Professional Documents
Culture Documents
Release 7.1
The material presented in this publication is copyright-protected 2000-2007 by HumanConcepts and may not be reproduced in any form, by any method for any purpose without the prior written consent of HumanConcepts. Information in this document is subject to change without notice. It is against the law to copy the software, except in accordance with the terms of the licensing agreement. OrgPlus is a registered trademark of HumanConcepts. All other trademarks acknowledged.
ii
iii
Restrictions; Reverse Engineering; Modification. Customer agrees not to reverse engineer, decompile, or disassemble the Software in whole or in part, or otherwise reconstruct or discover any source code to the Software, or attempt to do so, except and only to the extent that such activity cannot be restricted under applicable law. Customer agrees not to translate or modify the Software in any way or create derivative works of the Software, or attempt to do so. Customer agrees not to use the Software on a service bureau, application service provider, or time sharing basis. Customer shall not use any license key with the Software other than the key provided by HumanConcepts to Customer. Transfer of License. Customer may not assign or transfer its rights or obligations under this Agreement, except that Customer may assign the Agreement to a successor to its business that results from a sale of substantially all of Customers assets, merger, or similar transaction, provided that the assignee agrees in writing to be bound by this Agreement and provided that Customer transfers all copies of the Software and related documentation to the third party or destroys any copies not transferred. HumanConcepts may assign or novate this Agreement freely without notice to Customer. Reporting and Privacy Policy. The Software automatically reports information such as Customers Software license key and Software version number, without notice. This information may be associated with personally identifiable information acquired by HumanConcepts. By using the Software you consent to the collection of such information. The information and this Agreement are subject to the terms and conditions of the HumanConcepts privacy policy located at http://www.humanconcepts.com/privacypolicy/ ("Privacy Policy"). The terms and conditions of the Privacy Policy are incorporated herein by reference, and Customer hereby agrees to such terms. HumanConcepts reserves the right to modify the terms of the Privacy Policy from time to time, and Customers continued use of the Service shall indicate its agreement to such changes. Term of License. The license granted by this Agreement shall continue until terminated, as provided in this Agreement. Customer may terminate the license at any time. HumanConcepts may terminate the license (a) if Customer fails to comply with this Agreement, (b) if Customer does not pay the full license fee when that fee is due, or (c) Customer does not pay any additional license fees that may become due pursuant to Section 2 of this Agreement. Customer agrees, upon any termination of the license, to destroy the Software and all copies thereof in any form. If the Agreement is terminated, the sections related to copyright, liability, disclaimer of warranty, and fees shall remain in effect, in addition to other sections that by their terms are intended to survive. Termination shall not result in a return of fees. Limited Warranty on CD. If the Software was delivered to you on a CD, HumanConcepts warrants that the CD will be free of defects in material and workmanship under normal use for 30 days after purchase. During the 30-day period, Customer may return a defective CD to HumanConcepts with proof of purchase, and it will be replaced without charge, unless the disk is damaged by accident or misuse. REPLACEMENT OF A DISK IS CUSTOMERS SOLE REMEDY PURSUANT TO THIS WARRANTY. DISCLAIMER OF OTHER WARRANTIES. TO THE FULLEST EXTENT ALLOWED BY LAW, EXCEPT AS EXPRESSLY STATED HEREIN, THE SOFTWARE AND SERVICES ARE PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. HUMANCONCEPTS, AND ITS LICENSORS AND SUPPLIERS, HEREBY DISCLAIM ALL ADDITIONAL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, INCLUDING WITHOUT LIMITATION, THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. HUMANCONCEPTS DOES NOT WARRANT THAT THE SOFTWARE WILL OPERATE WITHOUT ERROR OR INTERRUPTION.
iv
10 Limitation of Liability. TO THE FULLEST EXTENT ALLOWED BY LAW, IN NO EVENT SHALL HUMANCONCEPTS (OR ITS SUPPLIERS OR LICENSORS) BE LIABLE TO CUSTOMER OR ANY OTHER PARTY FOR ANY INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES OF ANY KIND, INCLUDING WITHOUT LIMITATION LOSS OF PROFITS, LOSS OF USE, BUSINESS INTERRUPTION, LOSS OF DATA, OR COST OF COVER, WHETHER ALLEGED AS A BREACH OF CONTRACT, TORTIOUS CONDUCT OR OTHERWISE, INCLUDING WITHOUT LIMITATION NEGLIGENCE, ARISING OUT OF OR RELATED TO THIS AGREEMENT EVEN IF HUMANCONCEPTS (OR ITS SUPPLIERS OR LICENSORS) HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN NO EVENT WILL HUMANCONCEPTS (OR ITS LICENSORS OR SUPPLIERS) AGGREGATE LIABILITY ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT EXCEED THE LICENSE FEES PAID BY CUSTOMER TO HUMANCONCEPTS DURING THE ONE-YEAR PERIOD PRECEDING THE EVENT GIVING RISE TO SUCH LIABILITY, AND IF THE SOFTWARE WAS PROVIDED TO CUSTOMER FREE OF CHARGE, IN NO EVENT SHALL SUCH AGGREGATE LIABILITY EXCEED FIVE DOLLARS (US$5.00). IN THE EVENT OF LIABILITY ARISING OUT OF ANY SERVICES, INCLUDING WITHOUT LIMITATION SUPPORT, IN NO EVENT WILL HUMANCONCEPTS AGGREGATE LIABILITY ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT EXCEED THE FEES PAID BY CUSTOMER TO HUMANCONCEPTS FOR THE EFFECTED SERVICES FOR THAT QUARTER. CUSTOMER IS SOLELY RESPONSIBLE FOR BACKING UP ALL DATA ASSOCIATED WITH ITS USE OF THE SOFTWARE, AND HUMANCONCEPTS (AND ITS LICENSORS AND SUPPLIERS) SHALL NOT BE LIABLE FOR ANY LOST DATA OR ERRORS IN DATA CAUSED BY THE SOFTWARE. 11 Support Agreement. Customer acknowledges that HumanConcepts shall not be obligated to provide support or maintenance related to Customers use of the Software. In the event HumanConcepts in its discretion provides support and/or maintenance to the Customer, such support and/or maintenance shall be provided pursuant to HumanConcepts then-current current support terms.
12 General Provisions. a) Severability. In the event any provision of this Agreement is determined to be invalid or unenforceable, that provision shall be enforced to the maximum extent permitted, and the Parties agree that the other provisions of this Agreement shall not be affected and shall continue to be enforced. The Parties agree that this Agreement is the entire agreement between Customer and HumanConcepts relating to its subject matter, and it supersedes any prior agreements, representations, or communications, whether written or oral, relating to that subject matter. b) Choice of Law and Venue. This Agreement shall be governed by the internal laws of the State of California, without respect to its conflicts of law rules. The Parties agree that this Agreement shall not be governed by the United Nations Convention on Contracts for the International Sale of Goods. The Parties agree that any suit or proceeding arising out of or relating to this Agreement will be brought only in the US District Court for the Northern District of California or the California Superior Court for Marin County, and each shall submit to the exclusive personal and subject matter jurisdiction and venue of such courts. c) Export. Customer acknowledges that United States (including without limitation US Export Administration Regulations) and foreign laws prohibit the export/re-export or transfer of products and technical data of US origin, including software, and Customer agrees not to export or re-export the Software or related technology without the appropriate US and foreign government clearance. d) Waiver. No term or provision hereof will be considered waived by either Party, and no breach excused by either party, unless such waiver or consent is in writing signed by both Parties. No consent by either party to, or waiver of, a breach by either party, whether express or implied, will constitute a consent to, waiver of, or excuse of any other, different, or subsequent breach by either Party. e) Force Majeure. Neither Party will be liable for any failure or delay in performance under this Agreement which might be due, in whole or in part, directly or indirectly, to any contingency, delay, failure, or cause of, any nature beyond the reasonable control of such party, including, without limitation, fire, explosion, earthquake, storm, flood, strike, war, insurrection, riot, act of God, epidemic, government action, network outage, or acts or failures to act on the part of any third party. In the event of the happening of such a cause, the party whose performance is so affected will give prompt, written notice to the other Party, stating the period of time the same is expected to continue. f) Notices. Any notice provided for or permitted under this Agreement will be treated as having been given when (a) delivered personally, (b) sent by confirmed telex or telecopy, (c) sent by commercial overnight courier with written verification of receipt, or (d) mailed postage prepaid by certified or registered mail, return receipt requested, to the party to be notified. Notices to HumanConcepts shall be sent to its then-current principal place of business and notices to Customer shall be sent to Customers address appearing in HumanConcepts records, or to such other place of which the other party has been notified in accordance with the provisions of this section. Any notices will be treated as having been received upon the earlier of actual receipt or five (5) days after posting. g) Relationship of Parties. There is no relationship of agency, partnership, joint venture, employment or franchise between the parties. Neither party has the authority to bind the other or to incur any obligation on its behalf. No other party except HumanConcepts and Customer shall be construed as a third party beneficiary to this Agreement or in privity to enforce the provisions of this Agreement at law or in equity.
vi
vii
Appendix E, Off-line Registration Process, describes how to register OrgPlus by email, by fax or by phone. Appendix F, Command Line Reference, discusses how to use OrgPlus from the command prompt, which enables you to build scripts and complex automation tasks. Appendix G, Glossary, provides definitions of terms used in this guide. Additional documentation can also be found at our website: www.orgplus.com.
Typographic Conventions
The following typographic conventions appear in this guide: Names of keyboard keys are enclosed by angle brackets (<>), (for example, Press <Enter>). Press <Alt>+<A> means to simultaneously hold down the <Alt> key on the keyboard and press the letter <A>). Buttons and tabs on the screen are shown in bold (for example, Click OK). Information that you enter appears in bold face, (for example, Type A:\setup). Sub-menu instructions are separated by a pipe (|), (for example, Show | Hidden Boxes means to select the Show menu item and select the Hidden Boxes sub-menu item). Sections that describe functionality available to OrgPlus Express users are marked with this icon .
OrgPlus Standard
OrgPlus Standard allows users to manually create professional organizational charts of any size and includes intelligent tools for easy drag-and-drop scenario planning.
OrgPlus Professional
OrgPlus Professional includes features that are not available in OrgPlus Standard. These features allow you hook OrgPlus Professional into an external data source and then automatically distribute organizational chart to your company. The key features in OrgPlus Professional are: viii Import: The ability to import data from external files or databases. Typographic Conventions
Publish: The ability to publish charts to other formats including PDF, PowerPoint, Word, HTML and the OrgPlus Web Browser Plug-in. Automation: The ability to schedule data refresh and chart publishing to automate the distribution and maintenance of charts.
OrgPlus Express
OrgPlus Express is a basic organizational charting application that does not include many of the powerful features found in OrgPlus Standard and Professional. Consequently not all the sections in this guide are applicable to OrgPlus Express users. The sections in this guide that are applicable to OrgPlus Express users are indicated by the OrgPlus Express icon .
OrgPlus Reader
OrgPlus Reader is a free application that allows anyone to open, view and print OrgPlus documents. OrgPlus Reader is a read-only version of OrgPlus that allows you to share charts with other people in your organization. OrgPlus Reader is downloadable from our website (http://www.orgplus.com).
OrgPlus Enterprise
OrgPlus Enterprise is a web-based solution for organizational charting. Any person in your organization can access organizational information using nothing more than a web browser. OrgPlus Enterprise solves the deployment, security, visualization and distribution issues associated with enterprise level organizational charting and is designed to integrate into your existing enterprise infrastructure.
ix
Table of Contents
Chapter 1, Introduction............................................................................. 1-1
Overview ............................................................................................................. 1-1 About OrgPlus ...................................................................................................... 1-2 The OrgPlus Solution ............................................................................................. 1-3 OrgPlus Features .................................................................................................. 1-6 OrgPlus 7 Highlights ............................................................................................ 1-21 OrgPlus 7.0.1 Highlights....................................................................................... 1-26 OrgPlus 7.1 Highlights ......................................................................................... 1-26
Moving Objects ................................................................................................... 4-12 Entering Field Information .................................................................................... 4-15 Defining and Displaying Fields............................................................................... 4-17 Formatting Boxes, Lines, Text, Fields, and Pictures .................................................. 4-35 Formatting Charts ............................................................................................... 4-49 Applying Chart Styles .......................................................................................... 4-54 Quick Chart Panel ............................................................................................... 4-58 Using Cut/Copy/Paste .......................................................................................... 4-64 Printing ............................................................................................................. 4-65
Using Templates ................................................................................................. 7-20 Defining Dynamic Fields ....................................................................................... 7-24 Using Formulas................................................................................................... 7-30 Using Constants.................................................................................................. 7-32 Working with Sub-charts ...................................................................................... 7-36 Working with Multiple Charts ................................................................................ 7-41 Advanced Chart Layout ........................................................................................ 7-44 Multi-record Boxes .............................................................................................. 7-47 Conditional Formatting......................................................................................... 7-49 Chart Rules ........................................................................................................ 7-53 Creating Off-page References ............................................................................... 7-57
Table of Contents
xv
xvi
Table of Contents
Chapter 1 Introduction
In this chapter
Overview About OrgPlus The OrgPlus Solution OrgPlus Features OrgPlus 7 Highlights OrgPlus 7.0.1 Highlights OrgPlus 7.1 Highlights page 1-1 page 1-2 page 1-3 page 1-6 Page 1-21 Page 1-26 Page 1-26
Overview
OrgPlus is the industry leader in organizational charting software. For over a decade, OrgPlus has been used for managing organizational charts and supporting critical business decisions. With over 30 new features OrgPlus 7 is the most powerful organizational charting tool available.
1-1
About OrgPlus
Whether you work in a small company or large institution, OrgPlus is the easiest way to chart and manage the structure of your organization. OrgPlus helps you create professional looking organization charts quickly and easily. You can also use OrgPlus to create almost any tree diagram, such as a work breakdown or a parts explosion. OrgPlus has become an essential management tool for millions of professionals throughout the world. Over 400 of the Fortune 500 have selected OrgPlus to meet their charting needs. OrgPlus is designed from the ground up to help you create and manage hierarchical charts. OrgPlus gives you: High performance handling of large data sets Sophisticated formatting Drawing tools that enable you to add pictures and annotations Data visualization tools, such as reports and directories Sophisticated printing, exporting and publishing features Easy navigation of complex charts Robust data import from external sources, such as Excel, ODBC, OLE DB, SQL Server, Oracle, PeopleSoft, SAP, and LDAP (Active Directory)
Sample charts, included with the OrgPlus installation, illustrate interesting ways in which OrgPlus can be used.
1-2
About OrgPlus
Introduction
CHAPTER 1
OrgPlus empowers organizations to create reliable business processes around the discipline of managing and communicating organizational structure and change. The benefits of OrgPlus are as follows:
1-3
1-4
Introduction
CHAPTER 1
OrgPlus has built-in tools for performing spreadsheet functions, such as rollup summaries of salaries and headcount. When boxes include salary information, moving an employee between departments automatically updates budget totals.
Analysis Tool
By adding additional information such as office asset allocations, you can use OrgPlus to help you with asset management.
1-5
OrgPlus Features
OrgPlus has many powerful features including:
Compare Charts
OrgPlus allows you to compare two charts. After comparison, OrgPlus generates a report containing the differences between the two charts.
Master Page
The Master Page feature enables you to define a transparent background page that is used for all the chart pages (similar to the feature available in Microsoft PowerPoint). The master page can include, for example, a corporate logo or photographs, and elements such as page numbers and the date the chart was last updated.
1-6
OrgPlus Features
Introduction
CHAPTER 1
Multi-Record Boxes
You can create boxes that contain more then one record. For example, the entire sales team for an organization can be represented in a single box:
OrgPlus Features
1-7
Mapped Fields
Mapped fields allow you to map from one value to another value. For example, USA = www.mycompany.com/flags/usflag.jpg. Value US Maps to /images/usflag.jpg Result
CA
/images/caflag.jpg
NL
/images/nlflag.jpg
CN
/images/cnflag.jpg
Symbols Library
The My Charts folder contains a library of images that you can use in your charts. The image library is located in the My Documents/My Charts/Symbols folder on your computer.
Hotspots
OrgPlus enables you to define any area within a box as a hotspot. When a user moves the cursor over a hotspot a profile is dynamically displayed.
1-8
OrgPlus Features
Introduction
CHAPTER 1
Templates
Templates provide a pre-defined starting point for setting up the look and feel of new or existing charts. OrgPlus supplies a variety of design, box and branch templates that can be used to quickly create professional looking charts.
OrgPlus Features
1-9
Legends
You can add legends to your charts. Each legend contains one or more color coded legend entries to help end users understand your charts.
OrgUnit Charts
Create a chart of Org Units (or departments) from the hierarchy shown in the subcharts panel.
1-10
OrgPlus Features
Introduction
CHAPTER 1
Optimized Charts
Charts can be optimized to fit on one or more pages, making charts easier to read, copy, and distribute. OrgPlus can automatically create compact charts by arranging boxes in the most space-efficient manner.
Chart Orientation
OrgPlus supports inverted charts and charts that are oriented left to right and right to left.
OrgPlus Features
1-11
Consolidation
Some organizations want to combine multiple organizational charts into a single chart. One common scenario is that each division within a company is responsible for maintaining their own organizational chart using OrgPlus. Using the consolidation feature, each divisions chart can be combined into a single master chart. Note: This feature is available only in OrgPlus Professional.
Conditional Formatting
Conditional formatting enables you to dynamically apply formatting to a subset of a chart that meets a set of user-defined criteria. After importing data, conditional formats can be applied to a chart to format any boxes meeting the criteria. For example, any box containing an employee who has more than 10 vacation days could have a thick red border.
1-12
OrgPlus Features
Introduction
CHAPTER 1
Sub-charting
OrgPlus includes sub-charting as an integral part of the charting process. Previewing and checking sub-charts prior to publishing ensures that published charts are always right the first time.
Groups
The Groups feature enables you to define a subset of a chart that meets a set of user-defined criteria. All boxes that do not belong to this subset (or group) are then shaded when this group is selected. This enhances both chart presentation and analysis. For example, a group of all sales people who have met sales goals can easily be visualized.
Conditional Formulas
You can specify which boxes are to be included or excluded from a calculation by using a conditional formula. For example, you can specify the inclusion of only permanent (versus temporary) employees in a calculation.
OrgPlus Features
1-13
Orphan Management
If your data does not contain hierarchy information or your data contains a large number of unassigned positions, OrgPlus makes orphan management easy by allowing you to drag and drop employee records into your charts or sub-charts.
OLE DB Support
OrgPlus supports data import from any OLE DB compatible data source. Note: This feature is available only in OrgPlus Professional.
1-14
OrgPlus Features
Introduction
CHAPTER 1
Data Synchronization
OrgPlus can refresh data from an underlying data source, such as an Excel spreadsheet, LDAP or relational database. No matter how an organization changes, OrgPlus can maintain chart formatting and publishing parameters.
OrgPlus Features
1-15
Advanced Search
Perform advanced search functions. The Search Panel displays a tabular list all records based on a user defined query. The search panel is useful for finding any set of employees, data mining and succession planning.
Reports
OrgPlus enables you to create both static and dynamic reports from your underlying data. Reports can include summaries and allow you to sort and group data as required. Navigating through the chart dynamically updates the report based on current cursor position.
1-16
OrgPlus Features
Introduction
CHAPTER 1
Directories
Directories provide a tabular list of information for a selected box and its descendants. Clicking a box in the chart displays a directory. Conversely, selecting an entry in a directory locates the corresponding box in the chart. You can use the directory to send an email or you can update data in the directory (in the same way that you edit data in a spreadsheet).
OrgPlus Features
1-17
Profiles
The Profile View is a great place to show additional information about a box without cluttering the organizational chart, for example, an employee photo or additional contact information such as mobile phone or pager numbers can be shown in a profile.
1-18
OrgPlus Features
Introduction
CHAPTER 1
XML Support
Developers can generate XML files that can be loaded directly into OrgViewer. Please contact op.support@orgplus.com for a detailed specification.
OrgPlus Features
1-19
Automation
You can set the Import and Publish processes to run automatically according to a schedule. For example, you can automatically refresh the data every Friday and publish updated charts to established locations on Monday morning.
Web Integration
Posting your charts to the web, your corporate intranet or a shared network drive helps to reduce the involvement of your IT department. Once posted, your charts become a company-wide information source that connects every employee. Anyone with network or intranet access rights can easily view, search and print published charts using OrgPlus Plug-in. If you prefer, you can publish your charts directly to HTML.
Localization
OrgPlus is Unicode enabled; data from almost any language can be imported into OrgPlus.
508 Compliance
OrgPlus desktop products are 508 compliant (U.S. Government standard for designing software to meet the needs of people with disabilities).
1-20
OrgPlus Features
Introduction
CHAPTER 1
OrgPlus 7 Highlights
Microsoft Vista and Office 2007 Compatibility
OrgPlus 7 is fully compatible with Microsofts latest operating system, Vista, and Microsoft Office 2007. In fact, OrgPlus 7 has earned the Certified for Windows Vista logo. The Certified for Windows Vista logo is a compatibility designation for applications and devices that have passed a rigorous testing program on computers running Windows Vista.
Add Comments
Annotate your organization charts with comments. Comments are useful when collaborating with other OrgPlus users. OrgPlus 7 Reader also supports viewing of comments.
OrgPlus 7 Highlights
1-21
Tree Panel
The new tree panel is a fast and easy way to change your organizational structure or edit chart data. Quickly add, delete, and edit records. Move records across departments with ease.
1-22
OrgPlus 7 Highlights
Introduction
CHAPTER 1
Improved Profiles
You can now edit data directly in profiles. You can also navigate from box to box using next and previous buttons. In addition, you can apply conditional formats to fields within profiles to highlight or hide fields as necessary. Conditional formatting in profiles allows you to dynamically format your data to bring attention to certain employee information based on specific conditions. For example, a significantly improved rating can be indicated by a gold star.
Composite Profiles
Combine multiple profile views into a single, multi-tab profile view to provide detailed information about any box. You can also conditionally show or hide any individual profile tabs based on the selected box. For example, show benefits detail only for permanent employees.
OrgPlus 7 Highlights
1-23
Off-page References
You can now include hyperlinks in your chart that allow you to navigate from any box to another box, sub-chart, chart tab or even to an entirely separate OrgPlus project file.
Automatic Legends
OrgPlus 7 can now automatically create legends from any sub-set of defined conditional formats.
1-24
OrgPlus 7 Highlights
Introduction
CHAPTER 1
Improved Hotspots
OrgPlus 7 improves hotspot interaction. You can edit the data directly in a hotspot. You can also configure a hotspot for an entire box or for just a field in the box.
Enhanced Groups
OrgPlus 7 now supports creating groups based off of formula calculations. For example, create a group of all managers with 5 or more direct subordinates.
Shared Conditions
Define conditions once and use them in conditional formats, chart rules, groups and profiles. OrgPlus 7 Highlights 1-25
Group Peers
You can group peers automatically during data import. For example, peers can be grouped by title, job code or location.
Performance Tuning
OrgPlus 7.0.1 is faster than OrgPlus 7.0.
Publish Enhancements
OrgPlus now allows you to publish charts directly to PowerPoint 2007 and Word 2007 formats. Publishing to Office 2007 applications is up to 50 times faster than publishing to older versions of Microsoft Office.
Introduction
CHAPTER 1
1-27
1-28
Overview
This chapter covers installing, registering, and starting OrgPlus. If you did not download OrgPlus, your package should contain: OrgPlus CD OrgPlus User Guide (this book) Product Registration Card
2-1
System Requirements
Your system must meet the following requirements for OrgPlus to operate properly. Processor: A modern processor (at least 500MHz)
Minimum Memory: For Windows 2000/XP: 256MB For Windows Vista: 512MB (1GB recommended)
Environment: Administrator rights required to install OrgPlus Internet connection recommended for product activation
Microsoft Office: Office 2000 (SP3) Office XP (SP3) Office 2003 (SP2) Office 2007
2-2
System Requirements
The maximum number of records that can be imported into OrgPlus is determined by the license purchased.
OrgPlus Express
OrgPlus Express is intended for users who need to create single page charts within Microsoft Office applications (Word, Excel, PowerPoint and Visio). OrgPlus Express is the clear choice for users dissatisfied with the limited organizational charting capabilities that Microsoft Office applications offer. OrgPlus Express can be used only from within Microsoft Office applications and has a limited set of features. Users who have more sophisticated charting needs or who need to create larger charts should consider OrgPlus Standard or Professional.
Installation
In order to use OrgPlus you must install it on your hard disk. You cannot run OrgPlus directly from your original OrgPlus CD. You can copy the OrgPlus setup file to a network drive, if you intend to install on multiple computers. After installing OrgPlus, you must register and unlock the application before you can start using it.
2-3
Click Next and follow the instructions displayed in each dialog box presented by the installer. Proceed through each step, then click Finish to complete the installation.
You have now installed OrgPlus on your system. Store the original OrgPlus CD in a safe place in case you have to reinstall.
2-4
Installation
Installation Options
By default, the OrgPlus installation process adds the OrgPlus Toolbar to your Microsoft Office applicationsWord, Excel, PowerPoint, Visioenabling you to create OrgPlus charts from within Microsoft Office applications. You can turn this feature off during installation by turning off the Enable OrgPlus Toolbar in MS Office Applications checkbox.
Installation
2-5
Registration
When you first launch OrgPlus, you will be prompted to register: If you purchased your copy of OrgPlus from HumanConcepts, proceed to the section, If you purchased OrgPlus directly from HumanConcepts on page 2-7. If you purchased your copy of OrgPlus from any other Vendor and have Internet connectivity, you are prompted to register online. Proceed to the section If you purchased OrgPlus from any other Vendor on page 2-8. If you do not have Internet connectivity, you can register by email, fax, or phone. For more information on these registration options, see Appendix E, Offline Registration. Registered users receive product update notifications and other important OrgPlus announcements. Frequently Asked Questions about Registration on page 2-10 provides solutions to problems you may experience while registering OrgPlus.
2-6
Registration
To unlock OrgPlus:
1 Double-click the OrgPlus icon on your desktop to display the Unlock/Register OrgPlus dialog box.
2 3 4
Enter your Unlock Code in the Unlock/Product Code field. Enter your email address in the Email field. Click Next. If you entered the code correctly, you will be informed that you have successfully unlocked OrgPlus. Click Close to begin using OrgPlus. Note: If you do not enter the same email address entered at the time of purchase, you are prompted to enter registration information. You are also prompted to enter a password for your HumanConcepts account.
Registration
2-7
2-8
Registration
2 3 4 5 6 7 8
Enter your Product Code in the Unlock/Product Code field. Enter your email address in the Email field. Click Next. You are prompted to enter a password for your HumanConcepts account. Enter and confirm the password then click OK. Click Next. Enter the requested registration information and click Next after you complete each page. Fields marked with an asterisk * are required. After receiving your registration information, we will e-mail you an Unlock Code. After you receive the e-mail, click Close to display the Enter Your Unlock Code dialog box.
Enter the Unlock Code (from the e-mail) and click Next. If you entered the code correctly, you will be informed that you have successfully unlocked OrgPlus. Click Close to begin using OrgPlus.
Registration
2-9
2-10
Registration
My Unlock Code or Product Code doesnt work. Please contact support for assistance at www.orgplus.com/support/.
Starting OrgPlus
In this section
Launching OrgPlus Learning OrgPlus OrgPlus Help page 2-11 page 2-11 page 2-12
Launching OrgPlus
To start OrgPlus and begin working on a chart:
Select All Programs | HumanConcepts | OrgPlus 7 from the windows Start menu. Or Double-click the OrgPlus icon on your desktop.
Learning OrgPlus
We recommend the following approach: Go through Chapter 3, Tutorials. Each tutorial takes about 20 minutes. Use Appendix A, Window Structure and Command Reference, to familiarize yourself with the OrgPlus menus and toolbars. Look at some of the sample charts by selecting Welcome to OrgPlus from the Help menu. Start making charts! For more information see Chapter 4, Working with Charts: Basic Charting. Use the online resource center at www.orgplus.com/support/.
Starting OrgPlus
2-11
OrgPlus Help
Use the Help menu to access the following help options: Help Menu Item Index Keyboard Commands Description Display the Help Index. (F1) Display a list of hot keys and their functions. Display information about menu commands and toolbar buttons. Display instructions for using the Help system. Display the Welcome panel, which provides access to sample files and useful links for first time users. Display online documentation to help with evaluation, installation, training, and support. Display an online guided tour. Display online tutorials. Access the online store.
Resource Center
OrgPlus Guided Tour OrgPlus Tutorials Upgrade Your OrgPlus OrgPlus Enterprise Hosted Support System Info
Display information about your computer system. This information helps us provide you with technical support. Display information about which version of OrgPlus you are using.
About OrgPlus
2-12
Starting OrgPlus
Customer Support
In this section
Technical Support Checklist Electronic Support Standard 90-Day Technical Support from HumanConcepts Online Store page 2-13 page 2-14 page 2-14 page 2-15
Customer Support
2-13
Electronic Support
Electronic support is available 24 hours a day, free of charge, on the HumanConcepts Web site. You can access the Web site in the following ways: From the OrgPlus main window: Select OrgPlus Online Support from the Help menu. Via the Web browser at: www.orgplus.com/support/.
