NEOSYS User Support Wiki - User contributions [en]

Using NEOSYS Generally

2011-08-25T05:53:38Z

Sandeep.neosys: /* Using */

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version (7.2 MB) without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*+++ Minimal clicks to accomplish the task (easy to use)
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below. All PDF documents you generate henceforth would automatically get saved at this convenient location. 
[[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

As mentioned earlier, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]
 
 

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Click Print and select "CutePDF Writer" from the list of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* would restrict a user to logging in only from the local area network.

IP Numbers are like keys - this means that they apply to everyone above in the group and thus must be assigned to the level rather than to the user.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
1) Add/Delete users 
2) Disable existing users by entering an "Expiry" date 
3) Generate a password for a user or a level 
4) Set the number of days for the password to auto-expire 
5) Enter/change the user domain 
6) Monitor the users last login date, time and IP 
7) Add/Remove/Edit tasks for a user / level 
8) Specify allowed IP Numbers 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective LOCKS to the users in the "USERS" section against their name/level.

'''Customising the Authorisation Table'''

1) The various levels in Authorization File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
2) Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
3) Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
4) Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

----

Using NEOSYS Generally

2011-08-25T05:52:50Z

Sandeep.neosys: /* Using */

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version (7.2 MB) without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*+++ Minimal clicks to accomplish the task (easy to use)
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below. All PDF documents you generate henceforth would automatically get saved at this convenient location. 
[[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

As mentioned earlier, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Click Print and select "CutePDF Writer" from the list of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* would restrict a user to logging in only from the local area network.

IP Numbers are like keys - this means that they apply to everyone above in the group and thus must be assigned to the level rather than to the user.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
1) Add/Delete users 
2) Disable existing users by entering an "Expiry" date 
3) Generate a password for a user or a level 
4) Set the number of days for the password to auto-expire 
5) Enter/change the user domain 
6) Monitor the users last login date, time and IP 
7) Add/Remove/Edit tasks for a user / level 
8) Specify allowed IP Numbers 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective LOCKS to the users in the "USERS" section against their name/level.

'''Customising the Authorisation Table'''

1) The various levels in Authorization File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
2) Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
3) Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
4) Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

----

Using NEOSYS Generally

2011-08-25T05:36:45Z

Sandeep.neosys: /* Using */

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version (7.2 MB) without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*+++ Minimal clicks to accomplish the task (easy to use)
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below. All PDF documents you generate henceforth would automatically get saved at this convenient location. 
[[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

In addition to creating and emailing a PDF document, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Click Print and select "CutePDF Writer" from the list of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* would restrict a user to logging in only from the local area network.

IP Numbers are like keys - this means that they apply to everyone above in the group and thus must be assigned to the level rather than to the user.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
1) Add/Delete users 
2) Disable existing users by entering an "Expiry" date 
3) Generate a password for a user or a level 
4) Set the number of days for the password to auto-expire 
5) Enter/change the user domain 
6) Monitor the users last login date, time and IP 
7) Add/Remove/Edit tasks for a user / level 
8) Specify allowed IP Numbers 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective LOCKS to the users in the "USERS" section against their name/level.

'''Customising the Authorisation Table'''

1) The various levels in Authorization File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
2) Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
3) Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
4) Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

----

Using NEOSYS Generally

2011-08-25T05:27:25Z

Sandeep.neosys: /* Features */

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version (7.2 MB) without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*+++ Minimal clicks to accomplish the task (easy to use)
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below : [[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

In addition to creating and emailing a PDF document, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Click Print and select "CutePDF Writer" from the list of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* would restrict a user to logging in only from the local area network.

IP Numbers are like keys - this means that they apply to everyone above in the group and thus must be assigned to the level rather than to the user.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
1) Add/Delete users 
2) Disable existing users by entering an "Expiry" date 
3) Generate a password for a user or a level 
4) Set the number of days for the password to auto-expire 
5) Enter/change the user domain 
6) Monitor the users last login date, time and IP 
7) Add/Remove/Edit tasks for a user / level 
8) Specify allowed IP Numbers 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective LOCKS to the users in the "USERS" section against their name/level.

'''Customising the Authorisation Table'''

1) The various levels in Authorization File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
2) Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
3) Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
4) Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

----

Using NEOSYS Generally

2011-08-24T14:09:15Z

Sandeep.neosys: /* Using */

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*- - - Quite large download for a printer driver at 17Mb
*+++ Minimal clicks to accomplish the task (easy to use)
*- - - Always slow to open up after you choose "Print"
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below : [[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]] 

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

In addition to creating and emailing a PDF document, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]]

[[File:primo4.jpg]]

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Click Print and select "CutePDF Writer" from the list of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* would restrict a user to logging in only from the local area network.

IP Numbers are like keys - this means that they apply to everyone above in the group and thus must be assigned to the level rather than to the user.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
1) Add/Delete users 
2) Disable existing users by entering an "Expiry" date 
3) Generate a password for a user or a level 
4) Set the number of days for the password to auto-expire 
5) Enter/change the user domain 
6) Monitor the users last login date, time and IP 
7) Add/Remove/Edit tasks for a user / level 
8) Specify allowed IP Numbers 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective LOCKS to the users in the "USERS" section against their name/level.

'''Customising the Authorisation Table'''

1) The various levels in Authorization File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
2) Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
3) Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
4) Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

----

File:Primo4.jpg

2011-08-24T14:07:13Z

Sandeep.neosys:

File:Primo3.jpg

2011-08-24T14:06:52Z

Sandeep.neosys:

File:Primo2.jpg

2011-08-24T14:06:28Z

Sandeep.neosys:

File:Primo1.jpg

2011-08-24T14:05:58Z

Sandeep.neosys:

Using NEOSYS Generally

2011-08-24T14:05:41Z

Sandeep.neosys: /* Emailing documents in PDF format */

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*- - - Quite large download for a printer driver at 17Mb
*+++ Minimal clicks to accomplish the task (easy to use)
*- - - Always slow to open up after you choose "Print"
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

1. Get on screen the document that you want to send. 
2. Click Print and select PrimoPDF from the list of printers. 
3. Wait for the PrimoPDF screen to open. 
4. You have the option to choose a specific folder to save the PDF you are about to create prior to emailing as shown below : [[File:primo1.jpg]]

5. Select the post process task from the drop down menu as shown below : 

[[File:primo2.jpg]]

6. If you choose "Email PDF", a blank email template will open up with the attached PDF document you just created. 
7. Fill in the desired email address/subject etc. 
8. Click Send. 

In addition to creating and emailing a PDF document, PrimoPDF also allows a user to password protect the document and add document properties by simply clicking "Change" next to the respective options as can be seen in the screenshots above.

Here are screenshots of the "Document Properties" and "PrimoPDF Password Security" windows :

[[File:primo3.jpg]] [[File:primo4.jpg]]

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Click Print and select "CutePDF Writer" from the list of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* would restrict a user to logging in only from the local area network.

IP Numbers are like keys - this means that they apply to everyone above in the group and thus must be assigned to the level rather than to the user.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
1) Add/Delete users 
2) Disable existing users by entering an "Expiry" date 
3) Generate a password for a user or a level 
4) Set the number of days for the password to auto-expire 
5) Enter/change the user domain 
6) Monitor the users last login date, time and IP 
7) Add/Remove/Edit tasks for a user / level 
8) Specify allowed IP Numbers 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective LOCKS to the users in the "USERS" section against their name/level.

'''Customising the Authorisation Table'''

1) The various levels in Authorization File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
2) Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
3) Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
4) Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

----

Using NEOSYS Generally

2011-08-24T13:28:15Z

Sandeep.neosys: /* Using */

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*- - - Quite large download for a printer driver at 17Mb
*+++ Minimal clicks to accomplish the task (easy to use)
*- - - Always slow to open up after you choose "Print"
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

# Get on screen the document that you want to send
# Click Print and select PrimoPDF from the list of printers.
# Wait for primopdf screen to open
# Click "Email PDF"
# Wait for Email screen to open
# Fill in email address/subject etc
# Click Send

[[image:primopdf.jpg]]

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Click Print and select "CutePDF Writer" in the drop-down menu of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* would restrict a user to logging in only from the local area network.

IP Numbers are like keys - this means that they apply to everyone above in the group and thus must be assigned to the level rather than to the user.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
1) Add/Delete users 
2) Disable existing users by entering an "Expiry" date 
3) Generate a password for a user or a level 
4) Set the number of days for the password to auto-expire 
5) Enter/change the user domain 
6) Monitor the users last login date, time and IP 
7) Add/Remove/Edit tasks for a user / level 
8) Specify allowed IP Numbers 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective LOCKS to the users in the "USERS" section against their name/level.

