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. Setup User Accounts:

1. Defaults: Specify some basic defaults for Users.

2. Workgroups: A workgroup is a predefined group of settings that can be applied to a User. In this manner, you can quickly apply the access privileges for Users like Administrators, Project Managers, etc. Setup all your workgroups here, provide them with usernames and passwords, set preferences for them, assign security privileges, setup email accounts and grant access to reports.

3. Users: 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.

3. Setup System Preferences

1. System

1. Company Info: Enter your company details.

2. Default Set: Define some system preferences. Review the default menus provided in ArchiOffice and make changes as necessary. These force users to select from the list you define.

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.

2. Import: Import your existing contacts into ArchiOffice.

3. Documents

1. Paths:

• Documents Storage Path: 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 folder, like "C:\ArchiOffice Documents".

• Documents Link Path: The Document link path is used when you already have a folder (can contain subfolders and files) where you may have documents that you would like to access from ArchiOffice, but do not want them moved to the main ArchiOffice storage location (Documents Storage Path). Typically these may be files that have interdependencies or links to each other, like CAD drawings. By setting the path here to point at this location, you can later link files and folders to ArchiOffice and they will not be moved. Regardless if you have an existing directory you want to link to or not, you must specify something here, so use the same path as specified in Documents Storage Path as the default.

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 #4 below). Do not delete the default Notebooks or Tabs; just un-check the checkbox so they are not added to new Project. Clients always ask us to restore these after they deleted them.

4. Contacts

1. Defaults: Specify some defaults for new Contacts added to the system.

5. Projects

1. Defaults: Specify some defaults for new Projects added to the system, including the default Project numbering.

2. Phases & Codes: Modify the default Phases and Job Codes to suit your own Project needs.

3. Milestones: Modify the default Milestones to suit your own Project needs.

4. Teams: Build Project Teams so you can quickly assign groups of Users to a new Project.

5. Checklists: Modify the default Checklists for your Project Phases. 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.

6. RFPs

1. Defaults: Specify the default RFP numbering.

2. Phases & Codes: Modify the default Phases and Job Codes to suit your own RFP needs.

3. Milestones: Modify the default Milestones to suit your own RFP needs.

4. Teams: Build RFP Teams so you can quickly assign groups of Users to a new RFP.

5. Checklists: Modify the default Checklists for your RFP Phases.

7. 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).

4. Paths: Specify a path where Draft and Finalized Invoices will be stored. This should be on your fileserver, and only authorized network users should have access to this folder.

8. 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.

9. 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.

4. 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.

5. 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. You can also setup Internal projects and RFP projects.

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