10-11
10
13-14, 16-18, 20
Access
24, 32
Add
20-21
Disable
26
Edit
22
Maintain
20
Rights
22, 26
Security
14
user name
23
User Name
21
User”
27
Users and Groups
37
Web Site
xli
© 2011 Cole Valley Software, Inc.
xlv