'''Customising the Authorisation Table'''

1) The various levels in Authorization File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
2) Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
3) Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
4) Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

----

Using NEOSYS Generally

2011-08-24T13:26:37Z

Sandeep.neosys: /* Using CutePDF */

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*- - - Quite large download for a printer driver at 17Mb
*+++ Minimal clicks to accomplish the task (easy to use)
*- - - Always slow to open up after you choose "Print"
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

# Get on screen the document that you want to send
# Click Print
# Wait for primopdf screen to open
# Click "Email PDF"
# Wait for Email screen to open
# Fill in email address/subject etc
# Click Send

[[image:primopdf.jpg]]

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Click Print and select "CutePDF Writer" in the drop-down menu of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* would restrict a user to logging in only from the local area network.

IP Numbers are like keys - this means that they apply to everyone above in the group and thus must be assigned to the level rather than to the user.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
1) Add/Delete users 
2) Disable existing users by entering an "Expiry" date 
3) Generate a password for a user or a level 
4) Set the number of days for the password to auto-expire 
5) Enter/change the user domain 
6) Monitor the users last login date, time and IP 
7) Add/Remove/Edit tasks for a user / level 
8) Specify allowed IP Numbers 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective LOCKS to the users in the "USERS" section against their name/level.

'''Customising the Authorisation Table'''

1) The various levels in Authorization File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
2) Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
3) Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
4) Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

----

Using NEOSYS Generally

2011-08-24T13:23:53Z

Sandeep.neosys: /* Using */

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*- - - Quite large download for a printer driver at 17Mb
*+++ Minimal clicks to accomplish the task (easy to use)
*- - - Always slow to open up after you choose "Print"
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

# Get on screen the document that you want to send
# Click Print
# Wait for primopdf screen to open
# Click "Email PDF"
# Wait for Email screen to open
# Fill in email address/subject etc
# Click Send

[[image:primopdf.jpg]]

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Select Print
# Now select the Cute PDF Writer in the drop-down menu of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* would restrict a user to logging in only from the local area network.

IP Numbers are like keys - this means that they apply to everyone above in the group and thus must be assigned to the level rather than to the user.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
1) Add/Delete users 
2) Disable existing users by entering an "Expiry" date 
3) Generate a password for a user or a level 
4) Set the number of days for the password to auto-expire 
5) Enter/change the user domain 
6) Monitor the users last login date, time and IP 
7) Add/Remove/Edit tasks for a user / level 
8) Specify allowed IP Numbers 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective LOCKS to the users in the "USERS" section against their name/level.

'''Customising the Authorisation Table'''

1) The various levels in Authorization File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
2) Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
3) Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
4) Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

----

File:TS4.jpg

2011-08-24T13:04:11Z

Sandeep.neosys:

File:TS3.jpg

2011-08-24T13:03:44Z

Sandeep.neosys:

Timesheet FAQ

2011-08-24T13:03:15Z

Sandeep.neosys:

== Who approves the timesheets entered by an Approver?==

All Timesheet approver's timesheets are approved ONCE A WEEK (on the first working day of the week whatever that is per market) by the first timesheet administrator ABOVE THEM IN AUTHORIZATION FILE *REGARDLESS OF USER GROUPING/DEPT*.

== Generating reports using Timesheet Analysis ==

Follow the steps listed below to generate the desired reports using Timesheet Analysis :

# Goto MENU > Timesheets > Timesheets Analysis
# Enter the desired dates in the “From” and “To” fields
# Leave the “User’s” field blank to generate a report for all, else enter the names of the desired users.
# Click “Analyse” or Hit the F9 key (now wait for a moment as the list is being generated – it may take some time depending on the size of the list)
# A pop-up msg will appear as follows :

[[File:TS1.jpg]]

# Click “Open” and wait for the data to export to an excel sheet.
# The following msg might appear next :

[[File:TS2.jpg]]

# Click “Yes”
# You will now see an excel sheet with all the data you are looking for.
# Now simply use the excel data filter function to size down the data to suit your report.

The Data filter option in MS Excel can be used by clicking on the menu option as shown below :

[[File:TS3.jpg]]

Below is an example where the data is being filtered by "Department"

[[File:TS4.jpg]]

File:TS2.jpg

2011-08-24T12:52:18Z

Sandeep.neosys:

File:TS1.jpg

2011-08-24T12:51:56Z

Sandeep.neosys:

Timesheet FAQ

2011-08-24T12:51:25Z

Sandeep.neosys:

Timesheet FAQ

2011-08-24T12:30:56Z

Sandeep.neosys:

[[Who approves the timesheets entered by an Approver?]]

[[Generating reports using Timesheet Analysis]]

Currency & Exchange Rate File

2011-08-17T09:24:20Z

Sandeep.neosys: /* Decimals */

[[image:Currencyandexchange.jpg]]

=== Currency code ===

{{Codes}}

=== Currency name ===

On this field you specify the name of the currency as you would want it to be reffered to throughout the system. eg, USD, US Dollars,etc.

=== ISO 4217 code ===

ISO 4217 is an international standard describing three letter codes to define the names of currencies established by the International Organization for Standardization (ISO).

This field is updated with the ISO 4217 code of the currency.

=== Subunit name ===

On this field you specify the name of the subunit of the currency,eg.cents for USD, fils for AED,etc.

=== Decimals ===

Here you can select the decimal points depending on the subunit of the currency. You can either choose '.00' or '.000'.

For currencies divided into 100 subunits select '.00' as decimals, eg.UAE Dirham, US Dollar,etc and for currencies divided into 1000 subunits select '.000' as decimals, eg.Omani Riyal, Kuwaiti Dinar, Tunisian Dinar, etc.

=== Payment instructions ===

Here you can specify the payment instructions as they should appear on the invoice.

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

=== Exchange rates ===

Here you specify the exchange rates of the currency. This option shows the exchange rate of the currency against the base currency.

Currency exchange rates vary from time to time and NEOSYS allows us to keep track of these variations with a date reference. We can add lines to this option and enter the date along with the exchange rate. The schedule would only pull up the exchange rate with the latest date.

Using NEOSYS Generally

2011-08-14T11:26:36Z

Sandeep.neosys:

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*- - - Quite large download for a printer driver at 17Mb
*+++ Minimal clicks to accomplish the task (easy to use)
*- - - Always slow to open up after you choose "Print"
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

#Get on screen the document that you want to send
#Click Print
#Wait for primopdf screen to open (slow)
#Click "Email PDF"
#Wait for Email screen to open (fast)
#Fill in email address/subject etc
#Click Send

[[image:primopdf.jpg]]

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Features ====
*- - - CutePDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Very light to download and install.
*+++ Minimal clicks to accomplish the task (easy to use)
*- - - No option to “Email PDF” directly. File must be saved first and can be attached later to email.
*+++ Supports Microsoft Windows 98/ME/2000/XP/2003/Vista/7 (x86/x64)

==== Installation ====

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Select Print
# Now select the Cute PDF Writer in the drop-down menu of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# This PDF document can now be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* would restrict a user to logging in only from the local area network.

IP Numbers are like keys - this means that they apply to everyone above in the group and thus must be assigned to the level rather than to the user.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
1) Add/Delete users 
2) Disable existing users by entering an "Expiry" date 
3) Generate a password for a user or a level 
4) Set the number of days for the password to auto-expire 
5) Enter/change the user domain 
6) Monitor the users last login date, time and IP 
7) Add/Remove/Edit tasks for a user / level 
8) Specify allowed IP Numbers 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective LOCKS to the users in the "USERS" section against their name/level.

'''Customising the Authorisation Table'''

1) The various levels in Authorization File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
2) Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
3) Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
4) Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

----

Configuring Document Footers

2011-08-11T13:58:40Z

Sandeep.neosys: /* Configuring Personal Signatures (JPEG image) to appear on Document Footers */

== Configuring Document Footers with a Company Stamp/Signature (JPEG image) ==

=== Location of JPEG Images for Company Stamp/Signature ===

Make sure the JPEG image is located in the neosys/data/xxx folder (where "xxx" is the database code)

=== Single Company Installation ===

==== Invoice footer ====

In the Media / Job Configuration File, Scroll down to the Invoice Footer field under the Invoicing section and add the script
<img src = imagename.jpg></img>
where "imagename.jpg" is the name of the JPEG image.

==== Booking Orders ====

In the "Media Types File", add a new line in the "Order Footer" and add the script
<img src = imagename.jpg></img>
where "imagename.jpg" is the name of the JPEG image.

