In order to be completely successful in today’s global workplace, customer and associate information needs to be directly at your fingertips. Intra.Net’s Contact Manager is the application that will assist you in storing and organizing your customer and associate contact information, while remaining completely mobile.

Plan, track, group and automate your customer management in order to make the most of your leads. Intra.Net’s Contact Manager will always keep you up to date, simply sync it with your Outlook® and Palmä Pilot. You can also attach important files and notes to your contacts if necessary.

Creating a Contact Manager Application

Note: If you are not an Administrator, and you wish to add this application to the Company Headline section, you must have at least the Read and Post access right at the Company Headline section (Root).

Note: If you are not an Administrator, and you wish to add this application to a Section that exists within the Company Headlines section, you must have at least the Read access right at the Company Headline section (Read), and at least Read and Post at the Section.

Within the Content Browser, click on the Create button located to the top right.

Note: The Create New Application dialog appears.

Select Contact Manager from the Create: drop-down menu.

3. Within the Name field, enter a name for the Contact Manager application.

Note: The Name of the application should also be clear to other Users who read it.

Click the Browse button.

Note: The Choose Folder dialog appears.

Now you must decide where the application will be situated within the Intranet. This depends on what access rights you have been given and where you would like the application to be located. Therefore, follow the instruction below within the Choose Folder dialog, according to the instance that applies to your situation:

ü If you have been given at least the Read and Post access rights at the Root of the Intranet, you are able to add the application to the Root and to any Section that you have Read and Post. Click on Company Headlines to have the application sit at the root of the Content Browser, or click on the desired Section to add the application there.

ü If you have been given at least the Read and Post access rights at the Root of the Intranet, and you would like to add the application to a Section, you may have to locate the Section as it may be hidden within another Section. Therefore, you must click on the Section’s plus sign (+) to expand its contents. Once you have located the Section, click on it to save the application there.

ü If you have the Read right only at the root, you can only add the application to your My Section area. Click on My Section within the Choose Folder dialog to save it there.

Note: Remember, an Application cannot be added to another application.

From the list of icons available, select an icon that you feel best suits the Contact Manager application.

7. If you would like to create a personal shortcut to the application, check the Include in Quickbar checkbox.

Note: The Quickbar allows you to set your own personal shortcuts to frequently accessed Applications rather than navigating throughout the Content Browser to access them. A Shortcut is your own personal quick link that no other system member is able to view. Once the shortcut is created it is located on one of the left Containers that you created; the container depends on which one you select from the drop-down menu. If you have not created containers and would like to, refer to Quickbar Settings - Create a Container on Your Quickbar within the Help Guide.

From the drop-down menu, select the Container you would like the shortcut to be placed on.

9. Click Save.

Note: If you have saved the Application to the wrong location within the Content Browser, you must have at least the Read, Post and Modify access right within the Section to delete the application.

Note: The Application is now added to the Content Browser to the chosen location.

Assign User and Group Access Rights to your Contact Manager Application

If System Members are to have access to the Contact Manager Application, you must assign User or Group Access Rights. Follow the instructions below to assign User or Group Access Rights to the Contact Manager Application.

Assigning the following access rights to Users or Groups within Applications will allow them the following privileges:

Four different User Access Rights exist: Read, Post, Modify and Admin.

ü Read - view documents/files/images/links/events/contacts/etc within a Section or Application.

ü Post - add new documents/files/images/links/events/contacts/etc to a Section or Application.

ü Modify - edit any existing documents/files/images/links/events/contacts/etc within a Section or Application but unable to post new documents.

ü Admin - The User is given Administrator privileges for a particular Section or Application allowing them complete control over documents/files/images/links and assigning Users Access Rights in that particular area. This User becomes a Section or Application Administrator.

Permissible User Access Right Combinations

ü Read - allows the User to only view items within a Section or Application, the User is unable to post and modify new and existing items.

ü Read – Post - allows the User to view and post new items within a Section or Application but the User is unable to modify existing items.

ü Read – Modify - allows the User to view and modify existing items within a Section or Application but the User is unable to post new items.

