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Communicating
-591-
ClickHelpformoreinformation.
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Viewingnews
-592-
Viewingnews
UsetheNewstabtostayinformedaboutcompanynews,scheduledmaintenance,and
otherimportantannouncementsconcerningyourLectoraOnlineexperience.
ContactyouradministratorifyouwouldliketoprovidecontentfortheNewstab.
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Managingyouraccount
-593-
Managingyouraccount
ClicktheAccountSettingslinktoviewandupdateinformationaboutyouraccount.
Contactyouradministratorifyourequireimmediateassistance.
Seethesetopicsformoreinformation:
l
Viewing
your
account
settings
l
Updating
your
account
settings
Viewingyouraccountsettings
ClicktheAccountSettingslinktoviewinformationaboutyouraccount.
ThefollowinginformationisprovidedontheMyAccountwindow:
Organization
Thenameofyourgroup,team,ororganization
Role
Youraccounttypeasdeterminedbyyouradministrator
UserID
Yoursign-onID
FirstName
Yourfirstname
LastName
Yourlastname
Description
Ashortdescriptionofyourroleontheteam
EmailAddress
Youremailaddress
ChangePass-
word
Usethisfieldwhenchangingyourpassword
Re-enterPass-
word
Reenterthepasswordwhenyouarechangingit
LocalePrefer-
ence
Displaysyourpreferredlocale.
Youcanmakechangestothefieldsthatallowinput.Formoreinformation,seeUpdating
your
account
settings
.
Updatingyouraccountsettings
ClicktheAccountSettingslinktoviewandchangeinformationaboutyouraccount.
YoucanchangethefollowinginformationontheMyAccountwindow:
FirstName
Yourfirstname
LastName
Yourlastname
Description
Ashortdescriptionofyourroleontheteam
EmailAddress
Youremailaddress
ChangePass-
word
Tochangeyourpassword,enteryournewpasswordintheChange
Passwordfield.ConfirmthenewpasswordbyrepeatingitintheRe-
enterPasswordfield.
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Managingyouraccount
-594-
SendEmailto
theNewUser
Enablethischeckboxtosendaninviteemailifyouarecreatinga
newuser.
LocalePrefer-
ence
Usethedrop-downlisttoselectyourpreferredlocale.
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Managingusers
-595-
Managingusers
AdministratorscanusetheManageUserslinktoviewusergroupdetails,addand
deleteusers,andedittheirinformation.Youcanalsomodifyyourorganizationsettings.
YoumustbedefinedasanadministratortohaveaccesstotheManageUserstask.
Viewthesetopicsformoreinformation:
l
Viewing
your
user
group
l
Adding
a
user
l
Editing
user
information
l
Deleting
a
user
Fordetailsaboutmanagingandmodifyingyourorganization,seeManaging
your
organ-
ization
.
Seealso:Roles
Viewingyourusergroup
Administratorscanviewthelistofuserswithinanorganization.UsersarelistedbyUser
ID,name,roleanduserstatus.Log-indetailsarealsoprovidedforeachuser.
Toviewyourusergroup:
1. ClicktheManageUserslinkontheHomePage.
TheManageUserswindowopens.
2. Clickacolumntoalphabeticallysortthecolumn.
TheManageUserswindowalsodisplaysthefollowingadministrationinformation.
SiteUserLimit
Numberofusersallowedforeachsite
OrganizationUser
Limit
Numberofusersallowedforeachorganization
CurrentUserCountNumberofcurrentusersintheorganization
AvailableUser
Count
Numberofavailableusersthatcanbeaddedtotheorganization
Addingauser
Youcanaddauserasyourteamgrows.Youmustbeanadministratortoaddauser.
Toaddauser:
1. ClicktheManageUserslinkontheHomePage.
TheManageUserswindowopens.
2. ClickAdd.
TheCreateUserwindowopens.
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Managingusers
-596-
3. Completethefieldsasfollows:
Role
Usethepull-downlisttoselectthenewuser'sroleasone
ofthefollowing:
l
Administrator
l
ProjectManager
l
User
l
Reviewer
UserID
Specifythenewuser'sUserID.
FirstName
Specifythenewuser'sfirstname.
LastName
Specifythenewuser'slastname.
Description
Specifyashortdescriptionofthenewuser'srole.
EmailAddress
Specifythenewuser'semailaddress.
ForcePassword
ChangeonNext
Login
Enablethischeckboxtorequirethenewusertocreatea
passwordthenexttimeheorshelogsin.