=== Multiple Company Installation ===

==== Invoice footer ====

In the Media / Job Configuration File, Scroll down to the Invoice Footer field under the Invoicing section and add the script
<img src = imagename%COMPANYCODE%.jpg></img>
and "imagename%COMPANYCODE%" will be converted to "imagenameXYZ" where "XYZ" stands for the company code in capitals.

==== Booking Orders ====

In the "Media Types File", add a new line in the "Order Footer" and add the script
<img src = imagename%COMPANYCODE%.jpg></img>
and "imagename%COMPANYCODE%" will be converted to "imagenameXYZ" where "XYZ" stands for the company code in capitals.

== Configuring Personal Signatures (JPEG image) to appear on Document Footers ==

Users can configure their personal signatures on the USER FILE by uploading a JPEG image of the same as shown below :

[[File:user1.jpg]]

Now follow the instructions that follow as shown in the screenshot below :

[[File:user2.jpg]]

Once the desired file is uploaded successfully, a file upload summary would be displayed as follows :

[[File:user3.jpg]]

Once you close the file upload summary, you would see a preview of the uploaded JPEG image.

[[File:user4.jpg]]

If you would like to delete the uploaded image, click the "Delete" button to do so.

To replace the uploaded image with a new one, you may simply click "Upload" and upload a new image which would overwrite the previous one.

NEOSYS does not limit a user's JPEG file to a particular size and neither does it allow them to enter width / height, as autoresizing often makes an image look bad due to loss of quality. The user must upload a suitably sized signature.

Also note that signatures uploaded in live database do NOT show in test-data at the moment.

File:User4.jpg

2011-08-11T13:56:43Z

Sandeep.neosys:

File:User3.jpg

2011-08-11T13:56:25Z

Sandeep.neosys:

File:User2.jpg

2011-08-11T13:56:08Z

Sandeep.neosys:

File:User1.jpg

2011-08-11T13:55:47Z

Sandeep.neosys:

Configuring Document Footers

2011-08-08T13:35:44Z

Sandeep.neosys:

Configuring Document Footers

2011-08-08T13:23:24Z

Sandeep.neosys: /* Configuring Document Footers with a Signature (JPEG image) */

Configuring Document Footers

2011-08-07T12:04:46Z

Sandeep.neosys: Created page with '== Configuring Document Footers with a Signature (JPEG image) == === Location of Images for Signature === Make sure the JPEG image is located in the neosys/data/xxx folder (wh…'

== Configuring Document Footers with a Signature (JPEG image) ==

=== Location of Images for Signature ===

Make sure the JPEG image is located in the neosys/data/xxx folder (where "xxx" is the database code)

=== Single Company Installation ===

==== Invoice footer ====

In the Media / Job Configuration File, Scroll down to the Invoice Footer field under the Invoicing section and add the script
<img src = imagename.jpg></img>
where "imagename.jpg" is the name of the JPEG image.

==== Booking Orders ====

In the "Media Types File", add a new line in the "Order Footer" and add the script
<img src = imagename.jpg></img>
where "imagename.jpg" is the name of the JPEG image.

=== Multiple Company Installation ===

==== Invoice footer ====

In the Media / Job Configuration File, Scroll down to the Invoice Footer field under the Invoicing section and add the script
<img src = imagename%COMPANYCODE%.jpg></img>
and "imagename%COMPANYCODE%" will be converted to "imagenameXYZ" where "XYZ" stands for the company code in capitals.

==== Booking Orders ====

In the "Media Types File", add a new line in the "Order Footer" and add the script
<img src = imagename.jpg></img>
and "imagename%COMPANYCODE%" will be converted to "imagenameXYZ" where "XYZ" stands for the company code in capitals.

Using NEOSYS Generally

2011-08-07T09:28:29Z

Sandeep.neosys: /* Emailing documents in PDF format */

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*- - - Quite large download for a printer driver at 17Mb
*+++ Minimal clicks to accomplish the task (easy to use)
*- - - Always slow to open up after you choose "Print"
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

#Get on screen the document that you want to send
#Click Print
#Wait for primopdf screen to open (slow)
#Click "Email PDF"
#Wait for Email screen to open (fast)
#Fill in email address/subject etc
#Click Send

[[image:primopdf.jpg]]

=== OPTION 2 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Installation ====

Supports Microsoft Windows 98/ME/2000/XP/2003/Vista/7 (x86/x64)

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Select Print
# Now select the Cute PDF Writer in the drop-down menu of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# Now this PDF document can be sent as an attachment via email.

== Codes in NEOSYS ==

=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* would restrict a user to logging in only from the local area network.

IP Numbers are like keys - this means that they apply to everyone above in the group and thus must be assigned to the level rather than to the user.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
1) Add/Delete users 
2) Disable existing users by entering an "Expiry" date 
3) Generate a password for a user or a level 
4) Set the number of days for the password to auto-expire 
5) Enter/change the user domain 
6) Monitor the users last login date, time and IP 
7) Add/Remove/Edit tasks for a user / level 
8) Specify allowed IP Numbers 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective LOCKS to the users in the "USERS" section against their name/level.

'''Customising the Authorisation Table'''

1) The various levels in Authorization File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
2) Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
3) Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
4) Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

----

Using NEOSYS Generally

2011-08-07T09:00:54Z

Sandeep.neosys: /* Emailing documents in PDF format using PrimoPDF */

== Restricing user access to files ==
=== Restricting user’s access to certain records of a file depending on company/division ===

In the following discussion remember that NEOSYS “companies” are used to implement any kind of corporate division. This includes legal entities and any type of internal division including departments, cost centres and profit centres etc.

Step 1 is to use the NEOSYS Authorisation File to generally restrict users access to certain companies/divisions, then they will also be restricted from viewing any records “belonging” to those companies/divisions. Split the groups in the authorisation file into multiple groups per division. For example, instead of one CLIENT SERVICE group in the Authorisation File you can create CLIENT SERVICE1, CLIENT SERVICE2 etc. The only difference must be a trailing integer so that the actual division name can be determined by NEOSYS.

For example to restrict access to company/division “XYZ” you create locked tasks in the NEOSYS Authorisation File as follows. The quotation marks are required.

COMPANY ACCESS “XYZ”

Invent a suitable lock eg =CFX to lock this company, place that lock on the newly created task and add that lock to the keys of the groups that should have access to that company.

Step 2 - Most of the various files in NEOSYS allow, and sometimes require, the association (i.e. tying) of individual records to specific companies/divisions either directly or indirectly.

Depending on the file, restrict access by entering one or more of the following on the individual records that are to be restricted.

#Company code
#A/c No. of an account which is tied to a specific company/division in its chart of accounts
#”A/c No , company code” eg 99999,XYZ - in most places that you can enter the A/c No. you may also follow it with a comma then the company code.
#Codes of other records which are themselves tied to a specific company/division.

Important Note: brands are associated with the company of the account at the time that the brand was created and removing the company from the account code didnt free up the brand from the company which also includes removing the company code from the chart. Hence if you do such a change you need to run the following in maintenance mode:

F5
CREATEBRANDS
Yes

=== Restricting access of users to specific individual records ===

Insert locked tasks in the Authorisation File similar to the following. For example, the following restricts access to company “XYZ”. The quotation marks are required.

COMPANY ACCESS “XYZ”

Generally, wherever there is a task called ‘filename ACCESS’ then you can add tasks like ‘filename ACCESS “XYZ” ’ to restrict access to individual records.

Other examples are:

ACCOUNT ACCESS “99999”
MARKET ACCESS “INT”

Restricting access to the company and market files is rather special in that it also restricts access to any and all records associated with (ie “belonging” to or tied to) that company or market.

Due to limitations in the size of the authorisation file, this should be limited to no more than a few 10’s of records in total for all files.

== Using NEOSYS online ==

=== Slow speed initially ===

The first time you use NEOSYS it takes time to get to the login screen because software code has to be downloaded in to the workstations browser cache. Getting to the login screen subsequently will be much faster.

After you login, there is also a delay the very first time that you bring a form (any form) on screen. The workstation has to download the general form handling software that handles all forms.

There is also a delay the very first time you use each specific form while the form specific software is downloaded. Large more complex forms take longer than smaller more simple forms.

=== Tips for demo ===

Login and get *any* small form up before the full demo starts then close all windows to start the demo from scratch. If possible also visit as many of the larger forms as you can before the full demo starts

During the demo, if any screen comes up slowly, change to another screen and then go back to the original screen to show that it is fast on the second and subsequent visits.

Use shift+click or right mouse click on the menu to open new windows wherever possible rather than keep changing forms within one window.