ü Read – Post – Modify - allows the User to view, post and modify new and existing items within a Section or Application.

Note: As a security measure, you are unable to assign Access Rights to any applications that exist or are added to your My Section area. You are the only User that is able to see the information that is stored here.

Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area.

1. First, you must locate the Contact Manager Application within your Content Browser. The location depends on whether you saved the Contact Manager Application to a Section area or to the Root area (Company Headlines) of your Intranet. If you saved the Contact Manager Application to a Section area, click its plus sign (+), otherwise, it should be visible within your Content Browser.

2. Within the Content Browser, click on the lock located next to your Contact Manager application.

3. Make sure the Access Rights tab is selected.

Note: The application you have currently accessed has automatically inherited its Access Rights from its parent section.

Note: The All Users and Admin Users groups may be automatically added to this section or application. You may use these groups or you may implement your own system. They have been added for your convenience.

Note: If a User belongs to a group that has already been assigned Access Rights, you may override their group access rights by assigning them individual User rights to the Section or Application.

Note: If Users or Groups have already been added to this Contact Manager Application, you may view them in several ways. For example, click Show All to list both individual Users and Groups that have been assigned access or click Show Users to list only individual Users who have been given access or click Show Groups to list only User Groups who have been given access.

4. Click Assign User Rights or Assign Group Rights.

Note: The Assign Access Rights dialog appears.

Note: All Users and Groups of the Intranet are listed.

Note: When assigning User or Group Access Right s to a Section or Application that exists within the Company Headline section, the User or Group to be assigned, must have at least the Read access right within the Company Headline main section, before any access rights can be assigned to any of its Sections or Applications. If you do not have this ability, contact your System Administrator.

5. Check the checkbox next to the User(s) or Group(s) that is to be assigned Access Rights within the Contact Manager Application.

Note: You may check more than one User or Group, if they are to be assigned the same access rights.

6. Within the User Permissions or Group Permissions area, check the Grant checkbox next to the appropriate Access Rights (Read, Post, Modify or Admin) that the User(s) or Group(s) is to have within this area. For more information on Access Rights, refer to Assigning User Access Rights.

7. Click Save on the dialog.

Note: The User(s) or Group(s) is now added to the Access Rights area with the assigned permissions visible.

8. If you would like to change the Access Rights assigned to the User, simply click on the User or Group within the list.

Note: The Permissions dialog for that User or Group appears with the assigned access rights.

9. Reassign the User or Group access rights and click Save on the dialog.

Note: The User or Group is now reassigned access rights.

Modifying Your Contact Manager Application Properties

Here you are able to change the name of the Contact Manager Application or choose another Icon for it. Both changes will be visible within your Content Browser. The name you select for the Contact Manager application should be clear so it is recognizable by other Users

1. First, you must locate the Contact Manager Application within your Content Browser. The location depends on whether you saved the Contact Manager Application to a Section or to the Root section (Company Headlines) of your Intranet. If you saved the Contact Manager Application to a Section, click its plus sign (+), otherwise it should be visible within your Content Browser.

2. Within the Content Browser, click on the lock icon located next to your Contact Manager Application.

3. Select the Properties tab.

Note: Here you are able to modify the Contact Manager Application’s Name, as well as select an icon for the application.

4. Within the Name field, enter a new name for the Contact Manager Application and/or select a new icon.

5. Click Save Changes.

Note: The Contact Manager Application’s changes are now modified within your Content Browser.

Import/Export Contacts with Outlook®

The Intra.Net™ synchronization feature allows you to quickly and easily import and export your Outlook® contacts and appointments with the Contact Manager applications.

Importing Contacts to your Intranet from Microsoft Outlook®

Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area.

1. Within the Content Browser, click on the Contact Manager application that is to be accessed.

Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name.

2. Click Import/Export.

Note: The Import/Export Wizard dialog appears.

