Setting Up ArchiOffice

If you are an Administrator that has been assigned the task of setting up ArchiOffice, then begin here.

 

Here are the steps to follow for setting up ArchiOffice (click on any of the links to learn more):

  1. Install ArchiOffice: Follow the directions to install the software on your server, peer-to-peer host (or single user) and client machines.

  2. Complete the Wizard: Login to ArchiOffice from a client and complete the Wizard following the instructions detailed here.

  3. Setup User Accounts: Setup all your users, provide them with usernames and passwords, set preferences for them, assign security privileges, setup email accounts and grant access to reports. Watch the tutorial here.

  4. Setup System Preferences

    1. General

      1. Default Set 1: Enter your company details.

      2. Default Set 2: Define some system preferences.

      3. Logos: Prepare your report header and footer logos, as well as a logo for the ArchiOffice Home screen. Sizes and resolutions are listed, and you can link the logos to ArchiOffice for use throughout the entire system.

      4. Menus: Review the default menus provided in ArchiOffice and make changes as necessary. These force users to select from the list you define.

    2. Import: Import your existing contacts into ArchiOffice.

    3. Documents

      1. Paths: Set the default path to your file server where you installed the "ArchiOffice Documents" folder. You need to set the Mac path from a Mac client, and a PC path from a PC client (depending on which, or both, OS used at your office). The path needs to point to the root, like "C:\", where it will find the "ArchiOffice Documents" folder, and not "C:\ArchiOffice Documents".

      2. Types: These are the default document types ArchiOffice recognises. Add your own if necessary. Documents are recognized by file extension.

      3. Templates: Customize the filing system by adding your own Notebooks and Tabs (never delete ours; simply deactivate them with the checkbox). This is also where you will check in custom templates you create for your company (See #3 below).

    4. Transactions

      1. Billing: Set some of the default accounting preferences for the system.

      2. Accounting: Enter the G/L account numbers, or account names, for your accounting software. This can be done later, but will need to be done before attempting to export transactions to your accounting software. This is also where you define the allowable reimbursable expenses to be used in the system.

      3. Tax: Setup a default tax model for all your projects, if necessary (no tax is the default).

    5. Web Access: In the Welcome Letter that came with the software, you have been assigned a username and password for your entire company to use when accessing the Extranet or Test Track. Enter this here.

    6. Register: You have 30 days to finalize your company name and activate the software by requesting a Registration Code. Make sure it is what you are going to use before requesting your number; we appreciate it.

  5. Modify Document Templates: ArchiOffice provides over 40 Word and Excel templates that need to be modified so they include your logo, corporate font, privacy notices, etc. You can even create your own templates and add them to ArchiOffice.

  6. Modify Existing Checklists: A large library of default tasks for the phases has been provided. These can be loaded into new projects so they can be assigned to team members quickly. Review the list and modify as necessary.

  7. Setup Existing Projects: Everybody has existing projects that you are in the middle of. Set these up in ArchiOffice so your employees can continue working on them.

  8. Setup Internal NonBillable Projects: Everybody has nonbillable time they need to account for, like vacation, sick leave and internal projects like marketing, sales, office remodeling, etc.

  9. Tutorial Videos: Watch the tutorial videos so you know what to do, and how it works. There are over 4.5 hours of video covering everything we could imagine you would need help with.