Setting up and Configuring NEOSYS Generally

Configuring letterhead

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:

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 Terms

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 instructions 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.

Testemail

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.