Links to a variety of self-service tools and product support options are offered to assist you with OrgPlus, including: Frequently Asked Questions Product Support Forums Knowledge Base Software Installation Instructions Quick Start Guide On-line Registration Customer Support
2-14
Customer Support
Online Store
Our online store is open 24 hours a day/7 days a week. You can contact our sales team from 8 a.m. to 5 p.m. Pacific Time (GMT 8.00), Monday through Friday, excluding holidays. Service Via Sales Address/number 1-415332-3030 (Please call this number for pricing, product information or replacement disks.) Sales Inquiries Online Store General Information sales@orgplus.com store.orgplus.com www.orgplus.com
Customer Support
2-15
2-16
Customer Support
Chapter 3 Tutorials
In this chapter
Overview Tutorial 1: Creating Basic Charts Tutorial 2: Formatting and Printing Charts Tutorial 3: Using Directories, Reports and Profiles Tutorial 4: Working with Sub-Charts Tutorial 5: Creating Charts from External Data Tutorial 6: Publishing Charts page 3-2 page 3-2 page 3-9 page 3-16 page 3-27 page 3-31 page 3-38
3-1
Overview
This chapter provides step-by-step tutorials that show you how to create charts, starting with a very basic chart and then building up to the more complex charts. Three versions of the desktop product are available: OrgPlus Express OrgPlus Standard OrgPlus Professional
Tutorials 1 and 2 are intended for use with all OrgPlus desktop products. Tutorials 3 and 4 are for use only with OrgPlus Standard and Professional. Tutorials 5 and 6 show you how to use the more advanced features of OrgPlus that are available only in OrgPlus Professional. General Note: For ease of explanation, the procedure steps are numbered consecutively within each tutorial, continuing to increment from procedure to procedure.
In this tutorial
Creating New Charts Entering Field Information Adding and Deleting Boxes Changing Branch Styles Saving your Work page 3-2 page 3-4 page 3-5 page 3-7 page 3-8
Tip: You can press the <F1> key at any time for application help.
3-2
Overview
Tutorials
CHAPTER 3
If OrgPlus is not already running, double-click the OrgPlus 7 icon desktop or from the Windows Start menu select: All Programs | HumanConcepts | OrgPlus 7
on your
Select New from the File menu to display the New Project dialog box.
Select Blank from the list of templates and click OK. You can also try selecting one of the other chart templates. The OrgPlus main window displays a blank chart. Continue with step 6 in the section Entering Field Information on page 3-4.
Alternately, to create a chart in a Microsoft Office application, launch Microsoft Word (or any other Microsoft Office application) and click the New Chart icon on the toolbar.
3-3
The Microsoft Office application (in this tutorial Microsoft Word) opens and displays a new chart.
Note: In Microsoft Office 2003 and earlier, the OrgPlus toolbar appears automatically if you selected that option at installation. To display the OrgPlus toolbar icons in Microsoft Office 2007, select the Add-Ins Tab. 5 Double-click the chart to edit it in OrgPlus.
3-4
Tutorials
CHAPTER 3
Adding Assistants
10 Select the Assistant tool an assistant.
,
3-5
Adding Subordinates
11 Select the Subordinate tool add a subordinate. and select the box containing Chris Philips to
13 Select the box you just created. 14 Click the box again to edit the contents. Click <Name> if it is not already highlighted and type Lynn Brewer. 15 Click <Title> and type CFO. 16 Select the Right co-worker tool , and then click four times on the box containing Lynn Brewer. Four co-worker boxes are added.
Tips: The Left co-worker tool The Manager tool adds boxes to the left of the selected box.
Deleting Boxes
17 Click the Select tool .
3-6
Tutorials
CHAPTER 3
18 Select one of the subordinate boxes that you just created. 19 Press <Delete> to delete the selected box..
22 Select Lynn Brewers subordinates by double-clicking on one of the boxes containing Lynns subordinates.
24 Select
Select other sets of subordinates by double clicking them and then change their styles to match the diagram below. Remember to use the Styles button subordinates has been selected. to change the style once a set of
25 Optionally you can enter the names and titles as shown above.
3-8
Tutorials
CHAPTER 3
If your chart is embedded in a Microsoft Office document, click the Save at the top of the Microsoft Office application.
icon
If you have never saved the current chart before, a Save As dialog box appears. Enter a file name and click Save. Congratulations! You have completed Tutorial 1.
In this tutorial
Opening an Existing Chart Formatting Boxes Adding Fields Displaying Fields Adding Chart Titles Printing Charts page 3-10 page 3-10 page 3-12 page 3-13 page 3-15 page 3-15
3-9
Select the file Tutorial2.opx and then click Open. Note: If you do not see the My Charts directory, click the My Documents icon on the left side of the dialog box and then double-click the My Charts folder. Continue with step 3 in the section Formatting Boxes on page 3-10.
Formatting Boxes
You can format any box in a chart. 3 Using the Select tool, select the box containing Chris Philips.
3-10
Tutorials
CHAPTER 3
Make sure the Color and Lines tab is selected. Select the Fill Color and Border Style shown below, and then click OK.
3-11
Make sure the Color and Lines tab is selected. Select the Box Shape, Color and Border style as shown below, and then click OK.
Now, try to set the format for Corinne Spear to match the format shown below.
Adding Fields
You can add additional fields to your charts at any time. In this exercise you will add an Org Unit field. 10 Click the Define Fields tool 11 Click Add to add a new field. or select Define Fields from the Data menu.
3-12
Tutorials
CHAPTER 3
13 Click OK. You will be prompted to add the new field to all boxes. 14 Click No. You want to only display the new field in the boxes representing the executive team.
Displaying Fields
In order to show the Org Unit field in the executive teams boxes, you will use the Layout tab in the Box Properties dialog box. 15 Select the executive team by double-clicking on any of the Level 2 boxes.
3-13
16 Click the Box Layout tool or select Box Properties from the Format menu and then select the Box Layout tab.
17 Drag the Org Unit field to just below the Title field. Wait until you see the symbol before releasing the mouse button.
Note: If you want to remove a field from a box, drag the field out of the box (shown in the Box Layout tab) and back into the field list. 18 Select the Line tool
.
3-14
Tutorials
CHAPTER 3
19 Position the cursor between the Title and Org Unit rows. The cursor changes to a symbol. Click to place the line.
20 Click OK. Notice that the Org Unit field is added to the selected boxes. 21 Type the Org Unit field in each box as follows:
Printing Charts
You must have a configured local or network printer in order to perform this step. 24 Select Print from the File menu to display the Print dialog box. 25 Click OK to print. Note: OrgPlus Express users can only print from within Microsoft Office applications. Congratulations! You have completed Tutorial 2.
3-15
In this tutorial
Opening Charts Working with Directories Working with Reports Working with Profiles page 3-16 page 3-16 page 3-20 page 3-24
Opening Charts
To save time you will open an existing chart. 1 2 Select Open from the File menu. Select the file Tutorial3.opx, and click Open. Note: If you do not see the My Charts directory, click the My Documents icon on the left side of the dialog box and then double-click the My Charts folder.
3-16
Tutorials
CHAPTER 3
Note: For this tutorial you are going to use the default Directory formatting. 5 Type Contact Info into the Directory name field.
3-17
By default OrgPlus includes all fields when you create a new directory. In this exercise you are going to create a directory that does not include salary and employee type information. Select Salary and click Remove. Then select Employee Type and click Remove.
Click OK.
Displaying Directories
You can use a directory to display chart information in a tabular format. 8 9 Click the Select tool .
3-18
Tutorials
CHAPTER 3
The Directory panel displays a directory containing Chris Philips and all his subordinates. Click other boxes in the chart to dynamically update the directory.
3-19
11 Now locate the row in the directory containing Sue Watkins. Click the cell containing Sue Watkins, and type Tom Wilson.
14 Type Salary Report into the Report name field. 3-20 Tutorial 3: Using Directories, Reports and Profiles
Tutorials
CHAPTER 3
15 Select Name and click the Add button. 16 Select Title and click the Add button. 17 Select Salary and click the Add button.
18 Select the Report Summary tab and then select the Salary checkbox. This will add a salary total to your report.
3-21
19 Click OK.
Displaying Reports
You can now create a dynamic report based by selecting boxes. 20 Select the box containing Becci Seuberling. The Salary Report for Becci's team appears in the Reports panel. Click other boxes in the chart to see other dynamic reports.
3-22
Tutorials
CHAPTER 3
3-23
24 Type Employee Detail into the Profile Name field. 25 Select Salary and click Remove.
3-24
Tutorials
CHAPTER 3
27 Click OK.
3-25
Using Profiles
This exercise shows how to display additional information about a selected box using the profile you just created. 28 Select any box in the chart. Notice that the Profile panel displays employee detail for that box.
3-26
Tutorials
CHAPTER 3
In this tutorial
Opening Charts Creating Sub-charts Navigating within Sub-charts Inserting or Removing Sub-chart Breaks page 3-27 page 3-28 page 3-29 page 3-30
Opening Charts
To save time you will open an existing chart. 1 2 Select Open from the File menu. Select the file Tutorial4.opx and click Open.
3-27
Note: If you do not see the My Charts directory, click the My Documents icon on the left side of the dialog box and then double-click the My Charts folder.
Creating Sub-charts
You will now divide the chart into sub-charts. 3 Select Sub-chart | Create Sub-charts from the Insert menu to display the Create Sub-charts dialog box.
4 5 6
Select Using Field and select Department from the drop-down list. Select From Field and select Department from the drop-down list. Click OK. OrgPlus displays the first page of the chart showing only the executive team. Notice the sub-chart navigation arrows at the bottom of each second-level box.
3-28
Tutorials
CHAPTER 3
3-29
Select Sub-charts from the View menu to display the Sub-charts panel. Click any entry in the Sub-charts panel to display the corresponding sub-chart.
3-30
Tutorials
CHAPTER 3
11 Select Sub-chart | Insert Sub-chart Break from the Insert menu. Notice that Aaron Lyon's team now appears in a separate sub-chart.
12 To remove the sub-chart break you just created, select the box containing Aaron Lyon. 13 Select the Sub-chart | Remove Sub-chart Break menu Insert. Notice that Aaron Lyons team is now recombined with its parent sub-chart. Congratulations! You have completed Tutorial 4.
In this tutorial
Using the Import Wizard Applying Templates Saving Imported Charts Refreshing Charts page 3-32 page 3-36 page 3-37 page 3-37
3-31
Note: If you do not see the My Charts directory, click the Human Concepts icon in the left margin, then select the Documents file folder then the My Documents icon. 2 Select the Tutorial5.xls file and click Open.
3-32
Tutorials
CHAPTER 3
This dialog box allows you to select a worksheet within the Excel file (Sheet1, Sheet2, or Sheet3) and to specify whether the first row of data contains column names or data records.
3-33
Click Next to display the Import Wizard - Data Settings dialog box.
This dialog box enables you to define settings associated with each field in your import file. You can choose whether to include or exclude a field from your chart (gray columns are excluded). You can rename a field, or specify field settings such as whether a field represents a hyperlink.
3-34
Tutorials
CHAPTER 3
Click Next to display the Import Wizard - Verify Hierarchy dialog box.
This dialog box allows you to verify that your chart hierarchy will be created properly. In order to build a chart from imported data, OrgPlus requires two fields: a Position field, which uniquely identifies each box, and a Reports To field, which tells OrgPlus to whom the box reports. OrgPlus automatically identifies the fields to be used as Position and Reports To. However, you can use this window to verify that the correct fields have been chosen and that there are no errors in the source data. 5 6 Click Finish to complete the data import. You will be prompted to sub-chart. Click No.
3-35
Applying Templates
You can automatically format your chart using one of the included templates. 7 If the templates panel is not displayed, select Templates from the View menu.
Drag any design template into the chart. OrgPlus immediately applies the template formatting to the chart.
3-36
Tutorials
CHAPTER 3
Refreshing Charts
Any chart that was generated from an external data source using the Import wizard can be refreshed (re-imported) from the original source. Note: You will need Microsoft Excel installed on your computer to complete this exercise. 11 Use Microsoft Excel to open Tutorial5.xls. The file is located in the My Document/My Charts folder. 12 In this worksheet, delete the row containing Tina Nomura. (Click row 5, as indicated, and select Delete from the Edit Menu).
13 Now save and close the spreadsheet. (Select Save from the File menu and then Close from the File menu.) 14 In OrgPlus, select Refresh Data from the Data menu. You will be prompted to continue. Click Yes. 15 When the refresh is complete, you will be prompted to view a log of the changes. Click No.
3-37
A look at the newly refreshed chart confirms that the change was made. (The box containing Tina Nomura was removed from the chart.)
In this tutorial
Opening Charts Publishing to the OrgPlus Publishing to PowerPoint page 3-38 page 3-39 page 3-41
Opening Charts
To save time you will open an existing chart. 1 2 3-38 Select Open from the File menu. Select the file Tutorial6.opx and click Open. Tutorial 6: Publishing Charts
Tutorials
CHAPTER 3
Note: If you do not see the My Charts directory, click the My Documents icon on the left side of the dialog box and then double-click the My Charts folder.
In this exercise, the default options are not changed. You can try republishing with different options.
3-39
Click Next on each page and click Finish on the last page. OrgPlus generates and opens the Plug-in file for viewing.
3-40
Tutorials
CHAPTER 3
Publishing to PowerPoint
OrgPlus is the only organizational charting program that works seamlessly with Microsoft products such as PowerPoint or Word. You can embed charts in Microsoft products and edit them by double-clicking. You can also configure them to update automatically whenever you update the underlying chart in OrgPlus. 1 Select Publish To| PowerPoint from the File menu. OrgPlus displays the Publish Option Page dialog box.
In this exercise, the options are not changed. You can try republishing with different options.
3-41
Click Next on each page and then Finish on the last page.
3-42
Overview
This chapter provides detailed descriptions of basic chart operations. After reviewing this chapter you will be able to create a new chart, open a chart, save a chart, select and move chart elements, and use cut, copy, and paste change your charts. Functionality is described in progressive steps. For example, you will learn how to add boxes to a chart, how to add and remove fields in those boxes, and how to format those boxes.
4-1
Opening Projects
This section describes how to open an existing project for viewing or editing.
Creating Projects
This section describes how to create a new project and begins with a brief overview of key concepts that you must understand in order to create a new project. This is followed by a detailed description of chart creation techniques.
In this section
Understanding Projects, Charts, and Templates Creating New Projects page 4-2 page 4-3
About Templates
A template defines all the formatting parameters for a chart. Applying a template sets the formats for chart elements, such as boxes and lines. Using templates saves you the effort of formatting each individual chart element. Using templates in OrgPlus is similar to using templates in Microsoft PowerPoint or Word.
4-2
Opening Projects
The following file types can be opened in OrgPlus 7: Extension .opx .opxt .ovx Description OrgPlus 4/5/6 Project Files OrgPlus 5/6 Template Files OrgPlus 6 Plug-in Files
Choose a template. The Preview pane of the dialog box displays an example of the selected template. 4-3
Creating Projects
Note: Click the New from file button to browse for OrgPlus files or templates that are not shown in the New Project dialog box. 3 Click OK to create a new project using the selected template.
Note: You can also click the Create Blank Project button project.
to create a new
In this section
Saving Your Work Closing Projects page 4-4 page 4-6
To save changes:
4-4 At any time, select Save from the File menu. Saving and Closing Projects
Note: If you have not previously saved the current chart, a Save As dialog box is displayed. Enter the file name and then click Save.
4-5
Sub-chart: Saves only the currently displayed sub-chart. Selection: Saves only the selected elements from the currently displayed chart (for example, selected boxes).
Closing Projects
This section describes how to close the current project.
To close projects:
Select Close from the File menu. If any changes were made to the project since it was last saved, you are prompted to save before closing.
In this section
Adding Boxes Deleting Boxes page 4-6 page 4-7
Adding Boxes
Use one of the insert box tools to add boxes to your chart.
4-6
Note: You can add multiple boxes to a chart by clicking an insert box tool multiple times and then adding boxes as described above.
Deleting Boxes
You can delete unwanted boxes.
To delete a box:
1 2 3 4 Click the Select tool .
Move the mouse pointer over the box you want to delete. Click the box. Press <Delete>.
Selecting Objects
This section describes how to select objects. You can select sets of objects or fields. You can apply changes to your selected set. For example, you can change the border style for all selected boxes.
In this section
Selecting Boxes Selecting Connecting Lines Selecting All Objects of the Same Type Selecting Fields Selecting Levels page 4-8 page 4-7 page 4-9 page 4-9 page 4-10
Selecting Objects
4-7
Selecting Boxes
This section describes how to select boxes. You must select boxes before you can change their formatting or content.
To select boxes:
Click an individual box. Use the <Shift> or <Ctrl> keys to select multiple boxes. Or Use Select, Select Fields, Select Levels, or Find from the Edit menu. Or Use the mouse to drag a rectangle around all the boxes you want to select.
Note: Right-click any box and choose Select Boxes with Similar Formatting from the context menu to quickly select all boxes on the page that have the same format.
4-8
Selecting Objects
Selecting Fields
OrgPlus enables you to select boxes and fields.
Selecting Objects
4-9
2 3
Select by clicking the checkboxes to the left of the fields or use the Check All button to select all fields. Click OK to highlight the selected fields in the chart, as shown in the following example. Any formatting changes you make, such as font style or size, apply to the all the selected fields.
Selecting Levels
You can select all the boxes on a level.
4-10
Selecting Objects
2 3
Select levels by selecting the checkbox to the left of each level or use the Check All button to select all levels. Click OK to select the boxes on the specified levels. In the following example, Level 2 is selected.
Selecting Objects
4-11
Moving Objects
This section describes the various methods of moving objects.
In this section
Moving Boxes by Dragging and Dropping Moving Free Objects by Dragging and Dropping Free Dragging Boxes page 4-12 page 4-13 Page 4-13
When you are satisfied with the position of the box release the mouse button. The box is placed in its new position.
4-12
Moving Objects
The following example shows the changes to the chart when Lisa de Jong and her subordinate are moved to Tina Nomura's team.
Moving Objects
4-13
Click and drag any chart box to a new location. To force a box to be horizontal or vertical constrained, hold down <Shift> while dragging the box.
To control a boxs connection to the chart, right-click a box and select an option from the Connect menu item:
Left:
Bottom:
Right:
4-14
Moving Objects
Optionally, you can flip the connecting lines. Right-click a box and select the Flip Connecting Lines menu item. Before Flip
After Flip
Note: To return a box to its original position right-click that box and select Snap to Chart.
4-15
Optimizing Files
You can optimize your chart files before sharing with other users. One easy way to share charts is with OrgPlus Reader. OrgPlus Reader is a free Windows application that enables you to view, search, and print charts generated with OrgPlus Standard, OrgPlus Professional, and OrgPlus Enterprise.
Select from the following options: Embed Referenced Pictures: This option embeds all referenced pictures into the saved file which allows you to share your chart with users that do not have access to your intranet or local computer hard drive. Convert Formulas to Values: Converting formulas to values not only enhances performance but ensures that formula results are maintained even if you save only a sub-set of your chart (Save what drop-down list). Exclude unused fields: This option reduces field size. Exclude comments: This option removes comments from the saved output. Remove reference to data source: This option removes any references to the data source used to import the data into your chart.
Click Save.
4-16
In this section
Adding and Deleting Fields Displaying Fields in Boxes Inserting Pictures into Boxes Modifying Box Layout page 4-17 page 4-28 page 4-30 page 4-31
In this section
Adding Fields Defining Field Properties Adding Predefined Fields Deleting Fields Handling Duplicate Records Mapped Fields page 4-17 page 4-19 page 4-23 page 4-24 Page 4-24 Page 4-27
Adding Fields
This section describes how to add fields.
To add fields:
1 Click the Define Fields tool or select Define Fields from the Data menu. OrgPlus displays the Define Fields dialog box.
4-17
3 4
Enter a name in the new empty field in the Name column. Click the Type column to display and choose from a drop-down list of field types: Text Date Picture Defining and Displaying Fields
4-18
Number Formula
If the field type is Text, Number, or Formula, you can also specify a Category. Click the Category column to display and choose from a drop-down list of categories. For fields of type Text, select the applicable category, such as Title, Persons Name, Zip Code, and so on. For fields of type Number or Formula, select the applicable category, such as Number, Money, or Percentage.
6 7 8 9
Select Hyperlinked if you want the field to be a hyperlink. For example, an e-mail address or web page. Click the Format button types have formatting options. Click the Formula button to specify how a field is displayed. Not all field to define a formula for a field.
Click OK. OrgPlus asks if you want to apply the newly created field(s) to all chart boxes. Click Yes to add. If you click No you can then selectively add fields later.
4-19
4-20
Define the format from the following options: Decimal Separator: Select the character to be used to represent the decimal point. Decimal Digits: Specify the number of digits to be shown to the right of the decimal point. Thousand: Specify the number of digits that are delimited between each thousands separator. Thousand Separator: Specify the character to be used as a thousands separator. Negative Order: Specify the format of negative numbers. Trailing Zero: Specify the number of zeros to the right of the decimal point. Custom Format: Select a number of leading zeros from the drop-down list. Zero before decimal: Place a zero before a fractional amount (0.01 vs .01). Positive Order: Select how to format currency amounts ($1.1 or $1,1 or 1.1 $ or 1.1$). (This option is available only when the Money category is selected.) Money Symbol: Select a currency symbol (for example, "$"). (This option is available only when the Money category is selected.)
4-21
Select the field that you want to format and click the Format button display the Date Format dialog box.
to
3 4
Select from the drop-down list to specify the primary e-mail address. Click OK.
4-22
Note: You must apply the E-mail category to the e-mail field to use the E-mail Group feature. See Using Groups for E-mail Distribution in Chapter 5. You can define more than one e-mail field, and designate a specific e-mail field as the primary one used for E-mail Distribution, E-mail Group, etc.
3 4 5 6
Choose a field and click Add. Repeat this step to add additional fields. Click Close. Click OK. OrgPlus asks if you want to add the new field(s) to all chart boxes. Click Yes to add, or click No if you want to selectively add fields later.
4-23
Deleting Fields
You can delete any field. Deleting a field removes the field from any boxes in which it is displayed.
To delete fields:
1 2 3 Click the Define Fields tool or select Define Fields from the Data menu. OrgPlus displays the Define Fields dialog box. Select the field that you want to delete. Click Delete. A warning message asks you to confirm that you want to permanently delete the field. Click Yes to delete or No to cancel the action.
Note: Any person who appears more than once in your organizational chart has an icon in lower right corner of their box. Click this icon to navigate to the next occurrence of that person.
4-24
2 3 4 5
Click the Identify duplicate records checkbox. Use the Key drop-down menu to select the key field for identifying your duplicate records. Select the Automatically Update checkbox if you want the when manual edits are made to a chart. icon in chart boxes
Select the Show Alternate Managers checkbox to show information about alternate managers. Alternate manager information can be shown using one of two methods.
As Callout Displays the duplicates icon in charts. When you click the icon, a callout displays the alternate managers to whom the employee reports.
As part of box Displays the alternate manager information inside the box.
4-25
6 7 8
If alternate manager information is shown, you can specify which fields are displayed using the Field 1 and Field 2 drop-down lists. If you are displaying alternate manager information inside the box, use the Format... button to specify the formatting of in-box text. Click OK.
4-26
Mapped Fields
This section explains how to create mapped fields. You can use mapped fields to map field values to pictures. For example:
Result
In fact, OrgPlus includes a directory of images that you can include in your charts. The image directory is located in the Symbols folder in your My Charts directory. The My Charts directory is located in your My Documents folder.
Click the Map Using: drop-down list to select the field you are mapping. 4-27
Click the Add button to define each mapping pair. For example, you can map US to Flag_USA and CA to Flag_Canada. Use the Delete button to delete mapping pairs. Use the Default checkbox to specify the default mapping. The default mapping is used if a matching value cannot be found. Click OK. Note: You can import a list of mapping pairs using the Import button.
6 7
4-28
Click the Layout tab to display the layout of the selected box(es):
To add a field, select the field in the left pane and drag it to the right into the Box Layout area. You can place a field anywhere in the box. To add a static text box, select the Text Box field and drag it into the Box Layout area. Click the text box and type to set the contents. To add a static picture, select the Picture field and drag it into the Box Layout area. Double-click the added picture to select a file (or a reference to a file). To remove a field, select a field from the Box Layout area and drag it to the Available Fields area. You can reposition a field within the box by selecting a field and dragging it to a new location. You can set the format of a field or text box by selecting the field and then clicking the Cell Format button. Options include font selection, alignment, shadow and borders and shading.
4-29
Note: If you want your box changes to apply to the entire chart, select Entire chart in the Apply to area. If you want your changes to the box to apply to the active subchart, select Active sub-chart in the Apply to area. Otherwise your changes are only applied to the Selected box(es).
4-30
Format the picture as required. For more information see on page 4-47.
In this section
Editing Box Layout Adding Columns Merging Cells Adding Labels to Fields Adding Lines Adding Hotspots Adjusting Margins page 4-31 page 4-32 Page 4-33 Page 4-33 Page 4-34 Page 4-34 Page 4-35
Adding Columns
You can create boxes that contain multiple columns.
To add columns:
1 Select Layout Options button.
Select the number of columns using the Number of Columns selector. Note: By default columns are automatically sized (Autosize is selected). When using automatic sizing in conjunction with vertical branch styles, you may want to select the Include Peers checkbox. If you select the Fixed radio button, you can use the Show Columns checkbox to enable visual column size adjustment in the Box Layout dialog box. Note: If boxes are set to a fixed size, you can also determine whether cells truncate longer contents. See Fixed Size Boxes on page 4-37.
Click OK. You can now place fields in any cell in the Box Layout area.
4-32
Merging Cells
You can merge two cells that are in different columns to achieve certain box layouts.
To merge cells:
1 2 3 4 5 Select two or more adjoining cells. Select the Cell Format button. Click the Options tab in the Cell Format dialog box. Select the Merge Cells checkbox. Click OK.
4-33
Adding Lines
You can draw horizontal or vertical lines between fields. Two line formats are available. One that extends to the border of the box and one that leaves a gap between the end of the line and the border.
Position the cursor between a row or column (the cursor is represented by the symbol for horizontal lines and by the place the line in the box symbol for vertical lines), and click to
Adding Hotspots
You can make any displayed field a hotspot. When you move the mouse cursor over a hotspot, OrgPlus highlights the hotspot field and displays the profile assigned to the box.
You can edit chart information by modifying the profile fields, and you can follow any hyperlink in the profile. For example, if you edit a field in the profile that also appears in the box, OrgPlus changes that field in the box to match your edits. Clicking a hyperlinked e-mail address in the profile launches your e-mail application.
4-34
3 4 5 6
Check the Make Hotspot checkbox in the Hotspot Properties dialog. Select a profile using the Hotspot Profile selector. Specify whether you want the hotspot to apply to the selected field or the entire box. Click OK. Note: See the Profiles section in Chapter 8 for more information on creating profiles.
Adjusting Margins
To adjust margins:
1 2 3 4 Select the Layout Options button. In the Margins area, adjust the Left, Right, Top, and/or Bottom margins, as required. To enable visual margin adjustment in the Box Layout dialog box, select the Show Margins checkbox. Click OK.
In this section
Formatting Boxes Formatting Lines Formatting Text Formatting Fields Formatting Pictures page 4-36 page 4-41 page 4-44 Page 4-47 page 4-48
4-35
Formatting Boxes
You can format any box whether it is a free-floating object or part of a chart.
In this section
Resizing Boxes Defining Box Shape, Color and Lines Defining Box Shadows page 4-36 page 4-39 page 4-40
Resizing Boxes
This section describes how to define the minimum requirements for sizing boxes.
To resize a box:
1 2 With your chart open, select one or more boxes. Click any one of the eight resizing handles on a selected box and drag to the resize the boxes. Note: When you enable automatic width resizing, you cannot resize a box smaller than the fields contained within it. See Fixed Size Boxes on page 4-37 for more information on controlling box size.
2 3
4-36
Note: by default box sizing is based on the contents of the box. Both Auto Width and Auto Height are turned on. 4 Select a box width sizing option: 5 6 Auto Width automatically sizes selected boxes. Fixed Width forces the selected boxes to a specific width. Min/Max Width forces the selected boxes to a width that is bounded by a minimum and a maximum value.
To set a minimum box Height select the Minimum Height radio button and specify a height. Click OK to save your changes and close the dialog box.
4-37
3 4 5 6 4-38
Select the Alignment tab. Select the Word Wrap checkbox. Use the Limit drop-down list to specify the maximum number of lines that can be used when wrapping text. Click OK. Formatting Boxes, Lines, Text, Fields, and Pictures
4-39
Box shape: Select a box shape. Color: Select a background color. Color: Select the border line color. Dashed: Select the line type. Border Style: Select the border style.
Border area:
4-40
Shadow Style: Select the shadow style. Direction: Select a shadow direction (enabled only when a shadow is selected). Shadow Color: Select a shadow color (enabled only when a shadow is selected). Highlight Color: Select the shadow highlight color (enabled only for certain shadow styles). Horizontal Offset and Vertical Offset: Select the horizontal and vertical depth of the shadow.
4-41
Formatting Lines
You can format any line whether it is an auxiliary line, a free-floating object, or a connecting line between boxes in a chart. An auxiliary line is a line that you can draw between any two boxes in your chart to indicate a reporting relationship between them.
Line area:
Color: Select the line color. Dashed: Select the line type. Line Weight: Select the line thickness.
Note: You can also specify a custom line thickness using the button in the Line Weight drop-down list. 4-42 Formatting Boxes, Lines, Text, Fields, and Pictures
Arrows area:
Shadow Style: Select a shadow style. Direction: Select a shadow direction (enabled only when a shadow is selected). Shadow Color: Select a shadow color (enabled only when a shadow is selected). Highlight Color: Select the shadow highlight color (enabled only for certain shadow styles). Horizontal Offset and Vertical Offset: Select the horizontal and vertical depth of the shadow.
4-43
Formatting Text
You can format any text in your chart whether it is a field in a box or a free-floating text object.
To format text:
1 2 Select any text or any box containing text. Select Font from the Format menu to display the Font Properties dialog box.
3 4 5
Make sure the Font tab is selected. Define the font, font style, and size of the text. You can also select the Font Color and opt to Underline or Strike-Out the text. Under Apply to: select a radio button to specify how to apply your formatting. Note: You can make your formatting choices apply automatically to all new instances of the applicable fields by selecting the Default for new objects checkbox. Note: You can click the Apply button at any time to apply you changes to the chart. The dialog will remain open.
