Oracle Beehive Central 1.5.x Help

Beehive Central 1.5

If you are using Beehive Central 1.5, your Beehive Central left menu contains five main areas, in addition to the Beehive User Preferences link, on the Oracle Beehive Central Home page.

• Home View general information about Beehive Central with links to other Beehive applications

• Access Control Delegate permissions or grant sharing permissions to your personal workspace to other users from the Access Control Center

• Conference Join/start a Beehive conference or install the Oracle Beehive Conferencing application

• Downloads Download other Beehive applications

• Help Access Oracle Beehive application Help pages

Refer to Oracle Beehive Central 1.5 Help for information on how to use Oracle Beehive Central 1.5.

Beehive Central 1.5.x

If you are using Beehive Central 1.5.x, Beehive user preferences can be accessed by function, directly from the left menu.

Beehive Central 1.5.x integrates the following account options, user preferences, and time management settings all in one location:

• My Account Set country, time zone; check available disk space, and Beehive services currently in use

• Conferences Join/start a Beehive conference, or install the Oracle Beehive Conferencing client

• Downloads Download other Beehive clients

• Access Rights Delegate permissions or grant sharing permissions to your personal workspace to other users

• Calendar and Tasks Set working hours; apply sensitivities and priorities to, and enable reminders for meetings and tasks

• E-Mail Create and manage server-side rules for your Beehive e-mail

• Instant Messaging Set preferences for instant messages

• Notifications Enable/disable notification options and set delivery channels

• Out Of Office Create, and enable/disable an out-of-office reply to incoming e-mail messages

• Phone Register and manage mobile phone devices, and reset your office phone password

Use this Help page if you are using Beehive Central 1.5.x.

Downloads

From the Oracle Beehive Central left menu, click Downloads. View the available clients, then click the Windows button to the right of the Beehive client that you want to download.

Home

From the Oracle Beehive Central left menu, click Home (opens by default after Sign In).

To access other Beehive clients:

From the Beehive Central Home page, on the right of the title bar, click Beehive Clients, and select the Beehive client that you want to access.

You can also click the links on the Beehive Central Home page for Beehive Workspaces Client or Beehive Zimbra, or open another instance of Beehive Central in a new tab or window (depending on your browser setup).

To access Beehive Central menu items from the Home page:

On the Beehive Central Home page, click Access Rights, Conferences, or Help as an alternative to selecting the identical left menu item.

Conferences

Click Conferences in the left menu.

The Oracle Beehive Conferencing client must be installed to join or start a conference.

My Account

From the Beehive Central left menu, click My Account.

From the My Account page, you can:

• Set/Change Country and Time Zone

• View Account Status (Check Services in Use and Available Disk Space)

Set/Change Country and Time Zone

When you change your time zone, the date and time specified in your calendar notifications and reminders will be displayed in your specified time zone.

To change your country and time zone:

1. On the My Account page, in the General tab (open by default), click to select your country.

2. Click to select your time zone.

3. Click Save.

View Account Status (Check Services in Use and Available Disk Space)

To view current services and check disk space:

On the My Account page, in the Account Status tab, view Beehive services for which you are currently set up, and your Beehive Quota.

Access Rights

From the Beehive Central left menu, click Access Rights.

From the Access Rights page, you can:

• Add Delegates/Grant Permissions

• Edit Delegates/Change Permissions

• Remove Delegates

• Add Users/Set Permissions for Sharing

• Edit Users/Change Permissions for Sharing

• Remove Users from Sharing

Add Delegates/Grant Permissions

To add delegates:

1. On the Access Rights page, click the Delegation tab (open by default).

2. Above the Delegate List, click Add Delegate.

3. Enter the name of the user, then click Search. The user (or a list of possible matches) appears in the box.

4. Select the user you want to add, then click Add -> to move the user to the Delegates box.

5. Click Next.

6. Next to each folder type, select the permissions which you want to grant to the delegate.

7. Optionally, for your Calendar and Contacts, if you want to extend management permissions to your private calendar and contact items, select Calendar and Contacts only: Allow the delegate(s) to also manage private items with Manage permission.

8. Click Finish.

Edit Delegates/Change Permissions

To edit selected delegates:

1. On the Access Rights page, click the Delegation tab (open by default).

2. From the Delegate List, select the delegate you want to edit permissions for (or select the check box on the header row to select all delegates), and click Edit Selected. (Alternatively, click the edit icon to the right of the delegate.)