Be aware that large complicated forms take longer to download initially but all forms should be fast on secondary visits.

=== Common error and solution ===

Sometimes, especially on poor internet connections, NEOSYS doesn't download all the files correctly from nl1 immediately. If this happens you will get a variety of different error messages when you use the system first. You might also get no message but a little warning flag at the bottom of the internet explorer window that says something like "error on page".

The problem is usually resolved by revisiting the page or pressing the F5 button or the Refresh button on the Internet Explorer tool bar

== Emailing documents in PDF format ==

=== OPTION 1 : Using "CutePDF" ===

CutePDF Writer allows you to convert any printable document to PDF format. It installs as a virtual printer and is available from any application that offers a `Print` option. The program is easy to use, just select the CutePDF printer and click the print button. CutePDF Writer depends on the install of a PS2PDF converter such as Ghostscript (a small conversion utility) which can be automatically downloaded and installed during setup.

==== Installation ====

Supports Microsoft Windows 98/ME/2000/XP/2003/Vista/7 (x86/x64)

Free Download (3.83 MB) at : http://www.cutepdf.com/

==== Using CutePDF ====

As Cute PDF Writer installs itself as a printer on your computer, it enables you to create a PDF document out of anything you can print.

# Get on screen the document you wish to email.
# Select Print
# Now select the Cute PDF Writer in the drop-down menu of printers.
# After sending it to print, a box pops up asking you where you want to store the PDF document.
# Specify the desired directory/path where you would like to save the PDF document
# Now this PDF document can be sent as an attachment via email.

=== OPTION 2 : Using "PrimoPDF" ===

==== Features ====

*- - - PrimoPDF Must be installed on each user's computer
*+++ Free version without any time limitation/adware etc.
*+++ Well supported including Vista with paid version available
*- - - Quite large download for a printer driver at 17Mb
*+++ Minimal clicks to accomplish the task (easy to use)
*- - - Always slow to open up after you choose "Print"
*+++ Option to "Email PDF" directly
*+++ Options to password protect reading/updating

==== Installation ====

http://www.neosys.com/software/primopdf.exe

http://www.primopdf.com/

You probably also want a pdf viewer installed

http://www.adobe.com/products/reader/

==== Setting up ====

#Optionally set PrimoPDF to be your default printer
#Optionally configure your default printer to be landscape mode
#Set the PrimoPDF "Post Process" to be "Email PDF"
#Optionally setup other PrimoPDF options - for example password protection etc

==== Using ====

#Get on screen the document that you want to send
#Click Print
#Wait for primopdf screen to open (slow)
#Click "Email PDF"
#Wait for Email screen to open (fast)
#Fill in email address/subject etc
#Click Send

[[image:primopdf.jpg]]

== Codes in NEOSYS ==

=== Inventing codes ===

In order to speed up data entry, NEOSYS usually allows codes to be entered directly instead of relying on name searches and popups which are slower.

There are three strategies to invent codes:

#Sequential numbers. Easy to generate codes for new records but the codes are difficult to remember and are meaningless
#Meaningful codes. Invent a pretty code so that when you look at the code it reminds you of the name. There are many alternatives though and it is usually difficult later on to re-guess/remember the exact code given only the name.
#Meaningless codes. Use some mechanical rule for generating a code from the name. If the rule is simple, then later on we can re-guess the code from the name easily. Unfortunately looking at the code usually does not remind us of the name.

The real aim of coding, if you think about it for a while, is to be able to know the code to enter it quickly even if all you know is the name. Therefore method three is the most useful.

Surprisingly, the main aim is NOT to know the name on seeing the code which is natural instinct of most people when coding. Meaningful codes are indeed pretty but usually it is difficult to remember the exact code for data entry.

Interestingly, it is common to find NEOSYS clients who have never met each other to be using identical codes for the same clients and suppliers etc.

=== Using Four letter coding system ===

This four letter coding system has proven over many years to be easy to use and surprisingly good at avoiding duplicate codes where there are thousands of records.

Follow these steps rigorously:

#If there is a well known abbreviation for something use that regardless of how many letters there are. e.g. IBM or UNESCO
#Remove all standard words from the name to be encoded. Egg The, Company, Al, Incorporated, Ltd etc
#If there is only one word left in the name take the first four letters otherwise take the first two letters of the first two words and ignore any following words.
#ACCIDENTAL DUPLICATIONS: If the code accidentally duplicates with another code, simply add a 2 or 3 or 4 onto the end of the code. DO NOT INVENT YOUR OWN CODES.
#PREDICTABLE DUPLICATIONS: If you know in advance that there are several similar accounts with almost the same name then first use the four letter rules rigorously ... and then add two letters e.g. country, town, currency etc to distinguish the duplicates.

=== Examples of four letter coding ===

NESO - NEOSYS Software Ltd. (rule 3: easy to take the first two letters of the first two words)

KHAL - Al Khaleej (rule 2 and 3: Remove the standard word Al and take the first four letters of the only word)

IBM - IBM Corporation (rule 1: Standard abbreviation although in practice would probably have a geographical location appended)

STBU - Stephen Bush (rule 3: Personal names code well in using four letters)

STBU2 - Stephan Butros (Rule 4: An accidental duplication .. simply add 2)

GUOIDU - Gulf Oil Dubai (Rule 5: We know there are many Gulf Oil records so we add two letters for the location)

GIOIJE - Gulf Oil Jeddah (Rule 5:)

== The Authorisation Table ==

The NEOSYS authorisation system uses a concept of users, user groups, tasks, locks and keys.

The Authorisation File is on the Support Menu which is not available to everybody.

=== Tasks and Locks ===

The various tasks that users may be authorised to do are listed and have a single code (lock) next to them. The same code (lock) may be placed on many tasks, allowing the bulk authorisation of groups of tasks according to need. The grouping of tasks can be seen by sorting the tasks in order of their lock codes by clicking on the column heading titled "Locks".

Often to do accomplish some function in NEOSYS you need to be authorised to do more than one task in the authorisation table. For example to update a media schedule you need to be authorised to both access the schedule file and to update it.

Access to individual records may be restricted by appending the record key in quotes for example placing a lock on a task called ACCESS COMPANY "X" would restrict access to that company. To restrict access generally to a file but allow access to specific records, place a lock on the file eg ACCESS COMPANY but specifically enable access (place a lock) to specific records eg ACCESS COMPANY "X".

Access to particular datasets may also be restricted by placing a lock on a task called DATASET ACCESS "XXXX" and this would restrict access to users to that particular dataset.

NEOSYS authorisation table is not restricted to controlling access to files. Many tasks are very specific, for example one may or may not be allowed to book coincident ads.

A typical lock code might be AA (mneumonic for "access accounts") which would be placed on all general accounting tasks except those requiring further limitations. The AA key would only be given to accountants, thereby placing a convenient blank restriction on the ability of non-accountants from accessing accounting functions.

=== Users and Keys ===

Users are listed in groups for easy comprehension. Each group is separated by a blank line. The last user name in the group is an imaginary user and is used the name of the group.

Any user can be given "keys" which are short alphanumeric codes that correspond to the "locks" on the list of tasks. Users possess all the keys of any users lower in the group including the group user, so keys are typically added and removed to the group user. Possession of a particular key enables (authorises) the user to perform all the tasks that have the same lock code that matches the key code.

=== Subgroups ===

In the following example, Joe and John are senior accountants and have all the keys placed on the SENIOR ACCOUNTANT and all the keys placed on the ACCOUNTS "user" whereas Joan and Joseph only have the keys placed on the ACCOUNTS "user". It is a matter of hierarchy.

#JOE
#JOHN
#SENIOR ACCOUNTANTS
#JOAN
#JOSEPH
#ACCOUNTS
#blank line separating the next group

Within a group it is convenient to define users that represent subgroups like SENIOR ACCOUNTANTS. The users above (listed before) this "subgroup user" will have all the keys placed on this subgroup user. All of the users are still in the department ACCOUNTS since that is the last line of the group.

=== Access restriction by IP No. ===

Users may be restricted to login only from certain IP numbers or IP ranges. For Example: Assigning the IP address 192.*, 10.* would restrict a user to logging in only from the local area network.

IP Numbers are like keys - this means that they apply to everyone above in the group and thus must be assigned to the level rather than to the user.

