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1 OnSemble: Enterprise Instant Messenger User’s Guide

ENTERPRISE INSTANT

MESSENGER USER’S GUIDE

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Table of Contents FAQs ............................................................................ 3

Q: Can I log into EIM from more than one

location at a time? ................................................... 3

Q: Can I send messages to users who are offline? . 3

Q: Can I customize the sounds that occur when I

receive a new message? .......................................... 3

Introduction ................................................................ 3

Core Enterprise Instant Messenger Concepts ........... 3

Objects .................................................................... 3

EIM Client ........................................................... 3

Message ............................................................... 3

Conference .......................................................... 3

Expert Locator .................................................... 4

Prohibited Words ............................................... 4

People ..................................................................... 4

Registered User .................................................. 4

Expert .................................................................. 4

Islands..................................................................... 4

My EIM Messages ............................................... 4

The EIM Client ............................................................5

Logging In to EIM ...................................................5

Toolbar ................................................................... 6

My EIM ............................................................... 6

Window .............................................................. 11

Help .................................................................... 11

Changing Your Status ........................................... 12

Availability Statuses .......................................... 12

Finding a User ....................................................... 13

My Workgroups .................................................... 13

Hiding Workgroups from your List .................. 14

Starting a Conversation ........................................ 14

The Expert Locator ............................................... 15

The Conversation Window ...................................... 16

Sending a Message ................................................ 17

Customizing Your Message .................................. 17

Sending a Document ............................................ 17

Sending a Screenshot ............................................ 18

Starting a Conference ........................................... 19

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FAQs

Q: Can I log into EIM from more than one location at a time? A: Yes! If you’re using EIM v5.0, you will be able to log into multiple locations without any issues.

Q: Can I send messages to users who are offline? A: Yes! When that user logs in again, they will see that they’ve received messages while they were not logged in.

Q: Can I customize the sounds that occur when I receive a new message? A: Yes! From the Notifications tab of the EIM Client User Preferences, you will be able to select a sound to play

when new messages are received and when users come online. New sounds may be uploaded to completely

customize your experience.

Introduction Welcome to the Enterprise Instant Messenger User’s Guide. The purpose of this guide is to help the end user

understand how to use the Enterprise Instant Messenger (EIM) for sending and receiving messages. We will also

delve into how to customize your EIM Client.

Core Enterprise Instant Messenger Concepts Below, you will find several terms, key people, and concepts that will be important to understand for using the

Enterprise Instant Messenger Module.

Objects

EIM Client The EIM Client is the program that end users will run on their individual workstations to log into the EIM

system. This is separate from the Portal in your internet browser, and it will be required to send and receive

messages.

Message Messages are direct communications between two users. Sending and receiving messages is the primary function

of the EIM Module. These individual messages can be tracked and exported by the Portal Administrator.

Conference A Conference is a series of messages that are sent to multiple different users at the same time. Conferences are

created by a single user, and then more users are invited to join and participate in the conference. Any message

that is sent to this conference will be seen by any participant of the conference.

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Expert Locator The Expert Locator is a convenient way to get a specific question answered, if you’re not sure who to contact.

You may have Experts in several different areas at your Organization, such as “Photoshop Experts”. Experts

within this specific area might consist of people in your Marketing department, or additional Adobe-savvy

individuals who can help answer questions about that specific Expert Area. Sending a message to an Expert Area

will select an available user who has been identified as an Expert for that area, and send your message to them.

Prohibited Words In the EIM Module, the Administrator can set a list of words that are prohibited. This Prohibited Word list

generally consists of inappropriate or offensive terms that you may not wish to see in the workplace. Words

added to the Prohibited Word list will be squelched by the EIM Module, and show as [Prohibited Content] when

a message is sent containing them.

People

Registered User A user who has been registered with EIM will be allowed to participate in sending or receiving messages.

