Virtual Office 2.0 Faq

Please note that this area is always under construction.  If you have questions that are not answered here, please do not hesitate to contact customer support:

1. Recommended Environment
2. Registration
3. Logging In
4. Managing your profile
5. Joining and Accessing Offices
6. Overview Section
7. Posts Section
8. Members Section
9. Events Section
10. WYSIWYG Editor
11. Attaching Files
12. More Help

1. Recommended Environment show all / hide all

• What is the recommended environment for working in this system?

  Virtual Office 2.0 is a modern application and works best with the latest versions of the most popular browsers. Regardless of your operating system, the latest version of Mozilla FireFox typically works best in the system. Otherwise, use the latest version of Internet Explorer (in Windows) or Safari (in Apple).

• Do I need to have Javascript enabled?

  Yes. Virtual Office 2.0 takes advantage of the latest Javascript-enabled technologies to streamline and improve your experience in the system.

• Do I need to have Cookies enabled?

  Yes. Virtual Office 2.0 uses cookies to store your session key. This is how the system can tell whether or not your are logged in. If your web browser does not allow cookies, check your documentation for instructions on how to allow this site to read and write cookies to your web browser.

• Are there any optional requirements?

  Virtual Office 2.0 leverages the "SWFflash" component to allow uploads with more than one file. To use this component, please ensure you have installed the latest version of Adobe Flash Player. Also, please ensure that any flash-blocking applications are not running, or that your Virtual Office 2.0 site is on your list of "Trusted" sites.

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2. Registration show all / hide all

• How do I register?

  If your organization permits public registrations, then you can register by using the "Register" link below the main login box. Note: Please use a valid email address when registering. Some implementations of Virtual Office 2.0 require account activations before a new account is granted access to the system.

• When I tried to register, I received the following message: The e-mail address that you entered is already in use. Please enter a different e-mail address.

  The email address you tried to register with is already affiliated with this organization. Please use the "Forgot Password?" link to retrieve your login credentials and they will be emailed to you. If you have registered recently, then ensure that you have activated your account.

• What are the typical registration-steps?

  The typical registration sequence is as follows:

  1. Register your account with the system. (please use a valid e-mail address which you are able to check mail with)
  2. Check your email - the system sends a notification email to your email address. This email contains a link to "Activate" your account. You must click on this link so you can login to your account.
  3. Click on your personalized "Activation" link. The system will inform you that your account has been activated. You will also receive a confirmation email, informing you that your account is available for use.
  4. Login with your account.

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3. Logging In show all / hide all

• How do I log in?

  Visit your organization's login page and enter your email address and password. Note: passwords are case-sensitive. If you have forgotten your password, use the "Forgot Password?" utility.

• How do I retrieve my password?

  If you remember the email address you used to register with the system, you may use the "Forgot Password" link located on the main login page to retrieve it. Your password will be emailed to the email address you registered with.

• When I tried to login, I received this message: This account has not been activated yet.
  Please check your email for an activation link.

  Check your email for instructions on how to activate your account. This step is used to confirm that you have provided the system with a valid email address. Note: You may need to check your "Junk" mail, as some spam filters may suspect that the activation message is spam.

• When I tried to login, I received this message: User account has not been approved by site administrators. Please try again later...

  Your organization administrators need to approve your account before you are allowed to login. Please wait for a confirmation email.

• When I tried to login, I received this message: You are not a member of this organization

  You have an account that is valid for accessing the application, but have not yet been granted access to this organization. You may Register with the organization, or contact an organization-administrator to have your accounted added to their organization.

• When I tried to login, I received this message: Your account has been locked out because of a maximum number of incorrect login attempts. You will NOT be able to login until you contact a site administrator and have your account unlocked.

  You have tried to login to the system too many times with a valid username, but invalid passwords. You will not be able to login to the system until an administrator has unlocked your account.

• I'm not getting any messages, I just can not get into the system!

  Use the "Diagnostic Page" located at the bottom of the login page. Fill out the form and it will be submitted to our technical staff. They will contact you regarding any steps that may need to be done to get access to the system.

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4. Manage your profile show all / hide all

• How do I update my profile?

  Once you have logged into the system, you may update your profile by clicking the "edit profile" link at the top-right of your browser window.

• How do I change my password?

  If you are unable to log into the system, try using the "Forgot Password?" utility to retreive your password. If you would like to change your password, you will first need to log in to the system. Once you have logged in, click the "edit profile" link, located at the top-right of your browser window.
  
