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Getting Started with User Preferences
Who is this article for?Users who want to learn how to manage settings specific to their profile.
No special access or permissions are required.
You can make changes to how the system Management handles various items for you whenever you login through User Preferences. These settings only apply to you and do not affect other users.
- Accessing User Preferences
- Display Preferences
- Out of Office Manager
- Change Password
- Automatic File Transfer
- Client Tool Installers
1. Accessing User Preferences
To access User Preferences:
- Click your name in the top right.
- Select User Preferences.
2. Display Preferences
Display Preferences allow you to change the language in which menus and system messages are displayed.
You can select from the following languages:
- English (UK)
- English (US)
- French (Canada)
- French (France)
- Italian
- German
- Spanish (Mexico)
- Bokmål
- Chinese (Simplified)
- Dutch
- Japanese
- Korean
- Polish
- Portuguese (Brazil)
You can also enable Show Document ID# in Document Tree to display each Document's unique identification number next to its Title.
Want to view items in other languages?
Display Preferences are not a translation tool and do not affect user-created objects, such as Documents. These items will still appear in their original language.
3. Out of Office Manager
Out of Office Manager allows you to delegate Document and Workflow processing tasks to another user during an extended absence. Tasks not completed are returned to you when come back.
Documents in edit are not forwarded to the delegate since they may have changed. To forward these, open the Document and use the Change Editor feature.
Any Documents placed in edit either manually or due to expiration while the user is are forwarded to the delegate. If the delegate's permissions differ from the original user's, they temporarily receive the permissions necessary to complete the assigned tasks.
One exception to this rule is the IconKey2 Document Manager permission. If the person who's out of office is the only Document Manager in the Document's approval group and a delegate is chosen who does not have this permission, it's not possible to release the Document for approval.
Test and training items are also not forwarded.
Any tasks completed by a delegate are recorded as "on behalf of" in each Document’s revision History and in the header information for any Workflows.
For instance, if Steve approves a document for Barry while Barry is set out of office, the approval is recorded as "Steve approved (On Behalf of Barry)".
To set yourself as Out of Office:
- Select a user from the Assign Tasks To dropdown.
- Click Set Out of Office.
Next time you log in, you will be asked to set yourself back into office by clicking Set in Office.
4. Change Password
Depending on your organisation's password policy, you may be asked to reset yours the next time you log in. You may also want to update your password outside of those times.
To change your password:
- Enter your Current Password.
- Provide a New Password.
- Ensure you Confirm New Password.
- Click Change Password.
To help maintain the security of the system, make sure that your password adheres to the password policy!
5. Automatic File Transfer
Automatic File Transfer uses a location on your computer called a Working Folder to store local copies of system files to transfer them between your computer and the server when you check them in and out.
Your Administrator may specify your Working Folder for you. If not, you're required to select a Working Folder on the initial install of the Tool. You can leave this setting empty until that point.
To change the Working Folder:
- Click Browse.
- Choose the location to use.
- Click Save Changes.
Alternatively, you can enter the path manually into the text field.
Do you have any checked out Documents?
If you currently have Documents checked out, you must check them back in before changing your Working Folder.
6. Client Tool Installers
Client Tools Installers give you direct download links to each of the system helper tools.
Your permissions may affect your ability to use tools like the Workflow Designer and Header Footer Updater tools.
Contact your Administrator if you need to have your permissions updated, and your local IT Administrator if you do not have sufficient privileges to install the application.