Introduction

Welcome to Office Tracker, the ultimate scheduling solution.  Office Tracker is a network group scheduling tool that lets users maintain personal and group calendars, schedule and reserve rooms and other resources, and arrange group events with other Office Tracker users. With Office Tracker, everyone on the network can create and share schedules, keep track of tasks, meetings and projects, and schedule personal and group events - all from one easy-to-use interface.

Office Tracker Server Administration

The Office Tracker Server is the central repository for all client user data. The server is set up on one machine and the client software is installed on several machines, depending on the total number of users in your license agreement. Each client user has the ability to schedule and share schedule information with the other Office Tracker users.

The Office Tracker Server Administrator is the person who controls the Server, adds user names, creates sharing privileges and generally maintains the server machine. This guide covers the Server Administration features of the Office Tracker software.

Note: Running client/server software requires specific expertise. It is necessary to have a person experienced with network management and terms such as "TCP/IP" and "Routers" handling the Office Tracker Server.

This guide should help to get your server and your clients up and running on the Office Tracker system. It covers server operations and gives a basic client overview. Please read over the entire guide before beginning to set up your server. You should also read the Office Tracker Client Guide to familiarize yourself with the client software. Most features in the client software are not covered in this Server Guide to avoid repetition.

HTML Server and Client Guides (Online Guides)

The Office Tracker Server and Client Guides have been included as a set of html documents on your install disks. As the Server Administrator you can allow all of your client users to access the client guide by giving them the URL for your server, along with the secondary /Help directory. For example:

http://yourOTserverIPaddress:8001/Help

You can distribute the “OT Client Guide (html format)” folder to your client users or move it to your internet/intranet server (if applicable) and allow them to access it just as they do other html documents.  Client users can read the guide with any Internet browser capable of viewing frames and graphics such as Netscape 2.0 or Internet Explorer 3.0.

The Office Tracker client software runs on X86 or Pentium-based PCs running Windows 95/98/NT 4.0/2000 Macintosh or Power Macintosh computers with System 8.6 or later.

Once you've installed the Office Tracker Server, you can access the Office Tracker Server Help Guide from your Start/Programs/Office Tracker Server menu, or by pressing the "Help" button in the Office Tracker Server Administration Pages.

Support

Office Tracker comes with free* support for 30 days after the purchase date. Support includes telephone and/or e-mail communication. Visit the milum.com web site for more details. After the 30-day period you will need to purchase one of our continued support packages in order to have access to a support representative.

To order a support package, visit the Milum web site at: www.milum.com or call the Milum order line at 512-469-2966.

When contacting support by phone or e-mail, please be prepared to give your server hardware and software (OS) information and the current version of the Office Tracker software you are using. Fill out the following information so you will have it on hand when you call:

Serial #:_____________________ Server version: _________________

Hardware CPU: ________________ RAM:________________________

Name of person who installed Server software:_____________________________________________________

Note any modifications you made to install:_______________________________________________________

____________________________________________________________

To get support under your support plan agreement, call the Support Line at: 512-469-2967 or send support questions via e-mail to: support@milum.com.

*some limitations and restrictions apply, please contact Milum Corporation for details.

Overview

How the Office Tracker Server Works

The Office Tracker Server is the central repository for schedule data. The server software lets you create your Name Lists, set Sharing Privileges for client users, assign e-mail addresses, maintain Log Files of client-user activity, and control general administrative tasks all from a convenient web-based administration system. 

The Office Tracker Server is based on Java and utilizes the JAVAW.exe (Java Runtime Environment). Client users must have the "Office Tracker" client software installed on their individual machines in order to begin scheduling and using calendars. Client users can create schedule views containing the names and sharing privileges created at the Office Tracker Server. Client users can schedule events with one another or schedule events for resources such as conference rooms and equipment. Each time a client user creates an event, the information is sent to the Server and stored in the Server’s database. Client users can work “offline” while disconnected from the Server and when they reconnect their changes are synchronized to the server Office Tracker Server.

The Office Tracker Server is a background or "invisible" application. There are no visible windows when the application is running; however you administer the Office Tracker Server through a web browser via html pages called “Admin” pages. The Admin web pages provide a graphical user interface to view and control all of the administration functions.  The Server performs best when you leave it running. 

How Office Tracker Updates Event Information
Schedules are updated automatically at minimum every 10 minutes or less, depending on the setting in the Server Preferences (default is 10 mins., minimum is 3 mins.). In addition, each time you move to a different day, add a new name to the view or press the F2 key, your schedule will be updated with any new events added since your last update.To reduce the chance of scheduling conflicts in version 3.7.3 or earlier, you should press the F2 key and allow the update to occur before scheduling an event (you will see messaging in the lower right corner of the Office Tracker main window) . You should then use the Find Open Time feature if you are trying to schedule an event into the future.In version 4.0 and later you can use the conflict checking feature to reduce the chance of scheduling conflicts.

Overview of Steps Involved in Setting up Office Tracker

1. Make sure the machine you are using for the Office Tracker Server has a static IP address or you have the Computer Name.

2. Install Office Tracker Server software.

3. The server is set by default to start automatically unless you cancelled this option at the end of the install. If it is not running, start the Office Tracker Server (from the launcher in your Start menu or from the Services Control Panel if it’s installed as a Service under Windows NT , 2000 or XP)

4. Open your web browser to access the Server “Admin” pages by entering : http://yourserverIPaddress:8001

5. Add client user's names and names of resources (rooms, etc.)

6. Install Office Tracker client software on each client machine.

7. Give the Office Tracker Server IP address or MachineName and log on names to client users.

8. Connect client users and instruct them on how to create group schedule views.

Where Schedule Information is Stored
The Office Tracker Server maintains the "master" data files. The Office Tracker client software stores a local data file on each client machine ("otclient.mdb" on Windows "Schedule Data" on the Macintosh). The files automatically synchronize to the Office Tracker Server's files when the client users are connected to the server. This allows clients to work offline and to update the server when they reconnect. For example, if you shut down your server for maintenance, your client users can continue to schedule "offline" and their information will update automatically when the server is available again.

Office Tracker and Shared Files (NOT SUPPORTED)
Office Tracker does not use the “Shared file” concept. Office Tracker is a true client/server system. The client will send its information to the server and other clients will communicate with the server to get updated information from the other clients. This is a powerful structure that can support large numbers of uses simultaneously.Important: Do not attempt to place the .ots files (“views”) created by the Office Tracker client in a shared directory and share them with other users. This can cause undesired results and strange behavior.How Clients Know When They are OfflineThe Office Tracker client software displays a message “Server offline no conflict check” on Windows or a small "disconnected" icon on Macintosh, in the upper right corner of the main Office Tracker window any time the server machine is unavailable. This lets the users know that the schedule information they are viewing may not be completely up to date.

How Clients Know When They are Offline
The Office Tracker client software displays a message "Server offline no conflict check" on Windows or a small "disconnected" icon on Macintosh, in the upper right corner of the main Office Tracker window any time the server machine is unavailable. This lets the users know that the schedule information they are viewing may not be completely up to date.

The Office Tracker Server Administration Pages

The Office Tracker Server Administration pages are html web pages. Since they work in the same way other web site pages work, you can administer the Office Tracker Server from any machine on the Internet provided you have an Internet (web) browser available and you know the correct IP address and password of your Office Tracker Server . Your web browser must support frames, tables and JavaScript. Netscape version 3.0 and Internet Explorer 4.0 or later are the only browsers with full support for Office Tracker at this time.

The section in this guide "Getting Started" describes how to access the Administration Pages. You may decide to leave the main "Admin" page open on your server machine for easy access to the administrative functions. After reading through the installation section and "Getting Started" section you should have a good idea how the Server Administration Pages work.

WebViewer™ Overview

The Office Tracker WebViewer is an option that you may or may not have purchased with your Office Tracker Software License. If you do not have a license to use the WebViewer you can find out how to order it by contacting Milum Corporation at: 512-469-2966 or by sending e-mail to: info@officetracker.com.

The Office Tracker Web Viewer allows client users to view daily, weekly, and monthly calendars in their web browser. Users on the road can log onto the calendar from any internet connection. Web-based server administration is also accessible from any point on the Internet. The Office Tracker Server with the Web Viewer option can be set up to control which schedules have web access, and how often the web schedules are updated (from every 15 minutes. to 12 hours.).

Schedule information is always stored locally on your server machine, whether or not you are using the WebViewer option. Sometimes users are confused by this and think that because they can access information via the web, that it is in some way "public" information. This is not the case. You control which schedules are available through the web and you also control who has access (via a Name and Password) to view them.