  Click the "Password" tab. You'll need to enter your current password (to confirm that you are the account holder), then enter your new password and confirm it. When you have finished, click the "Save" button.

• How do I manage which offices send me notification emails?

  You can setup the system so that you stop, or start, receiving email-notifications from individual offices.
  
  Log in to the system, then click the "Email Preferences" link at the top-right of your browser window. You can then turn or or off email notifications from each office you belong to. Note: By default, offices will send you email notifications of message-postings and events. To stop receiving messages, you will need to log in and update your Email Preferences.

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5. Joining and Accessing Offices show all / hide all

Please note, not all systems refer to "Offices" the way this documention does. Some refer to an "Office" as a "Session", others as a "Tenant". Please adjust your reading of this documentation appropriately.

• My Recently Visited Offices box is empty

  You do not currently belong to any active offices. Please apply for offices in the "Available Offices" box, or contact an administrator to gain access to any non-public offices you require access to.

• What determines which offices show up in the "Recently Visited Offices" box?

  This box lists the last five (5) offices you have visited, in order of "last accessed" date. ie: Your most recently visited office will be listed first, and the fifth-last-accessed office will be listed last.

• My Recently Visited Offices box doesn't list an office that I know I belong to.

  The recently visited offices box just lists the last five (5) offices you have visited. Your other offices can be viewed by clicking the "View all of your offices >>" link.

• How do I apply for access to an office?

  To apply for access to an office, simply click on the office listed in your "Available Offices" box. You may review the brief description, then choose to "Join this Office", or "Apply for access to this office". Depending on how the office is configured, you might be granted access immediately. Otherwise, your application will be reviewed by an administrator. You will be notified when you have been granted access to the office. Sessions you have applied to will be listed in your "Applied Sessions" box on the right side of your browser area.

• How come I can create messages in some offices, but not in others?

  Your capabilities in each individual office are goverened by what role you have in the office. Currently, the system has four individual role levels; guest, participant, power, and admin. The permissions for each role in each office can be customized by administrators.

• Why is there only a "Home" tab available?

  The "Home" tab is the Organization's home. The other tabs are only available when you are actually "in" an office. Click on one of your "Recently Visited Offices" to begin interacting with the office.

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6. Overview Section show all / hide all

• What is the "Overview"?

  This is a rich-HTML Overview message which is displayed by default when a user visits an office. The content is managed by office-members with appropriate permissions.

• Can I discuss the Overview message?

  Yes, if you have sufficient permissions. The bar along the bottom shows the last-modified date and time of the office's overview content. If there is a "discuss" link displayed, then you may click on it to post messages that are associated with the office overview.

• How do I edit the Overview message?

  If you have sufficient permissions, you will see an "edit" link in the bar below the Overview message. Clicking "edit" will open a WYSIWYG editor that allows you to create rich content for the office overview.

• Can I embed HTML "widgets" (like YouTube videos) in my overview?

  Yes. Please see the answer in the WYSIWYG Editor faq.

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7. Posts Section show all / hide all

Please note, not all systems refer to "Posts" the way this documention does. Some refer to this section as "Links and Resources", others as a "Discussion Area". Please adjust your reading of this documentation appropriately.

• Overview

  • What is the "Posts" section?

    The "Posts" section consists of a collection of messages displayed in a hierarchical folder structure.

  • How do I access the "Posts" section

    If you are in an office, click the "Posts" tab. If it is not available, then you do not have permissions to access this area.

  • I don't have a "Posts" tab!

    Assuming you are currently in an office, there are two possible reasons for this:

    1. The role you belong to in this office doesn't have access to the Posts area, or
    2. "Posts" are labeled differently in your organization. Some organizations label this section as a "Discussion Area", others may refer to it as "Links and Resoures". The actual label used in VO2 is up to your organization. The Posts section will be represented in the tab to the right of the "Overview" tab.
• Messages

  • How do I write a message?

    If you have permissions to create new messages, there will be a new message link at the top of the message listing. See the WYSIWYG Editor faq for more information on how to use the HTML editor.

  • Can I embed HTML "widgets" (like YouTube videos) in my messages?

    Yes. Please see the answer in the WYSIWYG Editor faq.

  • How do I attach files to my message?

    If you have sufficient permissions, there are two methods for uploading files:

    1. Flash Uploader
       Click the "Select Files To Upload" button. You will be able to use a select box to highlight multiple files on your computer. Click the "Open" button and your selected files will immediately start uploading to the system.
    2. "Classic" HTML Uploader
       You can only upload one file at a time with the "Classic" uploader. To upload each file, click the "Browse..." button. Select the file on your computer to upload and click the "Open" button. The file will start uploading to the system immediately.
       
