Introduction
One of your first tasks in creating a new database should be to enter details of each member of your staff in Hansa. You will do this using the Person register in the System module. One reason for doing this is to protect your data: the Person register allows you to assign a password to each user. It's a good idea to do this even in a single-user system: protecting your database with a password might prove to be a wise precaution if your computer is stolen. In multi-user systems, you can also use the Person register together with the Access Groups setting (also in the System module) to restrict the access to Hansa each member of staff has to the modules and function that are relevant to their job.
It is not necessary to restrict this process to members of staff that will be using Hansa. For example, someone that will not use Hansa should still be recorded in the Person register if you want their work to be included in your time recording reports.
Before entering Persons, you may wish to define Access Groups: these are described here.
To enter details of your personnel to the Person register, follow these steps:
- Select the System module from the Modules menu. If this module is not available on the Modules menu, this will probably be because you have not granted yourself access to the System module in the System Usage setting. Please refer to the Modules, Users and Companies page.
- Open the Person register by clicking the [Person] button in the Master Control panel. If you are using a new database, a blank browse window will appear. Otherwise, it will list all Persons previously entered.
- Click the [New] button in the Button Bar at the top of the browse window.
Use the 'Person: New' window shown below to enter information about a member of staff. For full details about each field on the screen, please refer to the description of the Person register.
When entering a Person's initials in the Signature field, note that where there is more than one Company in the database, records in the Person register are specific to the Company in which they were entered. However, when you come to create them as described below, their Mailboxes will be open to all Companies in the database. This allows mail to be sent between Persons in different Companies. One implication of this is that all Persons across all Companies should have different Signatures (initials). If there are two or more Persons in different Companies with the same Signature, they will not be able to have their own Mailbox.
- Click the tabs (named 'Access', 'Job', 'Ser Nos', etc) to enter more information about the member of staff.
- Click the [Save] button in the top right-hand corner of the window. The record is saved in the Person register.
- The window title changes to 'Person: Inspect', giving you a chance to check you have not made any mistakes in entering the record.
- Close the record by clicking the close box or using the Ctrl-F4 (Windows and Linux) or ⌘-W (Macintosh) keyboard shortcut.
- If you have a number of personnel to enter, click [New] instead of [Save] at step 5 above (or use the Ctrl-N/⌘-N keyboard shortcut). The Person record is saved and closed, and a blank window is opened, allowing you to enter another record straight away.
- When you close the last Person record at step 7 above, you will be returned to the 'Persons: Browse' window, which now lists the members of staff that you have just registered. Click on each one in turn and allocate a password by selecting 'Change Password' from the Operations menu.
You should now create a Mailbox for each Person. Mailboxes allow members of staff to send and receive mail, and to use the
Personal Desktop.
In contrast to the Person register, you should only create Mailboxes for members of staff that will be using Hansa. This is because the Hansa user licence is issued on the basis of the number of Named Users (i.e. the number of Mailboxes).
Before creating Mailboxes, you should first make sure that you have recorded the correct number of Mailboxes in the System Usage setting in the System module.
To create a Mailbox, follow these steps:
- Select the Technics module from the Modules menu. If this module is not available on the Modules menu, this will probably be because you have not granted yourself access to the Server module in the System Usage setting. Please refer to the Modules , Users and Companies page.
- Click the [Settings] button in the Master Control panel (or select 'Settings' from the File menu). In the resulting list, double-click 'Mailboxes'. If you are using a new database, a blank 'Conferences' window will appear. Otherwise, it will show the Mailboxes that already exist:
- Click the [New] button in the Button Bar at the top of the window.
Use the 'Mailbox/Conference: New' window shown below to create a Mailbox. For full details about each field on the screen, please refer to the description of the Mailboxes setting.
- Click the [Save] button in the top right-hand corner of the window. The record is saved in the Mailboxes setting, the window is closed, and you are returned to the 'Conferences' window. This now shows the Mailbox that you have just created.
- Repeat steps 3 and 4 to create all the Mailboxes that you need.