Installation

Office Tracker System Requirements

The Office Tracker Server requires the following:

Server Requirements (Minimum)

• Pentium III or better
• 128 MB RAM minimum – 256 or higher recommended
• 128 MB of available disk space
• Windows NT 4.0 /2000 or XP Note: Windows 98 will work but is not recommended as a “server class” operating system
• TCP/IP Network Support
• A static IP address on the Office Tracker Server machine (Computer Name can be used in Windows only environments over a LAN)
• Internet Explorer 4.0 or later or compatible

WebViewer Requirements

• Windows NT, 2000 or XP
• Memory and disk space requirements may be considerably higher than the above defaults, depending on the number of names and the number of events you schedule 

Office Tracker Windows Client Requirements

• 486 or greater PC recommended
• 16MB RAM (32 MB or higher recommended)
• 16MB of available hard disk space
• Windows 98/2000/XP or NT 4.0 or greater client 
• TCP/IP Network Support  

Office Tracker Macintosh Client Requirements

• Macintosh with System 8.6 or greater 
• 8 MB RAM (32 MB recommended)
• 8MB of available hard disk space
• OpenTransport Version 1.1.1 or later

Installing the Office Tracker Server

Installing on Windows 98

Installation Notes
It is recommended you accept the default settings when you are installing the Office Tracker Server. The Office Tracker Server may be installed on any local drive you choose.

If you are performing an upgrade please see the section “Upgrading the Office Tracker Server” later in this guide.

To install, follow the steps below.

Step 1.  Insert the Office Tracker CD-ROM and open it from your CD ROM drive (Open "My Computer" then double-click the “Tracker” CD-ROM icon). Double-click the “Tracker” folder then the “Server” folder. 

Step 3. Moving through install screens.

1. When the installer launches you will see the Welcome screen. Click the “Next” button to move to the next screen which is the License Agreement. After reading and agreeing to the license, click “next” to move to the next step of the installation process.

2. You will be prompted to choose the folder and drive for the Office Tracker Server directory “OTServer.” It is recommended you leave this with the default setting unless you have a need to install to a different drive location. The default location is: “C:/Program Files/OTServer”

3. Continue clicking the “Next” button on each screen to complete the install. Before the Java components are installed you will need to accept the IBM license agreement by reading it and clicking the “Yes” button.

4. After the IBM Java Installer completes you will be taken back to the Office Tracker Install to finish the installation process.

5. A DOS window will open and at the bottom of the text window the message “Press any key to continue” Will display.

Press a key on your keyboard to continue. If you’re running Windows 98 you’ll need to click the close box to close this window.

6. The last screen in the installer will have two options (checked “on” by default). One is to automatically start the Office Tracker Server and the other is to open the Admin page.

It is recommended that you leave both “on” and click the Finish button to complete the installation.

The following items will be installed on your drive:

“OTServer” directory 

"Server Quick Start”

“Office Tracker Server” - shortcut installed in your Start menu

“JavaSoft” folder installed in your Program Files directory (contains the JAVAW)

Step 4.  Locate your server IP address or Machine Name and make a note of it.

Client users will need this IP Address to make their initial connection to the server.

To locate your TCP/IP Address:

1. Choose “Settings>Control Panel” from your “Start” menu.

2. When the Control Panel window opens, double-click the "Network" icon.

3. Click on TCP/IP from the listing in the Network window to select it, then click the "Properties" button.  Click the IP Address tab at the top of the Properties window.

Optionally you can get your IP address this way:

Windows 98:

1. Choose “Run” from the “Start” menu.

2. Type “winipcfg”.

3. Press “Enter”.

Windows NT/2000/XP:

1. Choose “Command Prompt” from the Start menu: Start>Programs>Command Prompt. look under "Accessories" if you can't find it under Programs.

2. Type “ipconfig” in the window that opens.

3. Press the Enter key on your keyboard.The current IP address for the machine is displayed. If you do not have a server IP address you will need to specify one now. You must have the IP Address or server Machine Name to make changes (add names, etc.) to the Office Tracker Server.

4. Make a note of your server IP address. You will need it to access the Office Tracker Server administration pages. If your IP addresses are dynamically allocated, or you can’t find the address using the method indicated above, try the following steps.

To set an IP address on your server machine (if you do not have one), follow the 1-4 steps above to get to the IP Address area, then enter an IP Address and make a note of it. If you do not understand how to assign IP addresses please refer to your Windows NT, 95/98/2000 System software documentation and read the section in this guide on Basic TCP/IP Setup.

Step 5.  Close the Control Panel windows and other desktop windows. 

 Step 6.  The Client User Guide is installed on your Office Tracker Server  machine along with the Office Tracker Server application. You can instruct your client users to access Help through the following URL:

http://yourIPaddresshere:8001/Help

WebViewer Installer
If you have purchased a license to use the "WebViewer" option, you will need to run the Wvsetup.exe installer on the same machine you installed the Office Tracker Server software.  This is covered later in the section on "Using the WebViewer."

Short cuts to the Office Tracker Server:  If you are creating a Short Cut to the Office Tracker Server you will need to make sure the working directory is set correctly. The best way to make sure the working directory is correct it is to copy the default Short Cut that is installed in the Start menu or the Desktop of the Office Tracker Server after you’ve done the install.

Installing on Windows NT, 2000 or XP

Important: If you are running another version of Office Tracker as a “Service” under Windows NT, 2000 or XP you need to disable the Office Tracker Service before you begin this install. Also, you should make a backup copy of your entire OTServer directory to another disk before installing a new version of the software. See “Upgrading the Office Tracker Server” for more information.

The server installer will default to installing on Windows NT and 2000 as a “Service.” This is the recommended install setting but if you do not want to install the application as a service be sure to make this change to “application” during the install process when you are prompted by the installer.

Installer Changes and Notes
The Office Tracker Server installer can be installed on any drive you choose. If you are doing an upgrade and originally installed and ran Office Tracker from your C: Drive, you do not need to move your files. If you were running it on your C: drive but  decide to install on another drive this time, you need to move your database and settings files after install. See “Upgrading the Office Tracker Server” for more information.

WebViewer Installer
If you have purchased a license to use the "WebViewer" option, you will need to run the Wvsetup.exe installer.  This is covered later in the section on "Using the WebViewer."

Office Tracker Installation Steps

Step 1.  Insert the Office Tracker CD-ROM and open it from your CD ROM drive (Open "My Computer" then double-click the “Tracker” CD-ROM icon). Double-click the “Tracker” folder then the “Server” folder.

Step 2.  Locate the “Otserver.exe” and double-click it to install the Office Tracker Server components.

Step 3.

1. When the installer launches you will see the Welcome screen. Click the “Next” button to move to the next screen which is the License Agreement. After reading and agreeing to the license, click “next” to move to the next step of the installation process. 

2. You will be prompted to choose the folder and drive for the Office Tracker Server directory “OTServer.” It is recommended you leave this with the default setting unless you have a need to install to a different drive location. The default location is: “C:/Program Files/OTServer”

3. Continue clicking the “Next” button on each screen to complete the install. Before the Java components are installed you will need to accept the IBM license agreement by reading it and clicking the “Yes” button.

4. After the IBM Java Installer completes you will be taken back to the Office Tracker Install to finish the installation process.

5. A DOS window will open and at the bottom of the text window the message “Press any key to continue” will display. Press a key on your keyboard to continue.

6. The last screen in the installer will have two options (checked “on” by default). One is to automatically start the Office Tracker Server and the other is to open the Admin page.

It is recommended that you leave both “on” and click the Finish button to complete the installation.

The following items will be installed on your drive:

“OTServer” directory 
"Server Quick Start”
“Office Tracker Server” - shortcut installed in your Start menu
“JavaSoft” folder installed in your Program Files directory (contains the JAVAW)
“JigAdmin” utility software

Step 4.   Locate your server IP address and make a note of it. If you kept the default install settings the server will be running in the background already and you can look at the main “Admin” page to locate your IP Address and Machine Name. Client users will need the IP Address or Machine Name to make their initial connection to the server.

To locate your TCP/IP Address:

1. Choose “Settings>Control Panel” from your “Start” menu.

2. When the Control Panel window opens, double-click the "Network" icon.

3. If you're running Windows 98, click on TCP/IP from the listing in the Network window to select it, then click the "Properties" button.  Click the IP Address tab at the top of the Properties window.

If you're running Windows NT, click the "Protocols" tab, and then double-click the TCP/IP protocol.

Optionally you can get your IP address this way:

Windows 98:

1. Choose “Run” from the “Start” menu.

2. Type “winipcfg”.

3. Press “Enter”.

Windows NT:

1. Choose “Command Prompt” from the Start menu: Start>Programs>Command Prompt

2. Type “ipconfig” in the window that opens.

3. Press the Enter key on your keyboard.

The current IP address for the machine is displayed. If you do not have a server IP address you will need to specify one now. You must have the IP Address to make changes (add names, etc.) to the Office Tracker Server.

4. Make a note of your server IP address. You will need it to access the Office Tracker Server administration pages. If your IP addresses are dynamically allocated, or you can’t find the address using the method indicated above, try the following steps.

