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  • 1. AutoFlow Plug-Ins Setup & User Guide 1 AutoFlow Plug-Ins Setup & User Guide © ProtonDreams 2008-2012. All rights reserved. http://www.protondreams.com
  • 2. Table of Content 1. Preface....................................................................................4 1.1 Audience................................................................................................4 1.2 Send us an email......................................................................................4 2. Setup AutoFlow Plug-Ins................................................................5 2.1 Pre-requisites software components...............................................................5 2.2 Download Plug-Ins.....................................................................................5 2.3 Register.................................................................................................5 3. Introduction to AutoFlow..............................................................6 3.1 Evaluation license features..........................................................................6 4. Using AutoFlow Plug-Ins................................................................7 4.1 Server Configuration..................................................................................8 4.2 AutoFlow Login........................................................................................8 4.3 Publish Task............................................................................................8 4.4 Manage Users..........................................................................................9 4.5 Upload.................................................................................................11 4.6 Sync In or Refresh....................................................................................11 2 AutoFlow Plug-Ins Setup & User Guide © ProtonDreams 2008-2012. All rights reserved. http://www.protondreams.com
  • 3. ProtonDreams has made every effort to ensure that this guide is correct and accurate but reserves the right to make changes without notice at its sole discretion at any time. The software described in this document is supplied under a license and may be used or copied only in accordance with the terms of such license, and in particular any warranty of fitness of ProtonDreams software products for any particular purpose is expressly excluded and in no event will ProtonDreams be liable for any consequential losses. Microsoft®, Windows®, and Windows XP®, Office®, Excel®, SQL Server®, SQL Express®, .Net®, Project® are registered trademarks of Microsoft Corporation. Copyright© 2008 ProtonDreams All Rights Reserved 3 AutoFlow Plug-Ins Setup & User Guide © ProtonDreams 2008-2012. All rights reserved. http://www.protondreams.com
  • 4. 1. Preface AutoFlow is a web and mobile enabled platform designed to provide easy extensibility to project management using web or mobile. AutoFlow is designed to work with project planning software’s such as, Microsoft Project as well as Microsoft Excel, to automate scheduling of tasks to field personnel on their email and mobile handset. AutoFlow allows field personnel flexibility to update task status from anywhere anytime using AutoFlow web portal or using their mobile handsets. This document describes following information in detail in underlying chapters - How to Install AutoFlow Plug-Ins for Microsoft Project & Microsoft Excel software - How to register for a free evaluation of AutoFlow - How to start using AutoFlow via downloaded Plug-ins 1.1 Audience ProtonDreams ‘AutoFlow Plug-Ins Setup and User Guide’ is intended for business users, project managers or supervisors. 1.2 Send us an email Please do send us an email at support@protondreams.com if you require any further assistance. We always look forward to know your feedback about your experience of using AutoFlow and how it has benefited you. We also welcome your suggestion to improve AutoFlow functionality to best suit to your business needs. Please do send us your feedback at feedback@protondreams.com To register for free evaluation of AutoFlow hosted service please visit http://www.protondreams.com/eval.html 4 AutoFlow Plug-Ins Setup & User Guide © ProtonDreams 2008-2012. All rights reserved. http://www.protondreams.com
  • 5. 2. Setup AutoFlow Plug-Ins ProtonDreams has developed separate plug-ins for Microsoft Project & Microsoft Excel (referred as AutoFlow Plug-Ins henceforth). Both these plug-ins offer almost same functionality; except for Excel plug-in offering and additional utility to convert an existing Excel (.xls) file to a compatible AutoFlow format. AutoFlow Plug-ins allow you to control your remote projects and gather status information from your field personnel right out of Microsoft Project & Excel software application. 2.1 Pre-requisites software components Please make sure following software components are installed on the PC where you will be installing AutoFlow Plug-Ins.  Microsoft® Windows XP Professional with SP2 or Microsoft Vista Business  Microsoft® Project Professional 2003 or 2007  Microsoft Office (Excel) 2003 or 2007 You also need internet connectivity to the same PC in order to use hosted AutoFlow services via AutoFlow Plug-Ins. 2.2 Download Plug-Ins - Visit http://www.protondreams.com/download.html - Click on ‘Download’ to download the plug-in that you want to use. You can download both plug-ins - Depending on which ‘Download’ link you click one of the following zip file will be downloaded to a folder you selected o MSEXCEL.zip o MSPJ.zip - Using ‘Win Zip’ application open the zip file and extract the contents to a known location - Both these zip files contain a file ‘Setup.exe’; double click on this file and follow the instructions to install the specific AutoFlow Plug-In - To verify the installation open Microsoft Project or Excel. You should see ‘AutoFlow’ menu in the menu bar 2.3 Register Follow these easy steps to register for free 30 days 50 user evaluation of AutoFlow services. - Visit http://www.protondreams.com/eval.html - In the registration form provide information requested and click ‘Submit’ button - Within 2 business days we will process your request and send you an email following information o User name & password o Name of the server o Validity period for your evaluation - Once you receive this email install AutoFlow Plug-Ins - That’s it! We receommend you read the next sections to get the best out of AutoFlow. 5 AutoFlow Plug-Ins Setup & User Guide © ProtonDreams 2008-2012. All rights reserved. http://www.protondreams.com