4-44
Shadow Style: Select a shadow style. Direction: Select a shadow direction (enabled only when a shadow is selected). Shadow Color: Select a shadow color (enabled only when a shadow is selected). Highlight Color: Select the shadow highlight color (enabled only for certain shadow styles).
7 8
Horizontal Offset and Vertical Offset: Select the horizontal and vertical depth of the shadow. Select the Alignment tab.
4-45
10 Select the Word Wrap checkbox if you want to wrap the text within a box rather than extend the box to accommodate the text. You can limit the number of lines text will wrap by using the Limit: drop-down. 11 Click OK when finished.
4-46
Formatting Fields
The Format Fields dialog gives you a quick way to format any set of fields displayed within your chart.
To format fields:
1 With your chart open, select Format Fields from the Format menu to display the Format Fields dialog box.
Select fields by clicking on the associated checkboxes. Note: You can use the Check All and Clear All buttons to check or clear all fields.
3 4 5
Specify your formatting options using the Font, Shadow, and Alignment tabs. Refer to Formatting Text on page 4-44 Under Apply to: select a radio button to specify how to apply your formatting. Click the Apply button. You can immediately see your formatting applied in the chart. Note: You can click the Apply button at any time to apply your changes to the chart. The dialog will remain open.
4-47
Click OK.
Formatting Pictures
You can format a picture whether it is a free-floating object or a field in a box. Note: This topic explains formatting pictures in boxes. For information about formatting free-floating objects, see Adding Free Floating Objects in Chapter 7.
To resize a picture:
1 2 With your chart open, select a picture. Click any one of the eight resizing handles on the selected picture and drag to resize it.
Select one of the Frame/Picture options: Autoframe: This option forces the picture frame to fit around the specified picture Height and Width.
4-48
Autoscale: This option scales the picture to fit in the specified picture frame Height and Width. Manual: This option allows you to independently specify both the picture size and the picture frame size.
Autoframe
Autoscale
Manual
Specify Horizontal and Vertical Alignment of the picture in the picture field: Horizontal Alignment: Select the Left, Center, or Right radio button to specify the horizontal alignment. Vertical Alignment: Select the Top, Center, or Bottom radio button to specify the vertical alignment.
5 6
Formatting Charts
OrgPlus enables you to apply background, border or shadow formatting to a chart. OrgPlus also enables you to set the orientation of a chart.
Formatting Charts
4-49
Color: Use the drop-down control to set the background to a specific color, gradient, texture, or picture. Border Style: Select the border style. Dashed: Select the line type. Color: Select the line color.
Use the Apply to radio buttons to apply your specifications to either the Entire chart or to the Active sub-chart only.
4-50
Formatting Charts
Shadow Style: Select a shadow style. Direction: Select a shadow direction (enabled only when a shadow is selected). Shadow Color: Select a shadow color (enabled only when a shadow is selected). Highlight Color: Select the shadow highlight color (enabled only for certain shadow styles). Horizontal Offset and Vertical Offset: Select the horizontal and vertical depth of the shadow. Use the Apply to radio buttons to apply your specifications to either the Entire chart or to the Active sub-chart only.
Formatting Charts
4-51
Orientation: Select how you want the chart to be drawn. The orientation options are left to right, right to left, top to bottom, or bottom to top. Subordinate Alignment: Select how subordinates boxes are to be aligned with respect to their manager.
Note: You can set only one orientation per chart. The orientation you define applies to all sub-charts contained within a chart. 4 Select the Sub-chart Arrows tab.
4-52
Formatting Charts
5 6
Specify your preferred style for Sub-chart Arrows from the styles shown. Specify a Fill Color and a Border Color for your Sub-chart Arrows: By default, the fill and border color of your arrows correspond to the associated box. To specify different colors, uncheck the Use Box Colors checkbox and specify a Fill Color and Border Color for all sub-chart arrows.
Optionally, you can add labels to sub-charts arrows. Labeling sub-chart arrows enhances navigation within the chart and improves the usability of your printed and published charts. Select the Show Label checkbox and then select the label type and label position. Click the Font button to modify font properties for the label if needed.
Note: You can select only one sub-chart arrow style per chart. The sub-chart arrow style you select applies to all sub-charts contained within a chart. Note: You can change how sub-charts are numbered by setting base and increment values using the Advanced options dialog.
Formatting Charts
4-53
By default each box with one or more subordinate boxes shows a + control in its lower right corner when its subordinates are hidden and a control when its subordinates are shown. You can turn off this functionality by unchecking the Enable Expand/Collapse of branches checkbox. Turning off display of Expand/Collapse controls reduces the amount of display space required for chart box.
10 Select the Use Uniform box sizing checkbox to force the size of all boxes in a chart to the same size, and select the Max width checkbox to specify a maximum uniform size. 11 Click OK to apply the changes.
4-54
Advanced Styles: If required, you can use advanced styles to arrange peer boxes in multi-column styles relative to their immediate manager.
4-55
Note: You can also define Chart Rules that enable you to change branch styles within a chart based on a condition. For example, if an employees title includes the word assistant, you can create a rule that changes the branch style to an assistant style. See Chart Rules in Chapter 7, Working with Charts: Advanced Charting for more information. The following procedure describes how to change chart styles. Note: OrgPlus Express has a limited set of chart styles.
Choose a chart style from the displayed chart style options. The following example shows the effect of applying the the assistants of Chris Phillips. assistant chart style to
4-56
Advanced Style: Select multi-column tree pair . Alignment: Select how peer boxes are to be aligned.
or multi-column
Maximum number of boxes per row: Select the maximum number of boxes that can be located on any row within a style group. Maintain banding: Selecting this option ensures that each box stays on its current row when other boxes are added or deleted. This is useful if rows are used to represent seniority. For example, the first row might contain permanent employees while the second row contains temporary employees. Note: Right-click a box within a multi-column style and select the Action menu to promote or demote a box if the Maintain Banding option is selected.
4-57
In this section
Adding and Deleting Boxes Using the Quick Chart Panel Moving Boxes Using the Quick Chart Panel Editing Box Content Using the Quick Chart Panel Formatting Boxes Using the Quick Chart Panel Adding Fields Using the Quick Chart Panel Box Layout Using the Quick Chart Panel Applying Templates Using the Quick Chart Panel Changing Branch Styles Using the Quick Chart Panel Page 4-58 Page 4-59 Page 4-60 Page 4-60 Page 4-61 Page 4-62 Page 4-63 Page 4-63
4-58
To add boxes to your chart, select a box in the chart, then use the buttons at the top of the Quick Chart panel to specify the type of box you are adding.
button.
4-59
4-60
To add a field:
1 2 3 Select the Edit Box Fields button in the Quick Chart Panel. (define fields icon)
Click Add to add a new field. Type a field name (such as Org Unit).
4 5
Click OK. You will be prompted to add the new field to all boxes. Click Yes to add the field to all boxes or click No to add the field without displaying it in your chart.
4-61
4-62
If you want to remove a field from a box, drag the field out of the box (shown in the Layout tab) and back into the field list. Note: You can apply the layout changes to all boxes in the chart by selecting the Entire chart radio button. 2 Click OK. Notice that the field is added to the selected boxes. You can now define the value of this field for each box in your chart (see Editing Box Content Using the Quick Chart Panel). Note: You can select more than one box at a time using shift-click.
Select all the subordinates for a manager (Lynn Brewer in the example below) by double-clicking one of the subordinate boxes.
).
Using Cut/Copy/Paste
This section describes how you can use the cut, copy, and paste within OrgPlus.
In this section
Moving Boxes and Free Floating Objects by Cutting and Pasting Copying Contents and Format page 4-64 page 4-65
4-64
Using Cut/Copy/Paste
Printing
This section describes how print charts.
In this section
Defining Page Setup Using Print Preview Printing Charts page 4-66 page 4-69 page 4-70
Printing
4-65
In the Page tab, define the following: Orientation: Select Portrait or Landscape. Scaling: Defines the number pages your chart should be allowed to span. Select from the following options:
Adjust to: Specify the percentage of actual size in which the chart should be printed. Or Fit to: Specify the number of pages over which the chart should span.
4-66
Printing
Uniform Scaling for all sub-charts: Apply the same scaling to all sub-charts. Uniform scaling ensures that every chart box has the same scaling in the printed output. Uniform Scaling for all master page elements: Apply the same scaling to the master page based the percentage you specify in the Scale to: drop-down. Uniform scaling ensures that every master page elements has the same scaling on each printed page. This is an important option when sub-charts or chart tabs within a project are printed using multiple print jobs. Include an Overlap Between Chart Pages: Enables the printed pages of charts that span multiple pages to overlap in order to facilitate binding to a final document. Print comments as displayed on charts: If the chart contains comments, this option will print the comments as they are displayed on the chart.
Paper Size: Define the paper size. Page Order: Select the order in which the pages of the chart are printed:
Apply to: Specify whether these settings apply to the Entire Project or only the Current Chart.
Printing
4-67
Margins: Enter the minimum values for the Top, Left, Right and Bottom margins. You can also set margins by dragging margin lines in the Page Setup dialog box. Or Use the Minimum Margins for this Printer: Select this option to use the minimum margin settings for your printer. Center Chart on Page: Select how to center the chart content on each page. Select Horizontally or Vertically or both. Apply to: Specify whether these settings apply to the Entire Project or only the Current Chart.
Note: The Options button allows you to modify printer specific settings. 4-68 Printing
To Print Preview:
Select Print Preview from the File menu. The Preview dialog box, which includes standard Print Preview functionality, is displayed.
Printing
4-69
Printing Charts
OrgPlus enables you to print out your charts.
Click Print all linked documents if you want to print documents linked to OLE objects in your chart. If you click Print All Linked Documents OrgPlus checks your chart for OLE objects that are linked to documents. If OrgPlus finds any documents, it prompts you to select which of documents you want printed.
Click Include navigation arrows if you want to include the arrows indicating sub charts in your printed chart. The Include navigation arrows checkbox appears only if your chart contains sub charts.
4-70
Printing
Viewing Charts
This section describes how you can view and navigate charts.
In this section
Zooming and Panning Using the Thumbnail Window Showing Selected Branches Using Full Screen Mode page 5-1 page 5-3 page 5-4 page 5-4
5-1
The Pan tool enables you to pan the chart within its window by clicking and dragging the mouse as required. Fit to Window single window. scales the chart so that its entire content is visible in a
The following menu items can be accessed by selecting Zoom from the View menu. Fit to Width: Scales the chart so that the width of chart fits in the window. Fit to Window: Scales the chart so that its entire content is visible in the window. Actual Size: Scales the chart so that the boxes appear at the size in which they will print. Zoom To: Displays the Zoom dialog box. Select the zoom options and click OK.
5-2
Viewing Charts
Viewing Charts
5-3
The red rectangle corresponds to the portion of the chart that is displayed in the main window. As you drag the red rectangle in the thumbnail, the displayed chart is updated accordingly. Note: The red rectangle in the thumbnail window changes as zoom and pan tools are used.
Click the
5-4
Viewing Charts
In this section
Hiding Boxes and Lines Showing Boxes and Lines page 5-5 page 5-5
5-5
In this section
Showing Hidden Objects Showing Levels Finding by Photo page 5-6. page 5-7. page 5-7.
In this section
Showing Hidden Boxes, Lines, Fields, and Comments Showing or Hiding Symbols Showing Page Lines page 5-6 page 5-7 page 5-7
5-6
To show or hide symbols: Select Show | Symbols from the View menu.
To show or hide page lines: Select Show | Page Lines from the View menu.
Showing Levels
A chart consists of one or more levels. You can limit the number of levels displayed at any given time.
To specify the number of levels to display: Select Show Levels from the View menu and select the number of levels to display.
Finding by Photo
This feature enables you to find boxes in your chart by selecting photos. The Find by Photo dialog box displays the first picture field in each box in your chart.
5-7
In the Search Where section, select the scope of the search: Entire Chart: Lists all the pictures in the chart. Active Sub-chart: Lists only pictures in the current sub-chart. Selection: Lists only the pictures in the current selection.
3 4
Selecting any photo scrolls the box containing that picture into view. Click Close to close the Find By Photo dialog box.
Note: Like all panels in OrgPlus, you may dock the Find by Photo dialog box to any side of the OrgPlus window.
In this section
Creating New Groups Applying Groups Editing, Copying, Deleting, and Ordering Groups page 5-9 page 5-11 page 5-11
5-8
Enter the group selection criteria. You can use a formula to define a group using the Field Name, Comparison, and Contents fields. For complex formulas use the And/Or operators to expand or contract your criteria. See Using Formulas in Chapter 7, Working with Charts: Advanced Charting for more information. Note: Use the Constants button to include any defined constants in your selection criteria. See Using Constants in Chapter 7, Working with Charts: Advanced Charting for more information.
Gray boxes not in group: Grays boxes that do not belong to the group. Hide boxes not in group (preserve hierarchy): Hides boxes that do not belong to the group unless the box is required to maintain the hierarchy of the chart.
Content:
Hide content if not in group: Hides the content of boxes that do not belong to the group. Gray content if not in group: Grays the content of boxes that do not belong to the group.
5-10
Applying Groups
You can apply a group to the displayed chart.
To apply a group:
Select Groups | <Required Group> from the Chart menu, or select the group from the Groups drop-down list on the toolbar. The boxes in the chart are redrawn to indicate which boxes belong to the current group. Note: If you do not want to apply a group, select Groups | All Boxes from the Chart menu.
Select the group you want to edit and click Edit. Click Close when finished.
To copy a group:
1 Select Groups | Manage Groups from the Chart menu, or click the Manage Groups button defined groups. 2 . The Manage Groups dialog box is displayed listing all
Select the group you want to copy and click Copy. Note: OrgPlus adds your new group to the group list. The default name of your new group is the same as the original you copied, but with an incremental number appended to it. For example, if you copy a report named MyGroup, the default name of your copy is Copy of Mygroup. You can rename groups in the Manage Groups dialog box.
To delete groups:
1 2 3 From the Manage Groups dialog box, select the required group to be deleted and click Delete. A confirmation dialog box is displayed. Click OK to delete the group. Click Close when finished. 5-11
5-12
Under Send Using, select an outgoing e-mail option: E-mail Client Select this option to use your default e-mail client. SMTP Select this option to use Simple Mail Transfer Protocol. Your e-mail will be sent according to the SMTP settings defined for OrgPlus. Note: You can configure SMTP settings by selecting the Options menu item from the Tools menu. See Using the Options Panel in Chapter 6, Working with Charts: Utilities.
All the members of the current group are automatically included. You can add or remove recipients using the To, CC, and BCC buttons. You can also manually enter e-mail addresses. Multiple e-mail addresses should be must separated by semi-colons. Optionally you can attach a copy of the current chart by selecting the Attach Chart checkbox. Use the Setting button to make sure the chart is optimized properly. See Chapter 4, Working with Charts, Basic Charting for additional details. Enter the Subject and Body text of the e-mail. Click OK to send.
5 6
5-13
5-14
Overview
This chapter describes some of the useful utility functions that are included in OrgPlus.
6-1
6-2
Select Add Field to all the boxes in your chart if you want new Pictures fields to be added to all the boxes in your chart and click Yes to continue. If you click No the action is cancelled. The Photo Manager dialog box is displayed.
Define your settings as follows: Choose photo column: Select a destination field. Only fields of type Photo are listed. Target location: Select the source location of the photo files (Disk/Network, FTP or HTTP). Enter the path or use the browse button to specify a location. 6-3
Note: You can specify whether to embed or link picture files to your chart. Linked files result in a smaller file size; however, if you share your OrgPlus file with other users they may not have access to the linked picture files. Photo Generator: Specify the naming convention used to name the source pictures files: Pictures Field: Select a field to be used to generate the source picture file names. For example, source files can be named according to the contents of the Name field or the Title field. Name template: Select how the picture file name should be constructed. For example: if a field has the name Adam Smith, selecting: 4 Last.bmp generates Smith.bmp. First.bmp generates Adam.bmp. FLast.bmp generates ASmith.bmp. FirstL.bmp generates AdamS.bmp. FirstLast.bmp generates AdamSmith.bmp
File type: Select the file type from the drop-down list.
Import photos up to level: Select the number levels for the photo manager to import.
Click Generate to match boxes in the chart with picture files from the source. The results of this action are shown in the table at the bottom of the dialog box.
The symbol indicates that a match was found. The missing photo.
symbol indicates a
Note: You can view a preview of the picture that corresponds to a row by selecting that row in the table. 5 Click the Photo Size tab if you want to change the default scale, size and alignment before importing each picture. Note: Importing large photos into your chart can affect performance. We recommend that you create smaller versions of photos before importing. 6 6-4 Click OK to import the photos into your chart. Working with the Photo Manager
Comparing Charts
OrgPlus allows you to compare two charts. After comparison a report containing the differences between the two charts is generated. Comparing the following charts:
Comparing Charts
6-5
Use the Browse button in the Compare (Project) area to select any OrgPlus file or select the Use Current Project checkbox to select the displayed chart. If the selected project contains multiple tabs, use the Chart Tab drop-down list to select a chart. Use the Browse button in the To (Project) area to select any OrgPlus file or select the Use Current Project checkbox to select the displayed chart. If the selected project contains multiple tabs, use the Chart Tab drop-down list to select a chart. Use the Unique Field drop down list to select the field (in each chart) that will be used to match boxes between the two charts (i.e. email address or employee ID). Define the information to Include in the delta report: Headers: Output field names in the first row of the report. File Info: Output path and file name information in the report. Previous Values: Include columns showing the previous value of a field in the delta report. Comments: Include a column showing how comments differ between the two files. Comparing Charts
6-6
Note: By default, the delta report is automatically displayed after the comparison is complete. Clear the View delta reports checkbox if you do not wish to display the report after comparison. 6 7 8 Click OK in the Compare Charts dialog box to display the Windows Save As dialog box. Specify a file name and file type for your comparison report. Click Save.
Comparing Charts
6-7
Sorting Boxes
Subordinate boxes that report to the same manager can be sorted.
Define the sort parameters: Sort by: Select the field name by which to sort and then select Ascending or Descending. Then by: If required, select a second level of sorting and then select Ascending or Descending. Then by: If required, select a third level of sorting and then select Ascending or Descending.
In the Sort what section, select from: Entire Chart: Sorts all the chart boxes. Active sub-chart: Sorts only the boxes in the currently displayed sub-chart. Selection: Sorts only the selected boxes.
5 6-8
In this section
Using Find Using Advanced Find Using Find and Replace Using Advanced Find and Replace page 6-9 page 6-10 page 6-11 page 6-12
Using Find
You can search for occurrences of a specific string.
2 3
Enter the search string in the Find What field. Select the search mode: Select All Matching Boxes: Selects all boxes that contain the search string. Go to First Matching Box: Selects the first box that contains the search string.
6-9
Depending on the selected search mode, click Find Next or Find All. You can continue to click Find Next until you reach the bottom of the chart or you find the desired occurrence of a string. Note: Press <Enter> to search for the next occurrence. Press <Shift>+<Ctrl>+<G> to search backwards.
Define the first search criteria expression by selecting from the Field Name and Comparison drop-down lists. Then enter the search string in the Contents field. Define any additional search criteria in the second and subsequent lines by selecting the And/OR search condition for each line. Select Match Case to find only words that are capitalized the same way as the text in the Contents field. Select Whole Word Only to find only complete words that match the Contents field entries. In the Search where area, select from the following options: Entire Chart: Searches the entire chart. Active sub-chart: Confines the search to the currently displayed sub-chart. Selection: Confines the search to the selected boxes.
4 5 6 7
6-10
Select the search mode: Select All Matching Boxes: Select all the boxes that contain the search string. Go to First Matching Box: Selects the first box that contains the search string.
Depending on the selected search mode, click Find Next or Find All. You can continue to click Find Next until you reach the bottom of the chart or you find the desired box.
2 3 4
Enter the search string in the Find What field. Enter the replacement string in the Replace With field. Start your find and replace operation as follows: Click Replace All to replace all instances of the old text with the new text. Click Replace to replace the current instance and continue to the next instance. Click Find Next to find the next instance of the text.
Repeat the previous step until the message Search Completed is displayed, or click Cancel to stop the search at any point.
6-11
Define the Replace Options: Limit the replace operation to a single field by selecting from the Replace In drop-down list. To replace a blank field select the Replace blank fields checkbox. Select Match Case to find only words that are capitalized the same way as the text in the Contents field. Select Whole Word Only to find only complete words that match the Find What field entries.
In the Search where area, select from the following options: 5 6-12 Entire Chart: Searches the entire chart. Active sub-chart: Confines the search to the currently displayed sub-chart. Selection: Confines the search to the selected boxes.
Start your find and replace as follows: Using Find and Replace
Click Replace All to replace all instances of the old text with the new text. Click Replace to replace the current instance and continue to the next instance. Click Find Next to find the next instance of the text. 6 Repeat previous step until the message Search Completed is displayed, or click Close to stop the search at any point.
Spell Check
You can check the spelling of text in your chart.
To spell check:
1 Select Spell Check from the Tools menu. The Spelling dialog box is displayed.
2 3 4
Select the fields to spell check. Select Spell Check text objects if you want to spell check text that is not contained in chart boxes (free floating text object, titles, and so on). In the Check what area, select the scope of the spell check: Entire Chart: Applies the spell check to all chart boxes. Active sub-chart: Applies the spell check to the currently displayed sub-chart. Selection: Applies the spell check to only selected boxes.
5 6 Spell Check
Click OK to start the spell check. If a word that is not in the spelling dictionary is encountered, the standard Microsoft Office Spell Check dialog box is displayed. A message is displayed confirming the end of the spell check.0 6-13
Inserting Comments
OrgPlus enables you to insert comments in a chart. This can be a useful tool for collaboration, allowing a chart owner to get input from others. Comments can also be viewed in OrgPlus Reader.
To insert a comment:
Select a box in your chart and select Comment from the Insert menu.
Note: When you add a comment, the comment author is shown in the title bar. The author is automatically set by Windows when a chart is created. If needed, you can change the author by selecting Project Properties from the File Menu (Summary tab).
Note: A list of all comments can be viewed using the Comments panel. See Chapter 8 for more details.
6-14
Inserting Comments
In this section
Using the Options Panel Protecting Projects Page 6-15 Page 6-18
Modify any of the following options in the Preferences tab: On application start, open the last project saved: Opens the last saved project the next time you launch OrgPlus.
6-15
Automatically check for OrgPlus news and special offers: Keeps you informed of news and special offers from OrgPlus. Optimize Layout for New Sub-charts: Optimizes the layout of any sub-charts you create. With this option selected, OrgPlus minimizes the number of pages and optimizes the distribution of boxes on a page. Microsoft Office Toolbar: Enables you to specify which MS Office applications will include the OrgPlus toolbar. The OrgPlus toolbar allows you to create organizational charts directly in MS Office applications. Use OrgPlus to edit embedded charts created with MS OrgChart: By default, embedded charts created with MS OrgChart are opened in OrgPlus. If you want to edit these charts with MS OrgChart, turn this checkbox off. Use Fixed line widths for embedded objects: Microsoft Office does not fully support dashed lines. Select this option if you use dashed lines in your charts. Recently used file list: Sets the number of entries listed in the recently used file list in the File menu. 3 Click the New Projects tab.
Specify your preferences for the new project Properties: Default: Applies the blank template, which has minimal formatting.
6-16
Take from Current Chart: Applies the design template used in the currently active chart. Apply Template: Allows you to choose a template to apply to new projects. Use the Select Template drop-down list to select a template to apply. You can view a preview of the selected template on the right side of the dialog. 5 Select the default style for Sub-chart Arrows and specify color and label options. Use Box Colors: Applies the chart box border and fill colors to your sub-chart arrows. Fill Color and Border Color: You can choose a fill color and/or border color from the drop-down menus. Show Label: To include a label with your sub-chart arrows click this checkbox and select the label from the drop-down list. If you add a label, select either Position Left or Position Right to specify the label location relative to the arrow. Click the Font button to set the Font Properties for the label. Note: The Advanced button enables you to change the numbering scheme used for sub-charts. Please see Formatting Charts in Chapter 4, Working with Charts: Basic Charting for additional details. 6 Select the SMTP tab to display the SMTP Options. Setting up STMP allows you to automatically e-mail charts after publishing to PDF, PowerPoint or Word. For more information on publishing charts, see Chapter 10, Publishing Your Charts.
6-17
Note: The SMTP tab also allows you to set your preferences for e-mail distribution of OrgPlus charts using groups. For more information, see Using Groups for E-mail Distribution in Chapter 5. User Information: Type Name and E-mail Address. Server Information: Type the name of the Outgoing mail server (SMTP). Type the number of the Outgoing server port (SMTP). Port 25 is the default. Type the Maximum number of recipients. If you leave this field blank, no maximum is applied by OrgPlus. Logon information: Type the User Name and Password. If you want the system to remember the password, click the Remember password checkbox. Click the Test Settings button. The system will send a test e-mail to the address you entered in User Information. 7 Click OK to save your changes and close the Options dialog box.
Protecting Projects
If your project is saved on a shared network, you may want to set a password to prevent unauthorized access to sensitive information. Note: DO NOT forget the password. Once a project is protected, no one can access it without the password, not even the author. 6-18 Setting OrgPlus Options
2 3 4
Enter a password in the Password field and then enter it again in the Confirm Password field. Click OK. The project is now password protected. Note: Once you have protected a file, any user is prompted for a password whenever the file is opened.
To unprotect projects:
1 With your project open, select Unprotect from the File menu. The Password Required dialog box is displayed.
Enter the password and click OK. The project is now unprotected.
6-19
The Project Properties dialog box includes the following tabs: General: Shows standard file data and statistics. Summary: Enables you to enter authoring details about the project. Contents: Provides OrgPlus project statistics: Records: Total number of records in the project as a whole, including records applicable to hidden boxes. Orphans: Number of unassigned boxes in the project. Project Contents: 2 3 Statistics for each individual chart in the project, such as the number of boxes and sub-charts. A listing of the directories, profiles and reports defined for this project.
You can modify fields in the Summary tab but you cannot modify any fields in the General or Contents tabs. Click OK to save changes and close the dialog box.
6-20
7-1
Overview
This chapter provides detailed descriptions of advanced charting functionality available in OrgPlus.
The Master Page enables you to define a background page that is common to all charts and sub-charts in a project. The Master Page layer often includes elements such a corporate logo and page numbering. Content on the Master Page layer is always drawn first, behind any elements that exist on the charts or sub-charts. In the following example you can see how the images added to the Master Page are drawn in the background when the Normal View is selected.
Normal View
7-2
Free-floating objects, headers, and footers are usually added to the Master Page; however, they can also be added to a specific sub-chart.
Note: You can enhance a charts presentation by inserting a logo or other picture as a free-floating object anywhere on the Master Page or on any individual sub-chart. See Inserting Pictures on page 7-8.
7-3
Apply formatting to the text as required using the standard Font Properties dialog box, for example, Arial 24 Bold font and Purple color.
5 6
To enter text elsewhere, select Text Box from the Insert menu and click anywhere in the page. A text box is displayed in which you can enter text. Select Normal from the View menu when you are finished working with the Master Page. Note: The following diagram shows the four header and three footer areas in which you can enter text.
7-4
If you want to insert the AutoText element into an existing text box or a header area, click on that area. If you do not a select a destination for the AutoText element, a new text box containing the element is created when the element is inserted. Select AutoText from the Insert menu and then select an AutoText element from the submenu, for example, Page# to insert the current page number. Select Normal from the View menu when you are finished working with the Master Page.
3 4
7-5
In this section
Drawing or Inserting Free Floating Objects Formatting Free-floating Objects Anchoring Free-floating Objects to Boxes Binding Free-floating Objects Changing Object Order Aligning Objects page 7-6 page 7-8 Page 7-9 page 7-9 page 7-10 page 7-11
Drawing Shapes
Shapes (rectangles, rounded rectangles and octagons) can be inserted anywhere in your chart. Once drawn the shape can be repositioned or resized.
To draw a shape:
1 Select Shape | Rectangle from the Insert menu, or click the Rectangle tool . The cursor changes to a crosshair . Note: You can also select other shapes, such as an Octagon. 2 Click and drag on the chart to draw a rectangle.
7-6
Drawing Lines
You can draw both constrained (horizontal or vertical) and unconstrained (diagonal) lines. Once drawn a line can be repositioned or resized.
To draw a line:
1 Select Line | Horizontal or Vertical from the Insert menu, or click the Horizontal or Vertical Line tool Or Select Line | Diagonal from the Insert menu, or click the Diagonal Line tool . The cursor changes to a crosshair 2 . .
7-7
Inserting Pictures
You can insert pictures to a chart as free-floating objects.
7-8
7-9
Select Order from the Format menu. Select from the following options: Bring to Front: Moves the selected object to the front. Send to Back: Moves the selected object to the back. Bring Forward: Moves the selected object one level forward. Send Backwards: Moves the selected object one level back. In the following example the square is moved one level forward using the Bring Forward option.
7-10
Aligning Objects
You can align free-floating objects. The process is similar aligning objects in PowerPoint.
Select Align from the Format menu. Select from following options: Align Left Align Center Align Right Align Top Align Middle Align Bottom In the following example the objects are aligned to the left.
7-11
7-12
7-13
Adding Legends
You can add legends to your chart. Each legend contains one or more color coded legend entries. Once a legend has been inserted, it can be moved or resized in the same manner as other free floating objects. The following diagram contains a legend that color codes full time, part time, and contract employees.
Note: Legends are often linked to Conditional Formats. You may want to create conditional formats before creating a legend. See Creating a Conditional Format on page 7-49 for more information on conditional formats.