Expert Those individuals who have been identified as an Expert within EIM may receive special messages from time to

time. The EIM Module allows the Administrator to create different Expert Areas, and assign multiple Experts to

them. When sending a message to an Expert Area, EIM will select an available Expert from that Area to deliver it

to.

Islands

My EIM Messages End users have access to just a single island for EIM. With this island, users will be able to keep track of their

own sent and received messages. Because this is a “My” island, it will only display content that is relevant to the

user who is logged in.

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The EIM Client The EIM Client is a separate program that will be necessary to install, so that you will be able to send and receive

messages. If this is not already installed on your workstation, you may need to reach out to your Portal

Administrator or IT staff to acquire it. Below, you will find helpful information on how to use the EIM Client.

Logging In to EIM Launching the EIM Client will bring you to the login screen.

Enter the following information:

Portal URL: This is the website address that you enter to access

your organization’s OnSemble Portal.

Username: This will be the same username you have from the

OnSemble Portal.

Password: Your password will differ depending on the type of

authentication you use for your OnSemble Portal. If you generally

log into your Portal website with a username and password, that

password will be what you use here inside the EIM Module.

However, if you typically automatically get logged into your

Portal, you will need to use your Windows Network password to

log into the EIM Module.

Save Credentials: Enable this feature if you’d like the EIM Client

to save your username and password for the next time you log in.

Click the Login button when you have finished filling in all of the

fields. This will allow you to begin using the EIM Client to send

and receive messages.

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Toolbar The Toolbar at the very top of the EIM Client will allow you to create and customize several aspects of your

experience. We will delve into each of these menus and go over all of the options found within them.

My EIM Most of the message and customization options are found under the My EIM tab of the toolbar.

Send an Instant Message

Clicking Send Instant Message will allow us to choose a specific user in

our portal to send a message to. Once clicking this option, we will

select our recipient, and then be able to begin typing our message. For

more information on how to send messages, view the Starting a

Conversation section of this guide.

Start a Conference

Clicking Start a Conference is how we can begin sending messages to a

group of users. Immediately after clicking this option, we can select a

name for the conference, and begin selecting users who will participate.

Be sure to check out the Starting a Conference section of this guide

for more details.

Send a Document or Image

This option is one way that we can transfer files between users. When selecting this from the menu, a secondary

window will appear, allowing you to choose a user and a file to transfer. After clicking Send File, the recipient

will be notified of your request. They must accept the transfer for the file to be sent.

Launch Portal

The Launch Portal button of this menu will open your internet browser and direct you to your company’s

OnSemble Portal. This shortcut is available from this dropdown, as well as from the bottom portion of the EIM

Client window.

1. Choose User

2. Browse for a file to attach

3. Click to request transfer

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My Status

Statuses will let other users know if you are available for

incoming messages, out to lunch, or temporarily away

from your desk. Using the My Status portion of this menu

will allow you to configure your current status as well as

creating new statuses.

Creating a New Status

To create a new status, navigate to My EIM > My Status >

New Status… Next, just fill in the name of your new status,

and the automated message you’d like to send to users if

they try to contact you while you have this status applied.

Click OK to save this status for later use.

Make Me Invisible To

This particular setting can be configured if you always

wish to appear offline to a specific workgroup within your

organization.

Hide Offline Users

Hiding offline users is a great way to save some space

within your EIM Client window. By default, all users will

appear in your Client list. If you choose to enable this option,

anyone who is currently offline will no longer appear in the list.

1. Click New Status

2. Type Name and

Message for new status

3. Click OK to save

Hide Offline Disabled Hide Offline Enabled

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User Preferences

The User Preferences section of this menu is where we can begin to fully customize the look and feel of the EIM

Client on your workstation. Your settings do not have to be identical to someone else’s. With this tool, you have

the freedom to personalize several aspects using the five tabs shown below.

General

The first tab is where we can enable several different options regarding the behavior of the EIM Client on your

computer. Options such as starting the EIM Client automatically when logging into your computer and

automatically launching your Portal’s website. When you’ve finished configuring this list of options to your

preference, click OK to save.