Password
Specifythenewuser'spassword.
ReenterPassword
Reenterthenewuser'spassword.
Active
Disablethischeckboxifthenewuseristobeinactive.
Expires
Ifyouareaddingareviewer,clickthecalendariconto
specifywhenthereviewer'saccesswillexpire.
4. TocreatethenewuseraccountandreturntotheManageUserswindow,click
CreateandQuit.Otherwise,clickCreatetoviewthenewuser'sinformation.
Theuserisaddedtothelistofusers.
Editinguserinformation
Youcanedituserinformationifnecessary.Youmustbeanadministratortoedituser
information.
Toedituserinformation:
1. ClicktheManageUserslinkontheHomePage.
TheManageUserswindowopens.
2. Double-clicktheuser'srowintheManageUserswindow.
TheEditUserwindowopens.
Managingusers
-597-
3. Editthefieldsasnecessary:
Role
Usethepull-downlisttoselecttheuser'sroleasoneofthe
following:
l
Administrator
l
ProjectManager
l
User
l
Reviewer
FirstName
Updatetheuser'sfirstname.
LastName
Updatetheuser'slastname.
Description
Updatethedescriptionassociatedwiththeuser.
EmailAddress
Updatetheuser'semailaddress.
ForcePassword
ChangeonNext
Login
Enablethischeckboxtorequiretheusertocreateanew
passwordthenexttimeheorshelogsin.
Password
Specifytheuser'spassword.
ReenterPassword
Reentertheuser'spassword.
Active
Disablethischeckboxiftheuserisnolongeractive.
4. ClickSave.
Deletingauser
Youcandeleteauser.Youmustbeanadministratortodeleteauser.Whenyoudeletea
user,theuseraccountandalltitlescreatedbytheuserthathavenotbeensharedare
deleted.
Todeleteauser:
1. ClicktheManageUserslinkontheHomePage.
TheManageUserswindowopens.
2. Clicktheuser'srowtohighlighttheuser.
3. ClickDelete.
Theuserisremovedfromthelist.ThedeleteduserisunabletoaccessLectoraOnline.
Managingyourorganization
-598-
Managingyourorganization
AdministratorscanusetheOrganizationSettingslinktomanagetheirorganizationset-
tings.Viewyourcurrentorganizationsettings,suchasorganizationname,diskusage,
andusercount,andmakemodificationsasnecessary.Youcanalsoupgradeyourtrial
accountandmanagetheskinsusedwhendisplayingFlashorMP4-H.264video.
YoumustbedefinedasanadministratortohaveaccesstotheOrganizationSettings
task.
Viewthesetopicsformoreinformation:
l
Viewing
your
organization
settings
l
Modifying
your
organization
settings
l
Managing
your
disk
usage
l
Upgrading
your
trial
account
l
Managing
skins
l
Sending
organization
email
Viewingyourorganizationsettings
Administratorscanviewcurrentorganizationsettings.
Tovieworganizationsettings,clicktheOrganizationSettingslinkontheHomePage.
TheOrganizationSettingswindowopens.
ThefollowinginformationisprovidedontheOrganizationSettingswindow:
Name
Thenameofyourorganization
Company
Name
Thenameofyourcompany
DiskQuota
ThenumberofGigabytesofdiskstorageallocatedtotheorganization.
Fordetailsaboutcheckingdiskusage,seeChecking
your
disk
usage
.
DiskUsage
Threshold
Apercentageofdiskspaceusagethatwhenreachedawarningisdis-
playedtoalluserscurrentlyonline.Usersarenotifiedthattheorgan-
izationisabouttoexceedthediskquotalimit.
UserLimit
Themaximumnumberofuseraccountsallocatedtotheorganization.
Theuserlimitincludesbothactiveandinactiveusers.
UserCount
Thenumberofexistinguseraccountsintheorganization,including
bothactiveandinactiveusers.
Active
Thestatusoftheorganization
Trial
SelectedifyourorganizationisusingtheTrialoffering.
Expires
Theexpirationdateoftheorganization.
Properties
Settingsthatapplytotheorganization.Todisableaproperty,uncheck
Managingyourorganization
-599-
thecorrespondingboxintheValuecolumn.
Administrator
Notes
Notesthatwerespecifiedwhentheorganizationwascreatedormod-
ified.
Forinformationaboutmakingchangestothesesettings,seeModifying
your
organ-
ization
settings
.Forinformationaboutupgradingyourtrialaccount,seeUpgrading
your
trial
account
.