7-14
3 4 5
Make sure the Legend tab is selected. Click Add to add a legend entry. Repeat to add any number of legend entries. To name an entry, click in the corresponding row in the entry column and enter a name. Click the Format Entry button to set the font properties for an entry. Note: To delete a legend entry, select the entry and click on the Delete button.
To format the key for an entry, click in the corresponding row in the key column and then select the Format Key button or click the button. The Format Legend Key Properties dialog box is displayed. Use the Color and Lines tab and the Shadow tab to set the display properties for each key. You can also use the Conditional Formats tab to edit a key linked to a conditional format. Click OK. Use the Color and Lines tab and the Shadow tab to set the display properties for the entire legend.
8 9
10 Click OK.
Adding Legends
7-15
Select Auto to create a legend that includes all the defined conditional formats or select only the conditional formats you want to include in your legend. You can use the checkboxes to select individual conditions, or click the Check All button. Note: You can return to this dialog box by double-clicking the legend in your chart.
To delete a legend:
1 Select a legend.
7-16
Note: If the legend is located in the master page, select Master Page from the View menu. Select Normal from the View menu after deleting the legend. 2 Select Delete from the Edit menu or hit the Delete key on your keyboard.
To edit a legend:
1 Right-click on a legend and select Legend Properties from the context menu. The Legend Properties dialog is displayed. Note: If the legend is located in the master page, select Master Page from the View menu. Select Normal from the View menu after editing the legend. 2 3 Modify the legend properties using the Color and Lines, Shadow, Legend and Conditional Formats tabs. Click OK.
Adding Legends
7-17
In this section
Learning About Templates Creating Design, Box, and Branch Templates Multi-record Boxes and Templates Modifying Templates page 7-18 page 7-18 Page 7-19 page 7-19
Select Save As from the File menu, and choose the file type OrgPlus 7 Template File (*.opxt).
Note: If you save this file in your MyCharts/Templates folder, it automatically appears in the design section of the templates panel. If you want to save the template as a Box template:
a b
Delete all boxes in your chart, except for the box that defines the template. Select Save As from the File menu and choose the file type OrgPlus 7 Template File (*.opxt). Working with Charts: Advanced Charting
7-18
Note: If you save this file in your MyCharts/Templates/Box folder, it automatically appears in the box section of the templates panel. If you want to save the template as a Branch template:
a b
Create the branch layout structure that you want by always adding child boxes to the left most node in the chart. Select Save As from the File menu and choose the file type OrgPlus 7 Template File (*.opxt).
Note: If you save this file in your MyCharts/Templates/Branch folder, it automatically appears in the branch section of the templates panel.
Modifying Templates
OrgPlus enables you to modify templates.
To modify templates:
1 2 3 4 5 6 Select Open from the File menu or click the Open button box is displayed. Select any template file (of type .opxt) and click Open. Modify the file/template as required, in the same way as working with a chart. Select Save As from the File menu. Select OrgPlus 7 Template File (*.opxt) from the Save as type drop-down list. Click Save. You may be prompted to replace the existing file, in this case click Yes. . The Open dialog
7-19
Using Templates
Templates provide a quick way to format your chart. You can also use Template files to copy reports, directories, groups, conditional formats, and profiles from an existing file to your current file.
In this section
Using the Templates Panel Applying Template Files page 7-20 page 7-22
In this section
Applying Design Templates Applying Branch Templates Applying Box Templates page 7-20 page 7-21 page 7-21
7-20
Using Templates
7-21
To reformat your chart: In the Apply what area, select Look and Feel. In the Apply To area, select one of the following options: Entire chart: Applies the template to the entire chart. Active sub-chart: Applies the template to the displayed sub-chart. Selection: Applies the template to the selected boxes.
If you want to copy selected definitions from the template: In the Apply what area, select Contents.
7-22
Choose the elements to import: Design Copy Box Layout Note: If your template file contains a multi-record box, checking the Copy Box Layout checkbox applies the templates multi-record box layout to the charts multi-record boxes. 5 Copy Reports Copy Profiles Copy Master Page Copy Constants Branch Copy Directories Copy Groups Copy Conditional Formats Copy Chart Rules Copy Search
Click OK to apply the template. Note: Selecting Contents reformats the entire chart to match the template file. The fields shown in boxes, branch styles, box formatting, and chart properties are updated to match the template file. Note: If the template file contains fields that are not defined in the current chart, you are prompted to add the additional fields to your chart.
Using Templates
7-23
In this section
Adding Formulas Available Formulas Calculations Formula Options Page 7-24 Page 7-27 Page 7-28 Page 7-30
Adding Formulas
To define a formula field:
1 Click the Define Fields tool or select Define Fields from the Data menu to display the Define Fields dialog box. When you specify a field as a Formula, OrgPlus displays the Formula Properties dialog box. You can also edit an existing formula by clicking the Formula button . The following is an example of the Formula Properties dialog box with the Average drop-down list option selected.
7-24
2 3 4 5
Select the Formula tab. Select a formula from the left-most drop-down list. See Available Formulas on page 7-27 for formula definitions. If the selected formula requires a field, select a field from top-middle drop-down list. Based on the selected type of formula, you must select the boxes that you want to include in this calculation. You can specify the boxes to include (using the right-most drop-down) as follows: Co-workers: All boxes sharing the same manager, including the manager's assistants. Level: All boxes on the same level in the chart. Branch and Mgr: All boxes in a branch, including the branch's manager. Branch Excl. Mgr: All boxes in a branch, excluding the branch's manager. Dir Sub and Manager: All direct subordinates of a single manager, including the manager. Dir Subordinates: All direct subordinates of a single manager, excluding the manager.
7-25
Entire Chart: All boxes in the chart. Current Mgr: A box's direct manager (one level up). All Mgrs Inclusive: The path of managers from the top of the tree down to that box, including the box. All Managers Exclusive: The path of managers from the top of the tree down to that box, excluding the box. Top of Chart: The number of boxes at the top level of the chart. Self: The current box. 6 7 Optionally, you can perform a calculation (divide, multiply, add, or subtract) on multiple arguments. See Calculations in this chapter for more information. If required, you can specify which boxes are to be included or excluded from a calculation by creating a conditional formula. To create a conditional formula, select the Criteria tab. Select the Define Criteria checkbox and then define the criteria for inclusion.
Available Formulas
The following formulas are available in OrgPlus.
Numeric Formulas
The following formulas are for use with number fields. Average: Compute an average of the selected number field for all specified boxes. Non-zero count: Count the number of specified boxes that do not contain a number field with a zero value. Fraction of Total: Compute the percentage of a total. First sum the field across all specified boxes, and then divide into the field value for each box. Maximum/Minimum: Determines the maximum or minimum value of the selected field across all specified boxes. Product: Multiply the values of the selected field across the specified boxes. Standard Deviation: Compute the standard deviation for the selected field and boxes. Total: Sum the selected field across the specified boxes. Variance: Compute the variance for the selected field.
General Formulas
Equals: Perform a calculation using a field or set of fields. For example, performance change = current performance last years performance. ReportsTo: Get a value from a managers field.
Text Formulas
The following formulas are for use with text fields. Upper: Convert a text field to all upper case. Lower: Convert all letters in a text field to lowercase. Trim: Remove all spaces from a text field except for single spaces between words. Len: Return the number of characters in a text field. Count: Count the number of specified boxes. Mid: Return a sub-string from the middle of a text field. For example, Mid(3,3,ABC123) = C12. Left: Return a sub-string from the start of a text field. For example, Left(3,ABC123) = ABC. Defining Dynamic Fields 7-27
Right: Return a sub-string from the end of a text field. For example, Right(3,ABC123) = 123.
Date Formulas
The following formulas are for use with date fields. Year: Return the year from the selected date field. Month: Return the month (1-12) from the selected date field. Day: Return the day from the selected date field.
Chart Formulas
The following formulas allow you to access information about your chart hierarchy: Level: Return chart level for a box. Sub-levels: Return number of subordinate levels for a box. Occurrences: Return number of times a box appears in the chart based on the duplicate identifier (dotted line) key. Allocation: Return 1/ Occurrences. For example, if a person appears four times in chart their allocation is 0.25.
Calculations
Within a formula, you can perform a calculation. Below are some sample calculations: Field + Field: Total Compensation = Salary + Bonus
7-28
Note: See Using Constants in this chapter for more information on Constants. You can also perform date calculations using the TODAY constant and/or the Year, Month, and Day functions. Below are some sample date calculations: Years_with_company: Today Hire_Date
Select or type an argument value. Select a range. Available Formulas on page 7-27. 7-29
4 5 6
Select an operator (/, *, +, -). Define the type for the second argument. Select or type a value for the second argument. Optionally, you can also define a third argument using the same procedure as noted in the steps above.
Click OK.
Formula Options
The Options tab in the Formula dialog allows you to further define how a formula will be computed. The following formula options are available: Min: Specify the minimum value returned by the formula. Max: Specify the maximum value returned by the formula. Round: Specify whether uneven calculation results should be rounded Up or Down. Digits: Select the number of digits for the Round option. Ignore Selected Group: By Default, if a group is applied, boxes that are not included in the group are not included in the current calculation. The Ignore Selected Group option includes all boxes in a calculation regardless of the selected group. If you turn this checkbox on, you can create a group based on a formula. Exclude zero values: Select this option to exclude zero values from counts and products. Exclude empty fields: Select this option to exclude empty fields from counts and products. Assistants: Select whether the current formula includes assistants, excludes assistants or includes only assistants. An assistant is defined as any box with the assistant branch style. Duplicates: Specify whether the current formula includes duplicate records (dotted line reports), excludes duplicate records, or allocates duplicate records. For example, if you select the allocation option, a person included in a chart three times has a value of 0.333 when one of the corresponding boxes is included in a count.
Using Formulas
OrgPlus can total budgets, revenues, project hours, and more. You can compare results between positions, departments, and divisions. 7-30 Working with Charts: Advanced Charting
Calculations can be performed only on Number, Date, and Text fields. Number fields are used to enter discrete amounts, such as a salary or budget. Formula fields are calculated based on field values or chart properties (such as a count of subordinate boxes).
In this section
Recalculating Formulas Automatically Excluding Boxes from Formula Calculations page 7-31 page 7-31
Using Formulas
7-31
Complete your selections as follows: Exclude from Calculations: Select a set of fields to exclude from calculated functions. Exclude from Counts: Select this option to exclude a box from count functions.
Using Constants
OrgPlus allows you to define constants that you can use in formulas, conditional formats, groups, searches, reports and chart rules. Changing the value of a constant will update every element that references that constant. For example, you can define a conditional format that sets the color of a box based upon whether an employee was hired before or after a specific date. If you define a constant called cutoff date, and reference it in the conditional format, you can now easily visualize the impact of changing the value of the cutoff date.
7-32
In this section
Adding and Deleting Constants Referencing Constants page 7-33 page 7-34
To add a constant:
1 2 3 4 Select Define Constants from the Data menu. The Define Constants dialog is displayed. Click Add. A constant is added. Name the constant by entering a name into the Name column. Set the field type by selecting from the Type drop-down list for that constant. The following options are available: Text Date Number 5 Enter a value for the constant into the Value column.
Using Constants
7-33
To edit a constant:
1 2 3 4 Select Define Constants from the Data menu. The Define Constants dialog is displayed. Click in the Value column associated with a constant. Edit the value for that constant as needed. Note: You can rename a constant by clicking in the Name column or you can change the type using the Type drop-down.
To delete a constant:
1 2 3 Select Define Constants from the Data menu. The Define Constants dialog is displayed. Select a constant by clicking in the first column associated with that constant. Click Delete. A warning message is displayed asking you to confirm that you want to permanently delete the constant. Click Yes to delete or No to cancel the action. All references to constants will be replaced by the last value stored in the constant.
Referencing Constants
In order to reference a constant, use the syntax, [$<Constant Name>], when entering criteria for any comparison. For example, to reference a constant (called Retirement Age) in a conditional format you would enter the condition as follows:
7-34
The value of the Retirement Age constant could be varied as part of a what-if analysis exercise.
Using Constants
7-35
In this section
Inserting Sub-chart Breaks Labeling Sub-chart Breaks Removing Sub-chart Breaks Navigating Sub-charts Creating Sub-charts Using the Sub-chart Wizard Using the Sub-chart Panel 7-36 page 7-37 Page 7-37 Page 7-37 page 7-37 Page 7-38 page 7-39 Working with Charts: Advanced Charting
See Formatting Charts in Chapter 4 for details on defining labels for your sub-chart arrows.
Navigating Sub-charts
OrgPlus enables you to navigate sub-charts by clicking in the chart area or using the sub-charts panel.
Use the
Define your sub-charting options as follows: Create Sub-charts: Select one of the following criteria according to which subchart breaks should be created. Every: Creates a sub-chart break at every nth level in the chart. Using Field: Creates a sub-chart at each occurrence of the field. At Level: Creates a sub-chart break at the specified levels. (Separate level numbers by comma.) Condition: Defines a condition based on complex criteria. The Condition dialog is displayed.
Smart Sub-chart breaks: Specify the minimum number of boxes in a branch before a break is inserted. 7-38 Working with Charts: Advanced Charting
Name Sub-charts: Specify how each sub-chart page should be named. Select from: Default: All sub-charts are named based on the default: Sub-chart1, Sub-chart2, and so on. From Field: All sub-charts are based on the value of the specified field. The field value is extracted from a box when a sub-chart break is inserted.
Apply to: Specify whether the sub-chart rules are to be applied to the Entire Chart, the Active sub-chart, or the current Selection. 3 Click OK. The chart is sub-charted according to the selected options.
Note: By default, the Sub-chart panel is automatically displayed after creating sub-charts. Clear the View Sub-charts check box if you do not wish to display the Sub-chart panel.
7-39
The Sub-charts panel toolbar provides the following functions: Icon Name Check All Description Select all sub-charts.
Uncheck All Unselect all sub-charts. Create Sub- Display the Create Sub-charts dialog box. charts Send to Excel Export data from selected sub-chart(s) to an Excel spreadsheet.
Export Data Export data from selected sub-chart(s) using the Export Data dialog box. Reconnect Subchart(s) Print Subcharts OrgUnit Chart Remove sub-chart breaks from the selected sub-charts.
Create a chart of OrgUnits (or departments) from the hierarchy shown in the sub-charts panel.
To rename a sub-chart:
1 2 3 Make sure the sub-chart panel is displayed by selecting Sub-charts from the View menu. Double-click a sub-chart. Type in a sub-chart name and press <Enter>.
7-40
2 3
Define your OrgUnit Chart options as follows: Sub-chart levels: Specify the number of levels to include when creating the OrgUnit chart. Include Headcounts: Specify whether to include headcounts when creating the OrgUnit chart.
Click OK. An untitled OrgUnit Chart is created based on the selected options.
7-41
In this section
Creating New Charts Renaming or Deleting Charts Using Chart Tabs page 7-42 page 7-43 page 7-43
Define how you want the new chart to be created: Reporting: Indicate whether to keep the hierarchy synchronized with the current chart or whether to create a new hierarchy: Share and maintain the projects hierarchy across all charts: Copies the existing chart to a new chart. Changes to the hierarchy of the new chart are synchronized with the original chart. Do not share, maintain unique hierarchy in this chart: Select from the following options: Empty Chart: Creates an empty chart with a new hierarchy.
7-42
Entire Chart: Copies the existing chart to a new chart. Changes to the hierarchy of the new chart are NOT synchronized with the original chart. Reconnect all sub-charts: Remove all sub-chart breaks from the new chart. 3 Click OK. The new chart is created and a new chart tab is added at the bottom of the main window.
To rename a chart:
1 Right-click a chart tab and select Rename Chart from the pop-up menu to display the Rename Chart dialog box.
To delete a chart:
1 Do one of the following to delete a chart. Right-click the chart's tab and select Delete Chart from the pop-up menu. Select Delete Chart from the Edit menu. 2 In the confirmation dialog box, click Delete to delete the chart.
7-43
In this section
Grouping Boxes Demoting Boxes Spacing Chart Boxes Optimizing Chart Layout Positioning Charts Page 7-44 Page 7-45 page 7-44 page 7-46 page 7-47
Grouping Boxes
The group function is used to group one or more peers that report to the same manager.
Select the boxes that you wish to group (Use shift-click to select multiple boxes). All selected boxes must report to the same manager, Right-click on any of the selected boxes. Working with Charts: Advanced Charting
Select Actions | Group Right or Actions | Group Left to the boxes. Note: Any box that has been grouped can be ungrouped by right-clicking on that box and selecting Actions | Ungroup. Note: Boxes can also be grouped by selecting one or more boxes that share a common manager and then selecting a branch style for those boxes. Note: Boxes can also be grouped using a data driven approach, see Chart Rules on page 7-53 for more information.
Demoting Boxes
The demote function is used to drop any box down one or more levels in a chart.
Right-click on the box that you want to promote or demote. Select Actions | Demote Right or Actions | Demote Left to demote a box one level. Repeat to demote additional levels. Note: Any box that has been demoted can be promoted by right-clicking on that box and selecting Actions | Promote. Note: Boxes can also be demoted using a data driven approach, see Chart Rules on page 7-53 for more information.
7-45
Change the spacing as desired. Note: Click Restore Defaults to reset to the default spacing.
7-46
Positioning Charts
You can center your chart vertically and/or horizontally on the page or you can manually position your chart.
Multi-record Boxes
You can create boxes that contain more then one record. For example, you can display an entire sales staff in one box.
Note: See Using the Import Wizard in Chapter 9 for more information on creating Multi-record boxes from imported data.
Multi-record Boxes
7-47
Click the Show Sub-box Properties checkbox to edit the sub-box. The Subbox Properties works in the same fashion as the Box Properties dialog (See Formatting Boxes Chapter 4). Note: As you add or remove fields from a multi-record box, the layout defined for the sub-box will be repeated for each record in the multi-record box.
7 8
When you are done editing the sub-box, uncheck the Show Sub-box properties checkbox. Click OK to update.
Note: See Defining and Displaying Fields in Chapter 4 for more layout options. Note: You can reorder records within a multi-record box using drag and drop in the chart.
7-48
Conditional Formatting
Conditional formatting enables you to dynamically apply formatting to a sub-set of a chart that meets specific criteria. OrgPlus applies conditional formats from the first defined condition to the last defined condition. Note: When two or more conditions address the same format element, OrgPlus applies the last condition only.
In this section
Creating a Conditional Format Modifying Conditional Formats page 7-49 Page 7-52
To create a condition:
1 Select Conditional Formatting from the Format menu to display the Conditional Formatting dialog box..
Note: You can duplicate an existing conditional format using the Copy button. 2 Click Add to display the Define Conditional Formatting Properties dialog box.
Conditional Formatting
7-49
3 4
Enter the condition name in the Condition Name field. Define the criteria for the condition as follows: Define the first search criteria expression by selecting from the Field Name and Comparison drop-down lists. Then enter the comparison string in the Contents field. Define any additional search criteria in the second and subsequent lines by selecting the And/OR search condition for each line. Select Match Case to match only words that are capitalized the same way as the text in the Contents field. Select Match Whole Word to match only complete words that match the Contents field entries. Note: Use the Constants button to include any defined constants in the condition. See Using Constants on page 7-32 for more information on using constants.
Optionally, you can limit a conditional format to one or more levels in your chart as follows: Select the Limit to checkbox and select chart or sub-chart from the drop-down list to limit the conditional format to a level(s) within the entire chart or a level(s) within the current sub-chart. Define the level range(s) to which you want the conditional format limit to apply.
7-50
6 7
Click OK. The Conditional Formatting Rule is added to the list of rules in the Conditional Formatting dialog box. Select the condition and use the Format Box, Format Fields, or Format Connector buttons to define a format. Use the Clear Format button to reset formatting as needed. Note: The Use Selection button in the Box Properties dialog will copy the formatting information from the currently selected chart box. This can save time when setting up conditional formats.
Click OK. The format is applied to all boxes in all charts that meet the condition. Note: You can disable a condition by clearing that conditions check box.
Conditional Formatting
7-51
In this section
Editing Conditional Formats Deleting Conditional Formats Reordering Conditional Formats page 7-52 page 7-52 page 7-53
2 3 4
7-52
Chart Rules
You can define Chart Rules that enable you to change branch styles within a chart based on a condition and/or perform an action (group left, group right, demote left or demote right) based on a defined condition. Chart Rules can be applied at any time including after a data refresh. (See Chapter 10, Publishing your Chart.)
In this section
Creating Chart Rules Modifying Chart Rules page 7-53 Page 7-55
Chart Rules
7-53
2 3 4
Click Add. The Chart Rules dialog box Define Chart Rule tab is displayed. Enter the rule name in the Chart Rule Name field. Define the criteria for the rule as follows: Define the first search criteria expression by selecting from the Field Name and Comparison drop-down lists. Then enter the comparison string in the Contents field. Define any additional search criteria in the second and subsequent lines by selecting the And/OR search condition for each line. Select Match Case to match only words that are capitalized the same way as the text in the Contents field. Select Whole Word Only to match only complete words that match the Contents field entries. Note: Use the Constants button to include any defined constants in the condition. See Using Constants on page 7-32 for more information on using constants.
Optionally, you can limit a chart rule to one or more levels in your chart as follows: Select the Limit to checkbox and then select chart or sub-chart from the dropdown list to specify whether to limit the chart rule to a level(s) within the entire chart or a level(s) within the current sub-chart. Define the level range(s) to which you want the chart rule limit to apply.
7-54
6 7
Click OK. The chart rule is added to the list of rules in the Chart Rules dialog box. Select the chart rule and use the Chart Style or Action buttons to select a style or action to associate with the chart rule. Click Clear to reset the style and action. Note: By default, boxes are demoted one level if you associate a demote action with a chart rule. If needed, you can use the levels drop-down list in the Actions dialog to specify any number of levels to demote. Click OK. The style and/or action are applied to all boxes in all charts that meet the chart rule.
Note: You can disable a chart rule by clearing that chart rules check box.
In this section
Editing Chart Rules Deleting Chart Rules Reordering Chart Rules page 7-55 page 7-56 page 7-56
3 4
Click the Action or Style buttons to modify the format. Click Clear to reset the formatting. Click OK to close the Chart Rules dialog box.
7-56
The Title text box displays the hyperlink text you selected. The Link text box displays the URI or destination of the hyperlink. 2 3 4 Optionally, you can change the title of the link using the Title: text entry. This does not change the links destination. You can specify a URI in using the Link: text entry. The syntax for a URI is defined in the next section. Click OK.
7-57
URI Syntax
Create your off-page references using the following URI syntax: orgplus:[filename]?[chart=<chart name>]&[subchart=<sub-chart name>]&[field=<field value>] Orgplus: This tag is required to tell OrgPlus that the link is an off-page reference and not a typical hyperlink. The filename parameter identifies the OrgPlus file to which the URI refers. The value of this parameter can be a fully qualified file name (i.e. C:\charts\myChart.opx), a relative filename (i.e. myChart.opx), or omitted completely to search the current file. Use to identify the end of the file name and the beginning of the query parameters. This parameters specifies the chart (or tab) in the filename to search. If omitted, OrgPlus will search all charts in the project file. This parameter specifies the sub-chart to query. If omitted, OrgPlus will query all sub-charts in the project file. This parameter identifies specific field data to use in the query. Multiple fields can be added to a single URI using the & symbol to separate them.
[filename]
[chart=<chart name>]
[subchart=<sub-chart name>]
[field=<field value>]
Entering the following URI would create a hyperlink to the Ken Gorman record in the Sales sub-chart on the 2007 chart (tab) in the C:\myChart.opx file: orgplus:C:\myChart.opx?chart=2007&subchart=Sales&field=Ken Gorman
7-58
Note: Some characters cannot be used in your URI. The World Wide Web Consortium (W3C) has identified substitute for these characters using the percent encoded octet. This table provides the substitute codes for the most common restricted characters. For a complete list and detailed information, please refer to the W3C at: http://www.w3.org/.
7-59
7-60
Overview
OrgPlus includes a number of panels to help you navigate, search and analyze your organizational charts. These features are available only in OrgPlus Standard and Professional. The Reports panel enables you to create and view both static and dynamic reports based on your underlying chart data. The Directory panel provides a tabular list of information based on the underlying chart data. The Profile panel enables you to display additional information about a chart box without cluttering the chart. For example, an employee photo or pager number can be viewed without adding those fields to each box. The Tree panel provides an alternate way to view, reorganize, add, change, or delete chart records. The Search panel allows you to search charts for all records that meet a set of criteria. The search panel is useful for orphan management, succession planning, and data mining.
8-1
The Comments panel allows you to quickly view and edit all comments associated with a particular chart.
8-2
OrgPlus Panels
CHAPTER 8
The Reports panel has the following elements: Element Name Report Selector Display Options Description Select reports from the drop-down list.
Select the sub-set of the chart data to be used for building your report. See Creating Reports on page 8-3. Print the displayed report. Preview how the currently displayed report looks when printed. Change the page settings. Copy the report contents to the Clipboard.
Send Report to Export the current report to an Excel spreadsheet. Excel Manage Reports Edit Current Report Add, modify or delete reports.
Managing Reports
This section describes how to add, modify or delete reports.
Creating Reports
This section describes how to create new reports.
8-3
The Select Fields tab enables you to name the report and specify the fields to include. 2 In Report name: type the name of your report. The Available Fields list displays the fields available for your report. 3 Use the following elements to select the fields you want in your report:
8-4
OrgPlus Panels
CHAPTER 8
Function Add Field Add All Fields Remove Field Remove All Fields
Description Include the selected available field Include all available fields in the report. Remove selected field from the report. Remove all fields from the report.
Optionally, you can include a relationship field in your reports. The relationship field displays the relationship with respect to the selected box. To include the relationship add the field labeled <Relationship> to your reports. Relationship values include: Level <N> Manager <N> corresponds to the level of the selected boxs supervisor. N=1 for the direct supervisor. Self Value corresponding to the selected box Peer Value corresponds to all boxes that share a common manager with the selected box. Level <N> Subordinate - <N> corresponds to the level of the selected boxs subordinates. N=1 for the direct subordinates.
Click the Grouping tab. The Grouping tab enables you to group report records based on a chart field. For example, you can create a salary report that groups employees by department (in this example, by organizational unit), and then employee type.
8-5
Use the following elements to define groupings for a report: Name Add Group Description Create a grouping based on the selected field.
Remove Group Remove the selected grouping. Up Group Down Group Include Count 7 Move the selected grouping up. Move the selected grouping down. Display a count of the number of records in a grouping.
Click the Sorting tab. Sorting enables you to define the sorting order of the rows displayed in your report.
8-6
OrgPlus Panels
CHAPTER 8
Use the Following elements to define the sorting of your report rows: Name > < Sort Order Description Add the selected available field to the sort list. Remove the selected field from the sort list. For each field included in the sort list, you can specify whether to sort using Ascending or Descending order. The or symbol next to each selected field name indicates the sort order to be used when the report is generated. Note: You must add the fields from the Available Fields area into the Sort by fields area, then place then in the order in which you want them sorted.
8-7
The Criteria tab enables you to define a subset of chart records to include in a report. For example, you may want to report only employees with salaries greater than 50,000. The Report Summary tab is shown only if at least one number or formula field is defined. You can include the SUM, AVERAGE, MINIMUM and/or MAXIMUM value for any defined number or formula field as part of your report. The Format tab enables you to define the format for each element in the report.
8-8
OrgPlus Panels
CHAPTER 8
The left panel lists the hierarchy within the report according to your Grouping and Summary selections. The branches prefixed with a indicate the categories of elements. Each element within a category can be formatted separately. 10 Format the report elements listed in the left panel: Select an element and click Format. The Properties dialog appears. Define the formatting properties for the report element.
Note: The Properties dialog for formatting report elements is essentially the same as any Windows formatting dialog. 11 In the Grid Properties area, select the formatting options for the report: Show Grid: Includes row and column line separators in the report. Odd row fill color: Select the background fill color of odd record rows from the drop-down list. Even fill color: Select the background fill color of even record rows from the drop-down list.
The Range tab enables you to define the range of boxes that will be included in a dynamic report. By default dynamic reports include the selected box and all direct and indirect subordinates (within the current chart or sub-chart).
8-9
12 Do the following to define the range of your report: Use the Top radio button group to define the topmost box to be included in a report. The topmost box is defined with respect to the selected box. Use the Bottom radio button group to define the how many levels of the hierarchy to include in the report. Use the Include Peers checkbox to include the selected boxs peers.
13 Click OK. Note: If the Manage Reports dialog box is displayed, click Close. The report is displayed in the Reports panel.
Editing Reports
This section describes how to modify reports.
8-10
OrgPlus Panels
CHAPTER 8
2 3
Select a report and click Edit. The Report dialog box is displayed. Modify the report as desired. Click Close to close the dialog box. Note: You can reorder how reports are displayed in the Manage Reports dialog box using the Move Up and Move Down buttons.
Copying Reports
You can copy a report. Copying a report, then editing the copy is an easy way to create a new report.
To copy a report:
1 2 With the Report panel open, click the Manage Reports button Manage Reports dialog box is displayed. Select a report and click Copy. . The
Deleting Reports
You can delete a report that is no longer required.
To delete reports:
1 2 3 With the Reports panel open, click the Manage Reports button Manage Reports dialog box is displayed. Select a report and click Delete. Click Close to close the dialog box. . The
Displaying Reports
This section describes how reports are displayed in the Reports panel.
To display a report:
In the Reports panel, select the desired report from the Reports drop-down list. The selected report is displayed in the Reports panel.
8-11
When generating a report, you can choose the sub-set of data to be used by clicking on the Display Options drop-down list available: . The following display options are
Option Dynamic
Description Generate a report based on the currently selected chart box and its descendants.
Selection Only Generate a report based on only the selected chart boxes. Entire Chart All Records Generate a report based on the entire chart. Generate a report based on the chart and all unassigned records (orphans). For Dynamic reports only. Limit the contents of the report to the displayed sub-chart; does not include descendant subcharts.
