Question 800: Attendant Directory Fields

Question: What Fields does the Attendant Directory Track ?

Version: Attendant Directory Program

Answer: The following list shows the fields used by the directory program and the field default labels for each. The Field descriptions can be changed.  For information on changing the field labels see Question 801.

Field Name	Description [Default]
fullname	User Name
firstname	User First Name
deptno	Department Number
deptname	Department Name
extn	Extension Number
pager	Pager Number
mailstop	Mail Stop
secretary	Secretary
homephone	Home Telephone
supervisor	Employee's Immediate Supervisor
ssno	Social Security Number
type	Directory Entry Type
photonum	Graphical .JPG File Name

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Question 801: Customizing Attendant Directory Fields

Question: Can the directory fields be customized ?

Version: Attendant Directory Program

Answer: Yes, the attendant directory fields can be customized.  To do so, press Ctrl-P and log in with the master password.  Then press the function key F9 and you can change the labels on each of the directory fields.   When you have completed editing the fields, press Ctrl-W to save your changes, the field labels should then show your definitions.

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Question 802: Hiding Private Fields

Question: Can I hide specific private fields so they are not displayed to everyone ?

Version: Attendant Directory Program

Answer: Yes, there are a number of fields that can be hidden using the directory.  These fields are the 5 fields shown on the top right of the program.  If you do not have the right security access, these will show as *** Confidential.  In addition, these fields are also encrypted so that they can not be read by accessing the raw database file with another program.  This encryption is only available on systems that are Encryption Enabled.  Please contact Comm One if you need to add encryption to your directory.  There are also 5 lines of notes that are hidden from the general users of the directory.

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Question 803: Importing into the Attendant Directory

Question: Can I import users into the Attendant Directory ?

Version: Attendant Directory Program

Answer: Yes, information can be imported into the Attendant Directory.  This should only be done by experienced FoxPro or Dbase Users.   If you have problems or questions, please be sure to contact Technical Support for assistance.  To see the structure of the directory program load the ToolBox Module, and type the following commands:

• CLOSE DATABASES
• USE HERCULES
• DISPLAY STRUCTURE

See Also: Export Directory

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Question 804: Attach Employee Picture

Question: Can I attach an employee picture to each employee record ?

Version: Attendant Directory Program

Answer: Yes you can attach a picture to the directory program.  This file must be in the correct file format for the import to work.   Pictures are not actually imported to the database, but a link is made between the pictures and the graphical file holding the picture.  When you select the VIEW PHOTO icon, you will see the picture.  In order for this feature to work, you must have a separate utility installed on your PC that is able to view .JPG files.  All pictures are stored in .JPG format, and are installed in a PICTURES subdirectory underneath the directory program.  If you do not have a VIEW PHOTO icon on the bottom right of your screen, then your directory program needs to be updated.  If you see a VIEW PHOTO icon, but it is disabled and you are unable to select it, then there is no picture on file for this employee.  To add a link to a picture, log in as supervisor, then press F8 to enter the file name of the graphical .JPG file for this employee.

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Question 805: Export Employee Database

Question: Can I export the Attendant Directory Database ?

Version: Attendant Directory Program

See Also: Import Directory

Answer: Yes, information can be exported from the Attendant Directory.  This should only be done by experienced FoxPro or Dbase Users.   If you have problems or questions, please be sure to contact Technical Support for assistance.  To see the structure of the directory program load the ToolBox Module, and type the following commands:

• CLOSE DATABASES
• USE HERCULES
• DISPLAY STRUCTURE

To export the file, you use the following commands depending upon which format you want to export to:

File Type to Export To	ToolBox Commands
.DBF FoxPro or Dbase File	CLOSE DATABASES CLOSE ALL CLEAR ALL SELECT A USE HERCULES COPY TO [filename.dbf] CLOSE DATABASES CLEAR
.XLS Microsoft Excell File	CLOSE DATABASES CLOSE ALL CLEAR ALL SELECT A USE HERCULES COPY TO [filename.xls] TYPE XLS CLOSE DATABASES CLEAR
.WK1 Lotus File	CLOSE DATABASES CLOSE ALL CLEAR ALL SELECT A USE HERCULES COPY TO [filename.wk1] TYPE WK1 CLOSE DATABASES CLEAR
.TXT ASCII Delimited	CLOSE DATABASES CLOSE ALL CLEAR ALL SELECT A USE HERCULES COPY TO [filename.txt] TYPE DELIMITED CLOSE DATABASES CLEAR
.TXT ASCII Flat File	CLOSE DATABASES CLOSE ALL CLEAR ALL SELECT A USE HERCULES COPY TO [filename.txt] TYPE SDF CLOSE DATABASES CLEAR

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Question 806: Access to Advanced Features

Question: How do I access the advanced features of the Attendant Directory ?

Version: Attendant Directory Program

Answer: When you first start the Attendant Directory program, most features are disabled.  The system was designed for you to be able to publish the directory company wide, without all users having access to change records.   To get to the advanced features including add, delete, and report, you need to login to the system first.  See Question 807 for instructions on how to log on to the directory program.

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Question 807: Attendant Directory Password

Question: What is the password for the Attendant Directory Module ?

Version: Attendant Directory Program

Answer: To enter a password for the Attendant Directory Module, press Ctrl-P and you will be prompted for your password.  There are a number of different valid system passwords that all allow you access to different system features.  If you have forgotten your password, please email support@commone.com and we can get it for you.  Please be sure to indicate your company name, and the general date your purchased the directory program.

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Question 808: Editing Employee Records

Question: How do I edit employee information ?

Version: Attendant Directory Program

Answer: Before you can edit an employee record, you need to be logged on with the supervisor password.  See Quesion 807 for instructions on loggin in as supervisor.  Once you are logged on as supervisor, search for the record you want to edit, then press the function key F3 to edit it.   When you have finished editing, press Ctrl-W to save your changes.

See Also: Delete an Employee    Add an Employee

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Question 809: Adding New Employee Records

Question: Question 809: How do I add a new employee ?

Version: Attendant Directory Program

Answer: Before you can add an employee record, you need to be logged on with the supervisor password.  See Question 807 for instructions on login in as supervisor.  Once you are logged on as supervisor, search for the record you want to edit, then press the INS key to add a blank record.   Then, go ahead and add information to the new employee record.  When you have finished editing, press Ctrl-W to save your changes.

See Also: Edit an Employee    Delete an Employee

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Question 810: Deleting Employee Records

Question: Question 810: How do I remove an employee from the directory ?

Version: Attendant Directory Program

Answer: Before you can delete an employee record, you need to be logged on with the supervisor password.  See Question 807 for instructions on login in as supervisor.  Once you are logged on as supervisor, search for the record you want to edit, then press the DEL key to delete the record.  

See Also: Edit an Employee    Add an Employee

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