Quick Start Guide: Starting a PT eMeeting and Managing the User Directory This presentation assumes you are familiar with the unique capabilities and benefits

Quick Start Guide:

Starting a PT eMeeting and Managing the User Directory

This presentation assumes you are familiar with the unique capabilities and benefits of PT eMeetings. That information is found in “ProductiveTeams Introduction” and other documents (see below). Contact us for more information.

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ProductiveTeams Introduction Quick Start Guide - New User Quick Start Guide - Starting an eMeeting, Directory Management Quick Start Guide - Create Your Own TeamLink Center

See also Quick Start Info

mailto:[email protected]?subject=Request%20for%20information%20about%20ProductiveTeams.com

http://www.productiveteams.com/content/tutorials/ProductiveTeams%20Introduction.ppsx

http://www.productiveteams.com/content/tutorials/Quick%20Start%20Guide%20-%20New%20User.ppsx

http://www.productiveteams.com/content/tutorials/Quick%20Start%20Guide%20-%20Starting%20an%20eMeeting,%20Directory%20Management.ppsx

http://www.productiveteams.com/content/tutorials/Quick%20Start%20Guide%20-%20Create%20Your%20Own%20TeamLink%20Center.ppsx

http://www.productiveteams.com/Content.aspx?name=QuickStart

You’ll sign in here to go to your eMeetings Inbox. Bookmark this page so you can return easily.

TeamLink Center ownersThe content on the home page shown here and on other information pages can be changed as you wish. Even the “skin” can be changed to your branding. You can also get a custom domain address.

Your licensed TeamLink Center is a

separate and independent web site

with its own database. It is your site. It

can even be moved to your servers if

and when needed.

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Home page

A TeamLink Center home page before a user signs in

The eMeetings to which you belong are on the left. Those with new content are bolded.

To enter an eMeeting, simply click its name.

As you create or are invited to other eMeetings, they will be added to your eMeetings Inbox.

A TeamLink Center home page after a user signs in

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Home page

Every TeamLink Center has a special user directory

Like an organization chart, people are assigned to positions.

Positions can represent titles, responsibilities, or the relationship a user has with your organization.

You then have the option to invite positions instead of specific individuals to your ProductiveTeams eMeetings. Why would you want to?

This will be explained in more detail with examples, but as a result you can now have what has never been practical before:

An unlimited number of eMeetings, each including just those who should be involved. You can even safely include “outside” users (vendors, contractors, customers, etc.).

People can come and go or change assignments and those changes are automatically and instantly applied to every eMeeting.

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► About the User Directory

Your TeamLink Center Directory can be as structured or as simple as you wish.

You need not set up your organization in advance. Just add people as you go. Make changes as needed. It’s easy.

A Sample Directory in “Tree” View – SIMPLEfor groups with little turnover and

minimal eMeeting access control needs

A Sample Directory in “Tree” View – Structuredstrong control over who has access to what

A Sample Directory in “User” View

Sample Directories

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► About the User Directory

Starting a new eMeeting is Easy

Submit this simple form

and your new eMeeting is

instantly created for the

desired group of people.

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Starting an eMeeting

These pages will soon replace the current eMeeting wizard pages. Click here for help on the current wizard.

These pages will soon replace the current eMeeting wizard pages.

Starting a new eMeeting is Easy (bottom of form)

Easily see who has been

selected to be invited.

Make changes as desired

and give fewer or more

permissions to users as

desired.


These pages will soon replace the current eMeeting wizard pages. Click here for help on the current wizard.


Invite people who are already in your directory

Select everyone you want to invite.

Invite by “position” to enjoy a huge reduction in

administrative burden as people come and go and

change assignments.

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Starting an eMeeting ► Invitations


You can also invite groups

Groups can include individuals,

positions, and even other groups.

When a change is made to a group,

the change is automatically and

instantly reflected in every eMeeting

to which the group was invited.

Select one or more groups

that were defined by the

TeamLink Center

administrator.



Or even invite everyone in a branch of the directory

Invite an entire

branch of your

directory.



What about people who are not yet in your directory?That is, those who are not yet registered members of your TeamLink Center?

No problem.

Enter people to be invited

or import a directory file.

Or we’ll help you.



Those invited can be assigned to an existing position…



…or to a new position



You did it!

Your new eMeeting has been created.

It’s easy!


eMeeting types to meet all of your needs

Soon these eMeeting types will be menu-selectable. You will still be able to customize their permission settings.

More available or coming soon…• Polling• Newsletter• Project Management• Executive Overview• Moderated• Classroom

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Starting an eMeeting ► Types of eMeetings

In just a few keystrokes, this fictional user “Alexis Hansen” is moved from Director of Sales to Vice President Business Development.