Limit to subchart
In this section
Using the Directory Panel Managing Directories Displaying Directories Other Directory Functions page 8-13 page 8-15 page 8-18 page 8-18
8-12
OrgPlus Panels
CHAPTER 8
8-13
The Directory panel has the following elements: Element Name Directory Selector Display Options Description Select a directory from the drop-down list.
Select sub-set of the chart data to be used for building your directory. See Creating Directories on page 8-15. Print the displayed directory.
Print Directory Print Preview Copy Directory Send Directory to Excel Manage Directories Edit Current Directory New Record Delete Record(s)
Preview how the currently displayed directory looks when printed. Copy the directory contents to the Clipboard.
8-14
OrgPlus Panels
CHAPTER 8
Managing Directories
This section describes how to add, modify or delete directories.
In this section
Creating Directories Editing Directories Deleting Directories page 8-15 page 8-17 page 8-17
Creating Directories
This section describes how to create new directories. Any field that is not a picture or formula can be included in the directory.
8-15
3 4
Enter the directory name in the Directory name field. Use following functions to define the contents and format of the directory. Remove fields that you do not want displayed in the directory by selecting a field in the Selected Fields area and clicking Remove. Add fields to the directory by selecting a field in the Available Fields area and clicking Add. Arrange the fields in the Selected Fields area in the order in which they should appear in the directory using the Move Up or Move Down buttons. To change a label name, click on the label (Name, Title, and so on) and update the name as necessary. For each of the fields in a directory you can set the format by clicking on the Format button. In the Grid Properties area, you can change the following formatting options: Show Grid: Show row and column line separators in the directory. Odd/Even row fill color: Select the background fill color of odd/even directory rows from the drop-down list. Working with Directories
8-16
OrgPlus Panels
CHAPTER 8
5 6
Click OK. The directory is created. If the Manage Directories dialog box is displayed, click Close. The directory is displayed in the Directory panel.
Editing Directories
This section describes how to modify directories.
Select a directory and click Edit. The Directory dialog box is displayed. Modify the directory as desired. Click Close to close the dialog box. Note: You can reorder how directories are displayed in the Manage Directories dialog box using the Move Up and Move Down buttons.
Deleting Directories
You can delete a directory that is no longer required.
To delete directories:
1 2 3 With the Directory panel open, click the Manage Directories button Manage Directories dialog box is displayed. Select the required directory and click Delete. Click Close to close the dialog box. . The
8-17
Displaying Directories
This section describes how directories are displayed in the Directory panel.
To display a directory:
In the Directory panel, select the desired directory from the Directories drop-down list. The selected report is displayed in the Directory panel.
When generating a directory, you can choose the sub-set of data to be used by clicking on the Display Options drop-down list are available: Option Dynamic Description Generate a directory based on the currently selected chart box and its descendants. . The following display options
Selection Only Generate a directory based on only the selected chart boxes. Orphans Display a directory that contains only unassigned record (records that are not included in the chart.) Generate a directory based on the entire chart. Generate a directory based on the chart and all unassigned records (orphans). For Dynamic directories only. Limit the contents of the directory to the displayed sub-chart; does not include descendant sub-charts.
Limit to sub-chart
In this section
Editing Data Using Directories Emailing from Directories Adding and Deleting Records page 8-19 page 8-19 page 8-20
8-18
OrgPlus Panels
CHAPTER 8
Note: When you double-click the icon to the left of a directory line, the box corresponding to that record is selected.
To send an email:
1 2 With the Directory panel open, choose a directory from the Directory dropdown list. Click the email address shown in any record.
Outlook or your default email client is automatically opened with a new message addressed to the recipient selected in your directory.
8-19
Note: You can click on the Orphan icon in any row and then drag it over any box in your chart. When you release the mouse button, a subordinate is added to the box. Note: When you delete a box from the chart you can use the type <Ctrl>-Delete to add the box to the orphan list.
8-20
OrgPlus Panels
CHAPTER 8
Profiles provide information about one selected box at a time. Profiles can include hyperlinks to documents and email addresses. Profiles can be associated with Hotspots (See Modifying Box Layout in Chapter 4, Working with Charts: Basic Charting). When you move the cursor over a hotspot OrgPlus dynamically displays the profile associated with that box.
In this section
Using the Profile Panel Managing Profiles Displaying Profiles page 8-21 page 8-22 page 8-30
8-21
The Profile panel has the following elements: Element Name Profile Selector Print Profile Print Preview Description Choose the profile to display. Print the displayed profile. Preview how the currently displayed profile looks when printed. Copy the profile contents to the Clipboard. Export the current profile to an Excel spreadsheet. Add, modify or delete profiles. Modify the displayed profile. Navigate to the previous record. Navigate to the next record.
8-22
OrgPlus Panels
CHAPTER 8
Managing Profiles
This section explains how to add, modify and delete profiles.
In this section
Creating Standard Profiles Creating Composite Profiles Creating HTML Profiles Editing Profiles Copying Profiles Deleting Profiles page 8-23 page 8-26 page 8-26 Page 8-29 Page 8-29 Page 8-29
8-23
Use the following elements in Profile Settings dialog to create your profile: Profile Name Profile Type Enter a name for the profile. Select a radio button to specify the type of profile you want to create: Standard, Composite, or HTML. Each of these profile types is described in this chapter. Available Fields For Composite profile settings, see Creating Composite Profiles section in this chapter. For HTML profile settings see Creating HTML Profiles section in this chapter.
This area lists the fields available to be included in the profile. This area lists the fields selected to be included in the profile. To change a label name, click the label and change it as necessary. You can reset a label to its original text by rightclicking it and selecting Use Original Label from the context menu.
Selected Fields
Add>>
Select any available field and click this button to add the field to the selected fields list. Optionally, you can add a free text field to your profile by selecting the field labeled Text. Once added, you can edit both the Label and Field values associated with the Text field.
<<Remove
Click any selected field and click this button to remove it from the selected fields list. Click this button to add all available fields to the selected fields list. Click this button to remove all selected fields. To move a field up in the selected fields list, click this button. To move a field down in the selected fields list, click this button. Select one or more fields and click this button to set font and alignment properties. You can also add icons before or after a field value to bring attention to a field.
Add All>>
Format
8-24
OrgPlus Panels
CHAPTER 8
Conditions
To display the Conditional Formatting dialog box where you can specify conditions to control how fields are displayed in the profile. See Conditional Formats section in this chapter for more information. Use this button to define additional properties (such as border color) if this profile is to be used as of a hotspot. This button displays the Advanced Profile Settings dialog box where you can select: Show Grid to include row and column line separators. Exclude from profile selector to exclude this profile from the profile panel. This is useful for profiles that are used as hotspots or included in composite profiles. Display profile for top box if no selection to display the profile for the top box when no box is selected.
Hotspots
Advanced
Fill Color
Select the background fill color for the profile from the dropdown list. You can specify different colors for odd and even rows. You can show a field value without a label by selecting the label of the field and clicking the Merge Columns checkbox. For example you can show the employee name without the label Name.
Merge Columns
8-25
Click OK. Note: If the Manage Profiles dialog box is displayed, click Close. A blank profile is displayed in the Profile panel until you select a box in the chart.
Conditional Formats
Using the Condition button you can define a set of conditions. If the defined criteria are met for a given record, fields within the profile are then reformatted in accordance with the conditional format. The example below shows how you can bring attention to high and low performers within your organization.
8-26
OrgPlus Panels
CHAPTER 8
8-27
3 4 5
Select the Format button to set border properties for each profile. Click the Layout button to specify the layout of profiles within the composite profile. Optionally, you can conditionally include any selected tab or profile based on a set of criteria. Use the Conditions button to specify the inclusion criteria for any profile. Note: A single composite profile can be used to display different sets of information based on the selected box. For example, one set of tabs can be shown for managers and another for individual contributors.
2 3
Enter the profile name. In the HTML template text box, type the filename and location of an HTML profile. Or
8-28
OrgPlus Panels
CHAPTER 8
Click Browse to locate an HTML template. Or Click Create Default HTML profile to define where the default template is saved. Note: It is preferable that this HTML file is online so that when you distribute your OrgPlus file, your recipients will be able to view the profile as well. 4 Click OK to create the profile.
The following is a basic HTML profile that displays the selected users name and title: <HTML> <BODY> Name:[@Name@]<BR> Title:[@Title@] </BODY> </HTML>
Editing Profiles
You can modify profile settings by clicking the Edit button in the Manage Profiles dialog box. OrgPlus displays the Profile Settings dialog box. See Working with Profiles in this chapter for detailed information.
Copying Profiles
You can copy a profile. Copying a profile, then editing the copy is an easy way to create a new profile. Use the Copy button in the Manage Profiles dialog to duplicate profiles.
Deleting Profiles
You can delete a profile that is no longer required.
To delete profiles:
1 With the Profile panel open, click the Manage Profiles button the Manage Profiles dialog box. to display 8-29
2 3
Select the required profile and click Delete. Click Close to close the dialog box.
Displaying Profiles
This section describes how profiles are displayed in the Profile panel.
8-30
OrgPlus Panels
CHAPTER 8
8-31
The Tree panel has the following elements: Element Name Print Tree Print Preview Description Print the displayed tree. Preview how the currently displayed tree will look when printed. Export the current tree to an Excel spreadsheet. Add a position following the selected position. Delete the currently selected position. Move the selected record up with respect to its peers. Move the selected record down with respect its peers. Modify the Tree properties.
Move down
8-32
OrgPlus Panels
CHAPTER 8
2 3 4 5 6
Add fields to the tree view by selecting them in Available Fields and clicking the Add >> button. Remove fields from the tree view by selecting them in the Selected Fields and clicking the < <Remove button. Use the Move Up and Move Down buttons to adjust the positions of the Selected Fields. Use the Format button to change the formatting of a Label or Field. Click OK when finished. Note: To change a label name, click on the label (Name, Title, and so on) and update the name as necessary. You can reset the label to the original text by right-clicking on a label and selecting the Use Original Label menu item.
8-33
Searching Charts
The search panel allows you to search charts for all records that meet a set of criteria. This section describes how to work with the Search panel.
Copy Search Results Send Search Results to Excel Modify Search Panel
8-34
Searching Charts
OrgPlus Panels
CHAPTER 8
Move fields that you want to include in the search results from the Available Fields area to the Selected Fields area by selecting each field and clicking Add >>, or by clicking Add All >> to add all fields. Use Remove and Remove All to remove fields. Arrange the fields in the Selected Fields area in the order in which they should appear in the search results by using the Move Up or Move Down buttons. To change a label name, click on the label (Name, Title, and so on) and update the name as necessary. You can reset the label to the original text by right-clicking on a label and selecting the Use Original Label menu item. 8-35
Searching Charts
For each of the fields listed in the Selected Fields area, you can set the format by clicking on the Format button (You can also right-click any field and select Format menu item). In the Grid Properties area, define the formatting for the profile as follows: Show Grid: Includes row and column line separators in the profile. Fill Color: Select the background fill color for the search results from the drop-down list. You can specify different colors for even and odd rows.
Click OK.
All Orphans
8-36
Searching Charts
OrgPlus Panels
CHAPTER 8
Note: Clicking the icon for any record will display and select the corresponding record in the active chart.
Searching Charts
8-37
Orphan Management
The search panel can be used to place unassigned records (orphans) into a chart. This is useful if your imported data contains no hierarchy information for one or more records. For example, importing the following data: ID 1 2 3 4 5 6 10 11 1 1 1 1 1 14 10 ReportsTo Name Lynn Brewer Larry Stevens Claire Chancellor Fred Barnes Gary Truman Martin Sawyer Mary Wilson Joan Levinson Title CEO VP Sales VP Engineering VP Marketing Director Operations Director Finance Marketing Director Marketing Director
With the following unassigned records: ID 10 11 ReportsTo 14 10 Name Mary Wilson Joan Levinson Record Type Orphan w/o Mgr Orphan w/ Mgr
Even though Joan Levinson has a valid manager (Mary Wilson), Joan cannot be included in the chart because her manager, Mary, cannot be included in the chart. If Mary is assigned to a manager in the chart, Joan can be automatically included in the chart.
Assigning Orphans:
1 2 With the Search panel open, select Orphans w/o Mgr from the Search dropdown list. Click Search. A list of all unassigned records without a valid manager is returned. You can also search for all orphan records (All Orphans) or all orphans with valid managers (Orphans w/ Mgr) by selecting the associated option in the Search drop-down list. Searching Charts
8-38
OrgPlus Panels
CHAPTER 8
3 4
Click Search. A list of a search results are returned. icon you can drag and drop records in your chart using one of the Using the following options: Drag over any box in your chart to move the selected item to a new supervisor. Ctrl-Drag over any box in your chart to create a copy of the selection. Drag into the sub-chart panel to move the selected box to report to the top of the selected sub-chart. Ctrl-Drag into the sub-chart panel to add a subordinate box to the top position of the selected sub-chart.
Note: Click the Sub-chart Panel link to display the sub-chart panel so that you can easily drag records into sub-chart charts.
Searching Charts
8-39
Copy Comments Send Comments to Excel Insert Comment Delete Comment Previous Comment Next Comment
8-40
Overview
Charts can be built based on data imported from an external data source. This chapter describes how to import data to create a chart.
Multiple OrgPlus charts can also be combined into a single chart using the consolidation feature.
9-1
The import and consolidation features are available only in OrgPlus Professional. In addition, this chapter describes how to export chart data to Excel and other file formats.
Importing Data
Using the OrgPlus Import Wizard you can import data from following data sources: Any ODBC (Open Database Connectivity) compliant database Any OLE DB compliant database Oracle SQL Server LDAP (Lightweight Directory Access Protocol)/Active Directory Text file Excel Spreadsheet OrgLite XML file SAP HR-OCI (SAP HR Organizational Charting Interface)
In this section
Source Data Requirements Using the Data Connection Wizard page 9-2 page 9-11
In this section
Required Fields Creating Charts from Files Including Advanced Data Fields page 9-2 Page 9-3 page 9-4
Required Fields
Data sources must contain a Position field and a Reports To field. OrgPlus cannot build a hierarchical chart unless these fields are available during the import process. 9-2 Position field Importing Data
Each record must have a Position field. Usually a numeric ID such as a position code or employee ID is used for the Position field. An email address can also be used. Using an employee name is not recommended as names are not unique. Reports To field In order to determine the reporting relationship (such as, who reports to whom), each record must contain a Reports To field. The Reports To field enables OrgPlus to build a hierarchical chart. Note: OrgPlus can also handle data that contains a hierarchy that cannot be processed using only the Reports To and Position fields. See Complex Hierarchies on page 9-36 for more information.
You can, in addition, enclose each field value within text delimiters. For example, if you separate fields with spaces, you need to enclose field values within another delimiter if the field values themselves contain spaces. Field values can be enclosed in double quotes, as in the following example: 2" "1" "Lynn Brewer" "Chief Financial Officer"
Importing Data
9-3
If you want to use one of your text delimiters as a literal character, precede it with an escape character. For example, if a field value contains a double-quotation mark, place a backslash (\) in front of it so that OrgPlus knows it is a literal quote character and not the delimiter for a field.
6 7
Each record must contain a Position field and a Reports To field. Otherwise, the import wizard cannot determine the relationship between records. You can create a header row that tells OrgPlus the names of the fields in the Text or Excel file. If you create a header row, it must be the first row in the file. Instead of field values, the fields in this row contain the names of the fields themselves, for example: employee name, position, reports to, and title.
The following sections describe the available advanced data fields: IsAssistant BreakAt CollapseAt BranchStyle Sequence 9-4 page 9-5 page 9-5 page 9-5 page 9-6 Page 9-7 Importing Data
IsAssistant
If the IsAssistant field is included in an import file, OrgPlus can automatically format assistants in your chart. Setting IsAssistant to 1 for a record makes the corresponding box an assistant. For example, if the IsAssistant field for Corinne Speer is set to 1 in the import file, the resulting chart is formatted as follows:
Note: You can specify an assistant branch style in the IsAssistant column (refer to the table in the BranchStyle section below).
BreakAt
If the BreakAt field is included in an import file, OrgPlus automatically inserts a subchart break for the corresponding record. Setting BreakAt to 0 does not insert a sub-chart break. Setting BreakAt to 1 inserts a sub-chart break. Setting BreakAt to a text string (such as, Marketing) inserts a sub-chart break and names the sub-chart based on the text.
CollapseAt
If the CollapseAt field is included in an import file, OrgPlus automatically collapses or expands the branch associated with each box. Setting CollapseAt to 1 collapses a branch.
Importing Data
9-5
BranchStyle
Using the BranchStyle advanced data field applies the branch style you specify to all subordinates of the selected record. By default, charts created using the Import Wizard select chart styles that minimize the total number of pages and optimize the distribution of boxes on each page. The following branch styles are available: Branch Style Name TreeStyle Branch Style Name ListStyle
TreeLeftStyle
LeftListStyle
TreeRightStyle
BoxListStyle
TreeStaggerStyle
BoxListLeftStyle
TreeStaggerLeftStyle
BoxListRightStyle
TreeStaggerRightStyle
SuperiorBoxListStyle
TwoColumnStyle
Assistant1Style
TwoColumnTreeStyle
Assistant2Style
FourColumnStyle
Assistant3Style
FourColumnTreeStyle
Assistant4Style
OneColumnStyle
Assistant5Style
9-6
Importing Data
Branch Style
Name OneColumnLeftStyle
Branch Style
Name Assistant6Style
OneColumnCenterStyle
Assistant7Style
OneColumnLeftCenterStyle
Assistant8Style
OneColumnEdgeLeft
OneColumnEdgeRight
MultiColumnLine
CoManagerStyle
MultiColumnPair
Sequence
The Sequence field allows you to control the order in which subordinate boxes are arranged under a manager. Boxes are sequenced from left to right and then top to bottom. For example, importing the following data ID 1 2 3 4 1 1 1 ReportsTo Name Lynn Brewer Larry Stevens Claire Chancellor Fred Barnes Title CEO VP Sales VP Engineering VP Marketing Sequence 0 3 2 1
Notice that Larry Stevens, assigned sequence number 3, is third from the left.
Importing Data
9-7
The Sequence field can also be used to sequence subordinates in multiple rows and columns beneath a manager. To achieve this, enter row number and sequence number separated by a : for each import record. For example, importing the following data ID 1 2 3 4 5 6 1 1 1 1 1 ReportsTo Name Lynn Brewer Larry Stevens Claire Chancellor Fred Barnes Gary Truman Martin Sawyer Title CEO VP Sales VP Engineering VP Marketing Director Operations Director Finance Sequence 0 1:1 1:2 1:3 2:1 2:2
Exclude
The Exclude field allows you to determine how each box in your chart is handled with respect to calculations. Setting Exclude to 0 includes a box in all counts and calculations. Setting Exclude to 1 excludes a box from all counts and calculations. Setting Exclude to 2 excludes a box from all counts. Setting Exclude to 3 excludes a box from all calculations.
9-8
Importing Data
Format
The Format field allows you to specify the format for any given box. The example below contains a subset of available options. See the OrgPlus Knowledge Base at www.orgplus.com/support for more information on the Format advanced data field. ID 1 2 1 ReportsTo Name Lynn Brewer Larry Stevens Claire Chancellor Fred Barnes Title CEO VP Sales Format fields_show=Name, Title, font=Verdana,12, blue fields_show=Name,, font=Verdana, 9, box=round_rect fields_show=Name,, font=Verdana, 9, box=round_rect fields_show=Name,, font=Verdana, 9, box=round_rect
VP Engineering
VP Marketing
Special
The Special field allows you to specify chart formatting parameters such as chart title and chart background color. See the OrgPlus Knowledge Base at www.orgplus.com/support for more information on the Special field. ID ReportsTo Name Title Special title=My Corp chart_fill=solidfill, green 1 2 3 1 1 Lynn Brewer Larry Stevens Claire Chancellor CEO VP Sales VP Engineering Format font= Verdana , 24
Importing Data
9-9
The Special field can also be used to ignore any row from the import data source. For example, as shown below, an Excel file containing a summary row. ID 1 2 3 1 1 ReportsTo Name Lynn Brewer Larry Stevens Claire Chancellor Title CEO VP Sales VP Engineering Total Salary 125,000 75,000 100,000 300,000 Ignore Special
AuxReportsTo
The AuxReportsTo field allows you to specify one or more auxiliary reporting relationship within your chart. Importing the following data: ID 1 2 3 4 5 6 1 1 1 2 3 4 ReportsTo AuxReportsTo Name Lynn Brewer Larry Stevens Claire Chancellor Fred Barnes Gary Truman Martin Sawyer Title CEO VP Sales VP Engineering VP Marketing Director Sales/Marketing Director Engineering
9-10
Importing Data
Note: Multiple auxiliary reporting relationships for a single record must be separated by semi-colons.
Importing Data
9-11
2 3
Click New Source. Select one of the following data sources and click Next. ODBC DSN OLE DB Oracle SQL Server SAP (HR-OCI)
2 3
Note: More detailed information on OLEDB is available in the OrgPlus Support Center (www.orgplus.com/support).
Select whether you want to browse for a database and table/view or whether you want to specify a database and table/view. If your login account has access to a large number of databases or tables/views downloading a complete catalog to browse may be time consuming. Click Next.
Note: The SAP HR-OCI connection is an add-on module to OrgPlus Professional. More detailed information on SAP HR-OCI is available in the OrgPlus Support Center (www.orgplus.com/support).
Importing Data
9-13
9-14
Importing Data
The Result dialog box displays data from the selected table/view. If the data is incorrect or an error occurs connecting to your data source, click Cancel and repeat the process making sure you select the correct table/view and that all parameters are entered correctly.
If required, use the Browse button to change the name or the path that will be used to save the Data Connection file. Note: If you are planning to use automation to refresh your data, make sure to select the Save password in file checkbox. If not selected, you are prompted to supply the password each time you connect to the database. 3 Click Finish to save the Data Connection file. You are returned to the Select Data Source dialog.
Importing Data
9-15
Note: Depending on the file type selected you may be prompted to login to the data source.
9-16
Importing Data
Note: Selecting the Use first data row to determine field types checkbox may increase import performance for larger data sets. 4 Importing Data Click Next. The Import Wizard - Data Settings dialog box is displayed. 9-17
5 6
Verify that the data, as displayed in the dialog box's Imported Data section, has been properly delimited according to your definitions and is ready for import. Click Next to continue. The Import Wizard - Data Settings dialog box is displayed.
All fields from the source can be imported. The Source Field drop-down list includes all the fields defined in the source file.
Importing Data
If the Field Type selection is Text or Number, you can further define the field type using the Field Category drop-down list. Select Hyperlinked if the field contains a hyperlink (such as an email address or a URL).
Note: Managing Duplicate records is discussed in Duplicates on page 9-25; and sorting is discussed in Sort Criteria for Subordinate Boxes on page 9-29.
9-20
Importing Data
Click Fix After Import if you want to fix the hierarchy (using the Search panel) after the import process is complete. See Orphan Management in Chapter 8, for more information on managing orphan records. This option is the recommended method if there are more many unmapped records in your data source. Click Use Hierarchy Mapper if you want to manually assign orphans to managers. This method is best for correcting a few unmapped records. Click this button to display the Hierarchy Mapper dialog box. For more information, see Using the Hierarchy Mapper on page 9-22. Click Ignore if you do not want to assign orphans to managers. You can view and map orphan records using the Search panel. See Orphan Management in Chapter 8, for more information on managing orphan records. 9-21
Importing Data
If your chart has at least four levels you will prompted to sub-chart. For more information about sub-charts, refer to the section, Sub-charts, in Chapter 7, Working with Charts: Advanced Function. Click Yes if you want to sub-chart the imported chart. Click No if you do not want to sub-chart. You can add sub-chart breaks later if needed.
The Unassigned Positions panel on the left lists all the orphans. All the assigned positions are shown in the right panel.
9-22
Importing Data
3 4
Note: Optionally you can change which fields are displayed in the hierarchy mapper by clicking on the Show Fields button. This is helpful if the Name field does not provide enough information to map the orphans. For example, in the following example both Name and Title are shown.
Importing Data
9-23
2 3
You can determine which fields are shown in the Hierarchy Mapper by moving fields between the Allowable panel the Show panel using the > and < buttons. Click OK when finished.
9-24
Importing Data
Advanced Import
In this section, some of the more sophisticated import features are discussed.
In this section:
Duplicates Merge Fields Sort Criteria for Subordinate Boxes Show Fields Combining Multiple Records Grouping Peers Top of Chart Filtering Data Complex Hierarchies Using LDAP Page 9-25 Page 9-27 Page 9-29 Page 9-29 Page 9-30 Page 9-32 Page 9-33 Page 9-34 Page 9-36 Page 9-40
Duplicates
Your organizational charts may contain people who report to more than one manager. People who report to more than one manager typically have a dotted line reporting relationship to their secondary managers. Boxes that contain an employee who appears more than once in an organizational chart are displayed as follows:
Advanced Import
9-25
Note: Any person that appears more than once in your organizational chart has a icon in lower right corner of their box. Click this icon to navigate to the next occurrence of that person.
2 3 4
Click the Identify duplicate records checkbox. Select a field to be used as a Key for identifying duplicate records. Specify whether you want to automatically update your duplicate records when refreshing data. Automatically Update will automatically update the icon in chart boxes when manual edits are made to a chart. We recommend that you do not select this option. Specify whether you want to show alternate managers for your duplicate records. Selecting the Show alternate managers checkbox displays alternate manager for each duplicate employee record: As callout displays a callout containing the alternate managers.
9-26
Advanced Import
If you select the Show alternate managers option, you can specify one or two fields of to be shown for each alternate manager: Show Field 1: Use this drop-down list to select the first field to display for each alternate manager. Show Field 2: Use this drop-down list to select the second field to display for each alternate manager.
Click OK.
In the following example, Martin Smith acts both as the VP of Finance and as the Acting VP of Marketing. Selecting ID as the Key field allows OrgPlus to identify that Martin Smith is the same person. Position 1 2 3 4 5 6 1 1 1 1 1 ReportsTo Name Lynn Brewer Larry Stevens Claire Chancellor Gary Truman Martin Smith Martin Smith Title CEO VP Sales VP Engineering VP Operations VP Finance Acting VP Marketing ID 5011 5022 1 5023 5024 5040 5040 1 1 0 Primary 1 1
Note: Conditional formatting can be used to format boxes for any secondary reporting relationships. In the above example, creating a conditional format using the Primary field allows you to conditionally format the second occurrence of Martin Smith.
Merge Fields
You can import fields from the data source in a combined form. For example, if the source includes the fields Last Name and First Name, you may want to import these as a single Name field.
Advanced Import
9-27
The From area displays the fields that are eligible for merging. 2 3 4 Select the fields you want to merge in the From area and use the move the them to the To area. button to
Define a new column for the merged field by typing it the New Column Name text box. Specify whether you want to include or exclude the individual fields after the merge. By default the Exclude Old Columns checkbox is selected. If you want to retain the individual fields after the merge, uncheck this checkbox. Click the Merge button to confirm your decision, or click the Reset All button to undo your changes. Click OK.
5 6
9-28
Advanced Import
2 3
Use the Sort by and Then by drop-down lists to select up to three sorting levels. For each level, select either the Ascending or Descending radio button. Click OK.
Show Fields
You can specify which fields appear in the Verify Hierarchy tree display.
Advanced Import
9-29
2 3
Use the add and remove displayed in the hierarchy tree. Click OK when finished.
Combining all sales associates would yield: this chart rather than this.
2 3 4
Select the Combine Records checkbox. Use the Combine using: selector to select a field (For example, the ReportsTo field in the example above). Select the Only combine boxes with no subordinates checkbox to limit creation of multi-record boxes to the bottom level of your organizational chart. If you select this option, you can also set the Include subordinates with no peers checkbox to create multi-record boxes that contain only one record. 9-31
Advanced Import
5 6 7
Optionally, you can use the Criteria tab to restrict multi-record box creation to include only boxes that meet specific criteria (i.e. Title = Sales Associate). Click OK to exit the Combine dialog box. Click OK.
Note: To manually create multiple record boxes see Multi-record Boxes in Chapter 7, Working with Charts: Advanced Functions. Note: Another approach to combining records is to use a shared Position ID field value to combine records. An example is shown below: PositionID 1 5 5 5 5 1 1 1 1 ReportsTo Name Larry Stevens Claire Chancellor Bill London Joanne Banks Patrick Gaines Title Manager Sales Sales Associate I Sales Associate II Sales Associate II Sales Associate I
Grouping Peers
When importing data, you may want to group peer records. This can be done manually after import or during the import process by grouping peer records. For example, importing the following data: ID 1 2 3 4 5 1 1 1 1 ReportsTo Name Larry Stevens Claire Chancellor Bill London Joanne Banks Patrick Gaines Title Manager Sales Sales Associate Sales Associate Engineer Engineer
9-32
Advanced Import
2 3 4
Select the Group Peers checkbox. Use the Group using: drop-down menu to select a field (For example, the Function field in the example above). Select the Only group boxes with no subordinates checkbox to limit the grouping of peer boxes to the bottom level of your organizational chart. If you select this option, you can also set the Group Boxes with no peers checkbox to group all boxes without peers. Optionally, you can use the Criteria tab to restrict grouping to include only boxes that meet specific criteria (i.e. Title = Sales Associate). Click OK to exit the Group dialog box.
5 6
Top of Chart
By default OrgPlus displays the Largest Branch (chart) that can be created from a data source. You can change which branch is used to build a chart. You can also create a chart with multiple top positions. 1 Click the Top of Chart button in the Import Wizard Verify Hierarchy dialog box to display the Top of Chart dialog
Advanced Import
9-33
You can choose which record(s) will be designated as the top position in the chart by either specifying a Position or Reports to value. This is useful in the following cases: Multiple boxes at the top: To designate more than one box at the top of chart make sure that each box must has the same reports to value. Circular Reference at the top: The top boxes report to each other. Display orphans at the top: All orphan records must have the same reports to value.