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Notifications

With the second tab under User Preferences, we will be able to customize how we receive notifications within

the EIM Client. Select how you would like to have new message windows appear and how many times you would

like to have the “new message” taskbar indicator flash. You can even use this tool to set new alert sounds for

when you receive messages. When you’ve finished configuring these to your liking, click OK to save.

Appearance

The personalization options found in the Appearance tab will allow you to set the font style, font color, and chat

window colors. Just use the buttons below to make your selections and click OK to save them!

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Away Messages

Statuses and Away Messages can be configured from this menu, just as we saw before in the “New Status” section

above. The Away Messages tab will display all of the status we’ve created so far. We can choose to create more by

clicking the Add button, or we can edit or delete any existing statuses by clicking their respective buttons.

Workgroups

By default, the EIM Client will show all workgroups that you belong to. These workgroups can be hidden from

the list, if you do not wish to see them. Using the Workgroups tab here within the User Preferences tool, we can

unhide any workgroup we’ve previously chosen to hide. To do so, just click the workgroup in the list, then click

the Unhide Selected Workgroup button. Click OK to save your changes.

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Sign Out

Clicking the Sign Out button will return you to the login screen. Any message that is sent to you while you’re not

logged in will be saved for you to view when you return to the EIM Client.

Exit

Exit will completely close the program on your computer. This button will also log you out, if you have not

already done so.

Window The second menu in our EIM Client toolbar is the Window menu. The options found here will allow you to

configure how the EIM Client window will display on your screen.

Always on Top

Enabling “Always on Top” will ensure that the main EIM Client window will always be in the foreground of your

browser, regardless of what you are working on.

Help The third and final menu in the EIM Client is the Help menu. Here, we will find a little about the program you

are using.

About

Click About will give you the details of the Client, as well as its version information.

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Changing Your Status There are a few different ways to go about changing your status within the EIM Client. The easiest is to simply

select the dropdown menu from the top of the Client window, and select a new status here. You can also choose

to select a new status from the My EIM toolbar menu, clicking My Status, and selecting one of the options here.

Availability Statuses Your availability status will appear next to your name

within the EIM Client window.

Online

If you are logged into EIM currently at your desk, you will

appear in the Online status.

Idle

If you have stepped away from your desk for a short period

of time (determined by the EIM Administrators), your status will automatically

change to the Idle status. When you return to your computer, you will automatically be

switched back to the Online (Available) status.

Offline

Logging out of the EIM Client will show you as being Offline. You can still receive messages while in this status.

They will be available to you when you come back online.

1. Open the Status

dropdown menu

2. Select an

available status

1. Click My EIM

2. Click My Status

3. Select an

available status

OR

Online User

Offline User

Idle User

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Finding a User The EIM Client window provides a quick way to find a specific user, without having to know which workgroup

they belong to. Simply use the Find User dropdown at the very top of the user list. From here, just pick a user

and then click the Send IM button. This will open a new conversation window to be communicating.

My Workgroups The My Workgroups section of the EIM Client window will house every workgroup that you are a member of.

You’ll be able to see all other users within the same workgroups, and send messages to anyone within these lists.

In the example shown here, you can see that I am a member of three different workgroups: PowWOW,

Passageways, and Education and Training. The PowWOW group is expanded to show me all of the users within

that workgroup, but I can choose to collapse this by clicking the (-) button next to the group’s name. I can also

open and expand the other workgroups by clicking the (+) button.

Workgroups

Click to collapse view

Click to expand view

My Workgroups Tab

1. Click Dropdown

2. Select User

3. Click Send IM

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Hiding Workgroups from your List There may come a time where you do not wish to see every single workgroup within your EIM Client window.

Workgroups can easily be hidden from view by simply right-clicking any of the workgroup names and selecting

Hide This Workgroup. Any hidden workgroup can be restored to the list by using the Workgroups tab of the

User Preferences section in this guide.

