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PinkNotes™ Plus Version 4.5 – User Manual

1. e Telephone Support is TOLL FREE and available to registered users between the hours of 8 30am and 4 30pm Eastern Time Monday through Friday excluding holidays at 1 800 666 4800 Please have your registration number handy when calling Other phone support is available at 631 777 5500 e Email Support is available at support pinknotesplus com e Web Support is available at http www alphamedia net TechSupp htm e We also offer live online tech support through our AnswerChat software Contacts Alpha Media Inc 42 Central Drive Farmingdale NY 11735 1202 Web http www alphamedia net Email info alphamedia net Phone 631 777 5500 Fax 631 777 5599 Resellers Alpha Media Inc has a Reseller VAR Value Added Reseller program for PinkNotes Plus This VAR discount is extended to firms that are actively involved with providing computer software networking and related computer services Authorized VARs of PinkNotes Plus are eligible for a 20 discount off of our end user prices Once we approve you as a VAR you will immediately begin to recetve your discount A minimum of six 6 purchases of PinkNotes Plus must be made per year by each VAR to continue receiving this discount VARs are not ultimately responsible for supplying technical support but are expected to handle any preliminary or basic technical support for all of their end user customers VAR applications are currently being taken on line Since VARs offer
2. Display PinkNotes Plus offers several ways to be notified of a new message waiting to be read These are as follows e Messages pop up on screen as soon as received default option When this option is selected messages will instantly pop up on your screen for you to read and handle A sound file will play on systems with this capability and settings and or the PC s speaker will beep to alert you that you have a PinkNote message This is the default option e Counter Box appears when message is received When this option is selected a small counter box will appear to notify you of a new message A sound file will play on systems with this capability and settings and or the PC s speaker will beep to alert you that you have a PinkNote The message box can be moved to a convenient spot on your screen Depending upon the color of the message count and status steady or blinking you can quickly see the urgency of waiting messages Also a paperclip symbol will appear if you receive a message that has a file attachment e PNP icon flashes in system tray when message is received When this option is selected messages will appear in their minimized state on your system s taskbar A sound file 21 PinkNotes Plus Version 4 will play on systems with this capability and settings and or the PC s speaker will beep to alert you that you have a PinkNote message e Messages and Settings are password protected When this option is sele
3. Plus comes with a list of default Quick Subjects but you can easily edit delete and create new subjects To access Quick Subjects Select the Quick Subjects link from the Your Settings window You may edit an existing Quick Subject by selecting it then clicking on the Edit button The text appears in a popup window and can be edited and saved To create a new Quick Subject select the New button and simply type the text for your new subject Deleting follows the same method simply select the Subject you wish to erase and click the Delete button Quick Messages Quick Messages enable you to send often used messages with just the click of a button You can enter any number of short messages that you use frequently You may edit create and delete an existing Quick Message by using the same procedure in Quick Subjects above To access Quick Messages Select Quick Messages link from the Your Settings window Now whenever you create new messages or reply to messages just click on the quick messages combo box and select the one s you want to send This feature will save you a lot of repetitive typing for often used phrases Quick messages will automatically display in alphabetical order Quick Replies Quick Replies allow you to easily reply to a message with one click of the mouse Edit your Quick Replies list for the replies that you use most often You may edit create and delete an existing Quick reply by using the same procedure in Quick Subject
4. Subject Company Account Phone Message Whom it was sent From or to whom it was sent to After you type in a term to search for click the Search button and the number of matches will appear in the status bar at the bottom of the screen and a list of all matches will also appear in the messages list under the folder that you are searching To open a selected message in the Log window just click the left mouse button on one of the matches 27 PinkNotes Plus Version 4 Sorting In the Log window s list of messages you have three columns for fields in your messages list box They are e Subject Message contains the subject of the message or if there is no subject it will show a portion of the message e Sender supplies the name of the user that sent or forwarded you the message e Date Time provides the date and time the massage was sent You can sort each field by clicking the top of the column To reverse the sort order click on the column again Also you can select the type of sort you would like to do by using the Sort menu Printin Select ae messages from the folder that you wish to have printed then click the Print button on the Log s toolbar You have two options to choose from e Print Selected Message s in PNP Format this will print the selected message s out in the same format that you see on your screen when you receive a PinkNote e Print Selected Message s in Table Format this will print all
5. You have received a confidential message from lt username gt and then that person has several options e View the Subject only e View the message later in 5 10 or 15 minutes this will remove the confidential box from the person s computer and re open later at the selected time e View the message now Printing Before you send a message you can print it out for yourself By clicking the print button a printer dialog window will pop up letting you select which printer you want to send it to 15 PinkNotes Plus Version 4 Enlarge Message There is a small button just above the top right corner of the new message text box By clicking on this button you can open up the text of a new message box into a larger window for easier typing of long messages When you close the enlarged message window any text will be sent back to the original new message text box Open a Text File If you have a text file that you want to pull text out of and place in your PinkNote s message box click on the File menu at the top of a new message window and select Open a Text File The text file is then placed inside the message window and then you may continue to type your message normally Spell Checking To check your messages for spelling errors and typos prior to sending out the message simply click on the spell check icon or press the F7 key and the spellchecker will automatically begin to review your message The spellchecker will stop
6. 192 168 0 0 Leave Subnet Mask alone then click OK and OK again The subnet will be filled in automatically with 255 255 255 0 The subnet needs to be exactly the same on each computer You will probably now be asked to reboot your system If so close all open programs and reboot For Windows NT 2000 XP 2003 Click on Start then Settings then Control Panel Double Click on Network and Dial Up Connections Right click on Local Area Connection and select Properties in NT4 Click on the Protocols tab Select TCP IP Protocol then click on Properties Select Specify an IP Address Enter an IP address For Example we recommend 192 168 0 1 as the first IP address o The next computer on your network should then be 192 168 0 2 and the next should be 192 168 0 3 etc Do not use an IP address that ends in a zero ie 192 168 0 0 Leave Subnet Mask alone then click OK The subnet will be filled in automatically with 255 255 255 0 The subnet needs to be exactly the same on each computer NOTE Networks that have a DHCP server that assigns each computer an IP Address when they turn on their computer will work with PinkNotes Plus v4 41 PinkNotes Plus Version 4 Appendix C Technical Specifications This section will cover a couple of technical features to configure different options with PinkNotes Plus Other software may use the same port number as PinkNotes Plus To avoid conflicts you may need to change your PN
7. 8 Open Save Attached Files If you receive a message that has an attached file you will see a button below the messages text box that has a paper clip attached to a piece of paper When you click on the button a menu will pop up with these options e Save File As allows you to save the file wherever you would like e Open File opens the attached file in its default program e Delete File removes the file from the message without opening e Re Download File downloads the file from the Master again If you should receive multiple file attachments the following choices will appear e Open attached file s will allow you to select which file to open from the pop up menu e Save attached file s As allows you to select which file to save from the pop up menu and what name to give it e Save All saves every message with the same name it was sent with e Re Download File downloads the file s from the Master again 18 PinkNotes Plus Version 4 When you receive a message with an attached file the file is first saved locally on your computer in the Files folder located inside of your usernames folder Those folders are located in the folder that you installed PinkNotes Plus into normally c Program Files PNP4 When you remove the message from your screen you will be prompted as to whether or not you would like to delete the message from your Files folder Enlarge Message There is a small button just above the t
8. OK e A new window will open up In the pull down box at the top select your network card s name e Your computers IP information will then be displayed on the screen For Windows NT 2000 XP 2003 e Click on the Windows Start button e Select Run e Type in cmd and click OK e ADOS prompt will open up Type in ipconfig and hit enter e Your computers IP information will then be displayed on the screen If you need to assign an IP address to your computer do the following For Windows 9x or ME e Click on Start then Settings then Control Panel e Double Click on Network e Click on the Configuration tab e This will show you a list of network components installed e Scroll down to TCP IP 40 PinkNotes Plus Version 4 o If there are two 2 TCP IP lines select the one that says TCP IP gt name of your network card o IMPORTANT not TCP IP gt Dial Up Adapter o If there is only one 1 TCP IP line select that one If you do not find any TCP IP lines click on Add Protocol then Add select Microsoft on the left then TCP IP on the right and click OK Now select the same TCP IP line and click on Properties If Specify an IP address is not selected then click on it If IP Address is blank enter an address o For Example we recommend 192 168 0 1 as the first IP address o The next computer on your network should then be 192 168 0 2 and the next should be 192 168 0 3 etc Do not use an IP address that ends in a zero ie