Note: You can enter multiple values separated by commas. 2 Click OK.
Filtering Data
The Filter Data dialog box enables you to limit the information that is charted from the source. You can use this feature to extract the hierarchy of a specific department, division or sub-division of a large organization.
9-34
Advanced Import
Define the filter options as follows: Choose top position: Enables you to define the top level in the chart tree that you want to import. By default Chart is selected in the Top Position drop-down list. If you choose a manager, only that managers branch is imported. Choose number of levels: Having chosen the Top Position, you can now define how many levels below that top position must be filtered. Filter Levels from: Select the name of the first person in the filter level from the drop-down list. Show Levels: By default the drop-down list shows the maximum number of levels below the Top Position that you can filter. Select any other level from the drop-down list.
Note: Optionally, you can change the fields that are displayed in the Filter Data dialog box by clicking the Show Fields button.
Advanced Import
9-35
Complex Hierarchies
OrgPlus can handle data with a hierarchy that cannot be processed using only the ReportsTo and Position fields. For example, you can use an OrgUnit hierarchy, in which the reporting structure is defined by organizations and then by a position hierarchy within each organization.
9-36
Advanced Import
2 3 4
Select the Secondary Hierarchy: radio button. Use the Position: and Reports To: drop down menus to define the reporting structure of the secondary hierarchy. Click OK to continue with the import process.
Advanced Import
9-37
9-38
Advanced Import
Advanced Import
9-39
Click the Condition button to display the Advanced Hierarchy Conditions dialog box.
4 5 6
Define the criteria for identifying chief positions. Click OK to finish defining the condition. Click OK to continue with the import process.
Using LDAP
OrgPlus can be configured to access an LDAP server. You must create a data connection file and then use the Import Wizard to select that file.
Protocol
9-40
Description Login name (for example, user=cn=some_dn Keep encrypted password in LDAP config file (0=no, 1= yes) Skips login dialog (1=no, 0=yes) Encrypted LDAP server password is created by using the login screen at least once LDAP search filter string The name of the entry from which to begin the search. Multiple base entries can be added using semicolons Indicates which attributes to return for each matching entry For multivalued attributes, choose to take only the first value (first), create new columns for each value (clone), or append each value in a single field (append) List of fields which should be forced into a lowercase. Useful for Position and ReportsTo fields.
skiplogin password
filter base
acceptedfields
multivalued
lowercase
The following is an example of an LDAP connection file: [logon] server=someserver.somenet protocol=3 user=cn=some_dn password=some_pass rememberpassword=1 skiplogon=0 [config] Multivalued=append lowercase=dn,manager,cn,ou Advanced Import 9-41
Refreshing Data
OrgPlus enables you to perform a Data Refresh on charts created from an external data source.
In this section
Refreshing your Chart Data Changing Refresh Properties Excluding Box Contents page 9-42 page 9-42 Page 9-46
9-42
Refreshing Data
Refresh Properties can be used only with charts created from an external data source.
On the Source tab you can modify the following parameters: Data Source: Select a new data source. This is useful if the original data source has been moved or renamed. Data Filters: During import you can choose to import a subset of your source data. You can modify the original data filter to change the subset of source data used during refresh. Import Fields From Source: Select the fields to be updated during the Refresh process. Only selected fields are refreshed, while the unchecked fields are not modified during refresh. The Modify button becomes active when you select any field.
Refreshing Data
9-43
To remap a field: Select any checked field and click the Modify button. Use the Field from Source drop-down list to map the field to a data source field. To add a field: Select the checkbox associated with any unchecked field to display the Modify dialog. Define field mapping using the OrgPlus Field drop-down list. By default, a new OrgPlus field with the same name as the data source field is created. You can name the OrgPlus field by typing directly into the OrgPlus Field drop-down. Note: At any time, you can rename OrgPlus fields by selecting Define Fields from the Data menu.
Position: Select the field to be used as the position field. The position field and Reports To fields are required to build the chart hierarchy. Reports To: Select the field to be used as the Reports To field. Unique Field: Select the field to be used as the unique identifier for each record in the source data. This field is used to match boxes in the existing chart with records from the data source.
9-44
Refreshing Data
Re-apply Sub-chart Rules: After refreshing a chart, reapply the original subchart rules. Re-apply Chart Rules: After refreshing a chart, reapply all defined chart rules. Re-apply Photo Manager: After refreshing a chart, refresh all photos based on the current Photo Manager settings. Refresh Hierarchy: When Refresh Hierarchy is selected, the reporting structure of the chart and the contents of each box are updated during a refresh. When this option is not selected, only information within the chart boxes is updated. This is useful when the data source contains incorrect or is missing hierarchy information, or when you have manually modified the hierarchy of the chart. Refresh Auxiliary Lines: After refreshing a chart, refresh all auxiliary lines based on the AuxReportsTo advanced data field. See Adding Auxiliary Lines in Chapter 5 for more information on advanced data fields.
Refreshing Data
9-45
Refresh Combined Positions: After refreshing the chart, re-combine records into multi-record boxes based on the settings in the Combine dialog (see Combining Multiple Records in Chapter 6 for more information on combining records). Refresh Group Positions: After refreshing the chart, group peers based on settings from the Group dialog (see Grouping Peers on page 9-32 for more information). Re-apply Sorting: After refreshing a chart, re-sort boxes based on the options defined in the Sort Data dialog box.
Unassigned Positions
Remove unassigned Positions: If you select this option, orphan records that are currently in the chart, will be removed from the project in the refresh. Maintain Mapping of Unassigned Positions: Select this option if you want the refresh to maintain the chart positions of records that are orphans in the data source. Note: You can preserve the current positions of orphan records you have mapped and prevent the inclusion of further orphan records in the refresh process by checking both of the Unassigned Positions checkboxes.
Exporting Data
Chart data can be exported to a variety of formats. Export destinations include: Windows Clipboard Microsoft Excel Workbook (.xls) Microsoft Excel 2007 Workbook (.xlsx) Microsoft Word Document (.doc) Microsoft Word 2007 Document (.docx) Comma Separated File (.csv) Tab Separated File (.txt)
In this section
Sending to Microsoft Excel Exporting Data to Other Formats page 9-47 Page 9-48
Exporting Data
9-47
Click the Send to Excel button . Chart data is sent to a blank worksheet in Excel. Fields not displayed in chart boxes are not exported.
Use Excel to perform any functions on the exported data. The first row of the Excel spreadsheet contains field names.
To export data:
1 Select the chart boxes you want to export. If nothing is selected all displayed boxes will be exported.
9-48
Exporting Data
Select Export Data from the Data menu. The Export Data dialog box is displayed.
The Available fields section lists all the fields defined in the current chart. The Fields to export section lists the fields to be included in the export. You can select any field and then use the Add, Add all, Remove, and Remove all buttons to define which fields are exported. Use the Move up and Move down buttons to change the ordering of fields. Select Headers if you want the first row of the export to contain field names. Select Reporting Relationship if you want to include hierarchy information in your export file. Select the Based on radio button to generate hierarchy information using an existing field Select the Generate Unique IDs radio button to have OrgPlus create unique identifiers that describe the reporting relationships in your chart.
4 5 6
7 8 9
In the Export What section you can select whether to export the Entire chart, the Active sub-chart, or the current Selection. Use the Sort data first button if you want to sort the data before export. Use the Export to drop-down list to select whether you want to export to a file or to the clipboard. 9-49
Exporting Data
10 Click the Export button to perform the data export. If you are exporting to a file, you will be prompted to enter a file name and to select one of the following file types: Windows Clipboard Microsoft Excel Workbook (.xls) Microsoft Excel 2007 Workbook (.xlsx) Microsoft Word Document (.doc) Microsoft Word 2007 Document (.docx) Comma Separated File (.csv) Tab Separated File (.txt)
Note: The Save table template function is useful if you do the same exports repeatedly. It allows you to save an export template containing information such as which fields to export, whether to export headers, and so on. Use the Open table template button to load previously saved table templates.
Push Data
This section describes how to selectively push data fields or OrgPlus files from OrgPlus to an external system.
To push data:
1 Select Push Data from the Data menu to display the Push Data Properties dialog box.
9-50
Push Data
Specify whether your want to push Data (default) or OPX (OrgPlus file). If you select Data, you can click the Select Fields button to specify the fields you want to include in the resulting data file. If you select OPX, you can click the Select Settings button to choose options for the resulting OPX file:
Use the Select Fields or Select Settings button to specify the contents of the export file. See Exporting Data on page 9-47 for more details. Note: the Select Fields button appears when you select Data. The Select Settings button appears when you select OPX.
Use the Disk or FTP radio buttons to specify where you want your export file to be pushed. Use the FTP button to specify FTP parameters. Note: OrgPlus supports both standard FTP and secure FTP.
Click the Browse button. Enter a file name and select one of the following file types: Microsoft Excel Workbook (.xls) Microsoft Excel 2007 Workbook (.xlsx) Comma Separated File (.csv) Tab Separated File (.txt)
Click OK.
Note: You can automate the process of pushing data from OrgPlus to an external system by selecting Push Data from the Data menu. See Chapter 11, Automation for more information. Note: OrgPlus Enterprise Hosted users can use the Push Data functionality to send charts from OrgPlus Desktop products to OrgPlus Enterprise Hosted. See Chapter 11, Automation for more information.
Push Data
9-51
Consolidation
Some organizations may want to combine multiple OrgPlus organizational charts into a single chart. One common scenario is that each division within a company is responsible for maintaining their own organizational chart using OrgPlus. Using the consolidation feature, each divisions chart can be combined into a single master chart.
Create a chart containing a hierarchy of all the charts that you want to combine. In the first field of each box enter the name of each OrgUnit (department).
9-52
Consolidation
Note: Optionally, you can create a field called OrgUnit instead of using the first field. 4 5 Select Save As from the File menu. Name the file (for example, OrgTree) and click Save.
Combining Charts
Once the OrgTree file is created, you must map an OrgPlus (.opx) file to each box in the OrgTree file. The files must be located in the same directory or the OrgTree must contain an absolute path reference to each underlying chart. Although not required, you will get the best results if each file uses the same naming convention for all fields (for example either Name or Employee_Name).
Consolidation
9-53
3 4 5
Use the Browse button in OrgTree file: area to select the OrgTree file. Use the Browse button in Chart directory: area to specify the directory containing the chart files. Specify your preference for handling sub-chart breaks: Insert sub-charts breaks - By default sub-chart breaks will be automatically inserted based the OrgTree file. Uncheck Insert sub-charts breaks if you do not want sub-chart breaks inserted into your chart.
Specify your preference for handling fields that do not appear in the first file: Ignore Fields not in the first file - By default any fields that are not defined in the first file (the top of your OrgTree) are excluded. To include fields defined in files other than the first file, uncheck the Ignore Fields not in the first file checkbox.
Specify whether the consolidated chart will inherit the template elements of the first file: Use the first file as template This option enables you to copy all template elementsMaster Page, Conditional Formatting, Groups, etc. from the first file to the resulting consolidated chart.
(Optional) Specify your preference for handling records that appear in two or more charts: Match records using field: This option enables you to designate a field as the primary key for matching records that appear in more than one chart. For example, if an employee record appears in more than one of the charts that you are consolidating, it is possible that the fields of that record differ from one chart to another. By selecting this checkbox and entering a field name, such as EMPLOYEE_ID, you can ensure that the consolidated chart does not contain duplicate boxes.
9-54
Consolidation
Click OK.
10 Save the resulting chart by selecting Save As from the File menu.
Note: Optionally, you can create a field called Location instead of using the second field. 2 3 Save the revised OrgTree file. Select Consolidation from File menu. The Consolidation dialog is displayed.
4 5 6
Use the Browse button in OrgTree file: area to select the OrgTree file. Select Use OrgTree to locate chart files. Specify your preference for handling sub-chart breaks: Insert sub-charts breaks - By default sub-chart breaks will be automatically inserted based the OrgTree file. Uncheck Insert sub-charts breaks if you do not want sub-chart breaks inserted into your chart.
Specify your preference for handling fields that do not appear in the first file: Ignore Fields not in the first file - By default any fields that are not defined in the first file (the top of your OrgTree) are excluded. To include fields defined in files other than the first file, uncheck the Ignore Fields not in the first file checkbox.
Consolidation
9-55
Specify whether the consolidated chart will inherit the template elements of the first file: Use the first file as template This option enables you to copy all template elementsMaster Page, Conditional Formatting, Groups, etc. from the first file to the resulting consolidated chart.
(Optional) Specify your preference for handling records that appear in two or more charts: Match records using field: This option enables you to designate a field as the primary key for matching records that appear in more than one chart. For example, if an employee record appears in more than one of the charts you that are consolidating, it is possible that the fields of that record differ from one chart to another. By selecting this checkbox and entering a field name, such as EMPLOYEE_ID, you can ensure that the consolidated chart does not contain duplicate boxes.
10 Click OK. 11 Save the resulting chart by selecting Save As from the File menu.
9-56
Consolidation
Overview
OrgPlus enables you to publish your chart to a variety of formats including Microsoft PowerPoint, Microsoft Word, HTML, Adobe PDF, directly to a printer, or to the OrgPlus Plug-in. The publish feature is available only in OrgPlus Professional. Emailing charts directly to other OrgPlus users is also described in this chapter. Users that require read-only access to OrgPlus files may want to download a free copy of OrgPlus Reader from the OrgPlus website (www.orgplus.com ). Note: The OrgPlus Plug-in is an ActiveX control that can be installed automatically in an end users web browser.
10-1
Publishing
The publishing process for OrgPlus is identical regardless of the final format. There are different options and specific features available for some formats. This section describes the process as a whole, and pauses to discuss the specific features available for each format.
Select the appropriate publishing options. Available for all publishing formats: Expand Collapsed Branches: Before publishing the chart, expand all collapsed chart branches.
10-2
Publishing
Page Layout Options (Word, PowerPoint, PDF, and Printer): Slide Show Layout/Page Layout: Defines the way the chart is published. Wall: Publishes the active sub-chart only. No additional charts, directories, reports or profiles are published. Book: Publishes your entire chart, with each sub-chart on its own page. This option allows you to include additional charts, as well as directories, reports and profiles. You can optionally include a customized cover page and Content and Index pages that contain hyperlinks to the respective pages in the chart. When Book is selected, the Box Sizes option is enabled. Select automatically to size boxes on a page-by-page basis. Select consistently across all sub charts to ensure that box sizes across all sub-charts are consistent.
Orientation: Defines how the chart is oriented on each slide/page (Portrait or Landscape).
Word and PowerPoint Options: Embedded Type: Enables you to determine how the chart is embedded in Word or PowerPoint. There are two options: Insert Metafile: Inserts the chart as a non-editable graphical image. Select Maximize chart area to scale each published chart to the fill the destination page. Include Navigation Arrows: Includes hyper-linked navigation arrows in the file (Not included for Word).
Insert Object: Inserts the chart as a linked object that is editable in OrgPlus. Once published, you can double-click on a chart in Word or PowerPoint to edit. Select Remove Fields Not Shown to exclude hidden fields from the published chart. This protects sensitive information (for example, salaries) from being accessed in Word or PowerPoint. Select Fixed Line Widths if you have dashed or dotted lines in your chart. Some Microsoft applications do not support multiple line width combined with dashed lines.
Word Compatibility: Specify your version option for Microsoft Word. Version 2000 and higher This option produces a Word file compatible with MS Office 2000, 2003, and 2007.
Publishing
10-3
Version 2007 and higher This option is faster, but produces files compatible only with MS Office 2007.
PowerPoint Compatibility: Version 2000 and higher This option produces a PowerPoint file compatible with MS Office 2000, 2003, and 2007 Version 2007 and higher This option is faster, but produces files compatible only with MS Office 2007.
Note: Microsoft offers a plug-in that allows older versions of PowerPoint to read PowerPoint 2007 files. OrgPlus Plug-in Options: Hide Panels: Hides any included panels (sub-charts, profiles, directories, and reports) when a chart is first displayed. The Show Hide icon or the icon on the toolbar can be used to show or hide the panels.
Enable Print: Enables users to print published charts from OrgPlus Plug-in. Enable Save: Enables users to download published charts from OrgPlus Plug-in. Enable Send to Excel: Enables users to send the chart data to a Microsoft Excel spreadsheet file. Remove Fields Not Shown: Prevents users from viewing or saving hidden data contained in the original chart file (for example, salaries or, employee identification numbers). HTML Container: Creates an HTML container page for the chart. Select Auto Update Enabled to automatically install OrgPlus Plug-in when users open an HTML page containing an OrgPlus Plug-in chart. Select Automatically Activate ActiveX Control to activate ActiveX Control when users open an HTML page containing an OrgPlus Plug-in chart.
Enable Security: Enables OrgPlus Plug-in Security. See OrgPlus Plug-in Security Options on page 10-13 for more information. Choose which toolbar buttons you want accessible in OrgPlus Plug-in: Include "Launch OrgPlus" button Include "Publish to PP" button Include "Publish to Word" button Include "Publish to OrgPlus Plug-in" button Include "Publish to HTML" button Publishing
10-4
HTML Options: Enable Toolbar: Includes an OrgPlus toolbar when the chart is loaded in a web browser. Enable Save: Allows users to save a local copy of the OrgPlus file. The OrgPlus file can be opened using OrgPlus Standard or Professional. The file can also be opened using OrgPlus Reader. Enable Print: Allows users to print the chart. Include Banner: Includes a banner above the chart in the HTML display. You can customize the banner with company information, etc. Hide Panels: Hides any included panels (sub-charts, profiles, directories) when a chart is first displayed. The Show icon or the Hide the toolbar can be used to show or hide the panels. icon on
Smaller, faster HTML Charts: Optimizes the HTML file size. Shadows and other non-essentials elements are removed from HTML output to enable Internet Explorer to load and display your chart faster. Automatically Activate Active Control: Enables JavaScript elements in your published chart to launch without first requiring the user to permit it. Disable Right Click Menu: Helps increase security of images and other data in the chart by preventing users from accessing the right click menu options. Encoding: Specify either ANSI or Unicode encoding used to generate the HTML files. Internet Explorer Compatibility: Specify the Internet Explorer version compatibility options: Version 6.0 and Higher Version 7.0 and Higher
PDF Options: Font Embedding: Select how fonts are to be embedded in the published document. Select Descriptor only to store only Font names in the PDF file. If a user does not have the specified font installed, a substitute font is used. This creates smaller PDF files. Select Outlines to include complete font descriptions in the PDF file. This ensures that the chart in displayed using the original font selections. This creates larger PDF files.
Publishing
10-5
Include Navigation Arrows: Includes hyper-linked navigation arrows in the PDF file. Image Compression: Compresses images and text in the PDF file. GrayScale: Output the PDF file using only grayscales. ASCII: Encodes binary data in an ASCII based-85 representation. Maximize chart area: Maximizes the chart area in the published output.
Printer Options: 3 Maximize chart area: Maximizes the chart area in the published output. Include Navigation Arrows: Include sub-chart arrows in print output.
Click Next. The Publish Setting Page is displayed. Note: Selecting the Wall mode outputs only the chart. The Publish Options Page is skipped. Note: Clicking Next with Enable Security (OrgPlus Plug-in) selected displays the Specify Security Options page. See OrgPlus Plug-in Security Options on page 10-13 for more information.
10-6
Publishing
If you are publishing to Power Point, you can select an existing PowerPoint template to be used when publishing. Select Use PowerPoint Template and then click the Browse button to select a template.
If you are publishing to PowerPoint, Word, PDF or Printer, make sure the Cover tab is selected. The Include Cover Page checkbox is selected by default. Enter the Cover page text and optionally use the Font button to set the format. Note: You can include AutoText elements in your cover page, such as authors name or date last revised. Click the AutoText button to display a drop down menu of AutoText entries.
Publishing
10-7
If you are publishing to PowerPoint, Word, PDF or Printer, select the Contents tab. Select Include Contents Page to include a Table of Contents and then optionally use the Font button to set the format.
Select the Chart Contents tab. A list containing all the charts and sub-charts within the current project is displayed. By default all charts and sub-charts are included. Clear any sub-charts you do not want included in the published document.
10-8
Publishing
Note: If you are publishing in PowerPoint, click the Options button to display the Chart Contents Options dialog box. By default your PowerPoint will be published with links from Chart pages to the Contents page and to the Index page. You can enable or disable the links as needed.
Publishing
10-9
If you are publishing to PowerPoint, Word, PDF or Printer, select the Index tab. Select Include Index Page to include the index page.
Index formatting options include: Select Field For Index: Select the field used to create the index. Sort By: Select the field by which the index is sorted. You can then select to sort in Ascending or Descending order. Columns: Define the number of columns per index page. Levels up to: Select the number of chart levels to include in the index. Click Font to change the format of the Index. Index Order: Specify which way you want the index to flow. By default, the index flows down, then over.
10-10
Publishing
When you are finished with the Publish Settings Page, click Next to display the Publish Output Page dialog box.
In the Output field, enter the full path and name of the output file, or click Browse to specify the name and path using standard Windows file browser. Select the following options: Launch PowerPoint/Word/Browser/PDF: To automatically launch PowerPoint, Word, Acrobat Reader, or your Browser when the publish operation is complete.
For PDF, OrgPlus Plug-in, and HTML, you can save to disk or upload to a server using FTP. Disk: Saves the output file on disk according to the path and file name entered in the Output field. You can also click Browse to use the standard Windows browser. FTP: Saves the output file to an FTP server according to the path and file name entered in the FTP Location field. You can also click FTP to open the Session Profile dialog box. The Session Profile dialog enables you to configure an FTP session.
Publishing
10-11
For OrgPlus Plug-in, an HTML button is shown if you selected the HTML Container option. Select the HTML to define the HTML container settings. For more information see the OrgPlus Plug-in Deployment article in the Support Center at www.orgplus.com/support/. When you are publishing to a printer, select Show Print Dialog to display the standard Print Options dialog box before printing the document. To send the published chart to one or more e-mail addresses, select the Send as E-mail checkbox. Then click the Send button to display the Send as E-mail dialog box. Note: To use this feature you must define your e-mail field with the E-mail category. See Defining Field Properties in Chapter 4 for details.
E-mail Client Select this option to use your default e-mail client. SMTP Select this option to use Simple Mail Transfer Protocol. This option sends the e-mail with the SMTP settings defined in OrgPlus. See Using the Options Panel in Chapter 6 for more information.
10 Click OK to complete the publishing process. Note: Publishing (including e-mail distribution) can be automated. See Chapter 11, Automation for more information. 10-12 Publishing
Click the radio button that identifies your security selection: Use Password only Enter a Password that users will need to access the chart. Use the following User Name and Password Enter a User Name and a Password that users will need to access the chart. Browse for a flat file containing user accounts Click the Browse button to locate an account file.
Publishing
10-13
Note: The user account file must contain two columns, one for the user names and one for the passwords as in the example below: cphillips lbrewer lstevens cphillips123 lbrewer123 stevens123
10-14
Chapter 11 Automation
In this chapter
Overview Republishing Scheduling Tasks OrgPlus page 11-1 Page 11-2 Page 11-3 Page 11-9
Overview
OrgPlus allows you to automate distribution of your charts. Using the OrgPlus Scheduler, you can trigger OrgPlus to publish data to a network file server, your intranet, or to the web. The automation features of OrgPlus can also be used to export and push data fields from your charts to external systems. This is especially useful for OrgPlus Enterprise Hosted users. The automation features are available only in OrgPlus Professional.
11-1
Republishing
Each time you publish or push data, OrgPlus saves all the settings. OrgPlus lets you republish any previously published chart or re-push any exported data.
To republish or re-push:
1 2 3 4 Select Publisher from the Tools menu to display the Publisher dialog box. Select Publish or Push using the drop-down list at the top of the dialog. A list of previously published/pushed files is shown. Select a file to republish or re-push. Select from the following options: Run in quiet mode: If this option is selected, no user warnings or errors are displayed. Refresh before publish/push: If this option is selected, a data refresh is performed before publishing/pushing. This option is only available if your chart was created from an external data source. Launch Application: If this option is selected, the publish/push result is shown using the appropriate application (PowerPoint, Excel, etc).
Select Run.
11-2
Republishing
Automation
CHAPTER 11
Scheduling Tasks
The Scheduler enables you to automatically refresh, publish and push your charts according to a schedule. You can schedule tasks to run on a daily, weekly, monthly basis, or on a given date. There three types of tasks you can perform: Refresh: A refresh task performs a data refresh on the selected project. Publish: Each time you publish, OrgPlus saves all the publishing parameters. When you create a publish task, OrgPlus lets you pick from a list of previously published files. When the task is executed, the file is republished using the same parameters as when the file was originally published. Note: An automated publishing task can include sending an e-mail (with the published material attached) to a group of users. See Using Groups for E-mail Distribution in Chapter 5, Working with Charts: Visualization and Navigation for more details. Push: Each time you push data, OrgPlus saves all the associated parameters. When you create a push task, OrgPlus lets you pick from a list of previous pushes. When the task is executed, an export file is generated and pushed using the same parameters that were using during the original push.
In this section
Creating Tasks Editing Tasks Deleting Tasks Checking Task page 11-4 Page 11-7 page 11-7 page 11-8
Scheduling Tasks
11-3
Creating Tasks
This section describes how to create tasks in the OrgPlus Scheduler.
11-4
Scheduling Tasks
Automation
CHAPTER 11
Note: You can select how files are displayed in the New Scheduled Task dialog box as follows: Button Description Icons: Display an icon of each file with its name beneath. List: List the names of each file. Details: List detailed information for each file, including its size and the date it was last modified. 3 4 Select the Task Type from the drop-down menu (Refresh, Publish or Push) you want to perform. Select a file for the task. If you are creating a Refresh task, select a file from the Refresh Charts area. Use the Add button to browse for a file. If you are creating a Publish task, select a file from the Publish Charts area. Only files that have been previously published are shown in the list. If you are creating a Push task, select a file from the Pushed Data area. Only files that have been previously pushed are shown in the list.
Note: Use <Delete> button to remove unwanted files. Deleting an entry does not delete the underlying file. 5 If you are creating a Publish or Push task, the following options are available: Run in quiet mode: If this option is selected, no user warnings or errors are displayed when the task is executed. This option is intended for unattended usage (such as a computer in a server room). Refresh before publish/push: If this option is selected, a data refresh is performed before publishing/pushing. This option is only available if your chart was created from an external data source.
Scheduling Tasks
11-5
Click OK to display the AutoTask dialog box. Note: This guide only describes the scheduling options that are relevant to OrgPlus. The AutoTask dialog box is a component of Microsoft Windows. Refer to the Microsoft documentation for the options not covered.
7 8 9
Select the Schedule tab. Click New to create a schedule for this task. Configure the schedule as follows: Schedule Task: Sets the frequency of the scheduled task from the dropdown list. Additional options may become available depending on your selection, for example, if you want the scheduled task to run weekly, you also have the option of selecting how many times a week the task must run and on which days. Start Time: Sets the start time for the scheduled task.
11-6
Scheduling Tasks
Automation
CHAPTER 11
11 Click Close to close the dialog box. Note: You can schedule any task to run immediately using the Run button.
Editing Tasks
You can edit any defined task.
To edit a task:
1 2 Select Scheduler from the Tools menu. The Automation Scheduler dialog box is displayed. Choose a task and click Edit to change task options or click the change the schedule for the task. button to
Deleting Tasks
You can delete any defined task.
To delete a task:
1 2 Select Scheduler from the Tools menu. The Automation Scheduler dialog box is displayed. Choose the scheduled task you want to delete, and click Delete.
Scheduling Tasks
11-7
Checking Tasks
If a task does not execute successfully you can check the status of a task.
To check a task:
1 2 Select Scheduler from the Tools menu. The Automation Scheduler dialog box is displayed. The Enable/Status column displays the results of the last execution of each task. You may need to resize the column to see the entire message.
11-8
Scheduling Tasks
Automation
CHAPTER 11
OrgPlus Enterprise
OrgPlus Enterprise is a web-based solution for organizational charting. OrgPlus Enterprise can be hosted in your data center, or it can be hosted using the OrgPlus Enterprise Hosted service. OrgPlus Enterprise Hosted allows you to deploy OrgPlus Enterprise to your organization without the cost of installing, upgrading, and maintaining a server in-house. See http://www.orgplus.com for more details. The Scheduler and Publisher functionality (described above) can be used to automatically or manually push data to OrgPlus Enterprise.
OrgPlus Enterprise
11-9
11-10
OrgPlus Enterprise
A-1
Main Window
The OrgPlus window comprises the following elements, each of which is described in detail in this appendix.
A-2
Main Window
Menu Bar
In this section
Overview OrgPlus Express File Menu Edit Menu View Menu Insert Menu Format Menu Tools Menu Data Menu Chart Menu Window Menu Help Menu page A-4 page A-4 page A-4 page A-5 page A-7 page A-9 page A-10 page A-11 page A-12 page A-12 page A-13 page A-14
Menu Bar
A-3
Overview
This section describes the various menu options available in OrgPlus.
OrgPlus Express
OrgPlus Express can only be used from within Microsoft Office applications and has a limited set of features. Sections that describe functionality available to OrgPlus Express users are marked with the following OrgPlus Express icon . Menu . options that are available to OrgPlus Express users are indicated with a
File Menu
The File menu contains the following commands that are used when working with projects and charts. File Menu/ Hot Key New <Ctrl>+N Description Create a new project. Icon
Open <Ctrl>+O Open a previously saved project. Close <Ctrl>+W Save <Ctrl>+S Save As Send As Mail Import Data Send to Excel Consolidation Publish To PowerPoint Word Close the active project. Save the active project or update the embedded OLE object in another application. Save the active project using a different name and/or file type. Attach the active project to an email message. Launch the Import Wizard. Export the current chart to an Excel spreadsheet Combine one or more OrgPlus charts into a single chart. Publish the active chart to one of the following formats: Microsoft PowerPoint Microsoft Word
A-4
Menu Bar
Description
Icon
OrgPlus Plug-In OrgPlus web browser plug-in HTML PDF Printer Page Setup Print Preview Print <Ctrl>+P Protect Project Project Properties HTML Adobe PDF Your printer Define the page settings for the current chart. Display a preview of the chart prior to printing. Print all or part of the active project. Password protects the current project. Display information about the current project.