To set an IP address on your server machine (if you do not have one), follow the 1-4 steps above to get to the IP Address area, then enter an IP Address and make a note of it. If you do not understand how to assign IP addresses please refer to your Windows NT, 98/2000 or XP System software documentation and read the section in this guide on Basic TCP/IP Setup.

Step 5.  Close the Control Panel windows and other desktop windows. 

Step 6.  The Client User Guide is installed on your Office Tracker Server machine along with the Office Tracker Server application. You can instruct your client users to access Help through the following URL:

http://yourIPaddresshere:8001/Help  or  http://servermachinename:8001/Help

Advanced Installation Topics

Shortcuts to the Office Tracker Server 

If you installed the Office Tracker Server as an “application” and not a “service” and you are creating a Short Cut to the Office Tracker Server you will need to make sure the working directory is set correctly. The best way to make sure the working directory is correct it is to copy the default Short Cut that is installed in the Start menu or the Desktop of the Office Tracker Server after you’ve done the install.

Upgrading from a Demo: Registering Your Serial Number in the Office Tracker Server

1. From the Admin Page, press the underlined link “Serial Number” to access the Serial number and Server Name page. Important Note: Do NOT change the Office Tracker Server name once your client users have connected or they will no longer see events!

2. Enter your serial number in the field: “Enter Serial Number:”

3. Press the “Register” button

Getting Started with Office Tracker

To begin using Office Tracker as a network group scheduling solution you must set up the Office Tracker Server and add your client user and resource names. This section covers how to do both. Before you go on, here is a list of Do’s and Don’ts you should read and refer to often in order to run the Office Tracker Server effectively.

Starting and Stopping the Office Tracker Server
Below are instructions for stopping and starting the Office Tracker Server. Read the section pertaining to your particular installation – the Office Tracker Server  will be installed as either as a “Standard” application or as a “Service.” If you do not know how your Office Tracker Server is installed you will need to contact your network administrator or the person who installed the Office Tracker Server software at your location.

Starting and Stopping the Office Tracker Server as a “Standard Application”
If you chose to install the Office Tracker Server as a standard application, once you run the installer, you will have a mini-application or “launcher” accessible from your Task Tray right next to the time display at the bottom of your screen. The launcher icon looks like a small calendar with a network connection on the bottom. Right click on the launcher icon and choose to “Start” or “Stop” the Office Tracker Server from the launcher menu.

Starting and Stopping the Office Tracker Server as a “Service”

If you chose to install the Office Tracker Server as a “Service” once you’ve run the installer you will have a new service called “Office Tracker Server” in your Services window.

Starting the Office Tracker Service on Windows NT

If you leave the Office Tracker Service set to Startup “Automatically” in your Services window,  when you restart the machine the Office Tracker Server will start. If you have set the Office Tracker Service to startup “Manually”  and you Stop the service, you will need to open the Services window, select the Office Tracker Server and press the “Start” button to start the server again.

Stopping the Office Tracker Service on Windows NT

To Stop the Office Tracker Server Service, open your Services window and click on “Office Tracker Server” to select it, then click the “Stop” button.

Starting the Office Tracker Service on Windows 2000

If you leave the Office Tracker Service set to Startup “Automatically” in your Services window when you restart the machine the Office Tracker Server will start. If you have set the Office Tracker Service to startup “Manually”  and you Stop the service, you will need to open the Services window, double-click the Office Tracker Server and press the “Start” button to start the server again.

Stopping the Office Tracker Service on Windows 2000

To Stop the Office Tracker Server Service, open your Services window and double-click on “Office Tracker Server” to open it, then click the “Stop” button.

How to Prepare the Server for Client Connections

Step 1. Starting the Office Tracker Server

1. If the server is not running, start it as described in the previous section. It is set to start automatically on the install, so unless you’ve stopped it, it is most likely running.

Step 2. Opening the Office Tracker Server Administration Pages

1. The Office Tracker Server Admin page is set to automatically open after install unless you cancelled this option. If your web browser is not open to the Admin page, open your web browser now. Enter your Office Tracker Server machine IP address or machine name followed by a colon “:” and the Office Tracker Server port number which is “8001”

If your server IP address is “122.22.22.22” you would enter: <http://122.22.22.22:8001>

or

If your server machine name was “ServerXYZ” you would enter: <http://ServerXYZ:8001>

The Office Tracker Server “splash” screen displays for a moment. If you do not have Javascript “active”, this window will continue to display and you will need to turn Javascript "on". To turn Javascript “on” check your web browser “Preferences” or "Options" menu.

Step 3. Enter Administrator’s Name and Password (Server Password)

The Office Tracker Administrator Pages uses a password to protect access from unauthorized users.   Enter the following password into the password field. The name and password are case sensitive. Note: Don’t hold down the shift key when pressing the “=” key.

Administrators Name:   Admin

Administrators Password:   ot=timesavings

You can change the Office Tracker Server password, please read the section later in this guide under Server Administration.

Tip!: Create a “bookmark” in your browser for the Main Admin page or the Names List page.  If you do not create a bookmark you will have to enter the full path each time you want to access the Office Tracker Server Administration Pages. 

What To Do If You Can’t Access the Admin Pages

a.) If your web browser is set to use a Proxy Server, it will block the ability to connect to the local server. Turn the Proxy Server option “Off” prior to any administration tasks. From Internet Explorer choose "Internet Options" from the "View" menu, then click the Connections tab. From Netscape, choose "Preferences" and click on the Advanced settings to access the Proxy Server option.

b.) If you are using MS Internet Explorer, be sure you've entered the full path for your server including the "http://" at the beginning and the ":8001" port number after your IP address.

c.) Stop the Office Tracker Server, wait 2 minutes and start it again. The communication port may not have be initialized properly the first time it started.

Step 4. Registering Your Serial Number and Server Name

1. Click the Admin button if you are not already at the Admin page, then click the underlined Serial Number link on the Admin page.

2. Enter your serial number in the field provided.

Serial Number: The Office Tracker Server serial number is located on your installation CD ROM. The serial number tracks the number of licensed users and can be changed by contacting Office Tracker sales if you want to purchase additional user licenses at a later date.

Enter a server name if you want to change the default “Schedule Server” but don’t change the name if you’ve already begun using Office Tracker and you have clients who have connected. If you change the server name after you’ve been using Office Tracker, your client users will not be able to see events created when the server had a different name.

Server Name:  It is recommended that you leave the default name “Schedule Server” unless you are installing a second Office Tracker Server at your location. The name you choose is up to you, but be sure to make a note of the name if you decide to change it from the default name. Put the name with your CD ROM and serial number in a safe place.

3. Click the Register button to complete your serial number registration. This is your local registration only and does not send the serial number or server name to Milum Corporation. You should fill out the registration card that came with your software and send it in to register with Milum Corporation.

Step 5. Adding Names for People and Resources

About Adding Names (People, Rooms and Resources)You must add each of your client users’ names before they can log them into the Office Tracker Server and begin sharing schedules. You must also add any resources such as conference rooms in order for users to begin creating schedules displaying the rooms. Whether you enter a person’s name or resource name you will follow the same procedure. In Office Tracker each name (people and resources) has an “Identity”. Each identity may have a corresponding e-mail address, sharing privileges and password. Sharing Privileges are accessed after you add the names and are described in detail in the section "Security and Sharing Privileges" later in this guide.

When a client user launches the Office Tracker application they enter their “Identity” Name. A client user can sign on with their own identity or the identity of any other user or resource if they have the correct password.The Identity of the name scheduling events will display in the event block on client machines as “Scheduled by: Identity Name”. This is important because whenever an event is created no matter what schedule it is placed on, the person who scheduled the event "Scheduled by: Identity Name" is the owner of that event.

To add a new name, follow these steps:

Important Note: Be sure you have decided on your standard naming formats before you begin adding new names. Client users must use this “Identity” name exactly as you enter it. We recommend a straightforward “Firstname Lastname” approach. If you choose to enter each clients’ identity as “Lastname Firstname” they may have more difficulty using the system as most people are used to using first names. Names are case sensitive.

1. Click on the Names List button from the Admin page.

If you are not at the Admin page, open your web browser and enter your Office Tracker Server machine IP address followed by a colon “:” and the Office Tracker Server port number which is “8001”  If your server IP address is “122.22.22.22” you would enter: <http://122.22.22.22:8001> , then click on the Names List button.

2. Click the “Add Name”  button. The Name Record window displays.

TIP: If the Name Record window does not display the Add Name button, drag the bottom corner of the window to resize it.

3. Enter the name of the person or resource in the name field.

4. Choose a “Type” from the drop down menu. Each name can have one corresponding “type” which identifies it by an icon client users see in their schedule displays. Types can also be useful when you export schedule data for reporting. For example, you may want to create a report of conference room usage and having the “conference room” type assigned to all rooms makes it easier to retrieve this information.

5. Info (Optional)- Enter any desired information about the name in the Info. field (many users like to use this field for the phone extension of the client or conference room, or serial number of the equipment). For conference rooms you might also put the total number of occupants the room can handle.