9. RESPONSIBILITY TO FULLY USE AND TEST THIS SOFTWARE BEFORE PURCHASING TO DETERMINE IF THE SOFTWARE MEETS THE CUSTOMER S NEEDS AND PERFORMS TO THE CUSTOMERS 100 SATISFACTION IF IN ANY WAY THE SOFTWARE IS UNSATISFACTORY OR IS NON FUNCTIONING THE CUSTOMER SHALL NOT REGISTER OR PAY FOR THE SOFTWARE ONCE THE CUSTOMER REGISTERS OR PAYS FOR THE SOFTWARE THE CUSTOMER HAS ACCEPTED THE SOFTWARE AS IS AND WILL NOT BE ENTITLED TO ANY REFUND OR COMPENSATION OF ANY KIND 8 LIMITATION OF LIABILITY To the maximum extent permitted by applicable law in no event shall Alpha Media Inc or its suppliers be liable for any special incidental indirect or consequential damages whatsoever including without limitation damages for loss of business profits business interruption loss of business information or any other pecuniary loss arising out of the use of or inability to use the SOFTWARE PRODUCT or the provision of or failure to provide Support Services even if Alpha Media Inc has been advised of the possibility of such damages In any case Alpha Media Inc s entire liability under any provision of this EULA shall be limited to the replacement of any registered software that has been determined by Alpha Media Inc to be defective Because some states and jurisdictions do not allow the exclusion or limitation of liability the above limitation may not apply to you 9 MISCELLANEOUS This EULA is governed by the laws of the State of New York U S A Should
10. Regular message This sound is user selectable using the default sound files provided or any compatible wav file If the recipient of an Urgent Message does not have a sound card an Urgent message can be set to beep the computer s speaker a different number of times than a Regular message Must Acknowledge If you select the Must Acknowledge field in a message that you are sending this means that the user that receives the message must either reply or acknowledge the message before it can be removed from their screen Sending To send a message all you have to do is select the user s on the left then click the send button at the top left of the new message window or click Ctrl S Send Later PinkNotes Plus allows you to write a message and send it at any future date to any or all users This is especially useful for sending reminders to people in your office while you are out This feature can also be used as a self reminder by sending yourself a delayed message It also allows you to repeat messages For example you can have PinkNotes Plus send a message the first Tuesday of every month or every other Friday or every 3 hours etc To do this first select the starting date and time then place a check mark next to Repeat Send and select the period and length of time you would like the PinkNotes sent for File Attachments When creating a new message you can attach a single file or multiple files to be sent with t
11. additional customer services such as installation setup configuration testing etc they can re sell our software at any reasonable price above our published end user prices To apply to be a reseller visit our website at http www alphamedia net var htm Registering Order We want all of our customers to be totally satisfied Do not order register Pink Notes Plus until you have fully evaluated all of its features and functions during the 30 day FREE TRIAL and are totally satisfied that it meets or exceeds all of your network messaging needs There are 3 steps involved in registering PinkNotes Plus 1 Go to the PNP website registration section at www alphamedia net products purchase htm Select the product you would 43 PinkNotes Plus Version 4 like to order Select the type of payment method either through our online secure server ot by Fax Mail with credit card or check 2 You will be asked to fill in your name and company information if any You will also be asked how many users you want to register for your PNP Master 3 After your registration is processed you will receive a registration code You must now go to any computer that has the PinkNotes Plus Client running on it right click on the PinkNotes Plus icon select Register and enter your Name Company Name if any and Registration Code and click OK to complete the registration of PinkNotes Plus Note Name Company Name if any and Registra
12. button on the received message window the message will not show up in here but in the Trash folder e Sent every message that you send includes new messages replies forwards acknowledges etc e Send Later these are future messages that you are sending These include both Send Later and Re Sends If you delete a message from this folder it will not be sent at the specified date time e Trash any message that you delete will be stored in this folder e Pending if you are working offline see Chapter 3 Work Offline any messages that you send will be stored in here until the next time you connect to the PNP Master To select which folder you would like to view click the down arrow next to the pulldown box on the toolbar and select the folder s name The first 50 messages inside of that folder will be listed In order to view any additional messages within a specific folder simply click on the button in the bottom left hand corner until the button is no longer clickable and has turned gray To create your own folder click on the File menu then select Make a New Folder This folder will be added to the pulldown box on the toolbar and it will also appear on the recetved message window when you want to save a message to a specific folder Searching To search through the log click on a folder then go to the Tools menu and select Search Messages Ctrl F This will bring up a window that will search by Name
13. current users To add new users select a user from the list on the left and then click the Add button in the middle to move the user to your list on the right When you are done adding users click the OK button You can change the way a persons name appears in your list of users by selecting their username from your list of users and changing the text box on the right If you select the Always include all users in your users list checkbox you will see every username whenever you create a new message This means that you do not have to manual add users to your users list every time a new username is created Groups You can easily send a message to multiple users at once by creating a group To create a group just click the Create a New Group button A pop up window will open with a text box for you to type in the name you want to call the group You can create as many groups as you wish Once you create a group you can then select which users you want to include in the group Go to the Users link and select a username then on the right side place a check mark next to the group name s that you want to user to be in Do the same for any other users you want to add into a group When you create a new message you can also have a default group open up By default the Users folder will be open when you create a new message To change this select the box next to a group to have that one open up when you create a new message
14. multiple users with administrator access the original administrator can do so by going into the PNP Master Settings See Chapter 7 10 PinkNotes Plus Version 4 Chapter PNP Client Login inkNotes Plus s Client by default automatically will startup when your computer is started The first screen that you will see when the PNP Client is started is the Login Screen To login you must have a valid username and password on the PNP Master Your username is how you are identified throughout PinkNotes Plus Username Password Your username and password can be any combination of letters and numbers up to 25 characters long Both usernames and passwords are not case sensitive Also a password is not required Login Settings To login to the PNP Master you must enter in the location of the computer that has the PNP Master running on it You can either enter the IP Address or the Network host name address of the Master It is recommended that if your PNP Master is running on your local network you should use the IP Address to login The Network host name can also be used by typing in the name of the computer on your network that has the PNP Master on it Note Enter in the address of the PNP Master not the address of the computer you are login in from If you do not know the IP Address you may scan for the Master by simply clicking the Scan for Master button A list will pop up with any Masters that are currently running on yo
15. need shows upon the screen hit the Enter key on your keyboard and the rest of the fields that are available for the record will be filled in as well 16 PinkNotes Plus Version 4 Chapter Receiving PinkNotes inkNotes Plus s Received Messages window is very unique and was designed to make viewing and dealing with multiple messages as easy as possible From When you are viewing a message that you have received in the title bar of the window you can see who the message is from Date Time At the bottom of each message in the status bar the date and time the message was sent will be displayed Scrolling through Messages On the right side of the message window is a vertical list of your messages Each item in the list shows the subject of the message or if no subject is available it will show a portion of the message You can scroll through messages by clicking the items in the messages list or you can use the up and down arrows located underneath the message box Add View Comments You can attach your own personalized comments to a message by clicking the Comments button just above the messages text box These comments are just for you to see and will not be sent if you reply or forward the message You can go back and view comments in a message by clicking the comments button again Once the message is removed from the screen you can still see your comments by going into your log of messages see Chapier 8 If you printout a mes
16. router that you have your PNP Master behind and setup port forwarding for PNP Basically what needs to be done is any traffic that comes into your firewall router on port 9102 needs to be forwarded to the local IP that you have your PNP Master running on For example if the local IP address of your PNP Master is 192 168 0 100 then in your firewall router settings you will need to specify that any incoming traffic on port 9102 is forwarded to 192 168 0 100 32 PinkNotes Plus Version 4 Chapter Phone Book inkNotes Plus is now equipped to remember prior entries and allows you to automatically fill in your customer s contact information as you type Phone Book Once you install PinkNotes a blank phone book database is created PNP4Book mdb See Appendix A for further information New entries are created each time a PinkNote is sent that includes customer contact information It will remember seven data fields from within the new message screen By default these are Subject Name Company Account Phone Fax Cell These will vary if your system administrator has changed the default form layout Once an entry has been made into these fields PinkNotes Plus will remember them for the next time To pull up a past contact you can easily do a search from the new message window or fill in just one of the following fields Company Account Phone Fax or Cell If a match is found for that one field the rest of the fields
