TeamAgenda is a personal organizer and group scheduler for the Macintosh®, Windows™, and World Wide Web environments.
TeamAgenda's powerful TA-Server software is what lets you share your agenda with other team members, and have access to their agendas to plan meetings and delegate tasks.
For a list of what's new in TeamAgenda 3 and an overview of the TeamAgenda documentation, please see the ReadMe file on the TeamAgenda Disk 1.
Table of Contents:
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Part 1: Using TeamAgenda in a Group
Part 2: Installing TA-Server
- The TeamAgenda Administrator
- Network Protocols
- TA-Server System Requirements
- Installing TA-Server on Macintosh
- Entering your TA-Server License Number
- Updating to a New Version of TA-Server
Part 3: Uninstalling TA-Server
Part 4: Setting Up your Team
- Creating the Team database
- Setting Up TA-Server E-Mail Integration
- Configuring the Team
- Installing TeamAgenda for each Team Member
- Defining Special Authorizations
Part 5: For Further Information
1. Using TeamAgenda in a Group
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To start using TeamAgenda in a work group, a number of steps are needed.
- The TeamAgenda program must be installed on each user's computer (as described in the ReadMe on TeamAgenda Disk 1).
- The TeamAgenda administrator must install the TA-Server program and create the Team database (see Part 2, below).
- The Team must be configured by the administrator (see Part 3, below).
- Each user must join the Team (as described in the ReadMe on TeamAgenda Disk 1).
For full instructions see Part I of the TeamAgenda Administrator's Guide, "Setting Up your Team".
2. Installing TA-Server
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To coordinate your work group, one copy only of the TA-Server application should be installed on your network. For a small group, a dedicated server is not essential, but the computer used should have the power to run TA-Server in the background. For a group of 50 or more active users, a dedicated computer is recommended.
• The TeamAgenda Administrator
One user should take on the role of TeamAgenda administrator. This is the person responsible for installing, setting up and configuring the TeamAgenda environment, including the TA-Server application.
• Network Protocols
TA-Server can use several network protocols at the same time. Network protocols currently supported include IPX/SPX and TCP/IP on both Windows and Macintosh, as well as NetBIOS on Windows and AppleTalk on Macintosh. If you have a mixed PC-Mac network, you must use IPX/SPX or TCP/IP to bridge the two worlds. TA-Server will use all protocols available on the computer where it is installed., unless you choose to deactivate certain protocols using the Configuration command in the TA-Server menu
To use the TCP/IP protocol on the Macintosh, the TCP/IP or MacTCP control panel provided with System 7.5 must be present in the System folder of the Macintosh on which you will be running TA-Server.
For information concerning the use of IPX/SPX or other supported protocols on Macintosh, see Chapter 3 in the TeamAgenda Administrator's Guide.
• TA-Server System Requirements
TA-Server runs on Macintosh System 7.1 and higher, on Windows 95, and as a service on Windows NT. A version of TA-Server also runs on Netware 3.12 and 4.xx as an NLM.
On Macintosh the amount of RAM memory required by TA-Server varies according to the number of users who will be connected simultaneously. The basic RAM required for the first 5 users is 2048K; add 60K for each additional 5 users. Additional RAM may also be required if your Team has many contacts or if many people will access TA-Server via Teamsoft's Internet extension.
The TA-Server Monitoring window gives an estimate of how many users can be connected simultaneously with the currently allocated memory. To set the amount of RAM used by TA-Server, use the Get Info command (from the File menu in the Finder) before starting TA-Server.
• Installing TA-Server on Macintosh:
If you are installing TA-Server from the original disk, we suggest that you make sure the disk is locked before installing.
1. Insert your working copy of the TA-Server for Macintosh disk into the Macintosh you have chosen to run TA-Server.
2. Double-click on the Installer icon.
3. To install TA-Server on your current startup drive, simply click the Install button in the Installer dialog box.
You will find that the Installer has:
- Created a folder named TA-Serverƒ on your hard disk.
- Copied the TA-Server program to the TA-Serverƒ folder.
- Copied a self-extracting compressed file containing the files required for TeamAgenda/FirstClass integration to the TA-Serverƒ folder.
• Entering your TA-Server License Number
When starting TA-Server for the first time, you will be prompted to enter your company name and the license number located on your registration card or master diskette. You cannot edit the company name once it has been entered.
• Updating to a New Version of TA-Server
To update to a new version of TA-Server:
1. Make a backup copy of your Team database.
Your Team database will be converted automatically by the new version of TA-Server, but for safety's sake you should make a backup copy of the file before converting.
2. Use the TeamRepair utility that was PROVIDED WITH YOUR CURRENT VERSION of TeamAgenda to check the integrity of your Team database (see "TeamRepair" in the TeamAgenda ReadMe file).
3. Take note of your TeamAgenda license numbers.
You can view your current license numbers by choosing License... from the TA-Server menu.