6. Password (Optional)- Set a password for the name. If you set the password from the server, client users will need to enter this password when they launch Office Tracker. Client users can also set a password for themselves once they log onto the Office Tracker Server (preferred).

7.  E-mail (Optional)- This is for use with MAPI e-mail notifications) Enter the e-mail address you want to associate with this name. (You may want to associate a user’s e-mail address to your resources.)

8. Click the “Add Name” button to create the new name record. A new blank name record displays. You can add another name or close the Name Record window. When you are done adding names, close the Name Record window.

9.Click the Update button in the Names List window to view the names you added. Each time you add names, edit names or delete names, the Names List window will require an “update” to reflect the changes. Click the update button after making name changes to view the changes in the Names List.

Once you have added all names (you can add additional names later as needed) you are ready to

connect your client users. They will need to have the Office Tracker client software installed on

their individual machines.

Step 6. Install Office Tracker on Users Machine
Detailed instructions for installation on Windows 95/98/NT/2000/XP and Macintosh client machines are included in the sections "Windows Client Overview" and "Macintosh ClientOverview" later in this guide.

Step 7. Give Users the IP Address or Machien Name, Log-On Name and Serial Number

Distribute the IP Address or Machine Name and serial number to each user and give them their “Identity” name so they can connect to the Office Tracker Server. The “Identity” name needs to match exactly as it is entered at the Office Tracker Server on the Names List.

How Users Connect
Office Tracker users (called "client users") will enter their log on Name "Identity" when they make their initial server connection in the Identity window. If you set an Office Tracker password for them, they will enter it in the Password field. Then they click the “Connect to Server…” button and enter either the Office Tracker Server IP address or Machine name and click OK, then when they see the server name display in the button, click OK again in the Identity window to dismiss it.

How Office Tracker Updates Event Information
Office Tracker events are sent to the server automatically when the user presses the OK button in the New Event or Edit Event window. Office Tracker schedule views are updated automatically every 10 minutes or less, depending on the setting in the Server Preferences (default is 10 mins., minimum is 3 mins.). In addition, each time the user moves to a different day, adds a new name to the view or presses the F2 key, the schedule view will be updated to reflect any changes and events that are modified or added will be retrieved from the server.

Instruct Clients About Working Offline
Client users can work while connected to the server as well as when they are “offline” or disconnected from the server. They may disconnect physically to take their computer home with them or they may get disconnected temporarily if the Office Tracker Server is taken off line.

If clients become disconnected the offline icon will display in the top right corner of their schedule window. When the server is available again they will automatically be reconnected and the icon no longer displays.

When client users work offline, Office Tracker keeps track of the changes they make on their local machines and waits to reconnect to the server to synchronize the changes. The synchronization process happens automatically and takes place in the “background” however there are some “rules” to be aware of. In general, the server will always have the ruling events.  In other words, changes to events on the server usually hold precedence over changes clients make while offline. - Events that are added by other users while clients are offline will show up on their schedules once they reconnect and synchronize to the server.- Events that were edited while clients were offline.  An event edited by another connected user will override.  In this case, Office Tracker will use the event on the server as the ruling event.  This means a client’s schedule may reflect the changes made by the other connected user once they synchronize.  - Events clients create and edit while offline should be reflected once they synchronize.  

Server Administration

This section covers the various “Admin” tasks and provides details about how to perform them.

Overview of Common Server Administration Tasks

• Adding new names to the Names List as new employees come on board, or new resources such as meeting rooms are added.

• Making frequent backups of the server data files to a separate disk. These are fundamental to the operation of the Office Tracker system and if your server machine has a problem or your hard drive fails you do not want to be without backups!

• Setting your client’s sharing privileges to give or restrict access to schedules.

• Stopping and Starting the Office Tracker Server properly. Detailed instructions are included in this section under the heading "Stopping the Office Tracker Server."

• Regularly checking the “View Log” for errors and Startup information and the “Names List” to be sure it is displaying your names.

• Troubleshooting: For example, if a particular client user is having a problem with their data such as events not displaying correctly or error messages, you may need to re-set the client’s local data file.  Or, if users have trouble with their connection to the server they will see an "offline" icon in the right hand corner of their Office Tracker window. You should check the Server Admin pages “View Log” to see if there are any error listings.

The Office Tracker Administration pages (“Admin” pages) act as the front end to the various controls and features of the Office Tracker Server application. The Admin pages are a series of html pages that were installed on your server during your server installation process.  They are located in the OTServer directory (the full path is: OTServer/Jigsaw/Jigsaw/www/milum).

To view the main server Admin page,  follow the steps below.

1. Open your web browser and use the bookmark you created in the “Getting Started” section of this guide, or enter the following:  http://yourserveripaddress:8001  or http://servermachinename:8001 into the address area (url area) of your web browser, then press the “Enter” key.

Note: If the Office Tracker Server application is not running you will see the “Page Not Found” message in your browser. If so, start the Office Tracker Server and try again. See “Starting and Stopping the Office Tracker Server” in the Getting Started section of this guide.

2. The Administration window displays. You will also see the name you gave your server when you first set it up, the status of your server (whether or not it’s running), your IP address, Machine Name, your serial number and version information.

From the main Admin page you can access the other administrative tools you will use in the Office Tracker Server. The Names List is where you will enter your user’s names as well as the names of any rooms or other resources you will be scheduling. The View Log is used for troubleshooting server activity. The Backup page lets you set your backup times (we recommend you backup the  files to another drive, see “Backing up the Server Data Files” later in this guide.

Server Status: This shows the last startup time of the server and indicates if the client port 4300 is opened correctly. If not, you may need to Stop the Office Tracker Server and restart it.

Name: This is the name of the Office Tracker Server. Many users will leave the default name “Schedule Server” which is fine. Do not change the name once you’ve begun connecting your client users. If you decide to purchase an additional Office Tracker Server you will need to give it a unique name.

Machine Name: This is the name of the machine where the Office Tracker Server is installed and running. You can allow your Windows client users to use this name instead of the IP address if they are connecting from a Local Area Network.

IP Address: This is the IP address of the machine where the Office Tracker Server is installed and running.

Client Port Number: This is the port used for all Office Tracker client connections. You may need to allow this port number access if you are using firewalls for your network.

Serial Number: Your serial number will display in this area. If you have not registered your serial number yet, it will say “Demo”. To register, click the underlined Serial Number link.

Version Number: This displays the version of the Office Tracker Server you are currently running. Please have this information available if you call for support.

Palm Serial Number: This is only pertinent if you have purchased the optional OTPalm software.

Passwords: Click this link to set the Administrative, label, and keyword editing passwords.

Starting and Stopping the Office Tracker Server as a Standard Application

If you chose to install the Office Tracker Server as a standard application (not a “service”, once you run the installer, you will have a mini-application or “launcher” accessible from your Task Tray at the bottom of your screen. The launcher icon looks like a small calendar with a network connection on the bottom.

You can right click on the launcher icon and choose to “Start” or “Stop” the Office Tracker Server from the launcher menu.

Starting and Stopping the Office Tracker Server as a “Service”

If you chose to install the Office Tracker Server as a “Service” once you’ve run the installer you will have a new service called “Office Tracker Server” in your Services window. The service will start automatically upon completion of your install and should be ready to use. If you stop the service, you will start it as described below.

Starting the Office Tracker Service on Windows NT

If you have the Office Tracker Service set to Startup “Automatically” in your Services window when you restart the machine the Office Tracker Server will start automatically. If you have set the Office Tracker Service to startup “Manually”  and you Stop the service, you will need to open the Services window  from your Start/Settings/Control Panel/, select the Office Tracker Server and press the “Start” button to start the server again.

Stopping the Office Tracker Service on Windows NT

To Stop the Office Tracker Server Service, open your Services window from your Start/Settings/Control Panel/  click on “Office Tracker Server” to select it, then click the “Stop” button.

Starting the Office Tracker Service on Windows 2000

If you have the Office Tracker Service set to Startup “Automatically” in your Services window when you restart the machine the Office Tracker Server will start automatically. If you have set the Office Tracker Service to startup “Manually”  and you Stop the service, you will need to open the Services window from your Start/Settings/Control Panel/Administrative Tools double-click the Office Tracker Server and press the “Start” button to start the server again.

Stopping the Office Tracker Service on Windows 2000

To Stop the Office Tracker Server Service, open your Services window from your Start/Settings/Control Panel/Administrative Tools, double-click on “Office Tracker Server” to open it, then click the “Stop” button.

The Office Tracker Server's Names List window is accessible from the Admin page. This is the page you will likely use the most, especially as you are just beginning with Office Tracker. The Names List is where you enter all of your Office Tracker client user names and resource names.  

1. Open the Office Tracker Administration Page in your web browser window by using the bookmark you created or by entering <http://yourserveripaddress:8001> in the address area.

2. Click the Names List button.  The Names List window displays as shown below – however if you have not added names, the lower portion will be empty.