17. shortcut On the left side of the window you will see a list of all of your current users This is your personal users list This list may not include all of the users on your PNP Master 4 add users to this list see Chapter 6 Next to each user you will see a colored circle The color of the circle indicates the PNP status of the user e Green user has their PNP Client running and they are logged into the PNP Master e Yellow user is not currently logged into the PNP Master e Blue user has an Auto Response on Click the right mouse button on a blue circle to see that user s Auto Response e Red user is in Do Not Disturb mode e Orange user has had no keyboard or mouse activity on their PC for x number of minutes This option can be turned on or off and the number of minutes the away status activates in is controlled in the PNP Master Settings see chapter 7 PNP Master Settings e Purple unknown status Selecting Users and Groups Next to each user there is a check box Click on the box with your mouse to put a check mark there Any user that has a check mark in the box will receive a message when it is sent By default you will also see a folder called Users at the top of the Users list If you place a check mark next to this folder all of the Users will be selected to receive that message You can also create your own Group s of users that you often send to to make it easier to send PinkNotes to categories of use
18. will be filled in automatically In the PNP Master Settings there is an option to disable the PNP Clients from being able to update the Phone Book database By default the PNP Clients can update the Phone Book database each time they send a PinkNote To disable this option go into the PNP Master Settings select the Options tab and remove the check mark next to the option that says PNP Clients can update Phone Book Database This will prevent any further entries into the database 33 PinkNotes Plus Version 4 Chapter Conference Room inkNotes Plus allows you the freedom to hold business meetings with any user connected to the master Hold meetings that are private and secure No longer do you need to wait for arranged meetings let PinkNotes do it for you now Conference Room Conference Rooms can be initiated by selecting the feature from the pop up menu called Go into Conference Room A new window opens showing every conference room that is in session You can join one by selecting it and clicking the Join Conference button If the conference is private it will ask you for a password to enter the room If it is not password protected any user may participate Once inside you can join in by simply typing in the text box If you need to create a room click on the Create New Room button A new window opens and you must provide the Room with a name and a password You may also select any user you wish to invite to the c
19. Auto Forward option is on To shut off the Auto Forward option click the right mouse button on the PNP icon and select Disable Auto Forward Logon As Another User The PNP Client allows you to logon to the PNP Master without closing and re opening the PNP Client To do this click the right mouse button on the PNP icon in the System Tray and select Logon As Another User The login screen will pop up and allow you to enter a username and password that you would like to login as About Window The PNP About window contains some valuable information about your PNP Master and Client To open this window click the right mouse button on the PNP icon in the System Tray and select About PinkNotes Plus The About box contains the following e At the top of the window you will see the exact file version of the PNP Client that you are using e Ifyou have a registered copy of PNP v4 you will see your registration information e If you do not have a registered copy it will tell you how many days you have left in your trial period of PinkNotes Plus e The username s of your PNP administrator s will be listed e The address of the computer that has the PNP Master e The exact file version of your PNP Master Flashing PNP Icon If your PNP Icon in the System Tray is flashing this means that you have one or more new message in your received window To view these messages click the right mouse button on the PNP icon and se
20. G BLOUPS ee ee 13 21 25 H hot KEYS vase s sesse eke Ge od 23 I ICOM COLOLS asses eke sesde dee Re 13 IDEA seerde ge ese eis 30 installation e 8 IA AS aa YA KA AA 31 IP address ii 40 L LOD shes ia 27 login authentication 30 login settings e 11 logon as another user 36 M MAC suppott sese 31 Master address 9 master IOg ese 29 master Settings se 24 mobile device 23 multiple masters 25 must acknowledge reply 14 N network Setup e 7 NEW MESSAGE ssseesece 13 O ONE dia 12 21 online setup sse e 30 open text file 16 PinkNotes Plus Version 4 Opening MesSsages 28 OPIO ii 25 O AAA 43 P pager EE 23 paperclip symbol 21 Password Ese dee ed 11 BDA pana aa 31 phone book ssssssewe 34 BOTES unir 11 42 pap online e 31 PLEFELENCES cccasiacsssenavsnsnaveneneaes 20 PEINS os soos asses des age N ek eN Ge 15 19 28 quick acknowledge reply 18 23 quick messages e 15 23 quick subjects e 15 23 R ees LE IE 17 tegistering iii KS NE kes 42 PR DISLEY RE suena E
21. NT 2000 XP 2003 e You must have a network card or Internet connection e You must have TCP IP setup with a separate IP Address on each computer that you want to use PNP on e 16 Megs of Ram e Pentium I Processor or Higher Network Setup Before installing PinkNotes Plus you need to be sure that you have TCP IP setup and an IP Address must be assigned to each computer that you are going to be installing a Client and or Master on An IP Address can be thought of as a phone number for your computer An IP Address is four separate numbers from 0 to 255 separated by periods Each address must be unique to the other computers on your network No two computers on your network can have the same IP address An example of an IP address is 192 168 1 1 PinkNotes Plus Version 4 If you are using Windows 95 98 or Me you can check you network settings by first clicking on the Windows Start button then select Run type in winipcfg without the quotes and click OK In the IP Configuration window that opens select your network card from the pull down box This will display your IP Address if you have one If you are using Windows NT4 2000 XP or 2003 you can check your IP Addtess by first clicking on the Windows Start button then select Run type in ping lt computer name gt without the quotes and click OK For example if the network name of you computer were bob123 you would type in ping bob123 After doing this a wind
22. OK button in the settings screen for that user is clicked Default User Settings These are the settings that a new user will have by default You can customize any new users settings or all current users settings All of the settings are exactly what a user sees when they go into Your Settings on their PNP Client See Chapter 6 for an explanation of all settings The only thing that is different about this window is that on the bottom you have two extra options Apply these settings to e Any new users created selecting this option will add these settings to all new users that are created This is ideal for selecting settings for all users on large networks e All current users and any new users created selecting this option will add these settings to all current users and any new users created in the future Form Layout The Form Layout settings allow you to customize the fields you have in your PinkNotes To change a fields label just click the mouse button on its text box and type in the name you would like to give each field NOTE If you leave a field empty that text box will be removed from your PNP windows REMEMBER Your Phone Book data will remain in the same textboxes as before renaming will not effect this feature Options There are a couple of Master Options to configure how your PNP Master will operate 24 PinkNotes Plus Version 4 e You have the option to Startup your PNP Maste
23. OVERNMENT RESTRICTED RIGHTS The SOFTWARE PRODUCT is provided with RESTRICTED RIGHTS Use duplication or disclosure by the Government is subject to restrictions as set forth in subparagraph c 1 ii of the Rights in Technical Data and Computer Software clause at DFARS 252 227 7013 or subparagraphs c 1 and 2 of the Commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applicable Manufacturer is Alpha Media Inc 42 Central Drive Farmingdale NY 11735 1202 6 EXPORT RESTRICTIONS You agree that you will not export or re export the SOFTWARE PRODUCT to any country person entity or end user subject to U S A export restrictions Restricted countries currently include but are not necessarily limited to Cuba Iran Iraq Libya North Korea Sudan and Syria You warrant and represent that neither the U S A Bureau of Export Administration nor any other federal agency has suspended revoked or denied your export privileges 7 NO WARRANTIES Alpha Media Inc expressly disclaims any warranty for the SOFTWARE PRODUCT THE SOFTWARE PRODUCT AND ANY RELATED DOCUMENTATION IS PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND EITHER EXPRESS OR IMPLIED INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OR MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE OR NONINFRINGEMENT THE ENTIRE RISK ARISING OUT OF USE OR PERFORMANCE OF THE SOFTWARE PRODUCT REMAINS WITH YOU THIS SOFTWARE IS DISTRIBUTED ON A FREE 30 DAY TRIAL BASIS IT IS THE CUSTOMER S
24. P port number To change the port that the PNP Master uses e First shutdown the PNP Master e Go to the Windows Start button then Run type in regedit and click OK e Go to the location HKEY LOCAL MACHINENSoftwareVAlpha Media Inc PNP Master 4 x depending in which version of PNP you have e In that folder you will see a field called localPort e You can use any port number that you want To specify a port just double click on localPort and change the value to the desired port e The default port for PNP is 9102 e Once the port has been changed you can then re start the Master e The final step is to change the port number that the PNP Clients use to login see Chapter 3 PNP Client Login How to add messages into the PNP Send Later database PinkNotes Plus allows you to edit its databases because they are in a Microsoft Access format Therefore you can make PinkNotes Plus v4 work with software that you have developed This allows you to add messages from your software by editing the Send Later database You can download a detailed explanation of how to do this by going to the following link http www alphamedia net Products PNP developers htm it also includes some Visual Basic code that gives you an idea of the coding to add to your software 42 PinkNotes Plus Version 4 Appendix D Tech Support PinkNotes Plus s publisher Alpha Media Inc provides technical Support in a number of different ways
25. PinkNotes Plus Version 4 Alpha Media Inc PinkNotes Plus Version 4 5 User Manual ALPHA MEDIA Alpha Media Inc 42 Central Drive Farmingdale NY 11735 1202 Phone 631 777 5500 Fax 631 777 5599 Copyright 1998 2008 Alpha Media Inc All Rights Reserved Revision 4 1 9 2008 PinkNotes Plus Version 4 LICENSE AGREEMENT ALPHA MEDIA INC PINKNOTES PLUS ALL VERSIONS AND SOFTWARE RELATED COMPONENTS END USER LICENSE AGREEMENT FOR ALPHA MEDIA INC SOFTWARE IMPORTANT READ CAREFULLY This Alpha Media Inc End User License Agreement EULA is a legal agreement between you either an individual or a single entity and Alpha Media Inc Corporation for the Alpha Media Inc software product s identified above which may include associated software components media printed materials and online or electronic documentation SOFTWARE PRODUCT By installing copying or otherwise using the SOFTWARE PRODUCT you agree to be bound by the terms of this EULA If you do not agree to the terms of this EULA do not install or use the SOFTWARE PRODUCT The SOFTWARE PRODUCT is protected by copyright laws and international copyright treaties as well as other intellectual property laws and treaties The SOFTWARE PRODUCT is licensed not sold 1 GRANT OF LICENSE The SOFTWARE PRODUCT is licensed as follows Installation and Use Alpha Media Inc grants you the right to install and use copies of the SOFTWARE PRODUCT on