Managingyourdiskusage
Administratorscancheckandmanagediskusagefortheorganization.Youcanview
yourdiskusagesummaryandviewtitlestatisticsforeachuser.
Thefollowingguidelinesarerecommended:
l
Stayontopofyourdiskusage.UsetheDiskUsagebuttontofrequentlycheck
usagedetails.
l
Setusage-levelalarms.YourDiskUsageThresholdsettingdeterminesthecapa-
citywhenreachedtostartsendingmessagesregardingdiskusagewhenyoulog
in.
l
Ifyouareoverorapproachingyourdiskquota,followthesebest-practices:
n
Recommendthatusersexportlargeoldorunneededprivateandshared
titlesthendeletethemonline.
n
Recommendthatusersdeleteunusedresourcesandunneededlargemedia
intheMediaLibrary.
n
RecommendthatusersdeleteunusedLibraryObjectsandtemplates.
n
SettheMaximumHistorySizesettingforsharedtitlestoavalueotherthan
Unlimited.Thisbecomesmosteffectiveifthetitlehasmanyversionsandthe
titleislargewithmanyresources.
Whenversionsaretrimmedfromatitle'shistorytheyaretakenfromthe
"back-end"oroldestend.Theversionnumberswillalwaysriseas
changesarecheckedin.Soforexampleifyouhaveatitlewith10ver-
sions(1through10)andyousettheMaximumHistorySizeto3then
versions1through7willberemovedfromthetitlehistory(theoldest7)
leavingversions8,9and10.Whenthenextcheck-inoccurs,thatwill
becomeversion11andversion8wouldberemoved;leavingversions
9,10and11.Youkeepthelatestthreeversionsbasically.
Notethattheversiontrimmingprocessdoesnottakeplaceimme-
diately.Requestsarequeuedupandruninthebackground.You
shouldseeresultswithinanhourgenerally.Alsonotethat"status"ver-
sions(indicatesthatstatusofthetitlewaschanged)wherethetextis
bolddonotcounttowardstheMaximumHistorySize.Consequently,
Managingyourorganization
-600-
youmighthaveaMaximumHistorySizeof5andthehistoryshows7
versions,buttwoofthemarestatusversions.
Contactyoursalespersonifyouneedtoincreaseyourdiskquota.
Tocheckyourorganization'sdiskusage:
1. ClicktheOrganizationSettingslinkontheHomePage.
TheOrganizationSettingswindowopens.
2. ClicktheDiskUsagebutton.
TheDiskUsagewindowopens.Thechartdisplaysyourcurrentdiskspaceusage.
3. ClickOKtoreturntotheOrganizationSettingswindow.
Tomanageyourdiskusage,clicktheDiskUsagelinkonthehomepage.Yoursum-
marystatisticsarecompiledandpresentedontheDiskUsagepage.Detailedusage
informationispresentedforyourorganization,includingsummarystatisticsandtitlestat-
isticsforeachuser.ClickRefreshtorefreshthevalues.ClickRecomputetogetthe
latestvaluesforyourorganization.Clickthe
downarrowtoexportthecorresponding
title.
Modifyingyourorganizationsettings
Youcanmodifyyourcurrentorganizationsettingsasnecessary.Youmustbeanadmin-
istratortomodifyyourorganizationsettings.Youcanextendyourorganization'sexpir-
ationdate,changetheuserlimit,andaddadditionalstoragespace.Purchasescanbe
madedirectlyusingtheelectronicformsprovidedorbycontactingyourTrivantissales
representative.
Fordetailsaboutupgradingyourtrialaccount,seeUpgrading
your
trial
account
.
Toedityourorganizationsettings:
1. ClicktheOrganizationSettingslinkontheHomePage.
TheOrganizationSettingswindowopens.SeeViewing
your
organization
settings
fordescriptionsofthefieldsonthiswindow.
2. ClickModifyOrganizationSettings.
Followtheon-screenpromptstomodifyyourorganizationsettings.
Thechangesyoumaketoyourorganizationsettingsareimplementedfollowingpur-
chaseverification.RevisittheOrganizationSettingswindowtoverifythatthecorrect
changesweremade.
Upgradingyourtrialaccount
Administratorscanupgradefromatrialaccount.Purchasescanbemadedirectlyusing
theelectronicformsprovidedorbycontactingyourTrivantissalesrepresentative.
Toupgradefromatrialaccount:
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