3. Click the “Add Name” button. The Name Record window displays.

TIP: If the Name Record window does not display the Add Name button, drag the bottom corner of the window to resize it.u Important Note: Be sure you have decided on your standard naming formats before you begin adding new names. Client users must use this “Identity” name exactly as you enter it. We recommend a straightforward “Firstname Lastname” approach. If you choose to enter each clients’ identity as “Lastname Firstname” they may have more difficulty using the system.

4. Enter the name of the person or resource in the Name field.

5. Choose a “Type” from the drop down menu. Each name can have one corresponding “type” which identifies it by an icon client users see in their schedule displays. Types can also be useful when you export schedule data for reporting. For example, you may want to create a report of conference room usage and having the “conference room” type assigned to all rooms makes it easier to retrieve this information.

6. Info.(Optional)- Enter any desired information about the name in the Info. field (many users like to use this field for the phone extension of the client or conference room, or serial number of the equipment). For conference rooms you might also put the total number of occupants the room can handle.

7. Password (Optional)- Set a password for the name. If you set the password from the server, client users will need to enter this password when they launch Office Tracker. Client users can also set a password for themselves once they log onto the Office Tracker Server (preferred).

8. E-mail (Optional)- for use with MAPI e-mail notifications) Enter the e-mail address you want to associate with this name. (You may want to associate a user’s e-mail address to your resources.)

9. Click the “Add Name” button to create the new name record. A new blank name record displays. You can add another name or close the Name Record window. When you are done adding all names you want for this session close the Name Record window.

10. Important: Click the Update button  to view the names you added.

Viewing, Editing (Changing), and Deleting Names

The most likely reason you will want to edit the names in your Names List is to assign various Sharing Privileges. You may also want to delete a name, edit the spelling of a name if you entered it wrong or change a name to a different name.

Important Note: When you edit the spelling of a name on the Names List or delete a name, instruct client users to edit any saved views containing the original spelling of the name.

When you want to make a change to a Name record or to remove a Name, follow the steps below.

To View or Edit a Name Record, follow these steps.

1. Open the Office Tracker Administration Pages in your browser window by using the bookmark you created or by entering <http://yourserveripaddress:8001>

2. Click the Names List button.  The Names List window displays.

3. Click on the underlined Name in the first column of the Names List to edit the record.

4. The Edit Name window for that user or resource displays.

TIP: If the Edit Name window does not display the buttons at the bottom you may need to drag the bottom corner of the window to resize it.

5. Make your changes to the name record. Note: See the section on "Security and Sharing Privileges" for details on the specifics of the "Privileges" areas.

6. Click the Update button to accept your changes. To delete a name, click the Delete Name button.

7. Click the Update button in the Names List window to update your list when you delete or modify names.

8. Instruct all client users to remove the old name from any saved views, press the F3 key to get an update of names from the server, then add the new name into their schedule view.

Sending e-mail to a name on the Names List
Provided you have your web browser configured properly, you can send e-mail to any name on the Office Tracker Names List by clicking on the underlined e-mail address in the Names List window.

Viewing the Currently Connected Users in the Names List
When you are viewing the Names List window you can click the “Connected” button to view a list of currently connected users on your Office Tracker Server. This is helpful to diagnose network trouble and usage of the system. The “Connected Users” list may not be able to resolve the user’s name and will display an “Unknown User” in the space for the name of the connected user. You can make a note of the IP address however and resolve the name from the IP address yourself.

1. Click the “Connected” button.

2. The Names List window displays a list of connected users.

Note: If the name shown is "unknown" this is because Office Tracker had a problem resolving the name associated to the IP address listed. 

Adding Client Users (Increasing User License)

If you would like to add additional client users to Office Tracker you can upgrade your user license at any time by contacting Milum at: 512-469-2966.

Changing the Spelling of Name on the Server List

Changing the spelling of a name on the server will require client users with saved views to remove the old name and add the new name. This is accomplished by choosing “Names Shown” from the “View” menu with the view open. The client should remove the old name and add the corrected name by choosing it from the Names Available field.

You may want to delete a user or resource name from the server if the user is no longer working with your organization or the resource is no longer available for scheduling.

Note: Removing a name means that some client users will have saved views with the removed name still included. Unless you want client users to be able to access the information for historical record keeping, they should be instructed to remove the name from their saved views as well. Once a name is removed from the server and the client has received a full update, the name will no longer display in the Names Available list.

When you delete a name from the Names List, events with the name (any events including this name as an “Attendee”) will remain.  This is to preserve the history of that user or resource's schedules. Your current client users will no longer have access to the deleted user’s name from their Names Shown and Attendees lists.

Security and Custom Sharing Privileges

Office Tracker users can share information in a number of ways. Sharing Privileges can be assigned at the Office Tracker Server for client users as well as for resources such as conference rooms and equipment. Sharing privileges allow users to view each other's schedules and to schedule meetings and group events.

In addition to the default privileges, you can create custom Sharing Privileges. Custom Sharing Privileges can be assigned at the server. For example, if you use Office Tracker to set meeting times for conference rooms you may want to set privileges to restrict who is allowed to schedule (create events) on the conference room schedules.

Passwords
Security is provided on the client user’s machine by allowing users to set a password for themselves.  The password simply keeps other network users from signing on with an unauthorized identity and obtaining schedule information.  

Event Ownership
When an event is created, ownership is based on the current Identity selected at the Office Tracker client. The Identity may or may not be the user's name. When an Office Tracker client has Sharing Privileges to schedule events for a person or resource other than their own name, the event that is created is still owned by the client (identity) scheduling the event. If a user wants to modify an event that is scheduled on a conference room calendar they must have privileges to “Edit events” for the name who scheduled the event.

To check the identity of any client, go to the client machine and choose "Identity" from the "File" menu. The Identity window displays and shows the current Identity in the "Name" field. If you want to change the Identity, select the users name from the drop down menu if it is available. If  it is not available, enter their name exactly as it is entered on the Server's Names List.

When a user schedules an event the event will show the "Scheduled by" name in the edit event window (double-click on any event to view this information in the lower left corner of the event window). The "Scheduled by" name is the name of the Identity used when the event was created.

Setting Sharing Privileges for Resource Names
Sharing privileges can be set for resource names from the Office Tracker Server.  For example, if you use Office Tracker to set meeting times for conference rooms you may want to set privileges to restrict who is allowed to schedule conference rooms. Resources have an “identity” just like client users. Think of the resource as a regular user name when you are creating privileges.

Sharing Privileges For Client Users
When client users connect for the first time they will gather all Sharing Privileges for their name from the Office Tracker Server. If you make a large number of changes to the Sharing Privileges before allowing clients to connect, then you instruct ALL of your clients to connect at the same time, you will notice a delay time and slow server performance as the server updates all the connecting clients.

“Everyone” Option in Sharing Privileges (Use with care)
The “Everyone” option in the Sharing Privileges window actually creates individual “exceptions” to the default Office Tracker Sharing Privileges. What this means is that a large number of sharing “permission slips” must be sent to each client user when this option is used. The more often you use the “Everyone” privilege, the more hits your server performance will take on initial client connections. Use this option with care.

To create custom sharing privileges for any name (client user or resource),  follow the steps below.

1. Open the Office Tracker Administration Page in your browser window by using the bookmark you created or by entering  <http://yourserveripaddress:8001>

2. Click on the Names List button. The Names List window displays.

3. Click on the underlined name corresponding to the name of the person or resource you want to set privileges for. The Name Record for that person or resource displays.

4. Choose a name from the "Assign Privileges to" drop down menu to give privileges to the name. For example, if you click on "Gymnasium" the Edit Name for “Gymnasium” will display as shown above. If you choose “John Smith” from the "Assign Privileges to" menu, you will be assigning privileges to John for the Gymnasium’s schedule.

5. Click on the corresponding privileges to check the boxes or uncheck them to grant or remove privileges for the user who is selected in the "Assign Privileges to" drop down menu. See the definitions for Sharing Privileges below.

6. Click the “Update Name” button to send the changes to the Office Tracker Server.

Sharing Privileges Defined
Two Sharing Privileges are on by default. These are: “View Schedule” and “Add Events.” This allows your client users to get up and running quickly and have the ability to create meetings and appointments for the people and resources you’ve included in the Names List.

Each sharing privilege is described in detail along with a brief overview of when you would want to assign the privilege. The settings you select affect the user’s name you have selected in the drop down menu.

View Schedule- allows the selected user to view the schedule for this name. If off, the name column displays in italics on that user’s machine. This is on by default.

Add Events- allows the selected user to schedule events for this name. Assign this to anyone in your workgroup who may need to set up events or meetings that include this person or resource. This is on by default.

Edit/Delete Events- allows the selected user to edit or delete events created by this name. Users with this privilege can edit the contents of any event created by the user who is granted Edit/Delete. Assign this privilege to a user who does all of the scheduling for an office for each of the names they schedule.

