Before proceeding to set-up the employees in your organisation, you need to look at your team structure. Teams are used to classify employees into specific groups to enable security around sets of documents, records or contacts. You need to consider what type of security your require and how you wish to have access to particular areas within the firm before setting up teams. Please consult your client manager if you need assistance in this area.

Teams Set-up

Go to File > Administration > Organisation > Teams
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Click New to create a new team description or select an existing team and click Edit to edit a team description or Delete to delete a team description.

If New or Edit is clicked, the Team Details dialog appears. Enter or change the description and/or password.

If you select to Delete a team that is in use, you will receive a message saying that the team is in use and deletion is prohibited.
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Click Close when finished creating or editing teams.

**If you are the Owner of a Team you won't be prompted for a password when editing Team details and assigning Employees to Teams.

Position Types Set-up
Go to File > Administration > Position Types

Position Types are descriptions of the various positions in your organisation. Position Types can be used as headings as well and can display in different colours. This dialog allows position types to be created, edited or deleted. In addition, Default Related Documents (such as Position Descriptions and Primary and Secondary Procedures) can be attached to specific Position Types so that these documents are automatically attached to positions when those positions are created.

Note: If default documents are not attached to position types they can be attached at a later stage by using the Re-attach button on the Person/Position Editor dialog.

Attaching Position Descriptions or Procedures to Position Types

Employee Set-up

This dialog displays a sorted list of all Employees that have been entered into HowNow and allows new Employees to be added or existing Employees to be edited or deleted. To view the Employee Select dialog, select File > Administration > Organisation > Employees.

The list can be filtered by typing part of a person’s name into the Find field. The various columns indicate whether each Employee is Active, Off-Site (meaning they are part of the organisation but do not have a login to HowNow), Administrator, Content Administrator, HR Administrator, Author, Content Reviewer, Partner, Manager or Record Reviewer. The Administrator and Author/Reviewer items refer to privileges (access rights) in HowNow.

Employee Actions
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Print Options

Employee Details

The details area displays the set-up details for all employees.

Employee Information

Login Information

Employee Status

Profile

The Profile section contains each employee's personal information.

Privileges

The Privileges area displays the various settings that control this employee's access to HowNow. Select those items that apply to each employee. After understanding all the various privileges that are available, it is important to create a map of each employee's level of responsibility before setting up this area.

System - Administration

System - Roles

Knowledge

Records

Contacts

Workflow (if the optional Workflow module is installed)

Settings

This area contains additional settings that relates to the employee.

Application Settings - Screen Options

Application Settings - Preview Options

Application Settings - Bookmark Options

User Defaults - Default Dates
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User Defaults - Default Employee Roles

User Defaults - Treeview Expansion

User Defaults - Folder Options

Teams

This area allows teams to be assigned to the employee. To add the employee to one or more teams, check or uncheck the appropriate teams. Attaching a person to one or more teams will restrict their document and record visibility to only those documents or records attached to the team or teams they belong to.

Positions

The Positions area displays the Positions that apply to each employee. Clicking the Positions button displays the Positions Editor. A Position in the organisation is a combination of two things: a Position Type and an Employee. An employee can have more than one Position in the organisation. To display the Positions dialog select File > Administration >Organisation > Employees > Positions.

To make changes to Positions, select the Positions button. To create a new position, on the same level as an existing position, select the existing position, click the Same Level radio button and click New. Then see Position Details. To create a new position, on a lower level to an existing position, select the existing position, click the Sub-Level radio button and click New. Then see Position Details. To edit an existing position, select the position and click Edit. To delete an existing position, select the position and click Delete.

Positions can be dragged and dropped to move them within the organisation chart. First select the appropriate radio button to specify whether you are moving the position to the Same Level or to a Sub-level compared to the position you will drag and drop the position onto. Then drag and drop the position.

When a new position is created, the default position description and primary and secondary procedure documents attached to the position type are attached to the new position. These documents can be removed from or new ones attached to the position to tailor it according to specific requirements. Note: The original position description document should not be edited or copied. Simply attach or remove procedures to create the specific position description.

To re-attach the default position description and procedure documents to a position, select the position entry in the list and click the Re-attach button. This will replace any of the original default documents that were removed but it will not affect any new documents that have been attached to the position.

Position Details

This dialog allows organisation positions to be created or edited. Select a Position from the Position drop-down.

Toolbar Applications

The Toolbar Applications tab is an optional function that allows each employee to populate the HowNow toolbar with their own applications. For example, you can place an icon on the HowNow toolbar that starts your accounting system. The Toolbar Applications tab can be completed either by each user or the administrator. For information on setting up applications to be used on the toolbar, see Toolbar Applications.

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Alerts

The Alerts tab enables alerts to be controlled on an individual basis. Note: only those alerts set to User Select in File > Options > Alerts can be changed.