3. Click Next.

4. Select Import Data into your IMS (Information Management System) and click Next.

5. Select Microsoft Outlook 97/2000/XP as the source to be importing from and click Next.

6. Select from the following choices how duplicate contacts should be handled and click Next:

· Replace duplicates with the items imported

· Allow duplicates to be created

· Do not import duplicate items

7. Click Finish to import your contacts into this particular Contact Manager application.

Note: Outlook™ contacts are now added to the Contact Manager contact list.

Exporting Contacts from your Intranet to Microsoft Outlook®

System Members who have been given Read and Post access rights within a Contact Manager application are able to export their contacts from Outlook into their Intranet Contact Manager application.

1. Within the Content Browser, click on the Contact Manager application that is to be accessed.

2. Click Import/Export.

Note: The Import/Export Wizard dialog appears.

3. Click Next.

4. Select Export Data from your IMS (Information Management System) and click Next.

5. Select Microsoft Outlook 97/2000/XP as the source to be exporting to and click Next.

6. Select from the following choices how duplicate contacts should be handled and click Next:

· Replace duplicates with the items imported

· Allow duplicates to be created

· Do not import duplicate items

7. Click Finish to export the contacts from this Contact Manager application into Outlook®.

Note: Your Intranet contacts are now added to Outlook®.

Exporting Contacts to your Palm™ Pilot

System Members who have been given Read and Post access rights within a Contact Manager application, are able to export their contacts from their Intranet Contact Manager application to their Palm™ Pilot.

1. Within the Content Browser, click on the Contact Manger application that is to be accessed.

2. Click Import/Export.

Note: The Import/Export Wizard dialog appears.

3. Click Next.

4. Select Export Data from your IMS (Information Management System) and click Next.

5. Select Palm™ Pilot as the source to be exporting to and click Next.

6. Select from the following choices how duplicate contacts should be handled and click Next:

· Replace duplicates with the items imported

· Allow duplicates to be created

· Do not import duplicate items

7. When prompted, activate the Hot Sync button on your Palm™ Pilot.

8. Click Finish to export the contacts from the Contact Manager application to your Palm™ Pilot.

Note: Your Intranet contacts are now added to your Palm™ Pilot.

Importing Contacts through a Comma Separated Values (CSV) file

Import your contacts through a Comma Separated Values (CSV) file; however, before you are able to do this, your contacts must be properly stored within a CSV file format saved on your computer system. For instructions on saving your contacts in a CSV file format, refer to, Exporting Contacts from Yahoo®, Outlook® and Outlook Express® below to create a CSV file in these applications. Once this has been done, you may then proceed with the following instructions.

Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area.

1. Within the Content Browser, click on the Contact Manager application name that is to be accessed.

2. Click Import/Export.

Note: The Import/Export Wizard dialog appears.

3. Click Next.

4. Select Import Data into your IMS (Information Management System) and click Next.

5. Select Comma Separated Values (CSV) file as the location of the stored contacts and click Next.

6. Click Browse to provide the path to the Comma Separated Values (CSV) file that contains the data you want to add to your intranet

Note: The Open dialog appears.

Note: Make sure you remember the saved location of your CSV file on your local system.

7. Select the CSV file on your local system and click Open.

8. Click Next.

9. How are your fields delimited? Select the appropriate options listed until your data appears correct in the preview window. A Delimiter is used to separate the User information within your CSV file. If the delimiter used is not listed, select the Other option and within the text field, enter the delimiter used.

Note: Select either ( ), ( " ), or ( ' ) for your strings of text from the Text Qualifier drop-down menu.

Note: Use the Preview window to make sure your data appears orderly before to proceed.

10. Click Next.

11. From the Intra.Net™ fields listed, select from each drop-down menu the corresponding field to your CSV file. If there is no match, leave the selection empty.

Note: You may select a field from your CSV file more than once. For example, if you did not include the Username information in your CSV file, you may want the Username to be the User’s last name, select the Last Name field from the Username drop-down menu.

12. Click Next.

13. Click Finish to import your contacts into the Contact Manager application.

Note: Your CSV file contacts are now added to the Contact Manager’s contact list.

Exporting Contacts from Yahoo®, Outlook® and Outlook Express®

If you need assistance exporting your contacts from the following applications Yahoo®, Outlook® or Outlook Express®, follow the instructions below.