Recent Projects List the file names of recently opened projects. Selecting a recent project opens that project. Exit <Ctrl>+Q Exit OrgPlus.
Edit Menu
The Edit menu contains commands that enable you to perform the editing functions detailed below. Edit Menu/ Hot Key Undo <Ctrl>+Z Redo <Ctrl>+Y Cut <Ctrl>+X Copy <Ctrl>+C Copy Contents Description Reverse the last operation. Reverse the last Undo action. Remove whatever is selected and place it on the Clipboard. Copy whatever is selected and places it on the Clipboard. Copy the contents of a selected chart box and places it on the Clipboard. Icon
Menu Bar
A-5
Description Copy the format of a selected chart box and places it on the Clipboard.
Icon
Paste <Ctrl>+V Paste the contents of the Clipboard into the active chart. Paste As New Document Delete <Del> Delete Chart Select All All Assistants All Comanagers All Managers All Nonmanagers Direct Reports Peers Branch Lowest Level All Connecting Lines All Hidden Connecting Lines All Free Floating Objects All Anchored Objects Paste the contents of the Clipboard into a new chart. Delete the current selection. Delete the active chart. Select objects as described below: All chart boxes and lines. All Assistant boxes. All Manager boxes that share the same subordinates. All boxes that have subordinates. All boxes that are subordinates or assistants. All boxes that are connected directly to the selected box. All boxes that report to the same manager as the selected box. Selected box and all descendent boxes. All boxes that are on the last shown level. All the connecting lines between boxes. All the hidden connecting lines.
A-6
Menu Bar
Edit Menu/ Hot Key All Multirecord Boxes Select Fields Select Level(s) Find <Ctrl>+F Find Next Replace <Ctrl>+R Find by Photo <Ctrl>+E
Description All boxes that are marked as multi-record boxes. Select a specific field(s) within boxes. Select all the boxes in a specified set of levels. Locate occurrences of a string. Find the next occurrence of a string. Replace occurrences of a string with another string. Find a box by selecting from a list of photos.
Icon
View Menu
The View menu contains commands that enable you to control how your chart is displayed in the OrgPlus window. View Menu/ Hot Key Full Screen F11 Normal Master Page Sub-charts Directory Profile Reports Templates Search Comments Description Toggle full screen mode. Use Full Screen mode when using OrgPlus to give a presentation. Switch to the normal view, which is the default view for most charting tasks. Display the Master Page. Show or hides the Sub-charts panel. Show or hides the Directory panel. Show or hides the Profile panel. Show or hides the Reports panel. Show or hide the Templates panel. Show or hide the Search panel Show or hide the Comments panel Icon
Menu Bar
A-7
View Menu/ Hot Key Tree Toolbars Grid Rulers Status Bar Show Levels Show
Description Show or hide the Tree panel. Show or hides toolbars. Show or hide grid. Show or hide rulers. Show or hides the Status Bar. Define the number of levels to show, up to and including the level specified. The following hidden elements can be temporarily shown using the following options: Hidden boxes. Hidden lines between boxes. Symbols (such as expand or collapse). Hidden fields. Show Comments. Lines indicating page borders. Show a window containing a overview of your chart. Set the magnification factor for the active chart according to one of the following options: Scale the chart so that the width of the chart fits in the current window. Scale the chart so that the entire chart fits in the current window. Scale the chart so that boxes appear at actual size. Scale the chart based on the selected percentage.
Icon
Hidden Boxes Hidden Lines Symbols Hidden Fields Comments Page Lines Show Thumbnail <Ctrl>+H Zoom
A-8
Menu Bar
Insert Menu
The Insert menu contains the following commands that enable you to insert elements into a chart or project. Insert Menu Option Chart Position Manager Assistant Subordinate Peer Left Coworker Peer Right Co-worker Sub-chart Insert Subchart Break Remove Subchart Break Create Subcharts Remove All Breaks Up Line Horizontal or Vertical Diagonal Auxiliary Description Add a new chart to the current project. Enable you to select one of the following box insert modes: Insert manager mode. Insert assistant mode. Insert subordinate mode. Insert left co-worker mode. Insert right co-worker mode. Select one of the following sub-charting options: Insert sub-chart breaks at the selected box. Remove sub-chart breaks from selected boxes. Launch the sub-chart wizard. Remove all sub-chart breaks from the active chart. Navigate from a sub-chart to its parent sub-chart. Select one of the following line drawing modes: Add a horizontal or vertical line. Add an unconstrained line. Add a line connecting any two boxes in your chart. Icon
Menu Bar
A-9
Insert Menu Option Shape Rectangle Rounded Rectangle Octagon Text Box Picture Legend Hyperlink Comment Autotext elements Anchor
Description Select one of the following shape drawing modes: Add a rectangle with squared corners. Add a rectangle with rounded corners. Add an octagonal box. Add a free text object. Add a picture. Add a legend. Create a hyperlink from the selected field. Insert a comment for the selected box. Add an autotext element. The available autotext elements are described on page A-17. Anchor a selected free-floating object to a selected box. Once anchored the free floating object remains positioned next to the selected box even if it is moved within the chart area. Unanchor selected free-floating objects.
Icon
Unanchor
Format Menu
The Format menu contains the following commands that enable you to format various chart elements: Format Menu Option Box Properties F12 Line Properties Font Format Fields Chart Style Description Format selected boxes, free floating objects and pictures. Format selected lines. Modify the font properties for all selected objects. Modify the font properties for all occurrences of a field within a chart. Modify the branch style for selected boxes. Icon
A-10
Menu Bar
Format Menu Option Chart Properties Chart Rules Spacing Conditional Formatting Order Bring to Front Send to Back Bring Forward Send Backwards Align
Description Modify chart properties such as background, border and border shadow. Modify the branch style for all boxes that meet a set of user defined criteria. Adjust the spacing between boxes. Set the format of boxes or fields based on a set of conditions. Change the relative order of the free floating objects as follows: Move the selected object to the top layer. Move the selected object to the bottom layer. Move the selected object forward one layer. Move the selected object back one layer. Move selected objects so that they are aligned with respect to each other. Objects can be aligned to the left, center, right, top, middle, or bottom. Hide selected boxes or connecting lines. Show selected boxes or connecting lines.
Icon
Hide Show
Tools Menu
The Tools menu enables you to customize OrgPlus settings, schedule automatic processes and perform spell checks. Tools Menu Option Spelling Customize Options Scheduler Publisher Description Perform a spell check. Customize the elements contained within each toolbar and create new custom toolbars. Configure OrgPlus application settings. Create, modify, or schedule Refresh and Publish tasks. Republish any previously published file. Icon
Menu Bar
A-11
Data Menu
The Data menu enables to manage or export data from your chart. Data Menu Option Sort Export Data Push Data Refresh Data Refresh Properties Define Fields Define Constants Photo Manager Auto Recalculation Recalculate Formulas Description Sort selected boxes. Export data from your chart to Excel or the Clipboard. Export data from your chart to an FTP site or a file server. Re-import data from the underlying data source. Modify parameters set during the import process. These parameters are used when you Refresh Data. Add, delete, or modify the fields in the current project. Add, delete, or modify constants that can be referenced throughout the project. Insert photos into boxes in your chart using a wizard. Automatically recalculate all formulas each time the chart is changed. If automatic recalculation is turned off, select this option to update all calculated fields. Icon
Chart Menu
The Chart menu contains the following commands that affect the size and appearance of your chart. Chart Menu Option Optimize Branch Styles Center Up/Down Description Reformat the branches in your chart to optimize the distribution of boxes on a page. Center your chart vertically on the page. Icon
A-12
Menu Bar
Description Center your chart horizontally on the page. Select a group to apply to your chart. Select Manage Groups to add, edit, or delete groups.
Icon
Apply Template Select a source file and then apply formatting elements File from that file to your chart. You can also copy other definitions (reports, directories, and so on) from the source file to the current project. Compare Charts Merge Charts Chart List Create a report detailing the differences between two charts. Select two charts and merge them into one. Select a chart tab and then display the corresponding chart.
Window Menu
The Window menu contains the following commands for arranging and selecting Chart windows inside OrgPlus. Window Menu Option New Window Cascade Tile Stack Window List Description Create another window for the current chart. This allows you to see two parts of the same chart at the same time. Rearrange all open windows to overlap each other. Rearrange all open windows as a series of tiles. Rearrange all open windows each one on top of the next. Select from a list of all open windows. Icon
Menu Bar
A-13
Help Menu
The Help menu commands give you access to application help. Help Menu Option Index Keyboard Commands Using Help Welcome to OrgPlus Resource Center Description Display the Help Index, where you can locate a subject for which you need help. Display a list of hot keys and their functions. Display information about menu commands and toolbar icons. Display instructions for using the Help. Display the Welcome panel. Access the online Resource Center. Icon
OrgPlus Guided Access the online Guided Tour. Tour OrgPlus Tutorials Upgrade Your OrgPlus OrgPlus Online Support System Info About OrgPlus Access the online Tutorials. Purchase an upgrade. Access the online Support Center. Display information about your version of OrgPlus and your computer system. Display the OrgPlus about box.
A-14
Menu Bar
Toolbars
In this section
Overview Standard Toolbar Autotext Toolbar Data Toolbar Extras Toolbar Format Toolbar Full Screen Toolbar Groups Toolbar Insert Toolbar Publish/Import Toolbar Text Toolbar Zoom Toolbar page A-16 page A-16 page A-16 page A-18 page A-18 page A-19 page A-19 page A-20 page A-20 page A-21 page A-22 page A-23
Toolbars
A-15
Overview
This section describes the standard toolbars that are provided with OrgPlus, and the actions that you can perform with them. Some toolbars and toolbar options are not available in OrgPlus Express (refer to the Menu Bar section on page A-3 for more information). All the toolbars are dockable, meaning they may be dragged and placed anywhere in the window that is convenient for you. They can also be left as floating toolbars anywhere in the window.
Standard Toolbar
The Standard toolbar has the following buttons. Icon Name Create Blank Project Open Save Email Send to Excel Print Print Preview Cut Copy Paste Copy Format Undo Redo Refresh Description Create a new project. Open a previously saved project. Save the active project. Attach the active project to an email message. Send the contents of the active chart to an Excel spreadsheet. Print all or part of the active project to the default printer. Preview a chart prior to printing. Delete whatever is selected and places it on the Clipboard. Copy whatever is selected and places it on the Clipboard. Paste whatever is on the Clipboard into your chart. Copy the format information from the selected chart box and place it on the Clipboard. Reverse the last operation. Reverse the last Undo action. Re-import data from the underlying data source.
A-16
Toolbars
Autotext Toolbar
The Autotext toolbar has the following buttons. Icon Name Page Number Pages Sub-chart # Current Time Today Created Modified Last Printed Refreshed Author Author Email File Name Chart Name Sub-chart Name Group Path Sub-chart Path Description Insert Autotext elements into your chart.
Toolbars
A-17
Data Toolbar
The Data toolbar has the following buttons. Icon Name Define Fields Box Layout Description Add, delete, or modify the fields in the current project. Format selected boxes.
Extras Toolbar
The Extras toolbar has the following buttons. Icon Name Show Welcome Panel Show Templates Panel Show Directory Panel Show Profile Panel Show Reports Panel Show Sub-charts Panel Show Search Panel Show Quick Chart Panel Show Comments Panel Show Tree Panel Description
A-18
Toolbars
Format Toolbar
The Format toolbar has the following buttons. Icon Name Line Weight Dashed Line Color Shadow Arrows Box Shape Fill Color Box Shadow Box Border Box Dashes Box Border Colors Styles Chart Properties Description Set the thickness of selected lines. Set the style for selected lines. Set the color for selected lines. Add a shadow to selected lines. Set the arrowhead for selected lines. Set the box shape for selected boxes. Set the fill color for selected boxes. Add a shadow to selected boxes. Set the border style and color for selected boxes. Select a dashed-line style for box borderss. Set the color of the box border. Modify the branch style for selected boxes. Modify chart properties such as background, border and border shadow.
Toolbars
A-19
Groups Toolbar
The Groups toolbar has the following buttons. Icon Name Groups drop-down list Edit Group Manage Groups E-mail Group Description Select a group to apply to the chart. Edit the current group. Add, delete, or edit groups. E-mail the chart to a group.
Insert Toolbar
The Insert toolbar has the following buttons. Icon Name Select Select Fields Move Chart Free Form Add Subordinates Add Left Coworker Add Right Coworker Add Manager Add Assistant Line Horizontal or Vertical Line Auxiliary Line Rectangle A-20 Toolbars Add free-floating objects to your chart. Description Select chart boxes and lines as well as any other freefloating objects. Select fields within boxes. Move the active chart to a new position in the window. Position a chart box anywhere on the page. Add boxes to your chart.
Icon Name Insert Rounded Rectangle Insert Octagon Insert Text Insert Picture
Description
Publish/Import Toolbar
The Publish/Import toolbar has the following buttons. Icon Name PowerPoint Word OrgPlus Plug-In HTML PDF Printer Import Wizard Import data from an external data source. Description Publish the active chart to the selected file format.
Toolbars
A-21
Text Toolbar
The Text toolbar has the following buttons. Icon Name Font Font Size Bold Italic Underline Align Left Center Align Right Font Color Field Border Field Fill Color Description Change the font. Change the font size. Bold the selected text. Italicize the selected text. Underline the selected text. Left justify the selected text. Center the selected text. Right justify the selected text. Change the font color. Specify a border for selected fields. Specify a highlight color for selected fields.
A-22
Toolbars
Zoom Toolbar
The Zoom toolbar has the following buttons. Icon Name Zoom In Zoom Out Zoom Rectangle Zoom Wheel Pan Fit To Window Scale Thumbnail Description Increase the magnification of your chart. Decrease the magnification of your chart. Magnify a rectangular segment of the chart to fill the entire screen. Increases and decreases magnification as you move the wheel of the mouse. Move the chart around on the screen in any direction by dragging. Resize the chart so that the entire content is visible in the current window. Display the percentage of the charts actual size. Show a miniature version of your entire chart that you can use for zooming to certain areas of the chart. Define the number of levels to show, up to and including the level specified. Display the selected branch only.
Toolbars
A-23
Panels
In this section
Overview Welcome Panel Templates Panel Directory Panel Profile Panel Reports Panel Sub-charts Panel Search Panel Quick Chart Panel Tree Panel Comments Panel Changing Panel Positions page A-25 page A-25 page A-26 page A-26 page A-27 page A-27 page A-28 Page A-28 Page A-29 Page A-29 Page A-30 Page A-30
A-24
Panels
Overview
The panel area in the main window gives you access to additional functionality including reports, templates, directories, and sub-charts Panels are dockable, meaning they may be dragged and placed anywhere on the screen. They can also be hidden or shown, at your discretion.
Welcome Panel
The Welcome panel is useful for new OrgPlus users. The Welcome panel provides links to our Web site and example files, and also enables you to create a new chart, open an existing chart or import chart data.
Panels
A-25
Templates Panel
Templates simplify formatting charts by providing pre-defined box, branch and chart formats. The Templates panel includes a variety of chart design, box and branch templates. Templates are a timesaving way to create a professional looking chart.
Directory Panel
Directories provide a tabular view of chart data. Whenever a box is selected the directory updates to display data corresponding to the selected box and its descendants. Selecting a row in a directory locates the corresponding box in the chart. You can use the directory to send an email. When you edit chart information in the directory, the change is automatically reflected in the chart.
A-26
Panels
Profile Panel
The information presented in a chart boxes is typically limited to a sub-set of available fields. The Profile panel enables you to show additional information about boxes (for example, the employees photo, physical location, email, phone, cell phone or pager).
Reports Panel
OrgPlus allows you to create both static and dynamic reports from your underlying data. Reports can include summaries and allow you to sort and group data as required. Navigating through the chart dynamically updates the report based on the selected box.
Panels
A-27
Sub-charts Panel
Large charts can be subdivided into one or more sub-charts. For example, an organization with four divisions can be presented as five charts one for the executive team, and one for each division.
The sub-chart panel provides a convenient way to navigate through sub-charts and to perform actions on them.
Search Panel
The Search Panel displays a tabular list all records based on a user defined query. The search panel is useful for finding any set of employees, data mining and succession planning.
The sub-chart panel provides a convenient way to navigate through sub-charts and to perform actions on them.
A-28
Panels
Tree Panel
The Tree panel enables you to view and edit a chart as an OrgTree.
The Tree panel provides an OrgTree view of your chart information. You can move employees up or down in the hierarchy, or add and delete records within this view. You can also print your Tree panel or transfer it to an Excel spreadsheet.
Panels
A-29
Comments Panel
The Comments panel provides a view of the comments that have been added to your chart.
A-30
Creating charts in separate tabs within a single project allows you to present multiple views of your organizational data within the same project. You can right-click a chart tab to: Create a new chart tab Delete a chart tab Rename a chart tab
Status Bar
The Status bar, at the bottom of the OrgPlus window provides the following information: The number of boxes defined in your chart, and how many of them are currently selected. The lock status of your keyboard. Additional information about the tool or button the mouse cursor is currently positioned over. The number of boxes that will be added when using the add subordinate, add assistant or add co-worker tools.
The following is an example of the Status Bar showing that: The mouse is currently positioned over the Paste button. The active chart has six boxes, none of which are selected. The Num Lock key on the keyboard is selected.
Status Bar
A-31
A-32
Status Bar
In this appendix
Using Right-Click Menus Using Keyboard Shortcuts Using the Function and Control Keys page B-1 page B-2 page B-6
Note: Context menus are also available for most OrgPlus windows, toolbars, and panels.
B-1
In this section
Creating Boxes Entering Information Viewing Your Chart Selecting Boxes Working with Files Editing Text Dragging Boxes Moving Free Floating Objects page B-2 page B-2 page B-3 page B-3 page B-4 page B-5 page B-6 page B-6
Creating Boxes
You can add boxes to your chart using the keyboard. First select a box and then press one of the following keys: To do this Create a subordinate Create a manager Create an assistant Create a left co-worker Create a right co-worker Press this <F2> Shift + <F2> <F3> <F4> Shift + <F4>
Note: You can also add a box by holding down the <Ctrl> key while clicking on an insert tool ( , , , or ).
Entering Information
Use the following tips to speed up data entry: To edit the first field in a box, select a box and start typing. Use the <Tab> or <Enter> keys to move forward from field to field and from box to box. Use <Shift + Tab> keys to move backward from field to field within and across boxes. Using Keyboard Shortcuts
B-2
Use the <Esc> key to finish editing a field and select the box.
Selecting Boxes
Use the following keystroke combinations to select boxes: To do this Select all boxes and lines Select the branch containing the currently selected box and its descendants Select the top-most box of a sub chart Select all peers (group) for the selected box Select the box to the left Select the box to the right Select the box above Select the box below Extend the selection to include the box to the left Extend the selection to include the box to the right Press this <Ctrl> + <A> <Ctrl> + <B> <CTRL> + <Shift> +B <Ctrl> + <G> <Left Arrow> <Right Arrow> <Up Arrow> <Down Arrow> <Ctrl> + <Left Arrow> <Ctrl> + <Right Arrow> B-3
To do this Extend the selection to include the box above Extend the selection to include the box below
B-4
To do this Display Export Data dialog box Display Scheduler dialog box
Editing Text
Use the following keys to edit text: To do this Delete the selected text or (if no text is selected) delete the character to the right of the insertion point Cut selected information and place it in the Clipboard Copy selected information to the Clipboard Paste selected information from the Clipboard to the insertion point Reverses (Undo) your last operation Redo the last Undo Move left one character Move right one character Extend the selection onto the character to the left Extend the selection onto the character to the right Move to the beginning of the line Move to the end of the line Extend selection to the beginning of the line Extend selection to the end of the line Press this <Delete> OR <Backspace> <Ctrl> + <X> <Ctrl> + <C> or <Ctrl> + <Ins> <Ctrl> + <V> or <Shift> + <Ins> <Ctrl> + <Z> <Ctrl> + <Y> <Left Arrow> <Right Arrow> <Shift> + <Left Arrow> <Shift> + <Right Arrow> <Home> <End> <Shift> +<Home> <Shift> + <End>
B-5
Dragging Boxes
You can use the <Shift> and <Ctrl> keys when dragging chart boxes, as follows: To do this... Make a copy of the selected box Change spacing between co-workers or between co-workers and their manager. (See Appendix C, Tips and Tricks) hold down... <Ctrl> <Shift> while you... Drag a box to its new location Drag any co-worker or a group of peers to the new position
In this section
Using Function Keys Using Control Keys page B-6 page B-7
B-6
Menu Equivalent Insert | Right Co-worker Data | Refresh Data Format | Chart Rules | Apply Chart Rules Pan Tools | Spelling Data | Recalculate Formulas Scale | 50% View | Full Screen Format | Box Properties
Description Adds an co-worker to the right of the selected box Re-imports data from the data source Reformat branch styles based on the current set of chart rules Enables you to click and drag to move your chart within the active window. Performs a spell check Performs a recalculation of the formula fields when the Auto Recalculation feature is turned off Sets the zoom factor to 50% Enter or exit full screen mode Enables defining the format or layout of selected boxes, objects and pictures
F6 F7 F9
B-7
Key Ctrl-D CtrlShift- D Ctrl-E Ctrl-F CtrlShift- F Ctrl-G ShiftCtrl-G CtrlShift- G Ctrl-H CtrlShift- H Ctrl-I Ctrl-J Ctrl-K
Menu Equivalent Data | Define Fields View | Directory Edit | Find by Photo Edit | Find View | Profile Edit | Select | Peers Edit | Find Previous Edit | Find Previous Edit | Show Thumbnail View | Search File | Import Data Format | Font Format | Conditional Format Format | Line Properties Edit | Find by Photo File | New File | Open File | Print
Description Display the Define Fields dialog box Display the Directory panel Find by photo Enables locating boxes containing the specified text Display the Profiles panel Select all the peers for the selected box Returns to the previously displayed instance of specified text Find previous Shows the entire chart in a Thumbnail window Display the Search panel Opens Import Data Open Font Properties Open Conditional Formatting
Open Line Properties Open Photo Manager Creates a new project based on your choice of template Opens an existing project Prints the current chart
B-8
Key Ctrl-Q CtrlShift-Q Ctrl-R CtrlShift- R Ctrl-S CtrlShift- S Ctrl-T CtrlShift-T Ctrl-U Ctrl-V Ctrl-W Ctrl-X Ctrl-Y Ctrl-Z CtrlDelete
Menu Equivalent File | Quit View | Quick Chart Edit | Replace View | Reports File | Save View | Sub Chart Data | Export Data View | Templates Tool | Scheduler Edit | Paste File | Close Edit | Cut Edit | Redo Edit | Undo There is no menu equivalent
Description Exits from OrgPlus Display the Quick Chart panel Enables replacing specified box text with other text Display the Reports panel Saves the current project Display the Sub Charts panel Export Data Display the Templates panel Open Scheduler Pastes elements from the Clipboard Closes the current project Cuts the currently selected chart elements and places them in the Clipboard Reverses the last undo performed Reverses the last action Delete the box and add the person to the Directory orphan list
B-9
B-10
In this appendix
Extra-Wide Manager Boxes Modified Co-manager Style Modified List Style Multiple Topmost Boxes Multiple People in a Box - Employees Listed by Function Multiple Charts on a Page Repositioning Boxes within the Same Level Staggering Boxes on the Same Level page C-2 page C-3 page C-4 page C-5 page C-6 page C-7 page C-8 page C-8
C-1
Clear AutoWidth and enter the appropriate width in the Default width field and click OK.
C-2
Select Chart Styles from the Format menu and select the Co-Manager Style option. The selected boxes are now represented as co-managers.
C-3
Select Spacing from the Format menu and set the Manager spacing distance to 0.00.
C-4
Select the connecting lines and then select Hide from the Format menu.
Select the manager, select Spacing from the Format menu and then set the Co-worker spacing distances to 0.00.
C-5
C-6
Select Chart Styles from the Format menu and select the following Co-worker style .
In the above example only the peoples names are shown in the large box, as their box layout was changed to remove other information. See Defining Fields and Boxes and Modifying Box Layout in Chapter 4, Working with Charts: Basic Functions.
Select the topmost connecting lines and then select Hide from the Format menu.
C-7
To reposition a box:
1 2 3 Choose the Select tool .
Select the box you want to reposition. Hold down the shift key while dragging the selected box. Release the mouse button when the box is in its new position.
Right-click on the box that you want to promote or demote. Select Actions | Demote Right or Actions | Demote Left to demote a box one level.
C-8
Note: Any box that has been demoted can be promoted by right-clicking on that box and selecting Actions | Promote.
2 3
Select the boxes you want to stagger. Select Chart Styles from the Format menu and then select a chart style for the selected boxes. Notice that the selected boxes will now be grouped separately from their peers.
Hold down the shift key while dragging the boxes. Release the mouse button when the box is in its new position.
C-9
C-10
Appendix D Troubleshooting
In this appendix
Overview Installation Printing Using OrgPlus with Other Applications Calculations Disk Space Memory & Resources page D-1 page D-1 page D-2 page D-5 page D-6 page D-7 page D-7
Overview
We hope that you never have any problems while using OrgPlus, but sometimes things do go wrong. This appendix presents possible solutions to these difficulties. If you need further assistance, please visit our web site at www.orgplus.com. NOTE: If your system does not meet the system requirements for OrgPlus, we cannot guarantee that the program will function correctly. See System Requirements in Chapter 2, Installation and Registration.
D-1
Installation
Here are solutions to common problems you may have when installing OrgPlus.
Problem
I get a "cant find/locate file" error message when I install OrgPlus.
Possible Solution
The door on your CD drive may be open. Close it. The CD may be damaged. Contact HumanConcepts Technical Support for assistance.
Problem
The following message is displayed: Not enough disk space to install.
Possible Solution
There is not enough free space on the destination drive. Delete unused files to make sure there is enough free space for installation.
Problem
I get a "file already exists" message when I install OrgPlus.
Possible Solution
Select Yes to All when the message is shown.
Printing
Here are solutions to common problems you may have when printing from OrgPlus.
Problem
Printing garbage characters.
Possible Solution
Reset the printer by turning it off, then back on. Make sure you are using the correct printer driver.
Problem
Printing slowly.
D-2
Installation
Troubleshooting
APPENDIX D
Possible Solution
Printing graphics can be slow. You can try printing at lower quality but the output wont look as sharp.
Problem
Printing boxes without text.
Possible Solution
Reset your printer by turning it off and then on. Then try printing again. Make sure you can see the text on your screen. Make sure you are using the correct printer driver. See Also: Page Setup, page D-4. Your computer may be running low on memory or resources. Close any other open applications and try again. See Also: Memory and Resources Problems, page D-7.
Problem
Printing text without boxes.
Possible Solution
Reset your printer by turning it off and then on. If you have chosen not to have box borders, they will not print. See if box borders are visible on screen. Make sure you are using the correct printer driver. Your computer may be running low on memory or resources. Close any other open applications and try again.
Problem
Text is printing outside boxes.
Possible Solution
Reset your printer by turning it off and then on. Make sure you are using the correct printer driver. You may be using a font that is not scaling correctly. Try using a TrueType font such as Arial. Your computer may be running low on memory or resources. Close any other open applications and try again.
Problem
Letters are replaced with symbols. Printing D-3
Possible Solution
Reset your printing by turning it off and then on. You may be using a symbol font, such as Fences or Wingdings. Try switching to a TrueType font such as Arial.
Problem
Nothing prints.
Possible Solution
Reset your printer by turning it off and then on. You may have incorrect settings in Print Setup. Your computer may be running low on memory or resources. If you are using a network printer, the spooler may not be releasing your print job. Be sure that a time-out is set.
Page Setup
Problem
See previous printing-related problems.
Possible Solution
Make sure that the printer defined in Page Setup from the File menu exactly matches the kind of printer you have. Contact your printer manufacturer or Microsoft for information on obtaining the correct printer driver. Try printing from another Windows program, such as WordPad or Paintbrush. If you experience the same problems, then the cause lies in your printer or Windows setup. Contact Microsoft or your printer manufacturer for assistance. Check your settings in the Windows Control Panel to verify that they match your system. Make sure youre using the most current driver available for your printer. You can check the version by selecting Page Setup from the File menu. Select the Options button and then Advanced button. This displays a screen specific to your printer. Check information about the driver, including the version. Check with your printer manufacturer to see if you have the latest driver. They can also tell you how to find out which version you have if you arent sure. Make sure that the printer driver is for the version of Windows that you are using.
D-4
Printing
Troubleshooting
APPENDIX D
Problem
A linked chart is not updated in the client application.
Possible Solution
Your update option is set to Manual. Use the Links command in the client application to change your update option to Automatic. You have embedded the chart or used the Paste command. Use the Links command in the client application to see if you linked the chart. Paste Link is not selectable in the client application. You did not save your chart in OrgPlus. Go back into OrgPlus and save your chart. You did not copy your chart to the Clipboard. Select your chart in OrgPlus and use the Copy from the Edit menu.
Problem
You double-clicked a chart object in client application but nothing happened.
Possible Solution
Your application is not an OLE client.
Problem
Chart fonts look different in the client application than in OrgPlus.
Possible Solution
You specified a very small area in which to place your chart in your client document. At high magnification, fonts may look different. Scale or resize the object to see if this problem is corrected. Using a TrueType font may also improve the appearance of the chart.