1: Select the user

and click Move

3: It’s done

Now, on the next page, see what these few seconds’ effort can do...

2: Select this person’s

new position

Changing a User’s Position in your Organization

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Changing Directory Automatically Updates eMeeting Access

That simple directory change instantly updates user access to dozens of eMeetings

Her former

eMeetingsNew Position

☼ Her eMeetings instantly

change to all that involve her

newly assigned position.

Notice that some eMeetings

are accessible to both

positions.

When it’s important to invite

a specific person, that is

easy, too.

Former Position

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Changing Directory Automatically Updates eMeeting Access

Advanced Options

There are many more things you’ll discover. Here are a few things if you’re interested in seeing them now.

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Advanced Options

Review Pending Invitations to Your TeamLink Center

Easily see who has not yet responded to your invitation

You can also edit the invitation (change position assignments, etc.), re-send an invitation or cancel it if needed.

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Advanced Options ► Pending Invitations

Advanced eMeeting Permissions Available When Needed

to assign to all or to selected individuals in an eMeeting

Soon this will include a menu of common types of eMeetings, each pre-set with applicable permissions. Permissions can be applied to all eMeeting members

or to selected invitees (by individual, position, or group).

You have unprecedented flexibility in assigning eMeeting permissions.

Click “View Advanced Permissions”

and this expanded list displays.

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Advanced Options ► Advanced eMeeting Permissions

Advanced Directory Permissions Available When Needed

to assign to all or to selected positions in the directory

Settings: Can Start New eMeetings Self-pay Account TeamLink Center Administrator

Global Permissions:

Directory Manager Invite Users into TeamLink Center Update User Accounts

Branch Permissions:

Invite Users into this branch of the TeamLink Center Directory Manager in this branch Update User Accounts in this branch Branch Administrator

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Advanced Options ► Advanced Directory Permissions

Directory Block Points

Who can reach out and touch someone?

Block points are placed on a branch to limit what part of the directory can be seen by users in that branch. Normally, users can view that part of the directory up to a branch that has a block point. Users cannot see other branches beyond that point.

One can be assigned to another position so that cumulative permissions provide that user with a view of whatever part of the directory (or all of it) you wish that user to see.

Block points are defined in the directory by a TeamLink Center Administrator.

Block point limitations also restrict who one can invite to an eMeeting since you can only invite those you have permission to "see”.

So the fictitious user, Jessica

Conseco, assigned to the

“Satellites R Us Manager”

position in this branch can only

view this part of the directory.

The branch

“Satellites R Us, Inc.”

has a block point.

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Advanced Options ► Directory Block Points

Directory Branch Filter

Temporarily Focus Your View

Using the Branch Filter you can limit your own view to a particular branch of the directory (within that portion you have permission to view).

To use it, click a desired branch in the directory, click “set filter”, then check or uncheck the box to “Activate Branch Filter”.

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Advanced Options ► Directory Branch Filter

Help for the Current eMeeting Wizard pages

These slides will be removed once we switch to the new wizard. Meanwhile, here is how it works now to create a new eMeeting.click here to return to the new eMeeting wizard pages

Quick Start Guide ► Starting a PT eMeeting and Managing the User Directory ► Current eMeeting Wizard pages

Starting a new eMeeting is easy with our 3-step wizard

Step 1:

Give your eMeeting a name

and invitation message.

These pages will soon be replaced with a newer, easier eMeeting wizard.


Organize your Inbox, too.

Keep related eMeetings together.

Simply check the box of an existing

eMeeting and your new eMeeting will

branch from it.

Step 2:

Set the desired

default permissions

for those who will

be invited.

The settings already

checked may normally

be what you want, so

you’ll often just skip

Step II.

Soon this will include a menu from which you can choose eMeeting types, each pre-set with applicable permissions.



Step 3:

Invite those you

want to include

in this eMeeting.

You can invite…

Individuals

Positions (assigned by responsibilities or title)

Groups

You can even invite a branch of your directory example: include everyone who is in “Sales” now

or who may be added in the future

Hereafter we’ll explain why you’ll want to

invite people by position.



You have unprecedented flexibility in assigning eMeeting permissions.

Permissions can be applied to all eMeeting members or to selected invitees (by individual, position, or group).



What about people who are not yet in your directory?That is, those who are not yet registered members of your TeamLink Center.

No problem.



End of help for current eMeeting Wizard

These slides will be removed once we switch to the new eMeeting wizard.

Click here to return to the pages that follow the new eMeeting wizard pages


Documents

Quick Start Guide: Starting a PT eMeeting and Managing the User Directory This presentation assumes you are familiar with the unique capabilities and benefits