Exporting Contacts from Yahoo!®

If you have contacts in Yahoo!® perform the following steps to export them:

Go to the Yahoo!® home page (www.yahoo.com) and click on the Addr Book link found under the Personal listing at the top of the page.
Make sure you have logged in with your Yahoo! Id and Password.
Click on the Import/Export link to the right of the page.
Below the Export heading, click on the Export Now button next to Yahoo!® CSV:.

Note: The File Download dialog appears.

Select Save this file to disk and click OK.

Note: The Save As dialog appears.

Use the default filename provided or enter a new name for the Yahoo! CSV file.
Select a location on your local system to save the Yahoo! Contact file and then click Save.
Click the Finished button at the bottom of the page.

Note: Login to your Intra.Net™ Intranet.

Note: Now refer to Importing Contacts through a Comma Separated Values (CSV) file.

Exporting Contacts from Microsoft Outlook®

If you have contacts in Microsoft Outlook® perform the following steps to export them:

In Microsoft Outlook®, click on the File menu.
Select Import/Export.

Note: The Import/Export Wizard dialog appears.
Beneath Choose an action to perform, select Export to a file and click Next.
Select Comma Separated Values (Windows) and click Next.
Select the Contacts folder and click Next.
Click Browse to select a location to save the contact file and enter a name for the contacts file and click OK.

Note: Remember the directory and name of the file so that it can be easily found later.

Note: As long as one field for the contact is present, the contact will be exported.

Click Finish on the Export to a File dialog.

Note: Login to your Intra.Net™ Intranet.

Note: Now refer to Importing Contacts through a Comma Separated Vales (CSV) file.

Exporting Contacts from Microsoft Outlook Express®

If you have contacts in Microsoft Outlook Express® perform the following steps to export them:

In Microsoft Outlook Express®, click on the File menu.
Select Export and from the side-menu select Address Book.

Note: The Address Book Export Tool appears.
Select Text File (Comma Separated Values) and click Export.
Click Browse to select a location to save the contact file.
Enter a name for the contacts file and click OK.

Note: Remember the directory and name of the file so that it can be easily found later.
Click Next.

Note: As long as one field is present for the contact, it will be imported into Intra.Net™.
Select the fields you wish to export in the order shown in the above link and click Finish.

Note: A Success dialog notifies you if the file was exported correctly.
Click Close on the Address Book Export Tool.

Note: Login to your Intra.Net™ Intranet.

Note: Now refer to Importing Contacts through a Comma Separated Vales (CSV) file.

Create New Contact

1. Within the Content Browser, click on the Contact Manger application that is to be accessed.

2. Click Create New Contact.

Note: The New Contact form is visible within the lower document window.

3. Enter the contact’s information.

Note: First and Last name are mandatory.

4. Click Save.

Note: The contact is now created and placed in your Contact List.

Create Contact Groups

1. Within the Content Browser, click on the Contact Manager application that is to be accessed.

2. Click Show Groups.

3. Click Create New Group.

Note: The Add New Contacts Group form appears in the lower document window.

4. Within the Group Name field, enter the name of the Group.

Note: All existing contacts are listed beneath the Group Members.

5. Check the checkbox(es) next to the contact(s) that are to belong to this particular group.

Note: Click Next Page or Previous Page to scroll through your pages of contacts.

6. Once you have finished selecting the members of this group, click Save.

Note: The Contact group is now listed with the number of members, as well as the Group Name.

Viewing Contacts

View Contacts Only

Note: If you are not a System Administrator, you must have at least the Read access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area.

1. Within the Content Browser, click on the Contact Manger application that is to be accessed.

Note: All existing contacts are listed in the top document window.