  • 6. 3. Introduction to AutoFlow ProtonDreams AutoFlow is a web and mobile enabled workforce management solution that automates task scheduling and allows field personnel to send timely status updates from anywhere-anytime using AutoFlow web portal or AutoFlow on Mobile application. AutoFlow provides a single web & mobile based platform to bring visibility and control to your remote projects. ProtonDreams AutoFlow is available as Off-Premise (SaaS/hosted) service or you can purchase full On-Premise AutoFlow product suite for in-house installation. This document explains usage of AutoFlow in SaaS scenario and how you can use services offered by ProtonDreams AutoFlow using AutoFlow Plug-Ins. 3.1 Evaluation license features ProtonDreams provides a free 30 day 50 user, evaluation license that allows you use & manage your projects & field personnel using AutoFlow’s web based task management. 3.1.1 AutoFlow Plug-Ins o Upload your Microsoft Project or Excel files to AutoFlow server o Manage assigned resources o Publish task to assigned resource on his email address o Refresh local Project or Excel files with latest information available on AutoFlow server o Convert existing Excel files to compatible AutoFlow format allowing you to upload your existing Excel based tasks 3.1.2 AutoFlow web portal allows: o Field personnel can login to their accounts and update status o Manage your projects – Import or Export existing projects or create new projects o Manager dashboard that provides visibility across all projects that you manage o Publish task to assigned resource on his email address o Manage users 6 AutoFlow Plug-Ins Setup & User Guide © ProtonDreams 2008-2012. All rights reserved. http://www.protondreams.com
  • 7. 4. Using AutoFlow Plug-Ins The figure below shows AutoFlow Plug-In for Microsoft Project Professional 2007. The sections below will describe each available menu option Figure 1 7 AutoFlow Plug-Ins Setup & User Guide © ProtonDreams 2008-2012. All rights reserved. http://www.protondreams.com
  • 8. 4.1 Server Configuration This menu option allows you to specify the name of the server where ProtonDreams have hosted the AutoFlow services for evaluation. Figure 2 When you register on ProtonDreams web site, you will get this name in the email that you will receive. Unless and until you specify the AutoFlow server you will not be able to execute any other operations. This is one time activity, unless you receive notification from ProtonDreams asking you to change the server name. 4.2 AutoFlow Login When you open Microsoft Project or Excel and select any menu option from AutoFlow Plug-In, you will be asked to login to AutoFlow server. Figure 3 When you register on ProtonDreams web site, we will create an administrator account for you and you will get this information in the email that you will receive. Unless and until you login to AutoFlow server you will not be able to execute the currently selected operation. This is one time activity per Microsoft Project or Excel session. 4.3 Publish Task This feature allows you to select currently selected task to the assigned user. AutoFlow Plug-In will send an email to the user providing task details and a link to AutoFlow web portal. The user can login to AutoFlow web portal using his PC or laptop connected to internet or corporate intranet. On this web portal he will be able to update the status of his tasks. 8 AutoFlow Plug-Ins Setup & User Guide © ProtonDreams 2008-2012. All rights reserved. http://www.protondreams.com
  • 9. 4.4 Manage Users This feature allows you to maintain and update information about your resource. AutoFlow automatically creates user accounts, restricted to 50 numbers, when you upload a project to AutoFlow server. Only resources with any task assignment will be imported in AutoFlow. AutoFlow treats resources and AutoFlow users differently. Resources are those who have been imported into AutoFlow as a result of a uploading a project. AutoFlow users are those resource to whom you have used this feature to provide valid login id, first name, last name and email id. Only when you provide this information these resources can use AutoFlow web portal or receive task notifications on their email id. Figure 4 Field Description Mandatory/Read Only Login ID A unique login ID provided by you to create an This field is mandatory. account for this resource in AutoFlow. Read only after If the supplied login id is already been used, you successful creation of will get an error message asking you to use a user account. different login id. Resource Name Name of the imported resource. This is read only field. First Name First name of the resource. This field is mandatory. Last Name Last Name of the resource. This field is mandatory. Email ID A valid email id to receive task notification. This field is mandatory. Cell Number A valid cell number to receive task notification. This is read only field.* Current Manager Name of the manager for the selected user. This is read only field.* User has Indicates if user has AutoFlow On Mobile This is read only field.* AutoFlow mobile application on his mobile device. application Users with this application receive task in proprietary SMS transparent to user and allows users to view & respond to all task assigned to him. It also creates a reminder on mobile devices calendar. 9 AutoFlow Plug-Ins Setup & User Guide © ProtonDreams 2008-2012. All rights reserved. http://www.protondreams.com
  • 10. * = You can change this information in retail AutoFlow. 10 AutoFlow Plug-Ins Setup & User Guide © ProtonDreams 2008-2012. All rights reserved. http://www.protondreams.com
  • 11. 4.5 Upload Allows user to select an externally create project file and upload to AutoFlow server. Once you upload any project you can start managing it using AutoFlow Plug-Ins or AutoFlow web portal. In addition to tasks AutoFlow also imports all resource having any task assignment within the project. Figure 5 You can not upload a file which is currently opened in Microsoft Project or Excel. Once you select a file and click ‘Upload’ the information is sent to AutoFlow server and project will be uploaded within 10 minutes depending on the speed of your network connection. You can publish task only belonging to projects which you have uploaded. Similarly you can only refresh those projects which you have uploaded. 4.6 Sync In or Refresh This option allows you to refresh currently opened project. You can either select a task and refresh only that task or refresh the entire project. Please beware that you will need to save the file before closing it. 11 AutoFlow Plug-Ins Setup & User Guide © ProtonDreams 2008-2012. All rights reserved. http://www.protondreams.com