View Private Events- allows the selected user to view Private Events. This privilege requires View My Schedule to be checked. It overrides the Private Event checkbox in the Event window. Assign this only when you want a user to have viewing access to all of another user's or resource's private events. When an event is displayed that is set to "private" and the user who is viewing does not have privileges to view the private events for this name, the event  block displays with no readable text.

Allow Conflicts-allows the selected user to create conflicting events for this name/resource. Some organizations may need this ability in order to schedule shared rooms or to accommodate other specific scheduling needs where more than one event takes place at the same time.

Please read this section thoroughly and make backups frequently.

Important: Please do not make a backup copy of the OTServer folder while the Office Tracker Server is running. It is a “live” database and trying to copy it while it is running could corrupt the files. Check the backup software you plan to use to ensure it will not copy “live” files.

How and Why You Should Make Backups
In general, data corruption is not common but on occasion it can happen.  With a mission critical application like scheduling software there is never a good time for a corruption problem so backups are very important. If the server files become corrupt or get damaged you will have to recover a backup. 

You make backups on your local drive by opening your Admin page, pressing the Backup button to go to the Backup page, then pressing the Backup button. You will also want to make copies of your backups to a separate disk (not local) in case of a hard drive failure. All of this is covered in this section.

What to Expect from Backups
Your backups only reflect the information you had at the time they were made. The 5.0 and later versions of the Office Tracker Server include a Backup setting that allow you to make backups as frequently as every 3 hours. This doesn’t mean you will have 8 copies each day, the backup scheme is handled on a rotating basis, keeping only 2 of the most recent copies of the file (“OTDATABackupA.xml” and “OTDATABackupB.xml”) and one for the start of the day such as “OTDATAWed.xml.” The backup files will be created every “x” number of hours apart depending on the setting you choose. The default setting is every 24 hours at midnight.

What to do if you suspect corruption?
If you suspect a database problem, don’t delay, immediately instruct users to Exit the Office Tracker application, then go to the server machine and Stop the Office Tracker Server. After the server has been stopped, try opening one of the client’s machines and see if you can print some reports reflecting data added since the last backup. This will give you something to use if necessary. You can at minimum pass around some printed reports to use while you are getting the backup copy in place. See “Restoring a Backup” for more information.

Automatic Server Backups
The Office Tracker Server is configured by default (if you haven’t changed it) to automatically back up the data files once every night at midnight– provided you leave the machine and the server software running. This is only partial protection as you may have a hard drive failure or other hardware/software problem where you can’t access this backup. You should make additional copies of the data files to another drive or backup system on a regular basis. This is covered later in this section under the heading “Making Manual Backups to Another Drive.”

Important!: In addition to Office Tracker's automatic backups, it is important to make backups to another drive. If your server machine has a hard drive failure for example, you would lose all the automatic backups unless you had copied them to another drive. See "Making Manual Backups to Another Drive."

Where Backups are Stored

The Office Tracker Server utilizes the XML (extendable markup language) format for backup files. This means with a web browser such as MS Explorer or any other XML parser you can open the backup and look at the data. You may even modify the file and use it for your data file – though this is for advanced users and we recommend consulting with a technical support person at Milum before you do this.

The automatic backup feature exports the Office Tracker master data file to an .xml file that is stored by default in a backup directory on your Office Tracker Server machine. This occurs by default each night at midnight, provided the Office Tracker Server software is running.

You can view the backup location by clicking the Backup button in the Admin pages. The default backup directory is located in the path that follows:

C::/Program Files/OT Server/Jigsaw/Jigsaw/WWW/Milum/OTP_Backups

Note: C: could be a different letter drive if you installed the Office Tracker Server to a different drive during installation.

The .xml backup files will be named OTDatamon.xml, OTDatatue.xml,  etc. for each day of the week.

Changing Your Backup Storage Location
To change the path where your backup files will be located, open the Backup page from the Office Tracker Administrator and change the path from the default to the location of your choice. Be sure to enter the path explicitly with the correct backslashes indicating sub-directories. If the path you enter is invalid for any reason, the Office Tracker Server will default to the original path to save the backups.

Making a Manual Backup
Ideally you should make backups during “down” time on your network when client users are not trying to access the Server. If client users are accessing the server they may be temporarily disconnected during the Backup process.

When using this manual method of backup, the backup of your data file will have numbers appended to the end of the file name such as "OTDATA27100114629.xml." Each backup will have a different number appended. To locate the most recent backup, view the file by "Detail" to locate the most recently created file.

Your manual backups will be stored in the same location as your automated server backups. See above under “Server Backup File Location.”

1. Open the Office Tracker Administration Pages in your web browser window by using the bookmark you created or by entering  <http://yourserveripaddress:8001>.

2. Click the Admin button.

3. In the Backup Now section on the page, click the “Back-up” button. Note: Backups can take several minutes from 10-30 or more depending on the size of your data files (how many events you have) and the speed of your server machine.

Important: Do not Shut Down the machine during the backup process as it can corrupt your backup.

4. When complete you will see a “Backup Complete” page. It should say that it was “successful.” If so, you can continue with other administration tasks at that time. If not, you may need to try a Rebuild and/or restore a previous backup copy.

Important!: In addition to Office Tracker's automatic backups, it is important to make backups to another drive. If your server machine has a hard drive failure for example, you would lose all the automatic backups unless you had copied them to another drive or changed the path for the automatic backup to another drive. Please do not make copies of the entire “OTServer” directory while the server is running as this may corrupt your database files.

Since the Office Tracker Server keeps the database files open while the Office Tracker Server software is running you will not be able to backup the files by simply copying them.  Instead, you should backup the xml files the Office Tracker Server automatically creates every night at midnight such as the  OTDATAWed.xml for the backup of the data file from Tuesday. The name for the backup reflects the day after the actual backup since the backup starts at 12:01 am.

Following are the recommended file names to backup: OTDATASun.xml, OTDATAMon.xml, OTDATATue.xml, OTDATAWed.xml, OTDATAThu.xml, OTDATAFri.xml, OTDATASat.xml.

These files are located in your OTServer directory in the following path by default: (Note, C: could be a different letter drive if you installed the Office Tracker Server to a different drive)

C:/Program Files/OT Server/Jigsaw/Jigsaw/www/Milum/OTP_Backups

If you have set the backups to be saved to another directory you can check the setting on your Backup page in the Admin pages.

When the Office Tracker Server creates the automatic backups (provided the machine is on and the Office Tracker Server is running) it will replace the file from the last backup. At no time will there be more than seven (7) daily data backup files.

If your server has not been running for an entire week you may not have all the files listed. If you're using an automated backup system you might want to create empty files with the missing names as place holders for your backup system or just back up the complete OTP_Backups directory.

Before trying to restore a backup copy you might want to try “Rebuilding” the data file. See “Rebuilding the Data File” later in this section.

If your data file becomes damaged due to a hard crash or other problem you may need to restore a backup copy. This is not a common procedure but one you will value if a minor catastrophe occurs. If you have trouble with the server and begin getting error messages or see errors in your log file it is an indication that something may be wrong with the data file. If rebuilding the data file does not fix the problem you will need to use a backup file.

Note: You must restore the backup data file at the server machine unless you have remote access software.

Office Tracker Server Backup Files
The  backups are stored by default in the “OTP_Backups” directory in the following path “C:/Program Files/OTServer/Jigsaw/Jigsaw/www/Milum/OTP_Backups” If you made a change to your backup storage location, you should check your Backup page to verify the correct location.

Restoring the Office Tracker Server data file using a backup file.

To restore the Office Tracker Server data file from a backup file, complete the following steps.

1. Exit all Office Tracker client users.

2. Stop the Office Tracker Server by either choosing “Stop Office Tracker Server” from your launcher icon (in your Task Bar) or if it’s running as a service open your Services Control Panel window and Stop the Office Tracker Server service. See the Chapter on Getting Started for more complete Starting and Stopping instructions.

3. Locate the directory “OTP_Backups” in the following path (Note, C: could be a different letter drive if you’ve moved the Office Tracker Server to a different drive)

“C:/Program Files/OTServer/Jigsaw/Jigsaw/WWW/Milum/OTP_Backups”

4. Make a copy of the most recent backup file you have such as “OTDATAMon.xml” The day of the backup is indicated prior to the .xml suffix. Mon, Tue, Wed, etc. Will indicate the day the backup was generated. Since the day of the backup is 12:00:01 AM the day Mon is really the backup form Sunday night at midnight.

5. Rename the directory “OTDataBase” in the C:\Program Files/OTServer directory to “OTDataBaseOld”. (Note, C: could be a different letter drive if you installed the Office Tracker Server to a different drive)

6. Move a copy of the backup file ex: “OTDATAMon.xml” to the “Import” directory at “C:/Program Files/OTServer/Jigsaw/Jigsaw/WWW/Milum/Import.” (Note, C: could be a different letter drive if you’ve moved the Office Tracker Server to a different drive)

The Office Tracker Server looks for an Import file in the Import folder and scans the contents. If it finds any .xml files it imports their contents and then renames the file ".xml.done".