2. Click on the contact’s name to view the contact’s information in the lower document window.

View Contact Groups Only

1. Within the Content Browser, click on the Contact Manger application that is to be accessed.

	intraNET Online User Guide
Home	Contact Manager
Glossary of Terms License Key & Contact Info intraNET Deployment Guide Getting Started Content Browser Overview System Tools System Settings User Administration Group Administration System Statistics Application Administration Company Headlines Assigning Access Rights My Section My Settings Data Manager Memo Manager Document Manager Document Routing Calendar Contact Manager Bulletin Board E-mail Client Links Manager Image Manager External Applications Auto Notifications Using IntraEditor Quickbar Settings What's New Deleted Items Bin Please visit the our new (in progress) Online User Guide at www.vialect.net	In order to be completely successful in today’s global workplace, customer and associate information needs to be directly at your fingertips. Intra.Net’s Contact Manager is the application that will assist you in storing and organizing your customer and associate contact information, while remaining completely mobile. Plan, track, group and automate your customer management in order to make the most of your leads. Intra.Net’s Contact Manager will always keep you up to date, simply sync it with your Outlook® and Palmä Pilot. You can also attach important files and notes to your contacts if necessary. Creating a Contact Manager Application Note: If you are not an Administrator, and you wish to add this application to the Company Headline section, you must have at least the Read and Post access right at the Company Headline section (Root). Note: If you are not an Administrator, and you wish to add this application to a Section that exists within the Company Headlines section, you must have at least the Read access right at the Company Headline section (Read), and at least Read and Post at the Section. Within the Content Browser, click on the Create button located to the top right. Note: The Create New Application dialog appears. Select Contact Manager from the Create: drop-down menu. 3. Within the Name field, enter a name for the Contact Manager application. Note: The Name of the application should also be clear to other Users who read it. Click the Browse button. Note: The Choose Folder dialog appears. Now you must decide where the application will be situated within the Intranet. This depends on what access rights you have been given and where you would like the application to be located. Therefore, follow the instruction below within the Choose Folder dialog, according to the instance that applies to your situation: ü If you have been given at least the Read and Post access rights at the Root of the Intranet, you are able to add the application to the Root and to any Section that you have Read and Post. Click on Company Headlines to have the application sit at the root of the Content Browser, or click on the desired Section to add the application there. ü If you have been given at least the Read and Post access rights at the Root of the Intranet, and you would like to add the application to a Section, you may have to locate the Section as it may be hidden within another Section. Therefore, you must click on the Section’s plus sign (+) to expand its contents. Once you have located the Section, click on it to save the application there. ü If you have the Read right only at the root, you can only add the application to your My Section area. Click on My Section within the Choose Folder dialog to save it there. Note: Remember, an Application cannot be added to another application. From the list of icons available, select an icon that you feel best suits the Contact Manager application. 7. If you would like to create a personal shortcut to the application, check the Include in Quickbar checkbox. Note: The Quickbar allows you to set your own personal shortcuts to frequently accessed Applications rather than navigating throughout the Content Browser to access them. A Shortcut is your own personal quick link that no other system member is able to view. Once the shortcut is created it is located on one of the left Containers that you created; the container depends on which one you select from the drop-down menu. If you have not created containers and would like to, refer to Quickbar Settings - Create a Container on Your Quickbar within the Help Guide. From the drop-down menu, select the Container you would like the shortcut to be placed on. 9. Click Save. Note: If you have saved the Application to the wrong location within the Content Browser, you must have at least the Read, Post and Modify access right within the Section to delete the application. Note: The Application is now added to the Content Browser to the chosen location. Assign User and Group Access Rights to your Contact Manager Application If System Members are to have access to the Contact Manager Application, you must assign User or Group Access Rights. Follow the instructions below to assign User or Group Access Rights to the Contact Manager Application. Assigning the following access rights to Users or Groups within Applications will allow them the following privileges: Four different User Access Rights exist: Read, Post, Modify and Admin. ü Read - view documents/files/images/links/events/contacts/etc within a Section or Application. ü