26. Services through the Control Panel and start the Master in there Note The PNP Master must be running for any of the Clients to login send or receive messages and change their settings Master Address The first time the PNP Master is started it will open a Welcome screen with some useful information It is recommended that you print that information out The most important information that it will give you is the IP Address of that computer You need to know the IP Address of the computer that has the PNP Master running on it because the first time you start each PNP Client you need to enter in that IP Address If you do not know the IP Address of your PNP Master select the Scan for Master button in the Login Settings on the Clients see page 7 PinkNotes Plus Version 4 PNP Administrator In PinkNotes Plus you can setup Administrator access for users If a user has Administrator access it means that when a Client is logged in with that username they have certain privileges that other normal users do not Administrator privileges are as follows e Access to the PNP Master Settings o Add Remove Users o Change Users Passwords o Change Form Layout o Multiple Master options e Ability to Download and View the PNP Master Log on your computer By default the first user that is created on the PNP Master is the Administrator After the first user all others created by default do not have administrator access If you want to setup
27. WANA SA WA AKAA 30 BEN atada EE EE 30 Login Authentication st Ee bee Ee dde 30 CHAPTER 10 PNP Online Web amp PDA esse ees ee Rae ER KEER RE RE AK RA AR KEER ER ER AR REG ER KEER ER EER RR AAR KOR ER Ke ee ER Ee ei 31 n Se EN a AE ante a 31 CHAPTER 11 Phone BOOK EE notas DE OA Ee ee EE ED N Ee ee 33 CHAPTER 12 Conference ROOM naaa Ge ee ea be 34 CHAPTER 13 Additional Features ccceecccceseeeeeesseeeeeenseeeeeenseeeeeenseeeeenseeeeeenseneeeenseeeeesaseeneeenseeneneets 35 Do Not Disturb iiia aa sd aeons ln aaa ei Acdsee ds 35 AUTO ROSPONSE csi eerie a Rg GEE a aoe ey de eae ae ea 35 AUTO FON a RR N N ced 36 Log on As Anether Us Oriental ia 36 ADOUTIVIN COW RE OE EE EE ER EE EREET 36 Flashing PNP JCO RR ER alada EE TR RE 36 Rep WINDOW ARE EE EE EE cela 36 BEER EE RE YA 37 APPENDIX A PNP Files and Folder Structure iis des se ee ee ee Ge ke de Ge ee ee GRA Ge ee ee ee 38 Registry E Me AR EE EE OE a ceed 39 APPENDIX B TERAPIE ate ed ae ER eth Geis 40 APPENDIX C Technical Specifications ua 42 APPENDIX D Tech SUPPOM AAA A wk ek oleae 43 Aa Aaa EE RE a cca Tate ae TO Pat eae Teas ae a RA eed dd de bee ag blaine de Pe 43 Re sellersiiain OO OE EE ER OR EE MR ee 43 Registering Order iii Eed EE e Bl Wea eee 43 RS A ATE 45 PinkNotes Plus Version 4 Chapter Introduction inkNotes Plus version 4 is a fully integrated office instant messaging system for your local network or over the Internet It
28. acing a check mark next to any of those usernames PNP will automatically add their email address to the Send Email window Changing Font Type and Color Directly above the message box in the new message window is a bar that will let you change the font size color and type of any text you highlight select e Size small medium or large print e Type bold italic or underline e Color If you would like to save these font settings as your default settings for each time you create a new message go into Your Settings and place a check mark next to the option that says Remember last font size color and type used in a new PinkNote Quick Messages This enables you to send often used messages with just the click of a button Whenever you create new messages or reply to messages just click on the quick messages combo box and select the one s you want to send This feature will save you a lot of repetitive typing for often used phrases To edit your Quick Messages See Chapter 6 Quick Subjects This works the same way as the Quick Messages do To make sending a message quicker you can easily select a subject from the pull down box or enter in your own subject Confidential Message Confidential Messages are for the messages that should only be seen by the recipient s When a person receives a Confidential Message the message will not pop up like a normal message on the screen A window will open that says
29. at the first misspelled word and make suggestions to correct the error Simply select the word that best corrects the mistake and click ok If none of the suggestions match the word you are seeking you may type another word into the Change to text box and click on the suggest button A new set of words will appear for you to select from The Spellchecker also comes equipped with a customizable dictionary making it adaptable to your needs Should the spellchecker stop at a word or abbreviation that you use you may click the Add word button It is added to the dictionary as a correctly spelled word and it will skip it in the future Search Phone Book amp Auto Fill You can search your Phone Book records by clicking on the search button at the top of the new message window The form changes and allows you to enter your search terms at the top of the form If the search produces any results a list will appear Select the entry that you need by clicking on it with your mouse and click open or double click The search box disappears and the information is placed in the message for information on importing information into the Phone Book see chapter 17 The Auto Fill is initiated in the New Message window by going to the Company text box and simply typing in the information Depending on the amount of entries you have in your phonebook will dictate how much of the information you need to type before the correct entry appears Once the entry you
30. cted a popup box will appear with your username and you must supply the password to view your messages and change your settings Sounds When you receive a PinkNote you can have a sound file play to alert you Two 2 sound files with the extension wav can be chosen One is to play when you receive a REGULAR Message and the other is to play when an URGENT Message is received For systems without a sound card and speakers you can make your PC s speaker beep a different number of times for REGULAR or URGENT messages Or you can choose the silent mode and not have any sound s activate when a message is received PinkNotes Plus comes with two 2 default sound files but you can change these to any compatible wav file you wish Colors Colors are customizable for the messages you send and receive REGULAR messages are normally Pink with Black text URGENT messages are normally Red with White text and AUTO RESPONSE messages are normally Blue with White text You can change these colors at any time by selecting the Color link Left click on any of the six 6 color boxes and select the colors of your choice You may also select the Reset Default Colors button to restore the default colors You can also change the look of your PinkNotes by adding a background graphic skin Click on the Change Background button to select a graphic Quick Subjects Quick Subjects make it easier to create and send new messages PinkNotes
31. de 38 repeat send ese 14 NI NA ienie nanos 17 28 35 requirements ssewewe 6 resellers cui 42 fessen d i EE ek T 18 S Ee 18 A ee 27 sending de Rees eg ee 14 Eis EE 14 SM TP see Ee ees De eN 23 SOTIN rat 28 SOUNA ii Ee 22 spell checking e 16 Startup cit 9 system tray iCON 12 T table printing e 19 27 POD Piso 38 tech support esse sesse sees sees 41 text messaging ww se 24 CAS TO 18 U UNINS tall uni 36 side EE DO 14 USEFNAME esse sesse deed ees ee ee ee 11 USC EERS DE AE Ve GED Ee 13 21 24 V VALS AE T AAA 42 view print log 27 W Win 31 work offline 12 21 Y VOUE SEttiNgS mewesese 20
32. e ee ee ge ee 13 GarbOni GOpy iii AO idad 13 BE MR EE ED EE OE teens 14 Must Acknowledge Aa Ge Re AR nc ee AR ee AR ee AR Re ee ee ee EEEN 14 kaaa yo Na ya AE EE EE DE EE GE 14 ed EA N EE IG 14 ala ep ie AE EA N EER MEE EE oda 14 de AS IE EE ORR RE EE aA 15 Changing Font Type and Color wwwwswmmsimamiwanumnwwmanumawumwu maimuna 15 QUICK VEE GE GE a erai aaa iaaa Dada aaia 15 effe dle EER RE EE OE EE aa aa OaE TE 15 Confidential Message see ee ee AA AAR Re cnn 15 ALOU LIS Keepers E ARE AE EE N EE EE 15 Enlarge Message ic 16 Opena Text Piles ricota naaa aaa 16 ol Me se ee EA EE rada 16 Search Phone Book 8 Auto Fil esse see ee AA Ge AA ee GR AA mamia 16 PinkNotes Plus Version 4 CHAPTER 5 Receiving PinkNoteS see see ER RE RE RR RE EER RR RR ERG GR AR KERE GR RR KERE GR RR KERE Ge RR RR ERGER RR KERE GR RR RE EE Ee ee 17 die OR EE KORE il EO IE EE 17 Date Time itr Ao RE eel dde 17 Scrolling through Messages se ee ee Ge AA ee AA ee RA ee ee ee eek ee 17 Add Comments it ii ER Ee ee eN EE ee ee ents 17 Closing Message Window iese AA ee RA Ge AA AA AR ee AA ee ee Re ee 17 Reply AE dal ee tate eden that ia hie tien hares 17 Quick Acknowledge Reply ee ee ee Re Re GR waamini 18 Forward Ee Re ae ER ee Manis ata elt RAS ee RE ee De tas 18 PRESS ONO et Ee EE AA ER Re De andi Ee SR Ge De ira 18 ME OE OE KORE N RS OE OE Ee 18 N RE EE EE oe 18 Open Save Attached FIleS wwwwwmmwmmawm
33. f PNP works except everything is done through a web browser The PNP Online version is great for when you need to check your messages while you are at a location that you do not have PNP installed This is because to use the PNP Online version you do not need to install any software all you need is a web browser and Internet access to your PNP Master Online Setup To setup your network so you can access your PinkNotes Plus Master from the Internet you need to have the following e A network that has a public IP address that you can use on the Internet e Access to go into your firewall router settings Whenever you try to login to PinkNotes Plus from any location on the Internet you will need to enter your public IP address in the login screen If you do not know what your public IP address is just go to the computer that you have your PNP Master running and open up the following link http www alphamedia net cgi bin2 ip exe This page will tell you the public IP address from any computer that you view it from NOTE There is a difference between the IP address that you use to connect to your PNP Master on your local network and the public IP address that you need to use on the Internet If you try to login to your PNP Master from the Internet with the IP address you use on your local network it will not work 31 PinkNotes Plus Version 4 Once you know what your public IP address is you will then need to go into your firewall
34. file typically PNP450d3 exe that you downloaded from our website or got on a CD ROM In the installation you ate going to be asked whether you want to install either the Client and or Master You can install both the Client and the Master on one computer if you are going to be sending and receiving PinkNotes from the computer that the PNP Master is going to be running on If you are upgrading from PinkNotes Plus v3 5 the first time you run the PNP Master you will be asked if you would like to upgrade your prior version s master logs to be used with PNP v4 Select Yes to use all prior Master logs with PNP v4 You will also be asked if you would like to use your logs from v3 5 in creation of the new Phone Book database Once you are done installing the PNP Master you can then go to the other computers on your network and install the PNP Clients To do this you would run the same installation program on the other computers selecting only the PNP Client when prompted Once the PNP Client has started you will see that Client Login Screen Enter the username you would like to use with PinkNotes Plus Then you can search for the PNP Master address on the network by clicking the Scan for Master button in the PNP Login Screen and selecting the appropriate connection PinkNotes Plus Version 4 If you are upgrading from PinkNotes Plus v3 5 the first time you login with a username you will be asked if you would like to upload your prior ver
