Working with the Groupware

For increasing and cementing user acceptance it is absolutely necessary that users work as efficiently and completely as possible with the groupware. Only if all available modules are used efficiently, in accordance with operational requirements, a solution like this really pays off. Sticky notes, secondary applications, external address books, telephone CD, fax directories and mobile phone address books or wall calendars should become history. Every instance of data duplication not only represents unnecessary time expense, but it also undermines the concept of a comprehensive groupware solution with central data storage. Think of yourselves as a team and do so with all your might. Hence, urge your colleagues over and over again to utilize the advantages of the groupware.

Interaction of Email Server and Intranet Modules

The mail server of Open-Xchange Server as well as the intranet modules interact transparently and without problems. The most important common information is stored in the LDAP tree, or in the accompanying LDAP directories, which in its central role as a directory service is the core element of the email server, as far as data storage and delivery is concerned. Since mail management remains centralized thanks to IMAP, your users have access to their mail at all times and from all locations. During your introductory training sessions, you should demonstrate the advantages of IMAP to your users once again. Once your users have learned to like such mail comfort, they will motivate other users to support your groupware project.

Furthermore, the groupware uses the functionality of the built-in email server for notifications, which are automatically generated and sent to users, as for example acknowledgements of appointment schedules or deadline extensions, or reminders for an upcoming task. The Web Mail function of the groupware also accesses the email server directly.

Below we provide you with a few more suggestions for searching and finding information. These you should also pass on to your colleagues during the training sessions.

Searching and Finding

The efficient use of all groupware modules crucially hinges on how quickly and immediately the user can find the desired information. Of course, Open-Xchange Server has several search functions which are extensively discussed in the module documentation in the chapter Graphical Buttons.

However, for you as administrator it is important to ensure first of all that your users are actually utilizing the available search functions. Within the groupware there are complementary or overlapping search functions which all work differently. It is always possible to limit your search inquiries to a specific module (module search). A search with wildcards is certainly also possible. Information is the core element of groupware and discovering and evaluating information is a vital process for each user of the groupware. Thus, every user must become deeply familiar with the functionality to fully exploit the advantages of groupware. Thus, every user should know what type information can be found where and how you can always keep an overview of the daily information flood. This daily information flood grows substantially as more users work efficiently with the groupware, as is the aim of the concept. Thus it becomes even more important that users can manage the daily information flood with ease.

Keep the Overview

It is crucial that your users always keep the overview and are able to decide how the pieces of the daily information flood are to be prioritized. At each login, the portal page provides each user with a first overview by grouping all relevant information for the day.

Using the Tools for real

Right after logging in, the user can see on the portal page whether new email messages are available or whether there are pertinent tasks or appointments. Projects that are currently unfinished (overdue) are pointed out here. Another important overview function is fulfilled by the Current tab. Under Current, every user can quickly and efficiently learn current news from all modules and sections which other users have made available to the intranet during the absence. Thus, every user quickly gets an overview of changes in the information state in the company, independent of personal preferences and priorities. This page can be customized as to which time period the news should be selected from. Users can of course also use this page as a stepping stone into the individual sections to learn more detailed information or to work on any pertinent tasks. It is also important that your users use the linking function conscientiously and effectively to thereby contribute to the exponential growth of information content (without increasing the amount of stored data). It is also vital that existing links are actually shown (resolved) during the information search to point out information dependencies which would not necessarily become evident during a purely linear search. Thus, it is very useful if the search for a certain project also brings up all accompanying links e.g. to relevant appointments or documents that are directly or indirectly connected with the current project. Information structure naturally plays an important role here. However, smart groupware like Open-Xchange Server does not force an efficient and thought-out data structure on you, but instead it leaves it in your planning responsibility.

Privacy

The introduction of a groupware concept can fail just because of lacking user acceptance. A frequent argument of doubtful users often has to do with reservations against central data storage. In this context, users fear for the privacy of their personal data. However, in spite of team philosophy, the ingenious user and group management of Open-Xchange Server guarantees that private and personal information and data of every user is completely safe in contrast to public areas on the basis of LDAP functionality.

International Functionality

Open-Xchange Server is geared to the needs of internationally operating companies in many respects. The groupware and web mail interface are provided in German and English. When logging in to the groupware the user can select one of the two languages. Other optional language packages e.g. for Spanish and French can easily added by the administrator.

Time zone and date

In the setup section you can e.g. define in which time zone you are currently working. Existing appointments are automatically updated when the time zone is changed. This way you always keep the complete overview even for appointments abroad. If you need schedules in US date forma , you can easily select this in the setup section of Open-Xchange Server. Other date formats can be set up by the administrator in the Open-Xchange Server configuration.

International currencies

Costs of projects and tasks can be flexibly planned for in different currencies. Your administrator can easily tune the available currencies to your needs. In fact, the actual and planned costs of a project can be automatically traced project-wide, including the costs of all subtasks. Tasks can be tracked in different currencies. Additional currencies can be set up by the administrator.

International character sets

The web front end completely supports UTF-8 character sets. Entries via the web front end can be made with foreign characters, for example, in Japanese. Emails can be sent with UTF8 encoded characters.

Spell-checker

The web mail interface includes a spell-chacker based on the ispell library. The spell-checker for English and German is provided as default. Other language packages can be added by the administrator.

Other groupware interface elements

The administrator can add further functions and elements to the Open-Xchange Server web interface, e.g. additional link elements or a web search panel. Localized versions are available too.

Corporate Identity

Since Open-Xchange Server is suited for companies of different size and structure, from small offices over medium-sized companies to enterprises operating worldwide, one of its signature elements is the adaptability and customizability of its intranet functions as well as the look of its client applications. Thus, it is possible to customize the layout of the web interface to match your corporate identity.