Post - add new documents/files/images/links/events/contacts/etc to a Section or Application. ü Modify - edit any existing documents/files/images/links/events/contacts/etc within a Section or Application but unable to post new documents. ü Admin - The User is given Administrator privileges for a particular Section or Application allowing them complete control over documents/files/images/links and assigning Users Access Rights in that particular area. This User becomes a Section or Application Administrator. Permissible User Access Right Combinations ü Read - allows the User to only view items within a Section or Application, the User is unable to post and modify new and existing items. ü Read – Post - allows the User to view and post new items within a Section or Application but the User is unable to modify existing items. ü Read – Modify - allows the User to view and modify existing items within a Section or Application but the User is unable to post new items. ü Read – Post – Modify - allows the User to view, post and modify new and existing items within a Section or Application. Note: As a security measure, you are unable to assign Access Rights to any applications that exist or are added to your My Section area. You are the only User that is able to see the information that is stored here. Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. First, you must locate the Contact Manager Application within your Content Browser. The location depends on whether you saved the Contact Manager Application to a Section area or to the Root area (Company Headlines) of your Intranet. If you saved the Contact Manager Application to a Section area, click its plus sign (+), otherwise, it should be visible within your Content Browser. 2. Within the Content Browser, click on the lock located next to your Contact Manager application. 3. Make sure the Access Rights tab is selected. Note: The application you have currently accessed has automatically inherited its Access Rights from its parent section. Note: The All Users and Admin Users groups may be automatically added to this section or application. You may use these groups or you may implement your own system. They have been added for your convenience. Note: If a User belongs to a group that has already been assigned Access Rights, you may override their group access rights by assigning them individual User rights to the Section or Application. Note: If Users or Groups have already been added to this Contact Manager Application, you may view them in several ways. For example, click Show All to list both individual Users and Groups that have been assigned access or click Show Users to list only individual Users who have been given access or click Show Groups to list only User Groups who have been given access. 4. Click Assign User Rights or Assign Group Rights. Note: The Assign Access Rights dialog appears. Note: All Users and Groups of the Intranet are listed. Note: When assigning User or Group Access Right s to a Section or Application that exists within the Company Headline section, the User or Group to be assigned, must have at least the Read access right within the Company Headline main section, before any access rights can be assigned to any of its Sections or Applications. If you do not have this ability, contact your System Administrator. 5. Check the checkbox next to the User(s) or Group(s) that is to be assigned Access Rights within the Contact Manager Application. Note: You may check more than one User or Group, if they are to be assigned the same access rights. 6. Within the User Permissions or Group Permissions area, check the Grant checkbox next to the appropriate Access Rights (Read, Post, Modify or Admin) that the User(s) or Group(s) is to have within this area. For more information on Access Rights, refer to Assigning User Access Rights. 7. Click Save on the dialog. Note: The User(s) or Group(s) is now added to the Access Rights area with the assigned permissions visible. 8. If you would like to change the Access Rights assigned to the User, simply click on the User or Group within the list. Note: The Permissions dialog for that User or Group appears with the assigned access rights. 9. Reassign the User or Group access rights and click Save on the dialog. Note: The User or Group is now reassigned access rights. Modifying Your Contact Manager Application Properties Here you are able to change the name of the Contact Manager Application or choose another Icon for it. Both changes will be visible within your Content Browser. The name you select for the Contact Manager application should be clear so it is recognizable by other Users Note: If you are not a System Administrator, you must have at least the Admin access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. First, you must locate the Contact Manager Application within your Content Browser. The location depends on whether you saved the Contact Manager Application to a Section or to the Root section (Company Headlines) of your Intranet. If you saved the Contact Manager Application to a Section, click its plus sign (+), otherwise it should be visible within your Content Browser. 2. Within the Content Browser, click on the lock icon located next to your Contact Manager Application. 3. Select the Properties tab. Note: Here you are able to modify the Contact Manager Application’s Name, as well as select an icon for the application. 