Note: If you are updating from any version of TeamAgenda earlier than version 3.0, you will need new license numbers. Contact your TeamAgenda reseller or distributor to purchase your upgrade license numbers.
4. Remove the previous version of TA-Server, if necessary, then install the new version as described above.
Note: Before destroying the previous version, use the Finder's Get Info… command and note TA-Server's memory allocation, then enter the same amount in the new version's Get Info box. You will have to increase this memory allocation if your Team will have many contacts or Internet guests (see Chapter 3 of the TeamAgenda Administrator's Guide).
The Installer will replace the previous version if it has not been renamed and is still found in the default installation location. If you have moved the previous version, you will have to remove it manually.
If you are upgrading from a version earlier than 3.0:
- The Installer will install TA-Server in a new TA-Serverƒ folder.
- The Installer will delete the existing TeamServer program, but will not remove the existing TeamServerƒ folder. You will have to do this manually.
3. Uninstalling TA-Server
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To uninstall TA-Server, simply remove the TA-Serverƒ folder created by the TA-Server installer. This folder is found at the root level of your hard drive, unless you have moved it manually somewhere else.
IMPORTANT NOTE: If you intend to reinstall TA-Server, do not accidentally delete your team database file when you delete TA-Server.
4. Setting Up your Team for the First Time
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Once TA-Server has been installed, the Team Administrator must create the Team database file, and configure the Team using TeamAgenda. TeamAgenda must be installed on each Team member's computer, after which each member can join the new Team. The Team Administrator can then set any special authorizations the Team may require.
Full instructions are provided in Part I of the TeamAgenda Administrator's Guide, "Setting Up your Team".
• Creating the Team database
TA-Server stores and manages a copy of all shared agendas in a Team database. This database must be created and running before individual users can join the Team.
To create a new Team database:
1. Double-click TA-Server to start the application.
2. Click the New button in the Open dialog box (or click Cancel and choose New Team from the File menu).
3. Enter a name for the Team and save it in an appropriate place (in the TA-Serverƒ folder, for example).
The TA-Server Monitoring window will now appear.
To start a Team automatically:
1. In the Finder, locate and select the Team document created above.
2. Choose Make Alias from the File menu.
3. Locate and open your System folder.
4. Drag the alias to the Startup Items folder.
TA-Server will now open this Team automatically each time the Macintosh is started.
• Setting Up TA-Server E-Mail Integration
TA-Server can integrate with your Internet e-mail system. Contacts who are not members of a TeamAgenda team may be invited to meetings via e-mail, directly from TeamAgenda, and their responses will appear right in the appropriate TeamAgenda schedule.
Setting up TeamAgenda e-mail integration requires two basic steps. First, TA-Server must be given an account and password on your mail system; ask your mail or network administrator to do this. Next, e-mail integration must be turned on and configured from TA-Server. Once TA-Server's Internet Mail Gateway has been activated, any external contacts invited to TeamAgenda meetings will receive automatic notification by e-mail.
To turn on and configure e-mail integration from TA-Server:
1. In TA-Server, choose Internet from the Configure Email Gateway submenu in the TA-Server menu.
2. In the dialog box, check the Enable Internet Mail Gateway check box.
3. Enter the correct values for SMTP Host, POP3 Host, Account and Password.
You must enter the account and password provided for TA-Server by your mail system, along with the SMTP and POP3 host names. If you do not know the correct values for these items, consult your network administrator.
4. If desired, check the APOP Authentification check box.
APOP authentification is a method used to protect e-mail passwords when they are transmitted. Ask your mail or network administrator if this should be activated.
Note: TeamAgenda can also be integrated with SoftArc's FirstClass communications system. For further information see Appendix D in the TeamAgenda Administrator's Guide, and the ReadMe provided with the FirstClass Gateway files.
• Configuring the Team using TeamAgenda
Once the Team has been created, the TeamAgenda administrator should open TeamAgenda and use the Team Administration window to define important Team parameters, such as administration and membership passwords, common resources, public agendas, public domains, and holidays.
Note: Team Administration can only be done from within the TeamAgenda program, so if the administrator has not already created a personal agenda, this should be done now. To create a personal agenda, please see the ReadMe file on TeamAgenda Disk 1.
Team Administration and Passwords
1. Open your personal agenda in TeamAgenda
2. Choose Team Administration… from the Context menu.
This command is active only when you are connected to the TeamAgenda server. Once a Team has been configured, a password may be required to access the Team Administration window. No default password is defined, however, so the first time you are asked for the password, simply click the OK button. This will display the Team Administration window.
As administrator you can now define one password that limits access to the Team Administration window, and another that limits Team membership. Without the first password a user cannot make changes to the Team configuration, and without the second a user cannot join the Team at all. This can be used to prevent people from outside your Team or company from making a remote connection to your Team.