3. Next to each folder type, select (or change) the permissions granted to the selected delegate(s).

4. Optionally, for your Calendar and Contacts, if you want to extend (or revoke) management permissions to your private calendar and contact items, select (or clear) Calendar and Contacts only: Allow the delegate(s) to also manage private items with Manage permission.

5. Click Save.

Remove Delegates

To remove delegates:

1. On the Access Rights page, click the Delegation tab (open by default).

2. From the Delegate List, select the delegate you want to remove (or select the check box on the header row to select all delegates), and click Remove Selected. The delegate is removed from the Delegate List.

Add Users/Set Permissions for Sharing

To add a shared user:

1. On the Access Rights page, click the Permissions tab.

2. On the Shared User List, click Add User.

3. Enter the name of the user, then click Search. The user (or a list of possible matches) appears in the box.

4. Select the user you want to add, then click Add -> to move the user to the Shared Users box.

5. Click Next.

6. Select the sharing permissions for each folder you want to grant to the user.

7. Optionally, if Review is selected for Calendar and Tasks, select whether the user may also read items marked Normal, Public, Confidential, or Private.

8. Click Finish.

Edit Users/Change Permissions for Sharing

To edit a shared user:

1. On the Access Rights page, click the Permissions tab.

2. From the Shared User List, select the user you want to edit shared permissions for, (or select the check box on the header row to select all users) and click Edit Selected. Alternatively, click the edit icon to the right of the user name.

3. Next to each folder type, select (or change) the permissions granted to the selected shared user.

4. Optionally, if Review is selected for Calendar and Tasks, select whether the user may also read items marked Normal, Public, Confidential, or Private.

5. Click Save.

Remove Users from Sharing

To remove a shared user:

1. On the Access Rights page, click the Permissions tab.

2. From the Shared User List, select the user you want to remove (or select the check box on the header row to select all users), and click Remove Selected. The user is removed from the Shared User List.

Calendar and Tasks

From the Beehive Central left menu, click Calendar and Tasks.

Changes to these settings are made on the Beehive server, and therefore are applied across all supported Beehive clients (with some exceptions, where noted).

From the Calendar and Tasks page, you can:

• Set/Change Working Hours

• Set/Change Calendar Default Sensitivity and Priority

• Set/Change Tasks Default Sensitivity and Priority

• Enable Server-Side Tasks Reminders

• Enable Server-Side Meeting Reminders

• Set up Meeting Notifications on Non-Accepted Required Attendees

• Publish Free/Busy Information

Set/Change Working Hours

Working hours are considered when reporting your availability to other users. Your working hours settings (time outside of your working hours range) will be reflected as out-of-office under Attendee Availability in all versions of Microsoft Outlook.

To change your working hours:

1. In Calendar and Tasks, click the Working Hours tab (open by default).

2. For Working Dates, select the days you are available.

3. For Working Hours, set a time range.

4. Optionally, to add a second set of working hours and dates, click Add Another Shift. (Adding additional shifts allows you to reflect several schedules at once. This is useful if your work week varies, with different hours depending on the day.) To delete a shift, click Delete This Shift.

5. When finished, click Save.

   The server returns a message when your settings have been updated.

Set/Change Calendar Default Sensitivity and Priority

New entries created in your default calendar will be set to this configured sensitivity.

To change your default sensitivity for new calendar entries:

1. In Calendar and Tasks, click the Calendar tab.

2. Select a default level of sensitivity for new meetings.

3. Select a default priority level for new meetings that you create.

4. When finished, click Save.

   The server returns a message when your settings have been updated.

Set/Change Tasks Default Sensitivity and Priority

New tasks created in your default task list will be set to this configured sensitivity, and priority.

To change your default sensitivity for new tasks:

1. On the Calendar and Tasks page, click the Tasks tab.

2. Select a default level of sensitivity for new tasks.

3. Select a default priority level for new tasks that you create.

4. When finished, click Save.

   The server returns a message when your settings have been updated.

Enable Server-Side Tasks Reminders

If you want to receive reminders for your new tasks, you can enable the Beehive server to send the reminder to you automatically.

To enable reminders for new tasks:

1. On the Calendar and Tasks page, click the Tasks tab.

2. Select a default level of sensitivity for new tasks.

3. Select a default priority level for new tasks that you create.

4. Click Save. The server returns a message when your settings have been updated.

Enable Server-Side Meeting Reminders

If you want to receive meeting reminders, you can enable the Beehive server to send the reminder to you automatically.