4. Within the Name field, enter a new name for the Contact Manager Application and/or select a new icon. 5. Click Save Changes. Note: The Contact Manager Application’s changes are now modified within your Content Browser. Import/Export Contacts with Outlook® The Intra.Net™ synchronization feature allows you to quickly and easily import and export your Outlook® contacts and appointments with the Contact Manager applications. Importing Contacts to your Intranet from Microsoft Outlook® Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Contact Manager application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. 2. Click Import/Export. Note: The Import/Export Wizard dialog appears. 3. Click Next. 4. Select Import Data into your IMS (Information Management System) and click Next. 5. Select Microsoft Outlook 97/2000/XP as the source to be importing from and click Next. 6. Select from the following choices how duplicate contacts should be handled and click Next: · Replace duplicates with the items imported · Allow duplicates to be created · Do not import duplicate items 7. Click Finish to import your contacts into this particular Contact Manager application. Note: Outlook™ contacts are now added to the Contact Manager contact list. Exporting Contacts from your Intranet to Microsoft Outlook® System Members who have been given Read and Post access rights within a Contact Manager application are able to export their contacts from Outlook into their Intranet Contact Manager application. Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Contact Manager application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. 2. Click Import/Export. Note: The Import/Export Wizard dialog appears. 3. Click Next. 4. Select Export Data from your IMS (Information Management System) and click Next. 5. Select Microsoft Outlook 97/2000/XP as the source to be exporting to and click Next. 6. Select from the following choices how duplicate contacts should be handled and click Next: · Replace duplicates with the items imported · Allow duplicates to be created · Do not import duplicate items 7. Click Finish to export the contacts from this Contact Manager application into Outlook®. Note: Your Intranet contacts are now added to Outlook®. Exporting Contacts to your Palm™ Pilot System Members who have been given Read and Post access rights within a Contact Manager application, are able to export their contacts from their Intranet Contact Manager application to their Palm™ Pilot. Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Contact Manger application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. 2. Click Import/Export. Note: The Import/Export Wizard dialog appears. 3. Click Next. 4. Select Export Data from your IMS (Information Management System) and click Next. 5. Select Palm™ Pilot as the source to be exporting to and click Next. 6. Select from the following choices how duplicate contacts should be handled and click Next: · Replace duplicates with the items imported · Allow duplicates to be created · Do not import duplicate items 7. When prompted, activate the Hot Sync button on your Palm™ Pilot. 8. Click Finish to export the contacts from the Contact Manager application to your Palm™ Pilot. Note: Your Intranet contacts are now added to your Palm™ Pilot. Importing Contacts through a Comma Separated Values (CSV) file Import your contacts through a Comma Separated Values (CSV) file; however, before you are able to do this, your contacts must be properly stored within a CSV file format saved on your computer system. For instructions on saving your contacts in a CSV file format, refer to, Exporting Contacts from Yahoo®, Outlook® and Outlook Express® below to create a CSV file in these applications. Once this has been done, you may then proceed with the following instructions. Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Contact Manager application name that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. 2. Click Import/Export. Note: The Import/Export Wizard dialog appears. 3. Click Next. 4. Select Import Data into your IMS (Information Management System) and click Next. 5. Select Comma Separated Values (CSV) file as the location of the stored contacts and click Next. 6. Click Browse to provide the path to the Comma Separated Values (CSV) file that contains the data you want to add to your intranet Note: The Open dialog appears. Note: Make sure you remember the saved location of your CSV file on your local system. 7. Select the CSV file on your local system and click Open. 8. Click Next. 9. How are your fields delimited? Select the appropriate options listed until your data appears correct in the preview window. A Delimiter is used to separate the User information within your CSV file. If the delimiter used is not listed, select the Other option and within the text field, enter the delimiter used. Note: Select either ( ), ( " ), or ( ' ) for your strings of text from the Text Qualifier drop-down menu. Note: Use the Preview window to make sure your data appears orderly before to proceed. 