35. folder after an uninstall 37 PinkNotes Plus Version 4 Appendix A PNP Files and Folder Structure All of PinkNotes Plus s files are located by default in C Program Files PNP4 unless you picked a different folder during the installation or upgraded from an earlier version of PinkNotes Plus PNP Masters files and folders Master this folder holds all of the Master s files and folders PNP4Mast exe executable file for the PNP v4 Master PNP4Pend mdb this database file MS Access contains all of the messages that are waiting to be delivered to users who are not logged in PNP4Fut mdb this database file MS Access contains all of the messages that are to be delivered at a future date and time PNP4Book mdb this database file MS Access contains all of the address records for PinkNotes PNP4Conf mdb this database file MS Access contains all of the Conference Room Records PNP4User mdb this database file MS Access contains all of the User information stored in the Master PNP4Log folder this folder contains the database files MS Access by month for all of the messages that were sent by any PNP Client aFiles This is where a message is temporarily placed prior to delivery to the appropriate user User Folders Each user added onto a Master is assigned a folder with the user s username Inside the username folder is the database files MS Access containing all of the User s folder names wi
36. hat message The file s can be of any type and size Just click on the button that looks like a paper clip attached to a piece of paper This will open up an explorer box that will let you select any file s on your system or simply drag and drop files into the message from anywhere on your hard drive Once the file is received it can then be opened or saved by the user who received the PinkNote file attachment When a file is received the icon for it is displayed at the bottom of the Received Messages window To open one of the files just double click on it To save one of the file just right click on it and select Save File As 14 PinkNotes Plus Version 4 Send as an Email You can quickly and easily send e mails with PinkNotes Plus by creating a new message typing the message and clicking on the Email button This will bring up a list of the last ten email addresses that you have used for ease of sending emails If you also place a check mark next to usernames before you click the Email button those users will receive a PinkNote as well This allows you to send the same message as a PinkNote and email at the same time Emails can also be easily delivered to any users in PinkNotes Plus that have their email address listed in their PNP settings If a user has an email address in their settings that person s username will appear in the new message window inside the Email menu item with a purple circle next to it By pl
37. he clock and select Your Settings Preferences The Preferences link has many different options to configure PinkNotes Plus Automatically Login when PNP is loaded This feature will log you into the PNP Master and put the PNP icon in the system tray as soon as you startup the PNP Client The login screen will not appear Save copy of sent message in your Sent folder This feature will always save any message that you send no matter what type of message it is new message reply acknowledge urgent confidential etc Remove Messages in Trash Sent folder older than X days You have the option of removing messages from your Trash and Sent folder if a message is older then a certain number of days This will keep the size of your logs to a minimum for quicker viewing and searching Removing the check mark from one of these options will keep the messages in the folders permanently unless you delete them manually Automatically add sender to your list of users if not in it already This feature will add a user to your list of users if you receive a PinkNote from someone who is not in your list already Remember last font size color and type used in a new PinkNote You can have the new message window and the reply window default to the last font settings that you have used Attach original message to replies and acknowledges You can automatically add the text of the message that you are replying to into the rep
38. is a fast reliable and safe way to send notes in real time Plus the software is fully customizable to fit any company s needs for getting notes and messages from one office to another Whether you want to send instant messages down the hall or across the world PinkNotes Plus is the easiest fastest and most efficient office messaging software available to deal with real world business requirements NOTE any future reference to PNP is an abbreviation for PinkNotes Plus How PNP Works PinkNotes Plus v4 consists of two main components a Client and a Master The PNP Master must be installed on any one of the computers on your network This computer can be any machine that has Windows 9x Me NT 2000 XP or 2003 It only needs to be installed on one computer The PNP Client needs to be installed on any computers that you want to send and receive PinkNotes from The PNP Master keeps track of all of the Clients It checks who is logged in and who is not it saves all users settings it routes all messages that are sent and it holds onto any messages that cannot be delivered if a user is not logged in until the user logs in When a message is sent from a PNP Client it first goes to the Master and then the Master routes the message to the desired user s Client Requirements The following requirements must be on each computer that you install the PNP Master and Clients on e Your operating system must be Windows 95 98 Me or
39. ke to do there own supervising administration and or archiving of all PinkNotes sent 25 PinkNotes Plus Version 4 Por this feature to work properly all you need to do is specify one or more email addresses that you would like to send the emails to Place a comma in between multiple email addresses when setting this up You will also need to specify the from email address normally would be the same as the to address the SMTP mail server that these emails will be sent through plus an SMTP username and password if your SMTP server requires this If this is not a requirement by your mail server just leave the username and password blank You can also enter a Leading Subject in front of all of these emails to easily identify PinkNote emails versus any other emails that may be received at the specified address 26 PinkNotes Plus Version 4 Chapter View Print Log inkNotes Plus s Log allows you to organize Open Read Print Forward or Reply to your old messages You can specify how long you want to keep old messages and any message older than that date will be automatically deleted from the Trash bin See Chapter 6 Preferences You can also add your own folders for permanently storing important messages that you have sent or received Folders There are a couple of default folders with PinkNotes Plus e Received these are messages that you have received and clicked the Save button on if you clicked the Trash
40. lder contains any PNP background graphics that have been installed on this computer Each separate background has a different folder Other PNP files and folders e Setup this folder contains the PNP v4 uninstall program e pnp450d3 exe PNP v4 installation program Includes both the Master and Client installations This filename may vary depending on the version number you have Le for the filename shown it would be version 4 50 e pnp4Manual pdf PNP v4 Manual in PDF Format the file you are viewing now Registry Layout PinkNotes Plus v4 uses the Windows Registry to save some of its Client and Master settings Warning changing any registry settings can cause major changes to your system Only go into the registry if you are experienced in changing registry settings To view any of these settings you can use any Windows Registry editor software The software that is provided with Windows is called regedit To start up the Windows Registry Editor go to the Windows Start button and then select Run Type in regedit without the quotes and click OK The PNP Master saves all of its settings locally in HKEY_LOCAL_MACHINE Software Alpha Media Inc PNP Master 4 x Inside of the 4 x folder you will see a folder for each users settings In the main 4 x folder is a list of the PNP Master s settings All of the PNP Client s save settings locally in HKEY_CURRENT_USER Software Alpha Media Inc PinkNotes Pl
41. lect Open Message Window or use the open message window Hot Key see Chapter 6 Hot Keys Reply Window Whenever you reply to a message whether it is from the received message window or the log window the same type of reply window will open The reply window has many of the same features as the new message window See Chapter 4 The main difference is that all of the different message fields in the new message window are not included When you reply to a message you have the option to include the text from the original message that you ate replying to vo set this option See Chapter 6 Preferences 36 PinkNotes Plus Version 4 Uninstall There are two ways to uninstall PinkNotes Plus from a computer e Go to the Windows Start button then Programs and select the PinkNotes Plus folder Inside of that folder will be a shortcut to uninstall PNP That will startup the uninstall program and remove PNP from your computer e Go to the Windows Control Panel and select Add Remove Programs Inside of there you will see PinkNotes Plus Remove PNP from there and it will do an uninstall When you uninstall PNP from a computer all the files that were installed in the PNP4 folder are removed and any shortcuts that were put in the Windows Start menu or on your desktop are removed The PNP databases will not be uninstalled because they were created after the installation You can manually delete them by just deleting the whole PNP4
42. ly window s text box Message box stays on top of the desktop until removed This feature will keep the message box above all of your other windows in any programs that you use until you remove all of your new messages from the message window Counter box stay above all other windows until removed The message Counter Box remains the top most window until it is double clicked then it shows your new messages Do not include usernames in the text of a message sent to multiple users This feature will not include usernames in the text box of a message when you send a message out to a large number of recipients 20 PinkNotes Plus Version 4 e Storea local copy of messages in the received window to be used while offline This feature will save any new messages that were left in your messages window while connected to the Master While Offline you may review the messages and save them to any folder you wish Once you have reconnected to your master it will automatically place them wherever you have indicated while offline Users The Users list gives you a list of all of your current users This is your customized users list and many and does not have to include all of the users on your PNP Master When you create a new message this is the list you will see in the Users folder To add new Users to your list click the Add New Users button This will bring up a window with all of the users on the PNP Master and a list of all of your