Starting a Conversation There are multiple ways to begin chatting with your colleagues. The easiest way to open a new conversation

window is to simply find the user within the EIM Client window and double-click their name. As mentioned

earlier in this guide, you can also click the My EIM dropdown in the toolbar at the top of the EIM Client window,

and select Send Instant Message. This will give you the opportunity to select a user from the list to begin a

conversation with.

1. Right-click

workgroup name

2. Click Hide

This Workgroup

Double Click user to

begin conversation

OR

1. Click My EIM

2. Click Send

Instant Message

3. Select User

4. Click OK to

begin conversation

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The Expert Locator The second tab on the EIM Client window is where we can find our Expert Locator. Clicking this tab will show all

of the Expert Areas that have been set up for us to use. You can double-click on any of the areas to get some help

from an expert in that area. This is incredibly useful if you need some assistance with a particular subject, but

you’re not exactly sure which user to contact.

Expert Locator Tab

Double click Area name to

contact an Expert within it

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The Conversation Window Once you’ve selected a user to begin communicating with, the Conversation Window will appear. This is where

you will be able to chat back and forth.

Message History

Textbox for typing

new messages

Load Previous Messages

Edit Message

Font/Size/Color

Send Emoticons

Send Message Send Files

Send Screenshot

Create Conference

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Sending a Message To send a new message, place your cursor in the lower textbox. Begin typing the message, and click Send when

you are ready to dispatch your communication. Alternatively, you can simply press the Enter key on your

keyboard to send your message as well.

Customizing Your Message The toolbar located in the middle of the conversation window can be used to alter the font style, font size, color

and format. Using this toolbar will only customize the text for this window, and not others. If you would prefer

to keep the stylization of your text, you will need to use the Appearance tab under the User Preferences. Make

sure to visit the User Preferences section of this guide for more details.

Sending a Document Transferring documents between users can be done by clicking the Send Document or Image button located at

the bottom of the conversation window. When this button is clicked, you will be asked to select a document to

transfer. Just choose a file from your computer and click OK to begin the transfer process. The recipient will need

to accept the request before the file is transferred.

Use buttons located

here to edit your font

Click to insert Emoticons

into your message

1. Click Send

Document or Image

2. Select File

3. Click Open 4. Wait for recipient to

accept transfer.

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Sending a Screenshot With the EIM Module, we can quickly snag a screenshot of a particular section of our screens, and then send it to

another user. First, just click the Send Screenshot button located at the bottom of the Conversation window.

Your screen will dim slightly. Use your mouse cursor to click and drag a section of your screen to select.

Whatever you choose to outline will be sent as the screen capture. Next, EIM will allow you to review your

selection and add any doodles to it before sending. Click Yes to send, and No to cancel the action.

1. Click Send Screenshot 2. Click and drag to select

a section of your screen

4. Click Yes to send

3. (Optional) Add any doodles

by clicking and dragging

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Starting a Conference The last button at the bottom of the conversation window can be used to easily kick off a new conference, so that

multiple people can all communicate with each other simultaneously. After clicking the Start Conference button,

type in a name and a description for your new conference. Next, select a list of users to include in your

conference by moving them to the right column. Finally, click Start Conference to begin. As mentioned earlier in

this guide, a similar process can be initiated by using My EIM in the Client’s toolbar, and selecting Start a

Conference.

1. Click Start Conference

2. Type name and

description of Conference

3. Select users to participate

4. Click Start Conference

5. Begin messaging!

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Take Note!

Information in this document, including URL and other Internet Web Site references, is subject to change

without notice. Unless otherwise noted, the example companies, organizations, products, domain names, e-mail

addresses, logos, people, places, and events depicted herein are fictitious, and no association with any real

company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or

should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without

limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a

retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording,

or otherwise), or for any purpose, without the express written permission of Passageways, LLC.

© 2016 Passageways, LLC. All rights reserved.

The names of actual companies and products mentioned herein may be the trademarks of their respective

owners.

Last Updated March 4, 2016