=== How the Authorisation Table works ===

It consists of mainly two sections : (a) Users, and (b) Tasks 
The "USERS" section lists all the NEOSYS users licensed to use the software in their respective levels in the organisation. 
This section allows support staff to do the following : 
1) Add/Delete users 
2) Disable existing users by entering an "Expiry" date 
3) Generate a password for a user or a level 
4) Set the number of days for the password to auto-expire 
5) Enter/change the user domain 
6) Monitor the users last login date, time and IP 
7) Add/Remove/Edit tasks for a user / level 
8) Specify allowed IP Numbers 

A user can only access a particular task/function in NEOSYS once the task is allocated to him/her by an authorized person or by NEOSYS support staff 

The "TASKS" Section consists of a list of all the tasks that users need authorisation to access in NEOSYS. Authorisation is provided to users by assigning a "LOCK" for each task in the "TASKS" section and allotting the respective LOCKS to the users in the "USERS" section against their name/level.

'''Customising the Authorisation Table'''

1) The various levels in Authorization File like Admin, Management, Media, Finance, Production, Client Services, etc. are created as per the clients requirement. 
2) Each level is allocated locks which enable the users above the level to have access to the corresponding tasks. 
3) Inserting a blank line between levels prevents the higher level from accessing the tasks allotted to the lower levels. 
4) Removing the blank line enables the higher levels to access tasks assigned to the lower levels,however, lower levels cannot access tasks in levels above them. 

=== “Per User” Authorisations ===

Sometimes there are requests to provide very fine grained “per user” authorisations. However it is very hard to manage “per user” authorisations in the long term since there are a huge array of tasks that need to be decided per user.

Consequently is very important to maintain the VERY MINIMUM number of user groups and subgroups and NOT create additional special groups unless it is absolutely necessary.

Support staff are NOT helping the long term quality of experience of the system to the end users if they “try and be helpful” by providing many special groups and/or private authorisations for individuals. They will create a “rats nest” of incomprehensible unmaintainable authorisations. Worse, it is likely that accidental authorisations will be granted because it is impossible to reliably audit a long and complex set of “per user” authorisations.

Good support is doing the right thing for the long term success of the system. Bad support is doing whatever is asked by anybody chaotically and adding no value. Good support is not taking the easy short term way out. A system succeeds by its long term benefit to the client.

== Opening NEOSYS documents in Excel, Word etc. in Internet Explorer 7 ==

1. If you have not already done so, right click on the Internet Explorer tool bar and choose the following options

[[image:Internetexplorer1.JPG]]

2. Click Edit, Add, Close.

[[image:Internetexplorer2.JPG]]

3. The Internet Explorer tool bar will now have an Edit button with a drop down to select Microsoft Office programs like Excel and Word.

[[image:Internetexplorer3.JPG]]

== Opening new windows in new tabs in Internet Explorer 7 ==

Unfortunately Microsoft have decided that this cannot be done programmatically and that the only way is to right click on the menu item and select "open in new tab".

Also surprising is that new tabs do not become the top window automatically unless you configure Internet Explorer as follows:

Tool, Options, Settings and check the option "Always Switch to New Tabs when they are Created"

[[image:Openingnewtabs.jpg]]

----

Setting up and Configuring NEOSYS Generally

2011-08-04T12:33:48Z

Sandeep.neosys:

== Configuring letterhead ==
[[Configuring Letterhead]]

== Configuring Document Footers ==
[[Configuring Document Footers]]

== Configuring Client Security mark ==
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:

[[Image:clientsecuritymark.jpg]]

This can be changed incase the client's legal name changes.

The client security mark can only be changed by NEOSYS technical support staff.

== Configuring fonts and colors for all users ==

Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.

The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.

ED DEFINITIONS SYSTEM

line 46 then press Ctrl+E to edit multivalues (sublines)

mv 1: color for table column heading rows

mv 2: color for table body rows

mv 3: font

Press F9 to save, then Esc to get out of editing multivalues

Users can override the above the colors and fonts in their user details after login.

== Changing the signatory ==

In Maintenance mode, press F5 and the following command:

ED DEFINITIONS AGENCY.PARAMS

Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!

Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:

 Name of General Manager General Manager 

== Configuring backup procedures ==

See the System Configuration File on the NEOSYS Support Menu.

Note that this configuration file is missing the option to email a NEOSYS backup.zip file daily after the backup has been completed. To configure this go to the Maintenance mode and hit the F5 key and type:

ED DOS BACKUP.CFG

In line number 10, set the email address of the recipient/s who should receive a backup.zip file. This method is extremely useful as an offsite backup procedure in case of any server or USB failures.

== Configuring automated emails in NEOSYS ==

See the System Configuration File on the NEOSYS Support Menu.

The default configuration will send email via mailout.neosys.com on port 2500.

Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com

== Authorising Users ==

=== Preventing users from assigning their own passwords ===

The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.

People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.

NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.

Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.

=== Authorising access from outside the LAN ===

From 15/2/2008 access to NEOSYS is by default restricted to users from the standard local area network ip numbers starting 192.168, 10 and 127 so you might get clients complaining that they cannot login.

In order to allow access from outside you will have to update the Authorisation File and put a list of valid ip numbers that they are authorised to login from.

You dont have to put ip numbers on every single user. If the user ip numbers are blank for a user then the system will look for and use the nearest ip numbers on the following users below within the same department. Therefore you only have to put the ip numbers on the bottom "department user".

==== Examples ====

To allow someone to login from a) anywhere in the office and b) from another office with a static ip number of say 80.11.22.33 put something like 192.168.*,10.*,127.*,80.11.22.33

To allow someone to login from anywhere put * This is not recommended but necessary if someone absolutely has to login from anywhere in the world.

=== Enabling Minimal Access to Certificate File for Monitoring Department Staff ===

The following tasks are required at a minimum. 

COMPANY ACCESS or COMPANY ACCESS "X" 

CERTIFICATE ACCESS - AMCF 
CERTIFICATE CREATE – UMCF or CMCF 
CERTIFICATE UPDATE – UMCF 
MENU MENU – AM0 
SCHEDULE ACCESS OTHERS – AM0 

MEDIA COST ACCESS - Not required 

Suggested locks 
AMCF – Access Media Certificate File 
UMCF – Update Media Certificate File (required to change or remove certification data) 
CMCF – Create Media Certificate File (required to enter new certification data) 
AM0 – Access Media Level 0 – given to all media staff including Monitoring Staff 

All other tasks should not be authorised to monitoring, especially the common keys AM AMC etc. should not be given unless specifically required.

== Giving users access to the Support Menu ==

The Support Menu in NEOSYS enables users to access the following:

# List of Database processes
# List of Documents in use
# Stop/Restart NEOSYS service
# Backup
# Log
# Authorisation file

This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.

== Configuring Payment instructions ==

NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.

#Client file
#Currency file
#Company file
#Configuration File

If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.

There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"

The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.

Tip: Since the rules of getting payment instruction are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.

== Creating Email Alerts in NEOSYS ==

Currently this is a manual process done in maintenance mode using F5. It will be replaced by a web interface.

To find existing alerts

SORT DOCUMENTS ALERTS

===Syntax===

CREATEALERT alertid module alerttype runhours,... runasusercode {targetusercode,...} testemail} (options)

The command must be followed by five parameters in a fixed order and separated by spaces. Two additional parameters and options in "()" may follow in a fixed order. To replace an existing alert use the overwrite option.

===Alertid===

Required. Invent some short identifying alphanumeric code for your alert e.g. XYZ001. It will show in the email subject and is required if you want to change or remove the alert.

===Module===

Required. One of the following.

*GENERAL
*FINANCE
*AGENCY
*MEDIA
*JOB

===Alerttype===

Required. Various alert types are available depending on the module. See individual module documentation.

===Runhours===

Required. For example, 10 to run at 10am or 10,13,17 to run at 10am, 1pm and 5pm.

===Runasuser===

Required. Determines the authorisation level during processing

===Targetuser(s)===

Optional commas separated list of user codes (no spaces!) to receive any output from the alert. Note that some s may not have any output and that some alerts may automatically direct their output to various users.

===Test email===

Optional. An email address or addresses separated by ;. All emails generated by the process will be redirected here regardless of who they are normally directed at.

===Options===

Optional. One or more of the following letters must be in "()"

*R=Remove - remove an existing alert (only the alertid parameter is required)
*O=Overwrite - required to overwrite an existing document.
*S=Silent
*ROS=forget last run time

==Alert emails to some executives are being received by their managers==

You can put whatever you like in the executive name but NEOSYS must be able to find their email somehow.

For example if the executive is entered as “Steve Bush” and there is no user called Steve Bush in the Authorisation File.

1. Does the executive name contains an “@” character? then it is the email address
2. Is there a user in Authorisation matching either the executive name (Steve Bush) … or the first word of the executive name (Steve)?
3. If none of the above then the email of the user running (usually a manager) the process is used

To solve this problem create users matching the executive names.