43. mamwmaima AAR Re Ge AA Ge ee ee eek ee 18 Enlarge Message ie Ee ea ee ure eed teens itt een ge tbh oe Gl ge 19 di EE AE N EE N NE N OE N 19 CHAPTER 6 Your Settings n EE Re Ee EE Ge N GE NE De ee De fete ESE Maa MARA EP Kaka 20 ad ER RE RE DE EN EE a a 20 USCIS 4 Achat RE EE OE T EE EE EE te 21 ede EA MR th ME AE EE eit theta 21 A EE OR tee 21 SOUNdS EE EE bees Ma NAA EE EL De De Ge RR ge 22 tele EE EE OE AE otha Ue te hte thats es 22 Quick SUbjeCtS EE tt eed tdi si ee i 22 Quick Messages ME AA a si ie a ee 22 Quick Replies AA ae EE EE Es 22 su ME EE ER OR tan fee AAA AAA ED 23 od ER EE AE EE EE 23 Mobile Device iese ee AA Ge AA Re RA AA AR AA Ge AA Ge AR ee AA Ge AA AA 23 CHAPTER 7 PNP Master Settings iss esse ei ese da 24 User Est is ite nian ie A GE i A ido 24 Default User NGA sia Sa a need eta ee da 24 Form Layout sic itt tian Ag en dani td 24 PUONS ehhh acta EE er PES te ain et Ro i AE Ge dnd A ol 24 Multiple Masters gt 20 Adana dd 25 Global Groups Aa aa ED di 25 Auto Email Carbon COPY uti tadas 25 CHAPTER 8 View Print Ee Aaaa wakazaa 27 A aaa 27 Searching EE AAA AA ee ee eee ee 27 SOMING ER EE EE RO ie EA 28 added EE N N EN 28 FINO EE BEL RA EE ER EL RE RE Ed 28 Opening Messages ii id GEE Es Mes a 28 REDY FOWA EE EE EE ada 28 PinkNotes Plus Version 4 PNP Master Log EE N EE N OE N OR 29 MEE ER AE DE OO BE r ele 29 CHAPTER 9 AUA WA AA AA MAA AEE AE E colic Bata BANA MANA DUA NAME KANA BAA MABINA
44. me manner as you view your other Log Folders See beginning of this chapter The only difference is you will now see two folders e Users this folder contains all of the users on your master and the current status of each of the folders with the exception of any personal folders created This is a replica of each user s folder as it is currently on their machines e Master Logs contains all messages routed through the master saved in a monthly folder These folders cannot be removed or changed by the administrator Searches and Printing functions may be performed 29 PinkNotes Plus Version 4 Chapter Security inkNotes Plus v4 has two main security features to keep all of your important messages secure Data Encryption and Login Authentication will block anyone from trying to view messages or settings that do not belong to them Encryption Version 4 of PNP now has an option to encrypt all of the data sent between the PNP Master and Clients The encrytion algorithm used by PNP is called the International Data Encryption Algorithm IDEA The IDEA encyption algorithm uses a 128bit key to encrypt any messages and settings in PNP This is important for sending messages over the Internet or any unsecure lines Whenever a message is being sent the data is encrypted by the PNP Client then sent to the PNP Master were it is decrypted and decifered Then the message is encrypted again and sent to the receiving Clients were it is then decry
45. messages in a table format this is helpful for fitting many messages on as little paper as possible Filing When viewing a message you have the option to either file move the message into another folder or place a copy of the message in another folder You can do this either by first selecting a message then click the Message menu on the dropdown menu list or click the right mouse button on a message and select File Message Into or Copy Message Into To File multiple messages at once use the Ctrl or Shift key while clicking the mouse on multiple messages Then use the File button in the toolbar Opening Message To open a message up from the Log window and place it in the received messages window either double click the left mouse button on the message in the list box or select the message and then click the Open button on the toolbar Reply Forward To reply to or forward a message to another user s just select a message from the list box and click either the Reply or Forward on the toolbar These both will open up new windows for the selected option 28 PinkNotes Plus Version 4 PNP Master Log The PNP Master stores all of the messages that are sent through it This includes all messages that every user sends If you would like to view this log you must be logged in to a PNP Client with a username that is a PNP adminstrator See Chapter 2 Viewing To view the Master Logs you would do it in the sa
46. mode click the right butt the PNP th System Tray and select the On option in the Do Not Disturb menu You will first notice that you PNP icon will turn the color red This lets you know that you are currently in Do Not Disturb mode Also when another user creates a new message they will see a red circle next to your username letting them know that you are in Do Not Disturb mode When someone sends you a PinkNote and you are in Do Not Disturb mode you will still receive the PinkNote but it will not pop up on your screen like a regular message and it will not play a sound if you have that enabled The PNP Icon in the System Tray will start to flash letting you know that you have received a message To see how many message you have received move your mouse cursor over the PNP icon and wait until the tooltip pops up The tooltip will include how many messages you have To open up new messages you have received while in Do Not Disturb mode click the right mouse button on the PNP Icon and select Open Message Window To shut off Do Not Disturb mode click the right mouse button on the PNP icon in the System Tray and select Off from the Do Not Disturb menu Auto Response The Auto Response feature automatically sends a PinkNote to a user who sends you a message while you have Auto Response enabled To select or create a new Auto Response click the right mouse button on the PNP ic
47. next to the Acknowledge button to select from a group of quick replies Whichever one you select will appear in the message that is sent back to the original sender To customize your quick replies see Chapter 6 Forward You can forward a message that you have received to other users This will open up the message in a new message window You can the select which users you would like to forward the message to You can also add mote text to the original message Re Send The re send feature allows you to take a message that you have received and re send it to yourself at a later date and or time This will remove the message from your screen and send it back to you at whatever date and time you picked If you have multiple messages open on your screen and you would like to re send all of them to yourself at a specific date and time you can select the Re Send All option Save If you want to save the message you ate viewing into your Received folder click the Save button This will remove the message from your screen You can also pick which folder you would like to save the message to by clicking the up arrow next to the Save button or you can create a new folder by selecting Create a New Folder at the top of the list Trash The Trash button removes a message from the screen and sends it to your Trash folder If you select the Trash button you will not see the message in the Received folder in your Log File see Chapter
48. on in the System Tray and from the Auto Response menu select the response you would like or select Create a new Response Once you select an Auto Response you will notice that your PNP icon will turn blue This reminds you that you have Auto Response on When another user creates a new message now they will see a blue circle next to your username letting them know that you have an Auto Response on If a user sends you a message while you have an Auto Response on you will receive the message like you always do but the user who sent 35 PinkNotes Plus Version 4 the PinkNote will receive a PinkNote also with your Auto Response in the text of the message and in the Auto Response color To shut off an Auto Response click the right mouse button on the PNP icon in the System Tray go to the Auto Response menu and select Off Auto Forward The Auto Forward feature automatically forwards any PinkNotes that are sent to your username to another user that you want to receive your messages To select a user that you would like to forward your message to click the right mouse button on the PNP icon in the system tray and select Auto Forward This will open up a window with a list of your current users Select the user you would like to forward your PinkNotes to and click the OK button After doing this your PNP icon color will turn green This is to remind you that your
49. onference by clicking the box next to their name s The users you select will automatically receive a message window on their screen that a conference is being held The user would click the message button and automatically enter the room without the need for a password You also have the option of having a sound play when a message is sent to the conference room To enable this place a check mark next to Play Sound on Message Arrival at the bottom of the window You can also have your messages time stamped to see the when the messages are sent back and forth If you would like to print or save the messages in the Conference Room use the File menu You may now also save your entire record of the conference room as a text file by using the File menu NOTE If no password is supplied the room can be entered by any user connected to the PNP Master 34 PinkNotes Plus Version 4 Chapter Additional Features inkNotes Plus has many valuable features In this chapter you will see a list of features that we did not completely cover in previous chapters in this manual Do Not Disturb The Do Not Disturb feature allows you to let other users know that either you do not want to be contacted by a PinkNote at this time or that if they do send you a PinkNote you will probably not look at it immediately o turn on your Do Not Disturb mode click the right mouse button on the icon in the Tot Do Not Disturb
50. op right corner of a messages text box By clicking on this button you can open up the text of a message into a larger window This is helpful if you have a long message and would like to see more text on the screen at once Printin When at click the Print button on the message box or Ctrl P you have four options to choose from e Print Selected Message in PNP Format this will print the selected message out in the same format that you see on your screen e Print all Open Messages in PNP Format this will print all open messages in the same format that you see on your screen each message will be on a separate piece of paper e Print Selected Message in Table Format this will print the message in a table format e Print all Open Messages in Table Format this will print all messages in a table format this is helpful for fitting many messages on as little paper as possible 19 PinkNotes Plus Version 4 Chapter Your Settings inkNotes Plus allows each user to have their own customized settings All of these settings are saved on the PNP Master whenever any changes are made and everytime you login these settings are downloaded to the computer that you are logging in from So you can login from different computers and always have the same settings To view and change any of Your Settings you must first be logged into the PNP Master then click the right mouse button on the PNP icon in the Windows System Tray next to t