       If you would like to upload another file, click the "Click here to upload another file" link and follow the instructions above.

    Please refer to the "Attaching Files" faq for more detailed information.

  • How do I edit a message?

    If you have permissions to edit an existing message, there will be an "edit" link at the bottom of the message's body. By default, most users will only be able to edit messages that they initially created.

  • How do I reply to a message?

    If you have permissions to move messages, there will be an "move" link at the bottom of the message's body. By default, most users will not be able to move messages.

  • What is the difference between creating a new message and replying to a message?

    If you are viewing the messages as a "flat" listing, then there is no difference between replying to an existing message and creating a new message.
    
    However, when users choose to view the messages "As a Tree", then replies will show up indented in the folder structure.

  • How do I move a message?

    If you have permissions to move messages, there will be an "move" link at the bottom of the message's body. The resulting screen will present you with a folder-style view of the office's folders. Select the destination folder there to move the message.
    
    By default, most users will not be able to move messages.

  • How do I delete a message?

    If you have permissions to delete messages, there will be an "delete" link at the bottom of the message's body. By default, most users will only be able to delete messages that they initially created.
• Folders

  • How do I create a new folder?

    If you have permissions to create new folders, there will be a new folder link at the top of the message listing.

  • Can I create sub folders (folders within folders)?

    Yes, you can have an infinite depth in your folder structure. However, if you plan to have a lot of folders it is important to plan ahead so for a logical hierarchy, otherwise data may be hard to locate.
    
    If you plan on having more than 3 or 4 levels, you may consider creating a several new Offices, giving you the ability to have a flatter structure in your Posts area.

  • How do I update the permissions for a folder?

    If you have permissions to edit folders, there will be an edit icon below the folder's post-count. Click the "edit" icon, then click the "permissions" tab and you will be able to define the role-based permissions of the specific folder. These permissions will overwrite any default office-level permissions that have been setup.
    Be careful not to remove edit and view permissions for Office Administrators, otherwise the folder can become permanently hidden.

  • How do I edit a folder

    If you have permissions to edit an existing folder, there will be an edit icon below the folder's post-count.

  • What does "Pin this to the top of the folder" do?

    "Pinned" folders will be displayed at the top of the listing.

  • What does "Show this item on the side menu for quick access" do?

    This will display the folder's title in the "Important Folders" list. This will allow vistors to the office "one-click" access to the folder's contents.

  • How do I delete a folder

    If you have permissions to delete an existing folder, there will be a delete icon below the folder's post-count.

  • How do I move a folder

    If you have permissions to move an existing folder, there will be a move icon below the folder's post-count. The resulting screen will present you with a folder-style view of the office's folders. Select the destination folder there to move the folder and all of its contents.
• Message and Folder Listing

  • What does the icon mean?

    The icon represents a message.

  • What does the icon mean?

    The icon represents an empty folder. Clicking on the folder's title will navigate you to the folder's content.s

  • What does the icon mean?

    The icon means that the folder has been "Pinned" so it will appear at the top of the listing, regardless of sort order.

  • What does the icon mean?

    The icon that the folder contains messages that you have been posted since you last visited the folder.

  • What does the icon mean?

    The icon means that the folder contains messages, but none have been posted since you last visited the folder.

  • What does "View Replies as Tree" do?

    This will display the messages as nested replies. If a message has replies, they will be indented and shown immediately after the message.

  • What does "View Flat" do?

    This lists the messages in order of the sorting rules used. Replies and standalone messages will be displayed at the same level.

  • What does "Collapse All" do?

    This will show the messages in a compressed form. Only message-subjects will be displayed. Each message's body can be viewed by clicking on a message's subject.

  • What does "Expand All" do?

    This will show each message in its entirety.

  • How do I view the folder contents as a nested discussion board?

    Click the "View Replies as Tree" link.

  • How do I sort the messages?

    The current sort rules will displayed above the tool bar. To change the sorting rules, click the "Currently Sorting: ____ ___" text and you will be provided with two drop-downs allowing you to sort the messages. Note: When viewing the messages as a threaded discussion, the sort rules will not have much effect since the order of display depends on replies to existing messages.

  • Why doesn't the list sort the way I want it to?

    If you are viewing posts as a threaded discussion, sorting rules may not have the desired effect. Use the "View Flat" mode to have more control over sorting.