7. Start the Office Tracker Server application by choosing it from the launcher or by starting the service in your Services Control Panel window. The import process will begin immediately. Don’t turn off the machine or interrupt this process.

8. Log in to your Admin pages like you normally do. The import process page will display until the import is complete. Don’t turn off your machine or try to do other tasks until the Import is complete. The Import Complete page will display to notify you when the import is complete.

9. Once the Import Complete page displays, go to your Admin page, then check your Names List to verify your names are displaying properly. Check the View Log to make sure there are no errors. You may need to Refresh your web browser or Delete cached files to see the current View Log information. To delete cached files in Internet Explorer, choose the Tools menu, then Internet Options, select the General Tab,  then click the “Delete Files” button under the Temporary Internet Files section. Click OK and then click the Refresh button.

The Office Tracker Server automatically logs server activity and creates a text file or “log” for each day of the week.  The log is useful for spotting error messages that may indicate a need to rebuild your database files. You can view the “active” server log in your Admi n pages by clicking the “View Log”  button. You can also access stored text versions of your inactive logs.

Where Log Files are Stored
The log files are stored in the Office Tracker Server folder on the hard drive in the following directory: "C: /Program Files/OTServer/Jigsaw/Jigsaw/logs."  You can view the current log from the Server Administration Pages. Note: If you installed the Office Tracker Server on a drive other than the C: drive, the letter will be different.

Office Tracker will generate a file for each day of the week but only hold one week at a time.  For example “Monday” will always reflect the most recently passed Monday. The Server Log can indicate problems on your server such as low memory, low disk space, or overuse of large group views. They can also be used to track changes made to events. You will likely read the server log only if you are experiencing some difficulty on your Office Tracker system, such as users being unable to connect to the server or slow access times.

The Server Log must be backed up (copied) if you want to save the log information for more than the current week. Office Tracker automatically overwrites each weekday with the most current day’s information, storing just a week’s worth of log files at a time.

To View the Office Tracker Current Log, follow these steps.

1. Open the Office Tracker Administration Page in your browser window by using the bookmark you created or by entering: <http://yourserveripaddress:8001>.

2. Click the Admin button. The Administration window opens.

3. Click the View Log button. The Server Log window displays.

4. Press the “Reload” button in your browser to get updates.

Note: Only a portion of the current log file will be displayed in the View Log window. If you want to look at the entire log file you will need to open a word processor first, then open the log file by choosing "Open" from the "File" menu and locating the log file in the following directory: "C: /Program Files/OTServer/Jigsaw/Jigsaw/logs."  You can view the current log from the Server Administration Pages. Note: If you installed the Office Tracker Server on a drive other than the C: drive, the letter will be different.

Note: You must press the “Refresh” button in your browser window to see the most current log report.  You will likely press this button several times during troubleshooting to watch the progress or activity.

With the Office Tracker Server you can export events to a xml file for use in a spreadsheet or database program. This is a useful reporting and archiving tool. You may for example, export all the events for a particular month with particular attendees for use in a time-billing scenario. Events are exported with all information fields in the following order: (Start Date and Time, End Date and Time, Actual Time, Description, Attendees, Scheduled by, Keyword, Label, Recurring)

XML stands for eXtensible Markup Language, and is a data format for structured document interchange on the Web. Like HTML, it is a markup language derived from SGML. However, unlike HTML, which was created to allow cross-platform formatting of information for display, XML is best suited for organizing data.

XML looks much like HTML, but the principle difference is that XML describes the type of content, whereas HTML describes how to display content. You can also think of each XML file or document as a mini-database. Tags (the text surrounded by angle brackets) in an XML document delineate the records and fields. The text between the tags is the data. Use the [CDATA[<data>]] block to include raw character data.

XML tools are available for just about any platform and many are free. The SGML/XML Web Page (see below) maintains a very thorough list of publicly available software for XML. You can find it at http://www.oasis-open.org/cover/publicSW.html .

To export events from the Office Tracker Server, follow these steps:

1. Open the Office Tracker Administration Page in your browser window by using the bookmark you created or by entering <http://yourserveripaddress:8001>.

2. Click the Admin button. The Administration window opens.

3. Click the Export Events button. The Export Events window displays.

4. Enter the desired date range in the format MM/DD/YY.

5. Choose the name or “Everyone” option in the Attendees menu. The Everyone option exports events for all attendees for the date range given.

6. Choose the format for the exported file.

7. Enter a name for the exported file.

8. Press the “Export” button. The exported file will be located in the following directory: "Program Files/OTServer/Jigsaw/Jigsaw/www/milum/Export."

Important Note: Make a backup of the Server data file first. Once you clear old data client users will not have access to the information. You cannot reverse the deletion process. The Server data file is the “master” file and changes made to the Server override those made by clients.

To clear data from the Office Tracker Server follow the steps below.

1. Open the Office Tracker Administration Page in your browser window by using the bookmark you created or by entering <http://yourserveripaddress:8001>.

2. Click the Admin button. The Administration window opens.

3. Make a backup of the data file. (See Backing up the Office Tracker Server)

4. Click the Delete Events button. The Delete Events window displays.

5. Enter the desired date range in the format MM/DD/YY.

6. Select the Attendee Name or “Everyone” to indicate events you want to delete that have a specific name or nonspecific name in them.

7. Press the “Delete” button.

The Office Tracker Server has an automatic rebuild feature built in however there are times when you may need to do a manual rebuild as well.  If your Server machine crashes or a network error causes some file corruption there may be a need to manually rebuild your data file. Also, if you want to upgrade, you should rebuild your data file prior to installing the upgrade. If you begin getting error messages in your Server Log file or client users report strange difficulties with events, this may be an indication you need to rebuild the file as well.

To rebuild the Office Tracker Server Data file follow these steps.

1. Open the Office Tracker Administration Pages in your browser window by using the bookmark you created or by entering  <http://yourserveripaddress:8001>.

2. Click the Admin button.

3. Click the “Rebuild” button.

4. You are prompted to be sure you want to rebuild.

5. As long as you have a backup of your data file, and you have notified client users to disconnect from the server, click the “Rebuild” button to begin. Important Note: Do not shut down the machine during the rebuild process or you will corrupt your database file. This may take some time- 10- 60 minutes or more, depending on the size of your data file and the speed of your machine. The “Rebuild Successful” page will display when process is complete.

6. When you see the “Rebuild Successful” page click the Admin button to go back to your Admin page. Check your Names List page to be sure all your names are displaying properly, then check the View Log to be sure there are no errors being reported. If you see errors you may need to restore a backup copy of your database files.

Note: The View Log may not update on it’s own due to the way some browsers handle caching of pages. To empty your cache in Internet Explorer select Internet Options, then Tools, click the Delete Files button then click OK. Close the Internet Options window then press your F5 key to refresh the page.

If the server data file becomes too large for the default memory setting (larger than 50MB) you may need to increase the memory size of the Office Tracker Server application.

To change the memory setting for the Office Tracker server follow these steps.

1. Go to the Office Tracker Server computer.

2. Stop the Office Tracker Server application or service.

3. Open regedit

4. Expand HKEY_LOCAL_MACHINE

5. Expand Software under HKEY_LOCAL_MACHINE

6. Expand Milum Corporation

7. Click on Office Tracker Server

8. You should see the Item LaunchCmd in the right pane

9. Double click the LaunchCmd to open the editor

10. Change the current string to the following line with no returns:

 javaw -Xrs -Xms32m –Xmx128m -cp "C:\Program Files\OTServer\Jigsaw\classes\OTPServ.zip" OTPServer -root "C:\Program Files\OTServer\Jigsaw\Jigsaw"

11. Press Ok to close and save the changes

12. Close Regedit

13. Start the Office Tracker Server.

14. Log into the server admin and check the view log to make sure the server is started and no errors are being logged.

15. Press the backup button to see if the server creates a backup file. If the server does not create the backup you will need to increase the memory in Regedit to a higher value. The –Xmx128m is the memory setting to change to increase the memory allocation.

The Office Tracker Server Admin pages can be accessed from any computer on your local area network provided you know the IP address and the Admin password.  The default Admin password is “ot=timesavings”  If you change the password you should write it down in a safe place and let at least one other person at your organization know what it is.

The Office Tracker Server gives you password control over the Label edit and Keyword edit functions if you choose to password protect these items. If you password protect the labels and keywords, Office Tracker users cannot change or add to the labels or keywords menus unless they enter the correct password.

Changing Passwords

From the main Office Tracker Server Admin page (enter in your web browser - http://yourserveripaddress:8001), you can access the Passwords page by clicking on  the passwords link.

The Edit Passwords page will display.

Enter the new password in the appropriate field and click the “Update Passwords” button to save your changes.

Note: To change the WebViewer password, please see the section on “Using the Office Tracker WebViewer.”