Note that creating users with email addresses enables them to login to NEOSYS by requesting password reminders to their email address so like all users you must ensure that their authorisation level is appropriately limited.

Troubleshooting NEOSYS Media System

2011-08-04T10:43:54Z

Sandeep.neosys:

=== Correcting order of ads in media diary ===
After changing any reference files like clients, suppliers and media vehicles the order of ads may be incorrect.

For example changing the supplier of a vehicle may result in a media diary ordered by vehicle to incorrectly show ads from one vehicle in two separate places in the report instead of together.

The solution is to run the CREATEADS program in maintenance mode.

F5
CREATEADS

=== Client / Brand / Category change does not reflect in Media Diary ===
Unusually for NEOSYS, in the ADS file (on which the media diary and all "List of Ads" type reports and files are based) lots of referential information (like client/supplier etc) is frozen at the point of the last update. Running CREATEADS rebuilds the ads file and therefore gets/stores the latest client, supplier etc info into the ad records. Moving brands between clients and vehicles between suppliers is rare.

F5
CREATEADS

Note: When you run CREATEADS, it asks you to confirm a period from when to run this task. You need to be aware that any period before the input period will not show in any Media Diary Reports. Eg.if you input 2006, then you cannot generate a Media Diary for 2005 or any year backwards.

In most files other files, NEOSYS only stores the main codes like brand code and vehicle code and every time a report needs the client or supplier code it looks up that information from the separate brand or vehicle file so it always gets the latest info. This is how databases usually work. Actually some people would like the reports based on the ORIGINAL codes rather than the latest codes.

=== Ads are missing from Some but not All Media Diary and/or related Reports/Screens or you get some errors like "The ad has not been booked. Are you sure that you want to certify this ad?" ===

Cause: Possibly caused by user action

Explanation:May be user have changed the dates on the calendar and selected to '''NOT rebook the changes'''. Then the ads on the new dates would NOT have booking order numbers.
It can be checked by inspecting the List of Booking Orders to find the time and date that the booking order was created and the time and date of all schedules file modifications.

Cause: System error - possible an unresolved NEOSYS software error

Recovery method 1:

This can take a long time on a large database and requires all users/neosys processes for the same database to be shut down.

F5
CREATEADS
choose "Reindex the Ads File"

[[Fixing wrong exchange rates in invoices]]

Recovery method 2:

Resave the schedule(s) that show the problem. This is identical to CREATEADS but is much quicker and doesnt require all users to logoff. Of course if there are many errors then this isnt a practical solution.

=== Removing unnecessary items from List of Schedules Pending Invoices ===
Sometimes, schedules which don't need invoicing appear on the List of Schedules Pending Invoicing. This occurs if you do the following:

# Invoice the schedule. NEOSYS removes it from the pending invoicing list.
# Modify the schedule. NEOSYS puts it back onto the pending invoicing list.
# Modify the schedule back to as it was invoiced in. NEOSYS *doesn't* remove it from the pending invoicing list.

The solution is to ask for a proforma invoice for the schedule (in the invoice options page - select Certified-All Ads). This will give you a "nothing to invoice" message and remove it from the list. Asking for a proforma instead of an invoice is a precaution to avoid accidentally raising an invoice if there really is something to invoice on the schedule that you didn't expect, and will show you exactly what is pending invoicing.

If you are using the X option in the discounts/charges section to generate separate discount/fee invoices then you probably want to use Invoice Type: "Final" otherwise you will get an invoice that reverses the final invoice/credit note (since the default Invoice Type is "Initial")

=== Why do my two media vehicles/clients/etc come out as one line on the media analysis reports ? ===
Because you have given them exactly the same name. If you do this then NEOSYS assumes that you wish two vehicles/clients/etc. to be treated as one at least for analysis.

If you still want to see them separately and retain the similarity of name make some minor change in the name of one vehicle/client/etc. Even adding just a dot to one will cause them to appear as separate lines.

=== Hitting F9 is not giving the excel media diary but clicking "List" is ===

It seems that IE default security settings won't open an Excel file in response to pressing a key but only to a real click from the user.

A comment has been added on the screen to warn people about this in the new version of NEOSYS as shown below:

o Normal
o Excel Worksheet (must actually click the "List" button)
o Tabbed Text File

You can also enable the download as follows:

IE Tools Dropdown, Internet Options, Security Tab, Internet Zone, Custom Level, Downloads, Automatic Prompting for Downloads: ENABLE

General FAQ

2011-08-01T08:59:39Z

Sandeep.neosys:

[[How to do a manual backup?]]

[[How to I migrate data from my old system to NEOSYS]]

[[What type of database does NEOSYS use?]]

[[How to reset the password?]]

[[How to Add/Remove Print Headers and Footers on NEOSYS generated documents?]]

General FAQ

2011-08-01T08:58:40Z

Sandeep.neosys:

General FAQ

2011-08-01T08:58:13Z

Sandeep.neosys:

File:Reset3.jpg

2011-07-31T15:02:25Z

Sandeep.neosys: uploaded a new version of "File:Reset3.jpg"

File:Reset2.jpg

2011-07-31T15:01:33Z

Sandeep.neosys: uploaded a new version of "File:Reset2.jpg"

File:Reset1.jpg

2011-07-31T15:00:49Z

Sandeep.neosys: uploaded a new version of "File:Reset1.jpg"

How to reset the password?

2011-07-31T14:42:14Z

Sandeep.neosys:

To reset the password go to the NEOSYS login page, enter your username and click on the RESET button as shown below:

[[File:reset1.jpg]]

You will now be asked to enter your registered email id. Enter the email address assigned to you by your administrator.

[[File:reset2.jpg]]

Once this is done, click OK. A message will pop up to confirm that the password reset has taken place and the new password will be sent to you via email.

[[File:reset3.jpg]]

Check your inbox for an email with the subject “NEOSYS PASSWORD RESET”.

'''NOTE:'''

Three consecutive login failures, for any reason, over any time period, will result in an automatic lockout until the account password is changed using any of the usual methods :

1) Password reminder - if the user has a registered and accessible email account, or

2) By an administrator using the Authorisation File.

System administrators may reset passwords at any time in the Authorisation File. They can also configure the passwords to auto-expire after a preset number of days from the time it was last changed.

Users with email accounts registered in NEOSYS and other authorized domains can reset their passwords from the login screen even after expiry, however, users without access to email accounts must change their password prior to the expiry date.

All users are reminded to change their password on login if the same is expiring within a week.

File:Reset3.jpg

2011-07-31T14:40:17Z

Sandeep.neosys:

File:Reset2.jpg

2011-07-31T14:39:20Z

Sandeep.neosys:

File:Reset1.jpg

2011-07-31T14:38:35Z

Sandeep.neosys: uploaded a new version of "File:Reset1.jpg"

File:Reset1.jpg

2011-07-31T14:36:47Z

Sandeep.neosys:

Troubleshooting NEOSYS Generally

2011-07-14T10:50:43Z

Sandeep.neosys:

== Resolving the "Internet Explorer cannot display the webpage" error message when accessing NEOSYS ==

=== Within a local area network (LAN) ===
Users may get the "cannot display the webpage" error message when they try to access the NEOSYS login page when they are in the office and are using a local IP address (eg. http://192.168.1.100/neosys). In this case, check the following:

# Are other users able to access NEOSYS within the same office? If all users get the same error message, then it is likely that the NEOSYS server is off or has stuck at reboot due to a boot sequence error. In this case, you need to start the NEOSYS server and double click on the start databasename file. If the NEOSYS server does not start then you need to call in the IT support.
# If everyone else is able to access NEOSYS and it is only someone specific who isn't able to access: If all users are working normally, and only a specific user complains of this message then check the following:

* Is the user connected to a network? - verify this by opening up a website (www.google.com)
* If the user is connected to a network - verify if the user has the same IP address range as the NEOSYS server. For example the user might have IP address 192.168.2.1 and the NEOSYS IP is 192.168.1.100; which is a clear indication that this user is connected to another network and mostly happens if the user is using a WiFi connection (on a notebook) and is using an available unsecured connection of a neighbouring office. If this is the case, then disconnect and connect to the correct connection.
* The user is connected to the network and is on the same network - verify if the user any has proxy settings in the browser. In UAE for example Etisalat internet users have to sometimes enter the proxy address in the Options or internet will not work properly. In this case you need to configure the NEOSYS IP address as an exception under Tools > Internet Options > LAN Settings > Advanced.