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8. Members Section show all / hide all

• What is the "Members" section?

  The "Members" section contains a list of searchable all members in the current Office and allows users with appropriate permissions the ability to manage the members.

• How do I access the "Members" section

  If you are in an office, click the "Members" tab. If it is not available, then you do not have permissions to access this area.

• How do I invite a colleague into an office?

  1. If are able to invite new members, there will be a link at the top entitled "Invite Users". Clicking it will start the "Invite User(s)" wizard.
  2. The first step allows you to enter a list of email addresses to invite. Place each email in a new line in the provided box, then click "Next".,
  3. A stock message will be displayed with the body of the message that will be sent to the people you have invited. Feel free to modify the message using the editor provided. Each invitee will receive the same message. When you are happy with the message, click the "Send Invitation(s)" button.
  4. You will be returned to the Members section and the status message will indicate which invitations were sent.

• How do I create a new user account?

  If you have the ability to create new user accounts, a "Create New User" button will be available in the Members section. See %%Reference Needed%% for detailed instructions on how to create and edit user accounts.

• How do I approve users?

  In the Members section, click "Approve Users". If there are users awaiting approval to access your office, they will be listed there. You may view their details and then "Approve" or "Decline" their application.

• How do I view a user's profile?

  If you have sufficient permissions, a icon will be displayed. Clicking it will allow you to see the user's profile.

• How do I edit a user's profile?

  If you have sufficient permissions, a icon will be displayed. Clicking it will allow you to edit the user's profile.

• What is the whole alphabet doing along the top?

  Clicking on a letter will filter the list so that only members whose last name start with your selected letter are listed. eg: Clicking "S" will list all office-members with last names starting with a "S". Click "View All" to stop filtering.

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9. Events Section show all / hide all

• What is the "Events" section?

  The Events section allows you to schedule events and discuss them in a calendar-view environment.

• How do I access the "Events" section

  If you are in an office, click the "Events" tab. If it is not available, then you do not have permissions to access this area.
   

• How do I create a new Event?

  If you have sufficient permissions to create events, there are two ways to create them:

  1. On the far-right side, there is a mini-calendar displaying a monthly view. Below it, there will be a "Create Event" link. This link is available whenever you are in an office, allowing you to quickly create an event from anywhere.
  2. In the Events section, there is a "Create Event" link above the calendar view.

• How do I send a notification of the event out?

  When creating or editing an event, ensure the "Send email notification" checkbox is checked. Only users that have chosen to receive alerts from the system will receive the notification message.

• Can I have the system automatically send event-reminders?

  Unfortunately, VO2 does not currently suppport the ability to send event-reminders to office-members.

• Can I share an event with multiple offices?

  No, events are associated with the office they are created in.

• Can I associate discussions and documents with an event?

  Yes - while viewing an event, there is a "dicuss ()" link at the bottom. The number of messages associated with the event is shown in brackets. Clicking the "dicuss" link will take you to a discussion-folder section that is associated with the event. This is a great way to upload documentation before and after the event.

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10. WYSIWYG Editor show all / hide all

• Can I embed HTML "widgets" (like YouTube videos) in the editor?

  Yes. Once you have got the "embed" code or HTML snippet for the widget, edit the Overview page. When in the editor window, click the "Source" button. You can then copy/paste the HTML Widget code into the editor window.
  
  To avoid corrupting the existing HTML, put it either at the start or end of the editor window. Click the "Source" button to revert to the standard editor window. Not all widgets will render properly in the WYSIWYG editor, so click "Preview" or "Save" to see the widget in action. Note: Other than pasting your widget code into the window, be careful not to edit the source, unless you know how to manipulate raw HTML code.

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11. Attaching Files show all / hide all

• Can I embed HTML "widgets" (like YouTube videos) in my message?

  Yes. Once you have got the "embed" code or HTML snippet for the widget, edit the Overview page. When in the editor window, click the "Source" button. You can then copy/paste the HTML Widget code into the editor window.
  
  To avoid corrupting the existing HTML, put it either at the start or end of the editor window. Click the "Source" button to revert to the standard editor window. Not all widgets will render properly in the WYSIWYG editor, so click "Preview" or "Save" to see the widget in action. Note: Other than pasting your widget code into the window, be careful not to edit the source, unless you know how to write raw HTML code.

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12. More Help show all / hide all

• My question was not answered here!

  Please the support page and fill out the support form. Our technical staff will respond to you with in 24 hours.

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