51. ou will see the username appear in the Mobile section To send them a text message just place a check mark next to their username type the message and hit send Note Most mobile devices only allow up to around 100 characters to be send to them at a time Messages longer then the number of characters allowed by you mobile carrier will be cut off at the maximum length allowed 23 PinkNotes Plus Version 4 Chapter PNP Master Settings inkNotes Plus s PNP Master Settings can only be accessed by users who have administrator access By default the first user that is created on the PNP Master is the PNP Administrator To get into the Master settings login to the PNP Client with a user who has administrator access and then click the right mouse button on the PNP icon in the Windows System Tray next to the clock and select PNP Master Settings If you do not see this option in the PNP Menu this means that the user you are logged in as is not a PNP Administrator User List The Users tab in the Master Settings will give you a list of all of the users on your PNP Master From this window you can add and remove users view a uset s password and add or remove administrator access for a user From the Users tab you can also edit any individual users settings by clicking on the Edit User s Settings button When any changes are made for an existing user they will instantly be applied to the user as soon as the
52. ow will pop up with replies from your computers network card with the IP Address On each computer on your network the first three places in the IP Address must be the same For example if you had three computers on your network the three IP Address could be 192 168 1 1 192 168 1 2 192 168 1 45 The addresses do not have to go in order you can skip over numbers If you need to setup a new IP Address or need to revise an IP Address please see Appendix B Installation If you have not already download the most recent version of the PinkNotes Plus installation you can do so by going to http www pinknotesplus com download htm The installation file needs to be run on each computer that you want to use either the PNP Master or Client The PNP installation includes both the Master and the Client First go to the computer that you want to install the PNP Master on This computer should be one of the quicker and more stable machines on your network It is recommended that you have Windows NT 2000 XP or 2003 on this computer but it is not required This computer should also be a machine that is on for most of the day because the Master must be running for the Clients to send and receive messages It does not have to be on the computer in your network known as the server but can be if you wish First close any windows applications that you may have opened Now startup the PNP installation program by double clicking on the installation
53. pha Media Inc provided materials Any supplemental software code provided to you as part of the Support Services shall be considered part of the SOFTWARE PRODUCT and subject to the terms and conditions of this EULA With respect to technical information you provide to Alpha Media Inc as part of the Support Services Alpha Media Inc may use such information for its business purposes including for product support and development Alpha Media Inc will not utilize such technical information in a form that personally identifies you without your permission Compliance with Applicable Laws You must comply with all applicable laws regarding use of the SOFTWARE PRODUCT 3 TERMINATION Without prejudice to any other rights Alpha Media Inc may terminate this EULA if you fail to comply with the terms and conditions of this EULA In such event you must destroy all copies of the SOFTWARE PRODUCT 4 COPYRIGHT All title including but not limited to copyrights in and to the SOFTWARE PRODUCT and any copies thereof are owned by Alpha Media Inc or its suppliers All title and intellectual property rights in and to the content which may be accessed through use of the SOFTWARE PRODUCT is the property of the respective content owner and may be protected by applicable copyright or other intellectual property laws and treaties This EULA grants you no rights to use such content All rights not expressly granted are reserved by Alpha Media Inc 5 U S G
54. pted again To enable the encryption option just go into the PNP Master settings and turn the option on Login Authentication For anyone to login to a PNP Master from a Client they need to have a username on the Master they are trying to login to By default in PinkNotes Plus if a user tries to login that does not exist on the PNP Master they will be asked if they would like to create that user This option can be turned off in the PNP Master Settings for added security so only a PNP administrator can create new users A password is not required for all users but we recommend that each PNP user have their own password for added security 30 PinkNotes Plus Version 4 Chapter PNP Online Web amp PDA inkNotes Plus now comes in an online version making it easeier to keep in touch while you re on the go All you need is an Internet connection and a browser for your remote device and you re ready to send and receive messages Web amp PDA Open the web browser of your choice In the Address box type in the public IP address of your PNP Master which must be supplied by your network administrator and you are immediately forwarded to a Login Page At the login screen enter the same username and password that you use to connect to your PNP Master in your office Once you have logged your received messages will be displayed on the screen The PNP Online version works in may of the same ways that the standard client version o
55. r when Windows is booted It is highly recommended to have this option selected e Don t allow user to search for others will disable the add new users window on the Users link in the Your Settings window See Chapter 6 e You can disable the Conference you so no one will be able to Chat on your network e Only alow Administrators to create new users will not allow PNP Clients to create new users This means that if someone tries to login with a username that does not exist they will not have the option to create that new user You will only be able to create new users from the PNP Master Settings e PNP Clients can update Phone Book Allows all users to add entries into the phone book e Encrypt all information sent between Master and Client promotes network security and safely delivers messages between users e Show an Orange users status Allow you to set a time period of inactivity at the user s workstations e Send Later Database Checking allows another program to manually add messages to the PNP Send Later database See Appendix C for further information Multiple Masters With PinkNotes Plus you can connect your Master to other PNP Masters Why would you want to do this For example if you have two offices in two different cities and each office had there own PNP Master on their local network you could send PinkNotes from one PNP Master to another This feature would allo
56. rs See Chapter 6 Carbon Copy Carbon Copies of all PinkNotes can be sent to any number of users The carbon copy option allows you to send a copy of a message that you are sending to another user to any other user s without letting the regular recipients know You can consider it as a blind carbon copy To send a carbon copy to any users just click the plus sign to the left of the carbon copy icon in the users list and then place a check mark next to any users you want to send the carbon copy to 13 PinkNotes Plus Version 4 Urgent Sending an Urgent message is an extremely valuable feature included in PinkNotes Plus This feature allows the sender of a message to declare it Urgent by checking the Urgent Box in the new message window Urgent messages have several differences from Regular messages e Messages that appear right on the screen will be shown in a different color The default color is Red with White text But each user can individually select their color preference for an Urgent message See Chapter 6 e If the receiver of the message has their counter box enabled the number of messages waiting to be read will appear as a flashing Red number instead of the usual steady Blue number See Chapter 6 or Orange number indicating Must Acknowledge e If the user has selected to hear a sound when receiving a message and the computer has this capability an Urgent message will play a different sound than a
57. s above To access Quick Messages Select Quick Replies link from the Your Settings window 22 PinkNotes Plus Version 4 Email To send a PinkNote as an email you need to fill in the email settings You need to enter in your email address and your SMTP Mail Server You can also send a carbon copy to your email address of all emails you send with PinkNotes by selecting the Send Carbon Copy option If your email server requires user authentication before sending emails you can specify you SMTP username and password If you email server does not require this just leave those two text boxes empty Hot Keys You can create two Hot Keys One is to create a new message window and another to open your received messages window Select from the list of hot keys that you would like to do the desired task Note Do not use Hot Keys that may be used or may conflict with other programs Check for any compatibility problems after selection Mobile Device PinkNotes Plus allows you to easily send text messages to pagers and cell phones Because PNP can send messages as emails it can also send text messages through the SMTP protocol to most mobile device For any users that would like to be able to receive text messages on their mobile device all they need to do is specify their pager or cell phone number and carrier in their settings Once any user does this when you create a new message in the Users list in the new message window y
58. sage that has comments attached to it the comments will be included in the printout This is ideal for making personal notes when speaking to a phone caller given to you in a PinkNote Closing Message Window If you want to remove your message window from the screen but do not want to delete your open messages click on the close button on the top right corner of the message window shown as an X As soon as you do this you will see the PNP icon in the Windows System Tray next to the clock start to blink A blinking PNP icon lets you know that you have open messages If you want to see how many messages you have move your mouse cursor over the PNP icon and let it sit for a second A tool tip window will pop up with the number of open messages you have To open the messages window click the right mouse button on the PNP icon and select Open Message Window at the top of the menu or use a Hot Key see chapter 6 Hot Keys Reply 17 PinkNotes Plus Version 4 The Reply button allows you to open up a new window that will allow you to type in a message to send to the user who originally sent the PinkNote to you Quick Acknowledge Reply When you are viewing a message you can quickly reply or acknowledge the message By clicking the Acknowledge button a message will be sent back to the user who originally sent you the PinkNote This message will just say that you are acknowledging their message You can also click the down arrow
59. sion s logs to the PNP v4 Master Select Yes to use all prior messages with v4 PinkNotes Plus Version 4 Chapter PNP Master inkNotes Plus s Master will automatically startup after installation of the Master is complete The Master by default will always startup when Windows is booted If you are using Windows 95 98 or Me the Master startup is located in the Windows Registry in its Run folder located in the Local Machine See Appendix A for further information on the Registry If you are using NT4 2000 XP or 2003 the Master will startup as a Service before you login to the machine Master Startup If you ever need to shutdown the PNP Master you can just do an End Task or stop the NT Service e Windows 95 98 Me click Ctrl Alt Del and select the PinkNotes Plus Master from the list that pops up and then click the End Task button e Windows NT 2000 XP 2003 click Ctrl Alt Del and select the Task Manager button Then select PinkNotes Plus Master from the list of Applications the click the End Task button e In NT 2000 XP 2003 you could also stop the service by going into your list of Services through the Control Panel and stop the service in there To manually start the PNP Master you can just go to the Windows Start button then select Programs then PinkNotes Plus and click on the PNP Master Startup shortcut If you are using NT 2000 XP 2003 you could startup the service by going into your list of