To enable reminders for meetings:

1. On the Calendar and Tasks page, click the Calendar tab.

2. Select the option Enabled default reminder for meetings.

3. From the list, select the amount of time before your meeting that want to receive the reminder.

4. Click Save. The server returns a message when your settings have been updated.

Set up Meeting Notifications on Non-Accepted Required Attendees

If you want to receive notifications whenever any required attendees to your meeting have not yet accepted, you can enable the Beehive server to send the notification to you automatically.

To set up required attendee notifications:

1. On the Calendar and Tasks page, click the Calendar tab.

2. Select the option Notify me when there are required attendees who have not accepted my meeting.

3. Click Save. The server returns a message when your settings have been updated.

Publish Free/Busy Information

You can choose to make your free/busy information publicly accessible to non-Beehive users. (When not selected, your free/busy information is private; viewable by internal system users only.)

To publish your free/busy information (to non-Beehive users):

1. On the Calendar and Tasks page, click the Calendar tab.

2. Select the option Publish my free/busy information.

3. Click Save.

E-Mail

From the Beehive Central left menu, click E-Mail to access server-side rules.

From the E-mail (Server Side Rules) page, you can:

• Create a Server-Side Rule

• Edit a Server-Side Rule

• Delete a Server-Side Rule

• Enable/Disable a Server-Side Rule

Create a Server-Side Rule

To create a server-side rule:

1. On the E-mail page, click Create New Rule.

2. Enter a name for the rule. To enable the rule upon creation, select Enable. (See also Enable/Disable a Server-Side Rule.)

3. In the Rule Details section, click Add Condition to select conditions, then click Add Exception to add any exceptions you want to apply from the corresponding list, then enter a value for each rule.

   
   

   Note: You must specify at least one condition and one action.

   
   

4. Optionally, select a priority from either list.

5. In the Rule Actions section, select the actions you want to apply, and any corresponding values.

6. Optionally, if you want to enable this rule for messages received on your mobile device, and/or Instant Messages, select the SMS and/or IM option(s).

7. Click Save.

Edit a Server-Side Rule

To change a server-side rule:

1. On the E-mail page, select a rule from the list, and click Edit.

2. On the Edit Rule Detail page, make changes to rule details or actions, and select or clear any options.

3. Click Save.

Delete a Server-Side Rule

On the E-mail page, select a rule from the list, and click Delete.

Enable/Disable a Server-Side Rule

There are two ways to enable/disable a server-side rule. You can either enable/disable multiple rules from the list on the E-mail page, or from the Edit Rule Detail page for a selected rule.

To enable/disable a server-side rule from the E-mail page:

To enable/disable a rule from the E-mail page, select a rule from the list and click Enable or Disable. Alternatively, click the enable (green checkmark) or disable (red circled line) icon to the right in the row for that rule.

To enable/disable a server-side rule from the Edit Rule Detail page:

1. On the E-mail page, select the rule and click Edit.

2. Under the Rule Name, select/clear the Enable option.

3. Click Save.

Instant Messaging

From the Beehive Central left menu, click Instant Messaging.

To enable/disable sending IMs to your inbox:

1. Select/clear the option Send IM messages to my Inbox when I am offline.

2. Click Save.

Notifications

From the Beehive Central left menu, click Notifications.

From the Notifications page, you can:

• Enable/Disable Notifications Channels

• Set/Change Notifications Channels

• Set/Change Notifications Channels (and Specify a Time Range)

Enable/Disable Notifications Channels

To enable/disable notifications for each channel:

1. On the Notifications page, click the Notifications tab (open by default).

2. In the Notification List tab, select the types of notifications you want to receive. For each notification you select, you can select specify a communication channel: E-Mail, SMS, or IM (Instant Message).

3. Click Enable or Disable for each notification type you select. (Alternatively, click in the appropriate column to enable/disable the communication channel for each selected notification type.)

   
   

   Note: At least one channel must be selected for each notification, such as E-mail.

   
   

4. For each notification type, you can specify the method of notification: E-Mail, SMS, or IM (Instant Message).

Set/Change Notifications Channels

To ensure notifications are enabled in the right channels, you can set or change channels for each notification type you select (from both the Notifications tab, and the Notification Channels tab). To also set a time range for receiving notifications, see Set/Change Notifications Channels (and Specify a Time Range).

To set/change notifications channels (from the Notifications tab):

1. On the Notifications page, click the Notifications tab (open by default).

2. On the Notifications tab, select a notification type, then click Set Notification Methods.

   Alternatively, select the notification type, then click the icons to the right in the row to enable/disable the channel for that notification. Using this method completes the action. To specify a time range for the notification type, use the Notification Channels tab. See Set/Change Notifications Channels (and Specify a Time Range).