Windows Client Overview

This chapter provides a brief overview for your Windows client users. Please refer to the complete Client Guide for more specific instructions.Accessing Online WinHelp
To access the Office Tracker WinHelp System: Choose “Contents” from the Help menu in the Office Tracker application. The Office Tracker Help window will open. Click on any topic.

More “How-To” Information
Refer to the browser based OTGUIDE.htm  (included on install disks in html format) for more detailed instructions. Client users can access these html based guides at the following address: http://yourserveripaddress:8001/Help  (of course you must substitute your Office Tracker Server IP address where it says yourserveripaddress).

Office Tracker Windows System Requirements:

• 486 or greater PC recommended
• 16MB RAM (32 MB recommended)
• 16MB of available hard disk space
• Windows 98/2000/XP or NT 4.0 or greater client 
• TCP/IP Network Support  

Step 1. Installing the Windows Client

1. Insert the Office Tracker Windows CD ROM in the CD drive.

2. Double-click the "Tracker" folder to open it.

3. Double-click the "Clients" folder to open it.

4. Double-click the "Win98-xp" folder to open it.

5. Double-click the "OTCLIENT.exe" to start the installer.

6. Follow the on-screen instructions.

When complete, you should have an “Office Tracker” program group with the application icon, a “Help” file, a “Read Me” file, and an Office Tracker short cut on the desktop. 

Office Tracker relies on your System clock to be set at the correct time zone for your location. Check your Control Panel to be sure your time zone is set to the right zone. To check your current time zone, choose "Settings>Control Panel" from the "Start" menu. From the control panel, double-click on the Date/Time icon. In the Date/Time window click the Time Zone tab and verify your time zone. All client users in your office (or in the same time zone) should have the same zone set on their computers.

Step 3. Starting Up the Office Tracker Windows Client

1. Open the Office Tracker application by pressing the Start button and choosing “Programs” > “Office Tracker” > “Office  Tracker” from the menu or by double-clicking the Office Tracker shortcut on the desktop.

Step 4. Entering Your Identity and connecting to the Server

The first time you launch Office Tracker you are prompted to enter your serial number, then your identity.  The serial number is on the Office Tracker CD ROM sleeve.  Enter it and click OK.

1. Type your name into the “Identity” window exactly as your network administrator has instructed you to do (i.e. Firstname Lastname). If your network administrator has given you an Office Tracker password enter it here, otherwise leave the password blank.

2. Click on the Connect to Server button. The IP Address screen displays.

Enter the IP address, machine name, or the domain name your Office Tracker Server Administrator has given you. If you do not have an IP address or domain name to enter, contact your administrator.  Note: Do NOT append the :8001 after the IP address on the client.

3. Click “OK” once you’ve entered the IP address or name. The Office Tracker Server name should display in the Identity window in the "Server" button.  If you receive a message that you cannot connect to the Office Tracker Server, contact your Server Administrator and verify the Server is running and your name is on the Names List.

You will connected to the server automatically each time you open Office Tracker from this point on.

4. Click “OK” to close the Identity window.

If your name is on the Office Tracker Server you will connect to the server immediately. If your name is not on the server a window displays notifying you that you are not yet on the server. Contact your network administrator if you cannot connect to the Office Tracker Server.  The server may not be ready yet, your name could be entered in a different manner or the server could be temporarily offline.

Note: Events added to your personal schedule will also be stored on this server. You only need to choose your server once. The connection is automatic the next time you open Office Tracker.

Switching Views, Daily, Weekly, Monthly

To switch to a Daily, Weekly or Monthly view, click the Daily or Weekly button at the top of the program window, or choose “Daily View,” “Weekly View” or “Monthly View” from the “View” menu.

Creating Events

Clients can create new schedule events in the Monthly calendar by selecting a day and clicking the New Event button or by choosing “New Event” from the Schedule menu. In the Daily or Weekly view, click-drag down the range of time. The New Event window will open. Enter event details (keyword, labels, agendas, etc.) here.Step 6. Group Scheduling

Once the client is connected to the Office Tracker Server they can create group schedule views.

Creating a Group Schedule View

1. Choose “New View” from the “File” menu.

2. Select the names to include from the Names Available list on the right and click the “<<<” button to move them to the Names Shown list.

3. Click “OK”.

A new group view opens. Choose “Save” from the “File” menu to save this view and give it a name that corresponds to the names you are viewing such as “Sales Schedule.”

Note: The Windows client’s schedule data is not stored in the view but in a data file called “otclient.mdb” The server data file still rules and is the “master” file.

Scheduling Time for Other Users
Office Tracker users can create appointments and events on other  user’s schedules provided they have been given privileges to do so. Clients can drag across one or more names in a Daily view or create an event with multiple names in their Monthly or Weekly view, then set the time and other details in the New Event window. Keep in mind, when viewing multiple names in a Weekly or Monthly view, if a client creates an event, all names will  be included as “attendees” and the event will be posted to each attendee’s schedule.   

Sharing Privileges
Sharing Privileges are set at the Office Tracker Server. Most users can begin working with group schedules using the “default” privileges already set up on the server.

Group Event Notifications
When this preference is “on,” each time a user creates a group event, Office Tracker creates a "Notification” message to send to all attendees for the event. The user can choose to “Send” or “Cancel” the Notification. If they do not want to create notifications at all, they can turn off the Notification feature by unchecking it in the “Preferences” window. Choose “Preferences” from the ”Edit” menu, click the “Events” tab and click the “Auto-Create Notifications” to uncheck it.

Finding Open Times
Clients can find open times for meetings and other events automatically. They can even look for specific days that are available. For example: Find a 1 hr time between tomorrow and next month on a “Monday” between “8 am and 11 am”

1. Choose “Find Open Time” from the “Schedule” menu.

2. The “Find Open Time” window opens.

3. Choose the names, times, and dates you want.

4. Click the “Find” button.

5. If a time is found, click the “Schedule” button to create the event.

"Zoom In” and “"Zoom Out” or “Zoom to Fit””Zoom In” and “Zoom Out” commands are available under the “View” menu. Use the Daily or Weekly view to change the time increments shown or to see more information.  In the monthly view, the calendar will enlarge or reduce in size to display more events.TIP!:  Force Server Update Windows Users- To force an update from the Office Tracker Server anytime you are connected, Press F2 on your keyboard. 

This chapter provides a brief overview for your Macintosh client users. Please refer to the complete Client Guide for specific instructions or the OTGUIDE.htm  (included on install disks in html format).

Macintosh System Requirements

• Macintosh with System 8.6 
• 32  MB RAM (64  MB recommended)
• OpenTransport Version 1.1.1 or later

Differences Between the Windows Client and Macintosh Client

There are several differences between the two clients in the current version. An upcoming version of both will add features and adjustments for the slight variations to make the two clients as close as practical.

• Windows client has more extensive Find Open Time feature. Macintosh clients must open a group view with the names they want to search before doing a Find Open Time

• Windows client has an “Alarmer.exe” application to set reminders for events and the Macintosh uses a script an application called “PTM.”

• No scripting support on Windows clients. Macintosh users can create and use AppleScripts.

• No Export Found Set on Macintosh clients. Windows users can find event information and export the found information to a text file for use in reports.

Step 1. Installing the Macintosh Client

To install the Macintosh client software, follow these steps.

1. Insert the Office Tracker CD ROM on the Macintosh you want to install on.

2. Double-click the "Tracker" folder to open it.

3. Double-click the "Clients" folder to open it.

4. Double-click the "Mac" folder to open it.

5. Double click the Office Tracker installer icon.

6. Choose the disk to install on and click the "Install" button.

A folder titled "Office Tracker Pro will be created on the hard drive.

To connect to the Office Tracker Server in 3.0, follow these steps:

1. Locate the Office Tracker folder on your hard drive, double-click to open it and double-click the Office Tracker application to launch it.

2. You will be prompted to enter your identity and choose a server.

3. Type the client "Identity" name in the "Name" field the same as it is listed on the Names List on the server. 

4. Leave the password field empty unless  one has been set from the Office Tracker Server and your Server Administrator has notified you to enter it.

5. Choose the Server Type "TCP/IP"  from the Server pop-up menu.

6. Enter the Server IP Address.

7. Once the server is chosen server, click "OK."

Clients will be connected to the server automatically from now on, each time you open Office Tracker. If the server is "down" they will be working "offline" and connect automatically when the server is back "up."

Switching Views, Daily, Weekly, Monthly

To switch to a Daily or Weekly view, click the Daily, Weekly or Monthly button at the top of the schedule window, or choose "Daily View, ""Weekly View," or "Monthly View" from the "View" menu.

Creating Events

Clients can create new schedule events in the Monthly calendar by selecting a day and clicking the New Event button or by choosing "New Event..." from the Schedule menu. In the Daily or Weekly view, users can click-drag across the range of time much like selecting a range of cells in "Excel." The New Event window will open, allowing the user to enter the details for the event.

Step 4. Creating a New Group View

After making the server connection, the first thing most Office Tracker users want to do is to creat