60. th all of the records stored in each Multiple Masters If your Master connects to other Master s each of those Masters receives their own folder These folders are a means of communicating between each other similar to the aFiles folder PNP Client s files and folders pnplus4 exe executable file for the PNP v4 Client Username folder each user that logs into on a computer has a folder created with their username This folder contains the files folder and the mycustomdic txt file Inside the files folder are all of the attachments that were not removed at the time of receipt or are for pending messages that were not reviewed The mycustomdic txt file is custom dictionary created by the user when adding new words to the dictionary Note if you have the store messages locally option selected see chapter 6 you will see a new folder appear in your username folder This is where the messages ate temporarily stored until you reconnect to your Master Sounds this folder contains the sound files wav that are installed with the PNP Client o about wav sound that plays when you view the PNP About Window 38 PinkNotes Plus Version 4 o chat wav sound that plays when you receive a message in the Conference Room if selected pnpteg wav sound that plays when you receive a Regular PinkNote if selected pnpurg wav sound that plays when you receive an Urgent PinkNote if selected e Backgrounds this fo
61. tically Login On the PNP Client Login screen there is an option to Automatically Login If you place a check mark next to this option the next time you startup your PNP Client you will not be prompted with a login screen PNP will automatically start with the PNP icon in the System Tray Work Offline On the login screen you have an option to Work Offline This option will allow you to startup your PNP Client without connecting you to the PNP Master Why would you want to do this For example if you had the PNP Client installed on a laptop and at the end of the day you unplug your laptop from the network and take it home with you Working Offline allows you to still start your PNP Client and create read and reply to messages Any new messages will be stored in a queue and the next time you connect to the PNP Master those messages will automatically be sent 12 PinkNotes Plus Version 4 Chapter Sending PinkNotes inkNotes Plus has two main windows The New Message Window and the Received Messages Window This chapter will explain all of the New Message features and Chapter 5 will explain all of the Received Messages features Create a New Message To open up the New Message window you can click the left mouse button on the PNP icon in the System Tray next to the clock right click the mouse button on the PNP icon and select Create a New Message use a Hot Key see chapter 6 Hot Keys or you may double click the desktop
62. tion Code must be entered EXACTLY or registration will not be completed Also all letters in the registration code must be entered in lower case 44 PinkNotes Plus Version 4 Index A about window 35 acknowledge e 14 18 23 AU iwa 13 25 administrator 10 attached files 14 automatically login 12 auto fA AAA ee Ds oe ee 16 auto response eise esse sesse ee 35 auto forward iese sesse sesse 36 auto emal sscsssssssscissiscsssris 25 B browseren 31 C carbon COpy sesseessssessseeessssssesoee 13 23 25 cell PHONE iccis sicsnecsvecssseevssonnaee 23 close message window 17 COOLS iii WAA KA NA 22 COMMENTS esse sesse esse see ee 17 conference chat room 34 confidential lt lt lt 15 COTTAGES Sasi iii 43 counter DOX risarnir 20 21 D date time 17 default user settings 24 delete attachment s 15 display 22 do not disturb 35 E email AA 15 23 25 encryption caninas 30 enlarge message 16 19 F folders seed sede de dee 27 TUES ek ME de 38 MNS RE EE venirs Tieas 25 flashing icon ww se 36 font type color 15 form layout issie Me ees des dee 24 forwatd sade ee ie 18 28 E N ee 17
63. ur network Select the desired Master and click OK and continue the Login process Port Number The port number by default is 9102 We do not recommend that you change this unless your PNP Administrator has told you otherwise for more information on the port used by PNP see Appendix C After you have entered in a username and password and PNP Master Address you can then login To login just click the Start button on the bottom right corner of the login screen If this is the first time that this username is being used a window will pop up saying Unknown username would you like to create this user Just click the Yes button and another window is going to ask you to enter and confirm the password If you do not want to use a password just leave the password fields empty If this is not the first time your are logging in to the PNP Master with this username and you have been sent any messages while you where not connected to the PNP Master these messages will be downloaded to that computer and appear in the received message window System Tray Icon 11 PinkNotes Plus Version 4 Once you are logged in you will see the PNP icon which looks like a pink pad in the System Tray usually next to the clock From the PNP Icon you can control all of PinkNotes Plus s features Click the left mouse button on the icon to create a new message or click the right mouse button for a menu of all of your PNP controls and options Automa
64. us 4 x Inside of the 4 x folder you will see a folder for each users settings In the main 4 x folder is a list of the login settings for that PNP Client If you want to change any of the PNP Registry settings you must first shutdown the PNP Client and or Master The next time the Client and or Master is started up the settings will take effect 39 PinkNotes Plus Version 4 Appendix B TCP IP Some people assume that because you are using TCP IP with an IP Address you must have a connection to the Internet This is not true You can setup a TCP IP network on you local network even if it is not connected to the Internet With TCP IP to send data from one computer you must know the IP Address of the computer that you want to send the data to An IP Address differentiates all the computers on your network from each other The address is four numbers from 0 to 255 separated by periods Each number must be unique to the other computers on your network No two computers on your network can have the same IP address An example of an IP address is 192 168 0 1 If you are using Windows NT 2000 XP 2003 you probably have an IP address assigned to your computer already If you are using Windows 9x ME you might have to assign an IP address to your computer To check if you already have an IP address do the following For Windows 9x or Me e Click on the Windows Start button e Select Run e Type in winipcfe and click
65. w two separate Masters to communicate over the Internet or any type of network that supports TCP IP To be able to send PinkNotes to another PNP Master you must know its IP address and it must be listed in your list of other Masters To add a Master click the New button then type in the name you would like to call it and IP Address then click the Add button You will then see it listed in your Masters list After clicking OK to save the Master Settings when you create a new message now you will see any multiple masters you setup listed in the new message window with all of the users located on the master Global Groups Global Groups are similar to the normal groups that any user can create but the Global Groups allow a PinkNotes Plus administrator to easily apply a group to all of the users without having to worry about overwriting any of there existing personal groups or settings To create a Global Group just click on the Create a New Group button Then select a user you would like to place in that group and place a check mark next to the group name Do the same step for any users you would like to put into that group Once the OK button is clicked to save any new Global Groups the changes will instantly be applied to all users Auto Email Carbon Copy Auto CC option allows you the ability to automatically email a copy of every PinkNote sent by all users to one or more email addresses This is useful for companies that would li
66. you have any questions concerning this EULA or if you desire to contact Alpha Media Inc for any reason please contact the Alpha Media Inc subsidiary serving your country or write Alpha Media Inc 42 Central Drive Farmingdale NY 11735 1202 You may contact us by phone at 631 777 5500 or fax at 631 777 5599 or by email at info alphamedia net PinkNotes Plus Version 4 Table of Contents CHAPTER 1 A EE N EE NE EE EE N EE 6 Flow PNP el GR EE EE OE EE N ET 6 BERE EE AE HON EE N EE EA 6 NE er ear EE OE EE EE EN NIN NANA NINA NAA 6 Installation RE HI RE NE OE N ETE OE NA TITE NAWA 7 CHAPTER 2 PNP VEG ER ER EE AI EE EE 9 Master Stat BEE Ke ain ENA An vile Avila la N Ee GEE 9 Master Address ii av ei aie a a ae 9 PNP Admipistratof aeii annie Alien an RES eg es Ge an aes 10 CHAPTER 3 PNP Client LOGIN is EE Ge Re Ee oe RD cack a ee Rives asee 11 Useriame Pass ie OE OE EE EE OE EA AR 11 LEo9InSetings EE Re oe Ee a EE ER ee GEE ee Ee Pe re 11 POM ele RE AE ER RE OR N OR EE N 11 System Tray CON AA AE natal ONA EE 12 Automatically LOGI ec EE a terest vending ah RE oes AA WA Gee Se EER RS Ee GR WA DE EP SERE 12 safe cn lets Me EE EE DE EE EE EE OE EED oer 12 CHAPTER 4 Sending PinkNotes ee ke EE we sv EE Re se EE Re oe ve Ee WEG ER eek GE dee oe Re oek GE dee He bee 13 Create a New Message see ee ee AA AA Re RA Ge AA ee AR AA ee AA ee ee ge ee 13 Selecting Users and Group iese ek AA RA AA Ge AA AA Re AA GR AA e
67. your computers running validly licensed copies of the operating system for which the SOFTWARE PRODUCT was designed e g Windows 95 Windows 98 Windows NT Windows2000 Windows Me Windows XP Windows2003 Backup Copies You may also make copies of the SOFTWARE PRODUCT as may be necessary for backup and archival purposes Components Certain software components of the SOFTWARE PRODUCT are subject to the following additional provisions 2 DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS Maintenance of Copyright Notices You must not remove or alter any copyright notices on all copies of the SOFTWARE PRODUCT Distribution You may not distribute copies of the SOFTWARE PRODUCT to third parties Prohibition on Reverse Engineering Decompilation and Disassembly You may not reverse engineer decompile or disassemble the SOFTWARE PRODUCT except and only to the extent that such activity is expressly permitted by applicable law notwithstanding this limitation Rental You may not rent lease or lend the SOFTWARE PRODUCT Transfer You may permanently transfer all of your rights under this EULA provided the recipient agrees to the terms of this EULA Support Services Alpha Media Inc may provide you with support services related to the SOFTWARE PRODUCT Support Services Use of Support Services is governed by the Alpha Media Inc polices and programs described in the user manual in on line documentation and or other Al

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PinkNotes™ Plus Version 4.5 – User Manual