Team Internal Default Access
To change users' default access to each others agendas:
1. Choose Change Team Default Access from the list in TeamAgenda's Team Administration window and click Do it.
2. Choose the desired default access level and visibility in the dialog box.
The initial internal default setting permits all users to add to each other's agendas, in order to create meetings, and to see everyone's internal level commitments only.
(A full explanation of TeamAgenda access rights is provided in Chapter 6 of the TeamAgenda Administrator's Guide.)
External Default Access
With TeamAgenda's optional Internet extension, you can make your Team accessible through a web browser over the Internet.
The default access level for external guests connecting over the Internet is always set to "No Access", with a visibility level of "No Detail". This default cannot be changed. You must explicitly decide if a specific agenda or resource will be accessible to guests over the Internet (see Chapter 6 of the TeamAgenda Administrator's Guide.)
Defining Resources
Resource agendas may be defined to schedule items such as meeting rooms, company vehicles, demonstration computers, large screens or other equipment.
To define a resource:
1. Choose Directory Maintenance from the list in the Team Administration window and click Do it.
2. Click the Add... button.
3. Choose Resource in the "What would you like to add" dialog.
4. Enter the resource name.
5. Click OK to save, or click New to save the resource and then add another one.
By default any user can add to a resource's schedule, and modify the items he or she has added). By default the resource is not accessible over the Internet. However, the administrator can define different default access levels for the resource if necessary:
To change the default access level for a resource:
1. Choose Access Maintenance from the list in the Team Administration window and click Do it.
2. Choose the resource for which you want to redefine the default access levels.
3. Change the internal default access by using the Default for internal users pop-up menus.
4. If the resource will be accessible over the Internet, choose the desired external access level and visibility from the Default for external guests pop-up menus.
Defining Public Agendas
Public agendas may be defined to schedule items such as group vacations, lunch breaks, car pools, courses, or special projects. Public Agendas are similar to Resources, except that the creator's name appears in front of the commitment title in the case of a synchronized commitment. Public agendas are defined in a similar fashion as resources; see above.
Defining Public Domains
Domains are used in TeamAgenda to group commitments into categories. For time-billing purposes, for example, every customer or major project could be a separate domain, while, for confidential projects, specific domains may be made accessible to only some team members. You may assign each domain a color.
To define a domain:
1. Choose Public Domain Maintenance from the list in the Team Administration window and click Do it.
2. Click the Add... button.
3. Enter the domain name.
4. Enter a clear description.
5. Choose a color, if you wish.
By default, new public domains are entered in every user's list of personal domains. If the new domain should NOT be added to each user's list of personal domains, uncheck the Include in everyone's Personal Directory box.
6. Click OK to save, or click New to save the domain and then add another one.
Restricting Access to Domains
Public domains are normally accessible to all team members. If necessary, that access can be limited to certain team members only, for confidential projects, for example, you can also choose to limit a public domain's accessibility (see Chapter 6 of the TeamAgenda Administrator's Guide).
Defining Holidays
Any user with authorization (see below) can add or change holidays as they would regular commitments. Use the Commitment Type pop-up menu in the Input window to define a working or a non-working holiday. Holidays appear automatically in all user and resource agendas, and are imported automatically into the personal agenda of anyone who joins the Team.
To import holidays:
1. Choose Team Administration... from the Context menu.
2. Choose Import from the list in the Team Administration window, then click Do It.
3. Locate the Holidays folder on TeamAgenda Disk 1; open it and locate the holiday import document corresponding to your country.
4. Click OK.
The holidays will be imported.
• Installing TeamAgenda for each Team Member
At this stage, TeamAgenda should be installed on the computers of all Team members, who should then join the Team (see the ReadMe on TeamAgenda Disk 1).
• Defining Special Authorizations
The administrator may wish to delegate the tasks of maintaining public holidays, events, etc. to others, without disclosing the Team Administration password. For this reason, the administrator can provide particular users with the authorization to define resources, public agendas, public domains, holidays and/or public contacts.
To define special user authorizations:
1. Choose Directory Maintenance from the list in the Team Administration window and click Do it.
3. Choose a user and then click the Edit... button
4. Change the user's authorizations by selecting or deselecting the appropriate check boxes: Define Resources, Define Public Agendas, Define Public Domains, Define Holidays & Public Events, Define Public Groups, Define Public Contacts and Export Other Users.
5. For Further Information:
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Contact your local TeamAgenda distributor or reseller (see "About TeamAgenda" in the Apple menu),
TeamAgenda, TeamRepair, and TeamNotify are trademarks of Teamsoft Inc. (under license from Team Coordination Software Inc.). TA-Server is a trademark of Teamsoft Inc.
Macintosh, MultiFinder, Newton, and PowerBook are registered trademarks of Apple Computer Inc. Windows is a trademark of Microsoft Corporation.