10. Click Next. 11. From the Intra.Net™ fields listed, select from each drop-down menu the corresponding field to your CSV file. If there is no match, leave the selection empty. Note: You may select a field from your CSV file more than once. For example, if you did not include the Username information in your CSV file, you may want the Username to be the User’s last name, select the Last Name field from the Username drop-down menu. 12. Click Next. 13. Click Finish to import your contacts into the Contact Manager application. Note: Your CSV file contacts are now added to the Contact Manager’s contact list. Exporting Contacts from Yahoo®, Outlook® and Outlook Express® If you need assistance exporting your contacts from the following applications Yahoo®, Outlook® or Outlook Express®, follow the instructions below. Exporting Contacts from Yahoo!® If you have contacts in Yahoo!® perform the following steps to export them: Go to the Yahoo!® home page (www.yahoo.com) and click on the Addr Book link found under the Personal listing at the top of the page. Make sure you have logged in with your Yahoo! Id and Password. Click on the Import/Export link to the right of the page. Below the Export heading, click on the Export Now button next to Yahoo!® CSV:. Note: The File Download dialog appears. Select Save this file to disk and click OK. Note: The Save As dialog appears. Use the default filename provided or enter a new name for the Yahoo! CSV file. Select a location on your local system to save the Yahoo! Contact file and then click Save. Click the Finished button at the bottom of the page. Note: Login to your Intra.Net™ Intranet. Note: Now refer to Importing Contacts through a Comma Separated Values (CSV) file. Exporting Contacts from Microsoft Outlook® If you have contacts in Microsoft Outlook® perform the following steps to export them: In Microsoft Outlook®, click on the File menu. Select Import/Export. Note: The Import/Export Wizard dialog appears. Beneath Choose an action to perform, select Export to a file and click Next. Select Comma Separated Values (Windows) and click Next. Select the Contacts folder and click Next. Click Browse to select a location to save the contact file and enter a name for the contacts file and click OK. Note: Remember the directory and name of the file so that it can be easily found later. Note: As long as one field for the contact is present, the contact will be exported. Click Finish on the Export to a File dialog. Note: Login to your Intra.Net™ Intranet. Note: Now refer to Importing Contacts through a Comma Separated Vales (CSV) file. Exporting Contacts from Microsoft Outlook Express® If you have contacts in Microsoft Outlook Express® perform the following steps to export them: In Microsoft Outlook Express®, click on the File menu. Select Export and from the side-menu select Address Book. Note: The Address Book Export Tool appears. Select Text File (Comma Separated Values) and click Export. Click Browse to select a location to save the contact file. Enter a name for the contacts file and click OK. Note: Remember the directory and name of the file so that it can be easily found later. Click Next. Note: As long as one field is present for the contact, it will be imported into Intra.Net™. Select the fields you wish to export in the order shown in the above link and click Finish. Note: A Success dialog notifies you if the file was exported correctly. Click Close on the Address Book Export Tool. Note: Login to your Intra.Net™ Intranet. Note: Now refer to Importing Contacts through a Comma Separated Vales (CSV) file. Create New Contact Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Contact Manger application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. 2. Click Create New Contact. Note: The New Contact form is visible within the lower document window. 3. Enter the contact’s information. Note: First and Last name are mandatory. 4. Click Save. Note: The contact is now created and placed in your Contact List. Create Contact Groups Note: If you are not a System Administrator, you must have at least the Read and Post access rights within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Contact Manager application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. 2. Click Show Groups. 3. Click Create New Group. Note: The Add New Contacts Group form appears in the lower document window. 4. Within the Group Name field, enter the name of the Group. Note: All existing contacts are listed beneath the Group Members. 5. Check the checkbox(es) next to the contact(s) that are to belong to this particular group. Note: Click Next Page or Previous Page to scroll through your pages of contacts. 6. Once you have finished selecting the members of this group, click Save. Note: The Contact group is now listed with the number of members, as well as the Group Name. Viewing Contacts View Contacts Only Note: If you are not a System Administrator, you must have at least the Read access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Contact Manger application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name. Note: All existing contacts are listed in the top document window. 2. Click on the contact’s name to view the contact’s information in the lower document window. View Contact Groups Only Note: If you are not a System Administrator, you must have at least the Read access right within this application to perform this function. Contact your System Administrator or someone who has Administrator privileges in this area. 1. Within the Content Browser, click on the Contact Manger application that is to be accessed. Note: If the application you are seeking exists within a Section, you must click on the Section’s plus sign (+) to view the contents. Once you have located the application within the Section, click on its name.