=== From the internet ===

The connection to the NEOSYS server from outside office is via the public IP address over SSL (eg. https://clientname.redirectme.net:4430/neosys). Users may not be able to access this link and it may give the "cannot display the webpage" error message. This could be due to various reasons and could be one or a combination of the following:

# The users internet connection is not working or a firewall on the computer/router is blocking port 4430: in this case you need to fix the internet connection and open up outgoing port 4430
# The internet connection at the office which hosts the server is not working: consult with the IT person at the host office
# The server is off: consult with the IT person at the host office

== Resolving HTTPS certificate error when logging in from an external link ==

NEOSYS provides an external link to login to the program to function when staff are outside the office. This address is different from an internal address (eg. an internal address when accessing NEOSYS from within the office may be http://192.168.1.100/neosys, however an external link from which you access NEOSYS from outside the office maybe https://clientname.redirectme.net:4430/neosys). As this is a secure 128 bit encrypted method to protect your data from prying eyes on the internet, this method involves the creation of self signed certificates.

The error message would be something like this on IE7/IE8
[[image:https1.jpg]]

As the message states, Internet Explorer does not recognise the issuing authority which is NEOSYS SOFTWARE and hence warns the user. To proceed ahead and access NEOSYS you will have to click on CONTINUE. However it is best to get rid of this message rather than clicking on continue every time.

Once the NEOSYS login page opens up, click on Certificate Error and then click on View certificate: 
[[image:https2.jpg]]

Thereafter click on Install Certificate: 
[[image:https3.jpg]]

Click on Next 
[[image:https4.jpg]]

Click on Next 
[[image:https5.jpg]]

Click on Finish 
[[image:https6.jpg]]

You will now get a message that the import was successful, click on OK and than again on OK below: 
[[image:https7.jpg]]

Restart your browser for the changes to be effected. Once you open up the external link again now, it will not warn you, however the address bar will still show a certificate error, but this avoids clicking on continue every time if you hadn't installed the certificate.

== Using NEOSYS in Internet Explorer 8 and Internet Explorer 9==

Users who upgrade to IE8 (Internet Explorer 8) might complain that they are "unable" to use NEOSYS. When they mean "unable" that means when the NEOSYS homepage is opened up, they would get a message that "You Need Internet Explorer 5.5 and or greater". The message looks like this:

[[image:ie8com.jpg]]

The quick fix for this is to click on the Compatibility Mode on IE 8 and IE 9 as follows:

[[image:ie8compatibility.jpg]]

Another way is to add the NEOSYS URL to the Compatibility View Settings under Tools:

[[image:ie8compatibility1.jpg]]

What the above does is that IE8/IE9 opens up the page as it would in IE7.

== Resolving the "Network or server failure. (No response) Please try again later and/or get technical assistance" message ==

Appears in versions of NEOSYS dated 8 Feb 2009 onwards and is the same as the following error.

== Understanding the "system cannot locate the resource specified. in .Send" message ==

=== Problem explained ===
While working on NEOSYS, a user might get the following message as a pop-up:

[[image:errorspecifiedresource.jpg]]

ERROR: -2146697211 The system cannot locate the resource specified.
in .Send

[[image:insend.jpg]]

ERROR: -2146697208 The download of the specified resource has failed.
in .Send

This error message pops up when network failures occur especially when NEOSYS is being accessed over the internet when there are temporary problems in the internet connectivity or overload on the ISP.

This also could happen within an office over the LAN when there is a bad Ethernet switch/hub that cause the connection to break or just bad cabling. 
HINT : Look out for the note on the internet explorer page saying "Internet Explorer - Working Offline" which clearly indicates a problem with the network connection.

In the case of users who are connected via WIFI, check the WIFI connectivity of the workstation to identify any possible technical problem with it's network connection.

=== Solution ===

There isn't a clear solution to this especially if NEOSYS is accessed via the Internet as the external network is out of our control.

So it would be advisable to just wait and try again.

If within an office, then the IT people have to investigate possible causes as explained above.

=== Sample response to .Send problems for clients accessing THEIR server over the internet ===

Dear (Client name),

I am very sorry but this error definitely indicates unreliable network connection somewhere between your computer and the server.

1. Outlook email doesn’t require a continuous connection to the server. It just picks up mail now and again and if it cannot connect one time then it just tries again later without informing you. NEOSYS requires a continuous communication with the server to provide all the interactivity that you expect from an application like NEOSYS. 
2. My guess is that the problem is actually in the network connection in India (although it just could be the internet connection in Oman). 
3. There is a slight possibility that there is a problem in the computer that you are using although this is unlikely.

Can you try from another computer and/or internet connection.

How often are you getting this message? I presume you can login and work and then it pops up now and again. You might just try the Retry button.

We have clients doing remote access to NEOSYS from India to Dubai for many years now and are very familiar with the issues.

== Fixing "" does not exist in the clients file Error Message ==

=== Problem explained ===
After creating new brands in the client file or after creating a new client record and brands under it, whenever you key in the brand in the schedule file, you would get this message.

[[image:branderrorsch.jpg]]

=== Solution ===
All processes stopped

F5
REINDEXCLIENTS
REINDEXBRANDS

== Document Remains Locked longer than 10 minutes after an Internet Explorer Window crashes ==

Lost/hidden internet explorer window on windows that cannot be accessed keeps document locked until process killed/windows restarted

=== Symptoms ===

#Internet Explorer Windows "disappears" while working on a document.
#Attempts to reopen the same document (even after the normal NEOSYS ten minute lock timeout) results in a message something like "Cannot be edited because the document is in use by (username)"
#NEOSYS Support Menu, List of Open Documents shows that the record lock is being actively refreshed every five minutes as per normal NEOSYS process
#The iexplorer task can be seen in task managers, list of processes even after closing all Internet Explorer window.

=== Cause ===

Almost certainly due to windows unreliability when PC is customised with additional software from internet etc.

=== Work around ===

Kill the iexplorer task in Task Manager's list of processes or reboot the workstation and wait for up to 10 minutes for the lock to be cleared.

=== Permanent Solution ===

#Remove Internet Explorer Add-ons
#Reinstall Internet Explorer
#Reinstall Windows

== Troubleshooting the "Database not available" error message ==

=== Problem explained ===
This error appears when you try to login to NEOSYS after you enter your username and password and click the Login button.

[[image:database_unavailable.jpg]]

Error message :

Cannot login because :
Error : The (database code) database is not available right now.

=== Solution explained ===

This is probably because the processes (gray colour windows)on the server are not running. Login to the server and start these processes from the respective desktop icons and login again from the users computer.

If the processes are running but you are still unable to login, please refer Techwiki.

== Troubleshooting login failure (invalid username and/or password) ==

Entering an incorrect password on the NEOSYS login page would lead to the following error :

[[File:login.jpg]]

Please note that three consecutive login failures, for any reason, over any time period, will result in an automatic lockout until the account password is changed using any of the usual methods :

1) Password reminder - if the user has a registered and accessible email account (http://userwiki.neosys.com/index.php/How_to_reset_the_password%3F), or

2) By an administrator using the Authorisation File.

If the "Password Reminder" procedure does not solve the login failure issue, do the following in maintenance mode :

F5
LIST USERS WITH EXPIRY_DATE

== Troubleshooting Internet Explorer ==
[[Troubleshooting IE]]

== Troubleshooting the "Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0" message ==

=== Problem explained ===

This is a rare general problem in NEOSYS not related to this particular report (shown below)

[[image:RTP20error1.jpg]]

It is caused due to a process memory corruption when processing large datasets.

Error message :

Select item RTP20 missing from program stack. Error encountered during the REDUCE process. Code:0

=== Solution explained ===

Restart all the processes for the dataset in question. This will solve the problem.

== Solving User doesn’t have a menu despite that menu having no lock in Authorisation File ==

=== Cause ===

If no menu is locked in Authorisation File then menu access is not determined by task authorisations, it is determined by what MENU CODE they were given in the Authorisation File before MENU CODE was removed from the Authorisation File in later versions of the NEOSYS software - and replaced with the current menu tasks concept.

=== Solution ===

Implement “authorisation per menu” by adding appropriate locks to ALL menus remembering that any menu without a lock will become available to ALL users as soon as you put a lock on ANY menu task.

== Logo does not appear when a NEOSYS html document eg: Invoice, Estimate, etc is sent via email ==

There are 2 scenarios :

# The html file is sent by email by using the File > Send > Page by email… option on IE
# The html file is saved on the user’s desktop using the File > Save as > html … option on IE and then sent as an attachment via email.

Scenario (1) works fine, however, when a document is saved on the user’s desktop as an “html” file as mentioned in scenario (2), the “logo” doesn’t appear, as the directory in which the “logo” actually resides, is the NEOSYS server, and not the user’s PC.
Saving the html file on the users desktop results in the image properties to look for the logo on the users desktop (where it doesn’t exist) and hence the logo does not appear.