3. Select a method of notification (channel) for each notification type you select: Email to Inbox, Instant Messenger (IM), and/or Text Message (SMS). For channels already enabled, the disable options (No Email, No SMS, No IM) are available.

   When notifications are not enabled, no notification will be delivered for that channel.

Set/Change Notifications Channels (and Specify a Time Range)

To set/change notifications channels and specify a time range (from the Notifications Channels tab):

1. On the Notifications page, click the Notifications Channels tab.

2. Select a method of notification (channel) for each notification type you select: Email to Inbox, Instant Messenger (IM), and/or Text Message (SMS), or clear the option to disable the channel.

   When notifications are not enabled, no notification will be delivered for that channel.

3. To specify a time range when you want to receive the selected notifications (All the Time is selected by default), click Customize Time, then select a time range.

4. Click Save.

Out Of Office

From the Beehive Central left menu, click Out Of Office.

To set your out-of-office reply:

1. On the Out Of Office page, type your reply message in the box.

2. Select the From and To fields to set a date range during which the message will be available, then enter dates, or click the view calendar icon to select dates.

3. When you are ready to enable your message, select Enable out-of-office reply.

4. Click Save. When enabled, your message will be sent as a reply (once per user) automatically each time you receive an e-mail message.

Phone

From the Beehive Central left menu, click Phone.

From the Phone page, you can:

• Register a Mobile Device

• Edit a Mobile Device

• Delete a Mobile Device

• Enable/Disable SMS Notifications

• Reset Your Office Phone PIN (Voice Mail Password)

Register a Mobile Device

To register a mobile device:

1. On the Phone page, click the Mobile tab (open by default).

2. Under My Mobile Devices, click New.

3. Enter the phone number to your mobile device (using the format shown in the example).

   
   

   Note: Carrier charges may apply for receiving a text message.

   
   

4. Enter a name for this device.

5. Optionally, in the SMS Notifications section, if you want to receive SMS (text message) notifications on your device, select Enabled. (An SMS is a communication method for sending/receiving short text messages to/from mobile phone devices.)

6. If you selected to enable SMS messages, and your device supports smart messages, select Supports Smart Messages.

7. Click Register. Oracle Beehive sends a Short Message Service (SMS) message to your mobile device.

8. On your mobile device, click the URL provided in the SMS message to complete the registration. (Your device appears in the My Mobile Devices list with the status Pending until registration is complete.) If your device fails to receive the SMS message, refer to the section Enabling SMS Notifications in the Configuring Mobile Devices Help page.

Edit a Mobile Device

After registering a device, (or while a device registration is pending), you can edit/update your information or notification requirements.

To edit a mobile device:

1. On the Phone page, click the Mobile tab (open by default).

2. Select the mobile device you want to update, and click Edit.

3. On the Edit Device page, change your device name and enable/disable SMS notifications by selecting/clearing the Enabled and Supports Smart Messages options. Alternatively, delete the device by clicking Delete. See also Enable/Disable SMS Notifications.

4. Click Save.

For more information about enabling your device to receive SMS messages, refer to the section Enabling SMS Notifications on the Configuring Mobile Devices Help page.

Delete a Mobile Device

After registering a device, (or while a device registration is pending), you can delete the device from the My Mobile Devices list.

To delete a mobile device:

From the My Mobile Device list, select the device you want to delete, and click Delete. Alternatively, click Delete from the Edit Device page.

Enable/Disable SMS Notifications

After registering a device, (or while a device registration is pending), you can enable or disable SMS notifications on the device, directly from the My Mobile Devices list.

To enable/disable notifications:

1. From the My Mobile Device list, select the device you want to enable, and click Set Notifications, and select either Enable SMS Notification, or Disable SMS Notification (depending on the device's current notification status). Alternatively, click the enabled (mobile phone) or disabled (red circled line) icon to the right of the device to change it.

2. Click Refresh to ensure your changes are reflected.

Reset Your Office Phone PIN (Voice Mail Password)

Use the Office Phone PIN tab to reset your password to access your voice mail on your office phone.

To reset your office phone password:

1. On the Phone page, click the Office Phone PIN tab.

2. Enter the old password.

3. Enter a new password.

4. Re-enter the new password to confirm.

5. Click Save. Your office phone voice mail password is now changed.