5.6 Personal details

5.6.1 Viewing personal details

5.6.2 Submitting personal details

5.6.3 Changing personal details

5.6.1 Viewing personal details

Business Collaborator can store personal information that other users are able to see if you work within the same workspace. Set your personal details from the "Edit Details" form - this includes your name, address, contact telephone number, preferred email address and other related information. You can also link to additional information on the Web, e.g. your personal homepage and the Web site of your organisation.

You can view your own details by clicking on your user name where it appears as "User:[user name]" or clicking on  User  |  User Info  . This will display the content of your personal info page as other users will see it - see Figure 5.6-1. You can view other users personal details by clicking on their user name next to the documents they have created or events they have triggered.

Other users can view your info page to make sure that the person they invite to their folder is actually the person they want to work with. Some information on your info page will automatically be displayed in address books on your Business Collaborator server, in lists of folder members etc. You can view a person’s info page by clicking on their name where it appears, e.g. beside any documents or folders they have created or on the Members page of a workspace or shared folder.

Note

If your organisation already shares information about employees via a directory server such as Microsoft Exchange, you may find that some of the information described below is already completed in your personal info page and is not editable. This is because it is being obtained from outside the Business Collaborator server - obtained directly from the directory server. For more details on your local Business Collaborator configuration, please contact your system administrator.

Figure 5.6-1: A User Info page.

5.6.2 Submitting personal details

To enter information into your personal info page, click  User  |  Edit Details  . This will bring up a the " Edit Details" page - see Figure 5.6-2. This form with fields for specifying a selection of personal details. It is recommended that you at least complete those marked *:

• Full name* - will be available for objects you have created, workspaces you are a member of etc. It is recommended that you provide your name in the form [first name] [initials / nickname] [last name] , even if you have used your last name as your user name. This is will ensure that your colleagues are sure of your identity even if another user has a similar user name. The full name may contain accents.
• Organisation* -- enter the name of the company, organisation, university etc. to which you are affiliated. (You may enter the web link (URL) of your organisation here although it won’t be displayed as a link.)
• Telephone and fax numbers - let other users know how you may be contacted.
• Postal address - enter your complete postal address, including your name and organisation here to assist other users who wish to send information to you via "snail" mail.
• Image URL -- the URL (see section 5.3) of your photo in GIF or JPEG format. The picture may be located in a Business Collaborator workspace or on the Web. (Remember to make it generally accessible if it is in Business Collaborator - see section 4.6.6.)
• Homepage URL -- the web link (URL) of your personal homepage on the Web.
• Primary email address* -- by default, Business Collaborator enters the email address with which you registered.
• Other information -- The text you enter here will be shown in address books and members pages of your folders below the line containing your name. In order to keep these pages compact you should restrict 'other information' to one line.
  Business Collaborator will convert HTML in this field (between [P] [/P]) so that browsers can interpret it. Thus, text in this field may include a link to Web pages of your organisation or department, displayed as a link -- which is not possible in the 'organisation' field.

Submit the completed form by clicking

( Store these details )

Note

Until you submit your full name, the only information which will be available about you for other users to see will be your user name and password. For instance, on workspace membership pages, you will appear as:

• user name [email address]

Once you have completed your additional details, you will appear as:

• [user name] ([full name], [organisation])

Figure 5.6-2: The Edit Details page.

5.6.3 Changing personal details

To update information in your personal info page, click  User  |  Edit Details   . You may now edit the fields which you wish to correct. Updating these fields will update the information which other users can see about you.

If you have several email addresses, it is recommended that you associate them all with your Business Collaborator user name. This will ensure that you will not receive an invitation to register with the server if someone accidentally invites you to a workspace or shared folder with one of your other email addresses. If the alternative email address were associated with your user name, you would simply see the workspace or shared folder in your home page the next time you returned it.

If you wish to associate a second email address with your Business Collaborator user name, there are several additional stages which you need to go through:

• type in the new email address where it says "add a mail address" and then confirm this by clicking on "Store these details".
• following this, you will receive an email message asking you to confirm that the new address is a valid mail address. Clicking on the link contained in the email will take you to a page where you should enter your existing user name and password. (This is a security measure). At this point, you will be told that the email already exists - which is fine - and given some explanation that this email address will be added to the list of valid email addresses associated with your user name.
• you should then return to the "Edit Details" page, where you can now specify the new email address as your primary email address if necessary

The primary email address is the address which Business Collaborator uses to contact you, for instance when sending notification emails (see Section 12 - Event notification).