Many clients prefer that these documents be sent in “pdf” format as “html” files often end up in their spam msgs.

If these documents really need to be saved on the user's desktop prior to being mailed as an attachment, it would be a better idea to save them as “pdf” instead of “html”. This could be done using softwares like “CutePDF Writer” that are freely available on the internet. This software would allow the user to save the “html” document as “pdf” by clicking : File > Print > CutePDF Writer … following which the "pdf" document could be saved to the desired destination.

Troubleshooting NEOSYS Media System

2011-05-26T11:57:12Z

Sandeep.neosys: /* Hitting F9 is not giving the excel media diary but clicking "List" is */

=== Client / Brand / Category change does not reflect in Media Diary ===
Unusually for NEOSYS, in the ADS file (on which the media diary and all "List of Ads" type reports and files are based) lots of referential information (like client/supplier etc) is frozen at the point of the last update. Running CREATEADS rebuilds the ads file and therefore gets/stores the latest client, supplier etc info into the ad records. Moving brands between clients and vehicles between suppliers is rare.

F5
CREATEADS

Note: When you run CREATEADS, it asks you to confirm a period from when to run this task. You need to be aware that any period before the input period will not show in any Media Diary Reports. Eg.if you input 2006, then you cannot generate a Media Diary for 2005 or any year backwards.

In most files other files, NEOSYS only stores the main codes like brand code and vehicle code and every time a report needs the client or supplier code it looks up that information from the separate brand or vehicle file so it always gets the latest info. This is how databases usually work. Actually some people would like the reports based on the ORIGINAL codes rather than the latest codes.

=== Ads are missing from Some but not All Media Diary and/or related Reports/Screens or you get some errors like "The ad has not been booked. Are you sure that you want to certify this ad?" ===

Cause: Possibly caused by user action

Explanation:May be user have changed the dates on the calendar and selected to '''NOT rebook the changes'''. Then the ads on the new dates would NOT have booking order numbers.
It can be checked by inspecting the List of Booking Orders to find the time and date that the booking order was created and the time and date of all schedules file modifications.

Cause: System error - possible an unresolved NEOSYS software error

Recovery method 1:

This can take a long time on a large database and requires all users/neosys processes for the same database to be shut down.

F5
CREATEADS
choose "Reindex the Ads File"

[[Fixing wrong exchange rates in invoices]]

Recovery method 2:

Resave the schedule(s) that show the problem. This is identical to CREATEADS but is much quicker and doesnt require all users to logoff. Of course if there are many errors then this isnt a practical solution.

=== Removing unnecessary items from List of Schedules Pending Invoices ===
Sometimes, schedules which don't need invoicing appear on the List of Schedules Pending Invoicing. This occurs if you do the following:

# Invoice the schedule. NEOSYS removes it from the pending invoicing list.
# Modify the schedule. NEOSYS puts it back onto the pending invoicing list.
# Modify the schedule back to as it was invoiced in. NEOSYS *doesn't* remove it from the pending invoicing list.

The solution is to ask for a proforma invoice for the schedule (in the invoice options page - select Certified-All Ads). This will give you a "nothing to invoice" message and remove it from the list. Asking for a proforma instead of an invoice is a precaution to avoid accidentally raising an invoice if there really is something to invoice on the schedule that you didn't expect, and will show you exactly what is pending invoicing.

If you are using the X option in the discounts/charges section to generate separate discount/fee invoices then you probably want to use Invoice Type: "Final" otherwise you will get an invoice that reverses the final invoice/credit note (since the default Invoice Type is "Initial")

=== Why do my two media vehicles/clients/etc come out as one line on the media analysis reports ? ===
Because you have given them exactly the same name. If you do this then NEOSYS assumes that you wish two vehicles/clients/etc. to be treated as one at least for analysis.

If you still want to see them separately and retain the similarity of name make some minor change in the name of one vehicle/client/etc. Even adding just a dot to one will cause them to appear as separate lines.

=== Hitting F9 is not giving the excel media diary but clicking "List" is ===

It seems that IE default security settings won't open an Excel file in response to pressing a key but only to a real click from the user.

A comment has been added on the screen to warn people about this in the new version of NEOSYS as shown below:

o Normal
o Excel Worksheet (must actually click the "List" button)
o Tabbed Text File

You can also enable the download as follows:

IE Tools Dropdown, Internet Options, Security Tab, Internet Zone, Custom Level, Downloads, Automatic Prompting for Downloads: ENABLE

Troubleshooting NEOSYS Media System

2011-05-26T09:00:29Z

Sandeep.neosys:

=== Client / Brand / Category change does not reflect in Media Diary ===
Unusually for NEOSYS, in the ADS file (on which the media diary and all "List of Ads" type reports and files are based) lots of referential information (like client/supplier etc) is frozen at the point of the last update. Running CREATEADS rebuilds the ads file and therefore gets/stores the latest client, supplier etc info into the ad records. Moving brands between clients and vehicles between suppliers is rare.

F5
CREATEADS

Note: When you run CREATEADS, it asks you to confirm a period from when to run this task. You need to be aware that any period before the input period will not show in any Media Diary Reports. Eg.if you input 2006, then you cannot generate a Media Diary for 2005 or any year backwards.

In most files other files, NEOSYS only stores the main codes like brand code and vehicle code and every time a report needs the client or supplier code it looks up that information from the separate brand or vehicle file so it always gets the latest info. This is how databases usually work. Actually some people would like the reports based on the ORIGINAL codes rather than the latest codes.

=== Ads are missing from Some but not All Media Diary and/or related Reports/Screens or you get some errors like "The ad has not been booked. Are you sure that you want to certify this ad?" ===

Cause: Possibly caused by user action

Explanation:May be user have changed the dates on the calendar and selected to '''NOT rebook the changes'''. Then the ads on the new dates would NOT have booking order numbers.
It can be checked by inspecting the List of Booking Orders to find the time and date that the booking order was created and the time and date of all schedules file modifications.

Cause: System error - possible an unresolved NEOSYS software error

Recovery method 1:

This can take a long time on a large database and requires all users/neosys processes for the same database to be shut down.

F5
CREATEADS
choose "Reindex the Ads File"

[[Fixing wrong exchange rates in invoices]]

Recovery method 2:

Resave the schedule(s) that show the problem. This is identical to CREATEADS but is much quicker and doesnt require all users to logoff. Of course if there are many errors then this isnt a practical solution.

=== Removing unnecessary items from List of Schedules Pending Invoices ===
Sometimes, schedules which don't need invoicing appear on the List of Schedules Pending Invoicing. This occurs if you do the following:

# Invoice the schedule. NEOSYS removes it from the pending invoicing list.
# Modify the schedule. NEOSYS puts it back onto the pending invoicing list.
# Modify the schedule back to as it was invoiced in. NEOSYS *doesn't* remove it from the pending invoicing list.

The solution is to ask for a proforma invoice for the schedule (in the invoice options page - select Certified-All Ads). This will give you a "nothing to invoice" message and remove it from the list. Asking for a proforma instead of an invoice is a precaution to avoid accidentally raising an invoice if there really is something to invoice on the schedule that you didn't expect, and will show you exactly what is pending invoicing.

If you are using the X option in the discounts/charges section to generate separate discount/fee invoices then you probably want to use Invoice Type: "Final" otherwise you will get an invoice that reverses the final invoice/credit note (since the default Invoice Type is "Initial")

=== Why do my two media vehicles/clients/etc come out as one line on the media analysis reports ? ===
Because you have given them exactly the same name. If you do this then NEOSYS assumes that you wish two vehicles/clients/etc. to be treated as one at least for analysis.

If you still want to see them separately and retain the similarity of name make some minor change in the name of one vehicle/client/etc. Even adding just a dot to one will cause them to appear as separate lines.

=== Hitting F9 is not giving the excel media diary but clicking "List" is ===

It seems that IE default security settings won't open an Excel file in response to pressing a key but only to a real click from the user.

A comment has been added on the screen to warn people.

o Normal
o Excel Worksheet (must actually click the "List" button)
o Tabbed Text File

You can also enable the download as follows:

IE Tools Dropdown, Internet Options, Security Tab, Internet Zone, Custom Level, Downloads, Automatic Prompting for Downloads: ENABLE

Troubleshooting NEOSYS Generally

2011-05-10T08:11:02Z

Sandeep.neosys:

File:Login.jpg

2011-05-10T08:03:09Z

Sandeep.neosys: