Administration

User guide

1. To administer

There are five Calenco user roles:

  • Customer Account Manager can:

    • manage the subscription,
    • add or remove licenses,
    • assign rights,
    • view invoices,
    • create new workspaces,
    • create Calenco Translator connectors,
    • add languages to the workspace.
    • clean up the version history for all documents in the space.
  • Workspace administrator: can create publications, manage workflows, create content, etc.;
  • Editor: can create and update documents and content;
  • Reviewer: can access documents in read-only or comment mode via tasks assigned to him as part of a workflow.
  • Operator: can access the interactive forms to which it is associated (seeSet a role to a user).

2. To manage customer account

2.1. License subscription

2.1.1. Calenco Licenses

There are two types of license depending on the duration of the commitment: monthly or semi-annual subscription.[4]

2.1.2. Subscription

  1. Go to the Calenco website link and select the license that suits you.
  2. Click on Subscribe at.
  1. Select the options you want and press Continue.
  1. Fill in the billing information in Billing details. Invoices will be automatically sent to the email address indicated in this section. [a]
[Caution]

The Company field should include your company name (and department name if applicable). This label automatically becomes the name of your workspace and cannot be changed later.

  1. Select the payment method and fill in the necessary information.[b]
  2. Send an email to to confirm your subscription.

[a] For annual or specific invoicing, contact .

[b] If unable to make payment by credit card, contact to obtain the bank details. Management fees for payment by transfer amount to 50€ excluding tax.

2.1.3. Login

  1. Once Calenco informs you of the end of setting up your workspace, go to the Calenco live login page.
  2. Click on I forgot my password and follow the instructions received by email.
  3. Connect to Calenco live with your credentials.

Consult the Calenco online help for details on the administration of the customer account, management of user accounts and the workspace.

2.2. Manage licenses

The customer account manager accesses the management interface via the Administration → My subscription menu.

S.he can:

  • change current subscription options and add or remove licenses;
  • change offer;
  • fill in billing details and payment information;
  • find the invoices.
[Caution]

Deletion of licenses. The deletion of licenses in My subscription will only be taken into account if the respective users are disabled beforehand from the Users menu:

3. To administer accounts

Accessible from the administration menu, this page lets the customer account manager manage user rights for a workspace.

Figure 1. “Users” tab

Users tab

3.1. To create a new user account

  1. Select the workspace:

  2. Click on + Create.
[Note]

An administrator cannot create more accounts than subscribed licenses.

If the creation fails, you may need to close accounts or subscribe new licenses (refer to Manage licenses).

The customer account manager can subscribe to new licenses.

3.2. Set a role to a user

[Note]

The account manager can download the list of users of a workspace in CSV format.

User accounts are configured per workspace through the tab Users.

Manage user access

  1. Select the workspace:

  2. Click on Manage users at the top right of the screen:

  3. A new window appears:

  4. Select users in the list and set the appropriate role.
  5. Associate the user with the Operator role to one or more interactive forms by clicking on to the right of the role and checking the necessary labels.

3.3. Delete a user account

The customer account manager can delete one or more user account(s).

[Important]

It is the customer's responsibility to ensure that unused accounts are deleted for security reasons.

  1. From the administration menu, click on the users menu.

  2. Select the workspace:

  3. Delete the necessary users.

    Preview of deleted accounts is available by checking Include deleted users.

    [Important]

    In compliance with the GDPR, information about the deleted user is anonymized.

  4. From the administration menu, click on the my subscription menu.

  5. Click Change my options. Remove the number of deleted users (depending on their role: editor and/or reviewer). Confirm the action.

3.4. To kill a session

Each connection to Calenco is linked to a working session. This session is unique and nominative. It is therefore not possible to simultaneously open a session in different browsers for a given user.

You can log out and end your active session like this:

[Note]Force logout

Account managers can view a list of active sessions on Calenco and close a specific session if necessary.

3.5. Unsubscribe

The Customer Account Manager may terminate the subscription at any time.

  1. From the administration menu, click on the users menu.

  2. Remove all users assigned to the workspace affected by the subscription.

  3. From the administration menu, click on the my subscription menu.

  4. Click Cancel and confirm the action.

4. Add a new workspace

Figure 2. Administration menu for the customer account manager

Administration menu for the customer account manager

The customer account manager can create additional workspaces.

  1. From the administration menu, click on the workspaces menu.

  2. Click on Create.

[Important]

By default, the workspace name is your company name and/or department name if applicable. The name of the workspace cannot be changed after validation.

[Tip]

If you absolutely want to work in a workspace with a specific name:

  • Create this new workspace.
  • Make a backup of your current workspace (Save a workspace).
  • Restore this backup to the new workspace (Restore a workspace).
  • Consider disabling or deleting the original workspace to prevent other users from working on an outdated version.
[Warning]
  • History is not part of the backup.
  • Any sharing with other workspaces must be configured.
  • Existing instances of interactive forms will no longer work.

5. To administer workspaces

Figure 3. “Workspaces” tab

Workspaces tab

This page allows:

5.1. To connect storage servers

5.1.1. To manage servers for storage

This feature enables to connect external storage servers to Calenco: they are services provided by the company. They are used to deposit the publications generated by Calenco on an (S)FTP server or to send the publications by e-mail (SMTP).

5.1.2. To define an external storage server for publications

  1. Click on Actions → Storage Servers to display this window:

  2. Click on + Add to define connections to storage server in this window:

  3. Fill in the necessary data.

  4. Click on OK to validate.

5.2. To customize attributes

The attributes are used to specialize these elements for different uses: profiling, specific processing, link...

Calenco offers an interface that allows you to customize the attributes to be as close as possible to your business:

  • To customize the name of this attribute to match your business vocabulary (facet).
  • To define a list of values to select them rather than enter them (and avoid typos), when editing or publishing.

Procedure 25. To customize an attribute

  1. In Actions → Customize attributes to display the list of attributes:

  2. Select the desired elements using the check marks. For example, the remap attribute is a generic attribute that can be used to specify an element (a list of components is a “classification”).

    Interpreting these attributes depends on the style sheet used. Consult Calenco Support for more information.

  3. Enter the desired label in the selected specific attribute. The use of this custom attribute is then done in the editor To profile .

5.3. Save a workspace

  1. In the Actions menu of the space to save, click on Save to display this window:

  2. Read the instructions carefully and select the items to back up.

[Warning]
  • History is not part of the backup.
  • Any sharing with other workspaces must be configured.
  • Existing instances of interactive forms will no longer work.

5.4. Restore a workspace

  1. In the Actions menu of the newly created Space, click Restore to display this window:

  2. Select the backed up workspace zip to restore it to this new space.

5.5. Clean up version history

The customer account manager can clean up the workspace at the level of the number of existing versions for each content.

  1. In the Actions menu, click Clean to display this window:

  2. Select and/or specify the desired parameters for the number, type of versions and their creation date.

[Warning]

All content in the workspace is affected by this action.

This operation is irreversible.

6. View the available fonts

From the administration menu, the customer account manager can consult the list of all the fonts available for the style sheets that can be configured via the layout studio or managed directly by the customer.

If a desired font is not part of this list, please contact your usual NeoDoc contact for its installation.

[Important]

It is the customer's responsibility to verify that the font to be installed is free of rights or the customer has the right to use this font.

Also make sure that the typeface is compatible with the alphabets of your published documents.


[4] For specific needs, such as floating license, contact .