Problem
Text appears outside of boxes.
Possible Solution
Resize your chart proportionally. For example, if you reduce the size of your chart, make sure you reduce the height and width by the same percentage.
D-5
Problem
Cannot import a TIFF image of the chart or the image quality is poor.
Possible Solution
Your application does not support a version of TIFF that is compatible with OrgPlus. Try another graphics file format, such as WMF, BMP, JPG, or PCX.
Calculations
Problem
Computed amounts on your screen look incorrect.
Possible Solution
Hiding boxes and labels does not exclude them from computations even though you cannot see them. Excluding a label or box from calculations does not hide that box or label. Try the following: Some boxes may be hidden. Show all the boxes that you want to include. Select Box Properties from the Format menu. Use the Advanced tab to verify which fields are included in calculations and counts for each box. This is especially important for hidden boxes. Make sure that Auto Recalculation from the Data menu is selected or press <F9> to recalculate formulas.
Problem
OrgPlus is extremely slow when manipulating a chart with over 5,000 boxes.
Possible Solution
Try the following: Use the Sub-chart Wizard (Insert | Sub-chart | Create sub-charts) to break your chart into sub-charts. With large charts, dynamic recalculation of formulas may require to much computational power. Make sure that Auto Recalculation from the Data menu is turned off. When needed, you will need to press <F9> to recalculate formulas.
D-6
Calculations
Troubleshooting
APPENDIX D
Disk Space
Problem
Messages or problems related to a lack of disk space
Possible Solution
Check the disk space available on the drive where OrgPlus saves your files. You generally need to have three times the size of your file available because of the way Windows programs save files. For example, if your file is 400,000 bytes, you actually need 1,200,000 bytes (1.2 MB) available to save it.
Possible Solution
Check System Resources by choosing Start | My Computer | Control Panel | System on your Windows desktop. OrgPlus requires that you have at least 256 megabytes of physical memory (512 MB for newer Operating Systems) in your computer. You may be able to free memory by closing other programs. If all other programs are closed and you still dont have enough memory available, exit and restart Windows. You may need to consider buying more memory for your computer
Disk Space
D-7
D-8
You can choose to register by email, by fax, or by phone. You can also choose to register later, in which case you will be given access to a limited version of OrgPlus. Select from: Registering by Email Registering by Fax Registering by Phone page E-2 page E-2 page E-3
E-1
Registering by Email
1 2 In the Registration Options dialog box select Register by email and click Next. You are then prompted to enter your registration information. The Registration Information dialog box consists of two pages. Enter the required information and click Next after each page is complete. Fields marked with a "*" must be completed. 3 Click Send email. An email form is opened, containing your registration information. Send the email. HumanConcepts will email your Unlock Code to the email address that you entered. 4 5 Click Next. Click Finish to close the dialog box. Your Unlock Code is sent to you by email from HumanConcepts. 6 7 8 9 After you receive your Unlock Code, double-click the OrgPlus icon desktop. Select the Unlock radio button and then click Next. Enter the unlock code in the Unlock/Product Code field. Enter your unlock code and email address and then click Next. If you entered the code correctly, you are informed that you have successfully unlocked OrgPlus. Click Close to begin using OrgPlus. on your
Registering by Fax
1 2 In the Registration Options dialog box select Register by fax and click Next. You are then prompted to enter your registration information. The Registration Information dialog box consists of two pages. Enter the required information and click Next after each page is complete. Fields marked with an asterisk (*) must be completed. When you have finished, click Print and fax the printout to the indicated fax number. HumanConcepts will fax your Unlock Code to the fax number that you indicated. Note: Allow two business days for responses to fax registration requests. 4 E-2 Click Next. Registering by Email
Off-line Registration
APPENDIX E
Click Finish to close the dialog box. Your Unlock Code is sent to you by fax from HumanConcepts.
6 7 8 9
After you receive your Unlock Code, double-click the OrgPlus icon desktop. Select the Unlock radio button and then click Next. Enter the unlock code in the Unlock/Product Code field.
on your
Enter your unlock code and email address and then click Next. If you entered the code correctly, you are informed that you have successfully unlocked OrgPlus. Click Close to begin using OrgPlus.
Registering by Phone
1 In the Registration Options dialog box select Register by phone and click Next. A list of phone numbers is displayed. Call the phone number corresponding to your country or region. After reaching a telephone representative, click Next. Enter the Unlock Code which the telephone representative gives you and click Next. Click Close to begin using OrgPlus.
2 3 4
Registering by Phone
E-3
E-4
Registering by Phone
Open Command
F-1
Open Command
This section describes the command to open a file.
Import Command
This section describes the command to import a file.
-c or -NoLaunch -t[template flags] <Template File> -s1 <Number> -s2 <Field Nane> -s3 <Number1, Number2,..> -ss <Number>
F-2
Template Flags (Example: Orgplus7.exe MyData.xls -tdbo MyTemplate.opxt) a o n d b l i r g p f m h c s Copy all template elements. Overwrite existing elements. Add fields not defined in the current project. Apply design template. Apply branch template. Apply box template. Copy directories. Copy reports. Copy groups. Copy profiles. Copy conditional formats. Copy master page elements. Copy chart rules. Copy constants. Copy searches.
Print Command
This section describes the command to print an .opx file.
Print Command
F-3
Publish Command
This section describes the command to publish a chart.
To publish a chart:
Orgplus7.exe <p*> <input filename> [output filename] [options] [-pass <password>] Where: <-p*> can be one of the following: -po -ppp -pw -phtml -ppdf Publish to OrgViewer Publish to PowerPoint Publish to Word Publish to HTML Publish to PDF
[input filename] = Name of input file [output filename] = Name of alternative output file [options]: -q or -f -y Suppress the publish wizard dialog box. Suppresses the message already exists. Do you want to replace it?" and replaces the file automatically. Do not open the output file after publishing. Close OrgPlus if an error occurs during publish. Uses previous publishing options if republishing to the same input/output file combination. Refresh before publishing. Refresh the input file without updating the original.
-c or -NoLaunch -CloseOnError -u
-r -RefreshToTemp
F-4
Publish Command
Refresh Command
This section describes the refresh command.
Refresh Command
F-5
F-6
Refresh Command
Appendix G Glossary
Anchoring
Use anchoring to connect a free-floating object in your Chart to a Chart Box. When a free-floating object is anchored to a chart box, it moves each time the Chart Box moves.
Arrowhead
A directional pointer at the end of a line. Use arrowheads to highlight important information in your Chart or to indicate the flow of procedures or decisions.
Assistant
A box representing an individual who provides administrative assistance, advice, or managerial assistance to their Manager (sometimes referred to as a staff box). Different Assistant Styles are available to show the particular type of relationship between the assistant and Manager.
Assistant Style
A way to represent the relationship of a Manager to an Assistant. Assistant styles are available from the Styles menu.
Banding
Banding ensures that each box stays on its current row when other boxes are added or deleted. This is useful if rows are used to represent seniority.
Bitmap (BMP)
A standard graphics image file format. OrgPlus can copy BMP images to and from the Clipboard. It can also copy or cut any visible portion of your Chart to the Clipboard in this format.
Branch
A box and all its descendants.
G-1
Branch Symbol
A small square in the lower right corner of manager boxes. It indicates that the box has Subordinate boxes. Click the branch symbol to show or hide the branch.
Chart
A graphical representation of hierarchical information.
Chart Box
The building block of a Chart. OrgPlus automatically draws Connecting Lines between boxes. The arrangement of chart boxes and the connections between them form a chart.
OrgPlus automatically adds and subtracts pages to and from the charts page area as needed to contain the chart. It preserves the basic page orientation specified in the Page Setup dialog box.
Chart Style
The particular arrangement of Subordinate boxes with respect to a Manager. Any Subordinate box can have its own chart style. Chart styles are located in the Chart Styles menu.
Clipboard
A temporary storage place in Windows. Use the cut and copy commands to place items on the Clipboard, and use the paste command to paste items from the Clipboard into your Chart.
G-2
Branch Symbol
GLOSSARY
Co-manager
One or more boxes that share responsibility for a group of subordinates. The highlighted boxes in the figure below are co-managers.
Connecting Lines
The lines OrgPlus draws automatically to connect boxes in the Chart.
Co-workers
Boxes with the same Manager. Together, co-workers form a Group.
Demote
You can demote a box to a lower level within a multi-column chart style if the Maintain Banding option is selected.
Dotted-line Relationship
A special reporting relationship between two boxes in the Chart. A dotted line usually indicates that one box has some measure of authority over the other box.
Embed
You can embed an object in an OLE client document. When you embed an object in an OLE client document, you place a copy of the original object into the client document. It is then completely separate from the original chart. You can edit the embedded object independently from the original chart.
Field
An area in a Chart Box where you can type information such as a persons name or salary.
Field Layout
The way Fields are arranged in your Chart Boxes. Different boxes can have different field layouts.
Formula
A field type used for performing calculations in your Chart.
Co-manager G-3
Group
All of the boxes reporting to the same Manager, excluding Assistant boxes. A group is also a set of boxes that all meet a specified condition.
Level
The Topmost Box in your chart is at level 1. The boxes reporting directly to it are at level 2. The boxes reporting to them are at level 3, and so on. The black boxes in the figure below are at level 4.
Linking
You can link an object to an OLE client document. When you link an object to an OLE client document, the object appears in the client document. The client document is automatically updated when you make a change to the original OrgPlus document.
Manager
A box that has subordinate boxes reporting to it.
Metafile (WMF)
A standard graphics image file format. Metafiles require less disk space than a regular Bitmap (BMP).
G-4
Group
GLOSSARY
OLE Client
An application to which you can link or Embed an OLE Object created by a OLE Server application. OrgPlus functions as a server application. An OLE client application, such as Microsoft Word, contains a copy of the chart.
OLE Object
A chart or a portion of a chart you can place in another Windows application using Object Linking and Embedding (OLE).
OLE Server
An application that can create OLE Objects to link or embed in an OLE Client application. An OLE server application such as OrgPlus creates the chart; an OLE client application such as Microsoft Word contains the chart.
Page Lines
Pages lines demarcate header and footer areas, print margins, and page breaks. These lines do not print.
Promote
You can promote a box to a higher level within a multi-column chart style if the Maintain Banding option is selected.
G-5
Subgroup
A grouping of boxes within a larger group. In the figure below, a, b, and c belong to one subgroup, and d, e, and f belong to another subgroup. Both of these subgroups belong to the same Group because they have the same Manager.
Subordinate
Any box that reports to another box.
Template
A template defines all the formatting parameters for a chart. Applying a template sets the formats for chart elements, such as boxes and lines. Using templates saves you the effort of formatting each individual chart element. Using templates in OrgPlus is very similar to using templates in Microsoft PowerPoint or Word.
Thumbnail Window
A window containing a miniature of the entire Chart. You can click in the thumbnail window to navigate to any part of your chart.
Topmost Box
The box at the top of the Chart.
Unicode
The universal character encoding, maintained by the Unicode Consortium (http://www.unicode.org/). This encoding standard provides the basis for processing, storage and interchange of text data in any language in all modern software and information technology protocols.
Wrapping
Allowing a phrase or sentence to split or wrap from one line to the next, as opposed to requiring it to fit on a single line. (This paragraph is wrapped.)
G-6 Subgroup
Index
Index
entering, 7-4
A
about file formats used by OrgPlus, 4-3 OrgPlus, 1-2 projects and charts, 4-2 templates, 4-2 Adding fields, 4-17 advanced charting, 7-2 advanced data fields BranchStyle, 9-6 BreakAt, 9-5 CollapseAt, 9-5 Exclude, 9-8, 9-9 IsAssistant, 9-5 Sequence, 9-7 advanced features, 5-6 Advanced Find, 6-10 Advanced Find and Replace, 6-12 advanced hierarchy options, 9-36 advanced search, 1-16 aligning free floating objects, 7-11 analysis tool, 1-5 anchoring, G-1 boxes to free floating objects, 7-9 arrowheads, G-1 Assistant style, G-1 assistants, G-1 adding, 3-5 automatic e-mail distribution, 1-22 automation, 1-20, 11-1 Autotext elements Index
B
background objects. See free floating objects banding, G-1 basic chart creation, 3-2 binding free floating objects to a page, 7-9 bitmap (BMP), G-1 box layout, 1-7, See Also field layout adding labels to fields, 4-31, 4-33 adding lines, 4-34 adjusting margins, 4-35 creating a column grid, 4-32 editing, 4-31 using the quick chart panel, 4-62 box layout tips extra-wide manager boxes, C-2 modified co-manager style, C-3 modified list style, C-4 multiple charts on a page, C-7 multiple people in a box, C-6 multiple topmost boxes, C-5 repositioning boxes within the same level, C-8 staggering boxes on the same level, C-8 box properties, 3-10 Box templates, 7-21 boxes, G-2 adding, 3-5, 4-6 I-1
adding and deleting, 4-6, 4-58 adding fields in, 3-12, 4-28 copying contents and format, 4-65 creating using keyboard shortcuts, B-2 deleting, 3-6, 4-7 designing, 4-31 displaying fields in, 3-13 editing using the quick chart panel, 4-60 fixed size, 4-37 formatting, 3-10, 4-36 formatting using the quick chart panel, 4-60 hiding, 5-5 inserting pictures in, 4-30 moving using the quick chart panel, 4-59 removing fields from, 4-28 selecting using keyboard shortcuts, B-3 shadow style, 4-40 shape, color, lines, 4-39 showing (unhiding), 5-5, 5-6 sorting, 6-8 spacing between, 7-46 branch styles changing using the quick chart panel, 4-63 new, 1-8 Branch symbol, G-2 Branch templates, 7-21 branches, G-1 showing selected, 5-4 BranchStyle field, 9-6 BreakAt field, 9-5
excluding fields from, 7-31 problems and solutions, D-6 using formulas, 7-30 centering charts, 7-47 chart boxes. See boxes chart layout enhancement auxiliary lines, 7-13 centering, 7-47 optimizing, 7-46 spacing between boxes, 7-46 Chart menu, A-12 chart orientation. chart page area, G-2 chart rules, 7-53 creating, 7-53 deleting rules, 7-56 modifying, 7-55 reordering chart rules, 7-56 chart rules editing, 7-55 chart selection tabs, A-30 chart style rules, 1-12 chart styles, G-2 applying, 4-54 changing, 4-55 changing for a branch, 3-7 chart title, 3-15 charts, G-2 about projects and charts, 4-2 advanced techniques, 7-2 combining, 9-53 compare, 1-6 comparing, 6-5 formatting, 4-49 opening, 3-16, 3-27, 3-38 printing, 4-65 utilities, 6-1
C
calculations, 7-28 I-2
Index
viewing, 5-1 working with basic functions, 4-1 charts from external data. See importing chart data clients, G-5 Clipboard, G-2 closing a project, 4-6 cnstants adding, 7-33 CollapseAt field, 9-5 co-managers, G-3 combining charts, 9-53 comments insert, 1-21 inserting, 6-14 Comments, A-30 comparing charts, 6-5 compatibility problems and solutions, D-5 complex hierarchies, 9-36 conditional formats improved, 1-24 modifying, 7-52 conditional formatting, 1-12 creating rules, 7-49 deleting rules, 7-52, 7-53 editing rules, 7-52 conditional formula, 1-13, 7-26 conditions shared, 1-25 configuring OrgPlus project properties, 6-19 protecting projects, 6-18 connecting lines. See lines (connecting) consolidation, 1-12, 9-52 constants, 1-16 deleting, 7-33 Index
referencing, 7-34 using, 7-32 Control key shortcuts, B-7 copying box contents and format, 4-65 co-workers, G-3 creating chart rules, 7-53 customer support, 2-13 electronic support, 2-14 no charge phone support, 2-14 technical support checklist, 2-13 cut, copy, paste, 4-64
D
Data Connection file, 9-11 LDAP, 9-40 ODBC DSN, 9-12 Oracle, 9-13 SQL Server, 9-13 Table/View selection, 9-14 Data Connection wizard, 9-11 Data menu, A-12 data refresh, 9-56 excluding box contents, 9-46 maintaining orphan placement, 8-39 data settings in importing, 9-19 data source for importing file requirements, 9-3 file type selection, 9-16 data source selection in importing Excel (XLS) spreadsheet, 9-17 Text (txt) file, 9-18 data synchronization, 1-15 Date field formatting, 4-21 deleting chart rules, 7-56 demote, G-3 I-3
Design templates, 7-20 designing boxes adding labels to fields, 4-31, 4-33 adding lines, 4-34 adjusting margins, 4-35 creating a column grid, 4-32 editing box layout, 4-31 directories, 1-17 adding and deleteing orphans to, 8-20 creating, 3-16, 8-15 deleting, 8-17 displaying, 3-18, 8-18 editing, 8-17 editing chart data using, 3-19, 8-19 emailing chart data from, 8-19 managing, 8-15 working with, 8-12 directory other functions, 8-18 Directory panel, 8-13, A-26 disk space problem and solutions, D-7 dotted line reports, 9-25 dotted-line relationships, G-3, See Also auxiliary lines dotted-line reporting, 1-13 dragging boxes using keyboard shortcuts, B-6 drawing lines, 7-7 shapes (rectangles, octagons), 7-6 duplicate records, 9-25 handling, 4-24 improved reporting, 1-24 dynamic fields defining, 7-24 I-4
E
Edit menu, A-5 editing chart rules, 7-55 electronic support, 2-14 e-mail automatic distribution, 1-22 emailing chart data from directories, 8-19 e-mailing your chart, 10-14 embed, G-3 entering information creating using keyboard shortcuts, B-2 Excel spreadsheet data source requirements in importing, 9-3 data source selection in importing, 9-17 exporting chart data to, 3-23, 9-47 Exclude field, 9-8, 9-9 exporting chart data, 9-47 to Excel, 3-23, 9-47 to other formats, 9-48 Express (OrgPlus), 2-3 Extras toolbar, A-18 extra-wide manager boxes, C-2
F
features of OrgPlus, 1-6 field layout, G-3 fields, G-3 adding and deleting, 4-17 adding in boxes, 3-12 adding labels to, 4-31, 4-33 adding using the quick chart panel, 4-61 defining, 4-17 defining and displaying, 4-17 deleting, 4-24
Index
displaying in boxes, 3-13, 4-28 enhance formatting of numbers, 1-25 entering field text in boxes, 3-4, 4-15 excluding from calculations, 7-31 formatting, 4-19, 4-47 Date fields, 4-21 Name fields, 4-19 Number fields, 4-20 in Hierarchy Mapper display, 9-24 inserting pictures in, 4-30 predefined, 4-23 selecting, 4-9 selecting in reports, 8-4 showing (unhiding), 5-6 file formats used by OrgPlus, 4-3 File menu, A-4 files operations on using keyboard shortcuts, B-4 filtering report data, 8-7 source data in Import process, 9-30, 9-34 Find, 6-9 Find and Replace, 6-11 Advanced Find, 6-10 Advanced Find and Replace, 6-12 Find, 6-9 Find and Replace, 6-11 Find by Photo locating a box using, 5-7 fixed size boxes, 4-37 Format menu, A-10 Format toolbar, A-19 formatting boxes, lines, text, fields, and pictures, 4-35 Index
conditional formatting, 7-49 connecting lines, 4-42 free floating objects, 7-8 pictures, 4-48 text, 4-44 using Box templates, 7-21 using Branch templates, 7-21 using Design templates, 7-20 using Template filess, 7-22 with templates, 3-36 within reports, 8-8, 8-9 formatting boxes, 3-10 resizing, 4-36 shadow style, 4-40 shape, color, lines, 4-39 formatting charts, 1-6, 3-9, 4-49 formatting fields, 4-47 Formula fields, 7-30, G-3 excluding from calculations, 7-31 formula options, 7-30 formulas adding, 7-24 available, 7-27 recalculating automatically, 7-31 free floating objects adding, 7-6 aligning, 7-11 anchoring to boxes, 7-9 binding to a page, 7-9 changing object order, 7-10 drawing or inserting, 7-6 formatting, 7-8 lines (drawn), 7-7 moving. See moving free floating objects shapes (rectangles, octagons), 7-6 free floating text, 7-3 I-5
free form tool, 1-13 frequently asked questions about registering and unlocking OrgPlus, 2-10 Full Screen mode, 5-4 Full Screen toolbar, A-19 Function key shortcuts, B-6
I
Import wizard, 3-32, 9-16 data setting definition, 9-19 data source selection, 9-16 dotted line reports, 9-25 filtering source data, 9-30, 9-34 Hierarchy Mapper, 9-22 Show Fields feature, 9-24 verifying the hierarchy, 9-20 importing chart data, 1-14, 3-31, 9-2 advanced data fields, 9-4 Data Connection wizard, 9-11 Import wizard, 9-16 refreshing a chart created by, 3-37, 9-42 required source fields, 9-2 required text file format, 9-3 saving a chart created by, 3-37 importing data complex hierarchies, 9-36 Insert menu, A-9 Insert toolbar, A-20 installation problems and solutions, D-2 installation options, 2-5 installing OrgPlus, 2-1, 2-3 from a CD, 2-4 from a network, 2-4 integration Web, 1-20 with Microsoft Office, 1-19 IsAssistant field, 9-5
G
grids, 1-25 grids and rulers displaying, 6-2 using, 6-2 grouping report data, 8-5 groups, 1-13, G-4 applying group filters, 5-11 creating new groups, 5-9 enhanced, 1-25 working with, 5-8 Groups toolbar, A-20
H
Help menu, A-14 hiding boxes, 5-5 levels, 5-7 lines, 5-5 page lines, 5-7 symbols, 5-7 hierarchy verifying in importing, 9-20 Hierarchy Mapper assigning orphans, 9-22 changing displayed fields, 9-24 hotspots, 1-8 improved, 1-25 HTML publishing options, 10-5 I-6
Index
K
keyboard shortcuts, B-2 creating boxes, B-2 dragging boxes, B-6 entering information, B-2 Function and Control keys, B-6 moving free floating objects, B-6 selecting boxes, B-3 text editing, B-5 viewing your chart, B-3 working with files, B-4
managers, G-4 mapped fields, 4-27 margins adjusting within boxes, 4-35 in Page Setup, 4-66 master page, 7-2 Master Page, 1-6 viewing, 7-3 matrix reporting, 1-17 memory/resource problem and solutions, D-7 menus Chart, A-12 Data, A-12 Edit, A-5 File, A-4 Format, A-10 Help, A-14 Insert, A-9 Tools, A-11 View, A-7 Window, A-13 metafile (WMF), G-4 Microsoft Vista, 1-21 modified co-manager style, C-3 modified list style, C-4 modifying chart rules, 7-55 moving, A-30 moving boxes by cut and paste, 4-64 by dragging and dropping, 4-12 moving free floating objects by cut and paste, 4-64 by dragging and dropping, 4-12, 4-13 using keyboard shortcuts, B-6 multi-column charts, 1-12 I-7
L
launching OrgPlus. See starting OrgPlus LDAP Data Connection file, 9-40 Learning OrgPlus, 2-11 legends, 1-10, 7-14 automatic, 1-24 levels, G-4 selecting, 4-10 showing or hiding, 5-7 lines (auxiliary), 7-13 lines (connecting), G-3 formatting, 4-42 hiding, 5-5 selecting, 4-8 showing (unhiding), 5-5, 5-6 lines (drawn), 7-7 within boxes, 4-34 lines (page lines), G-5 showing or hiding, 5-7 linking, G-4 localization, 1-19, 1-20
M
main window. See OrgPlus main window Index
multiple charts in a project, 1-17, 7-41 creating, 7-42 deleting, 7-43 navigating, 7-43 renaming, 7-43 multiple charts on a page, C-7 multiple people in a box, C-6 multiple topmost boxes, C-5 multi-record boxes, 1-7, 7-47 and templates, 7-19
creating, 7-57 OLE DB support, 1-14 online help. See Help menu online store, 2-15 opening an existing project, 3-10, 4-2 optimizing chart layout, 1-11, 7-46 optimizing files, 4-16 options setting, 6-15 options panel using, 6-15 Oracle Data Connection file, 9-13 order of free floating objects, 7-10 OrgPlus about, 1-2 approach to learning, 2-11 customer support, 2-13 Express, 2-3, A-4 features, 1-6 Help menu, 2-12 how it works, 1-3 installing, 2-3 launching, 2-11 registering, 2-6 Standard vs Professional, 2-3 starting, 2-11 OrgPlus main window, A-2 chart selection tabs, A-30 menu bars, A-3 panels, A-24 status bar, A-31 toolbars, A-15 OrgPlus options setting, 6-15 OrgPlus plug-in
N
Name field formatting, 4-19 navigating charts advanced features, 5-6 multiple charts in a project, 7-43 showing hidden objects, symbols, page lines, 5-6 sub-charts, 7-37 new charts creatiing, 3-2 New Person function, 8-20 Number field formatting, 4-20 number fields enhanced formatting, 1-25
O
object linking and embedding (OLE), G-5 objects, G-5 moving, 4-12 selecting, 4-7, 4-9 ODBC DSN Data Connection file, 9-12 Office 2007, 1-21 off-line registration. See registering OrgPlus off-line off-page references, 1-24 I-8
Index
options, 10-4 OrgPlus Plulgin security options, 10-13 OrgPlus use with other applications, D-5 OrgTree file creating, 9-52 OrgUnit charts, 1-10 OrgViewer publishing to, 3-39 orpan management data refresh, 8-39 orphan management, 8-38 improved, 1-14 orphans adding and deleting records to a directory, 8-20 assigning with Hierarchy Mapper, 9-22 improved handling, 1-25
PDF page layout in publishing, 10-3 publishing options, 10-5, 10-6 peers grouping, 1-26 photo manager working with, 6-2 Photo Manager, 6-2 picture formatting improved, 1-25 pictures formatting, 4-48 inserting as free floating objects, 7-8 inserting manually in chart fields, 4-30 inserting with Photo Manager, 6-2 PowerPoint page layout in publishing, 10-3 publishing options, 10-3 publishing to, 3-41 predefined fields adding, 4-23 Print Preview, 4-69 Printer page layout in publishing, 10-3 printing enhanced on OrgPlus 7, 1-23 printing charts, 3-9, 3-15, 4-65 Page Setup, 4-66 Print Preview, 4-69 printing, 4-70 problems and solutions, D-2 problems and solutions calculations, D-6 disk space, D-7 installation, D-2 memory/resource, D-7 I-9
P
page lines showing or hiding, 5-7 Page Setup for printing, 4-66 page setup problems and solutions, D-4 panels Directory, A-26 Profile, A-27 quick chart, 4-58 Reports, A-27 Sub-charts, A-28, A-29, A-30 Templates, A-26 Welcome, A-25 Panels Tree, A-29 panning, 5-1 passwords. See protecting projects Index
page setup, D-4 printing, D-2 using OrgPlus with other applications, D-5 Product Code, 2-8 what is it?, 2-10 where is it?, 2-10 Professional (OrgPlus), 2-3 Profile panel, 8-21, A-27 profile view more powerful, 1-23 profiles, 1-18 copying, 8-29 creating, 3-24 creating composite, 8-27 creating HTML, 8-28, 8-29 creating standard, 8-23 deleting, 8-29 displaying, 8-30 editing, 8-29 editing data using, 8-22 managing, 8-23 using, 3-26 working with, 8-20 projects about projects and charts, 4-2 closing, 4-6 creating, 4-2 creating new, 4-3 opening, 4-2 protecting, 6-18 saving your work, 4-4 viewing project properties, 6-19 promote, G-5 protecting projects, 6-18 Publish/Import toolbar, A-21 publishing I-10
enhanced in OrgPlus 7, 1-21 OrgPlus Plugin security options, 10-13 publishing options HTML, 10-5 PDF, 10-5, 10-6 PowerPoint, 10-3 scheduling automatic publishing, 11-3 Send as Mail, 10-14 Word, 10-3 publishing your chart, 3-38, 10-1, 10-2 to Microsoft Office, 1-19 to OrgViewer, 3-39 to PowerPoint, 3-41
Q
Quick Chart creator, 1-9 quick chart panel, 4-58 adding fields using, 4-61 applying templates using, 4-63 box layout using, 4-62 changing branch styles using, 4-63 editing boxes using, 4-60 formatting boxes using, 4-60 moving boxes using, 4-59
R
refreshing chart data, 3-37, 9-42 scheduling automatic refresh, 11-3 registering OrgPlus, 2-1, 2-6 frequently asked questions, 2-10 if purchased from HumanConcepts, 2-7 if purchased from other vendors, 2-8 registering OrgPlus off-line by email, E-2 by fax, E-2 by phone, E-3
Index
reordering chart rules, 7-56 report data filtering, 8-7 formatting report elements, 8-8, 8-9 grouping, 8-5 selecting fields, 8-4 sorting, 8-6 reports, 1-16 creating, 3-20, 8-3 deleting, 8-11 displaying, 3-22, 8-11 editing, 8-10 exporting to Excel, 3-23 managing, 8-3 working with, 8-2 Reports panel, 8-2, A-27 reports, profiles, directories, and searches, 8-1 repositioning boxes within the same level, C-8 resizing boxes, 4-36 right-click menus, B-1 rulers, 1-25 rulers and grids displaying, 6-2 using, 6-2
checking tasks, 11-8 deleting tasks, 11-7 editing tasks, 11-7 search advanced, 1-16 search panel, A-28 using, 8-36 search results managing, 8-35 searching charts, 8-34 secondary mouse button, G-5 security OrgPlus Plugin options, 10-13 selecting connecting lines, 4-8 fields, 4-9 levels, 4-10 objects - all of the same type, 4-9 selecting objects, 4-7 Sequence field, 9-7 servers, G-5 shapes (rectangles, octagons), 7-6 showing branches, 5-4 levels, 5-7 showing (unhiding) boxes, 5-5, 5-6 comments, 5-6 lines, 5-5, 5-6 page lines, 5-7 symbols, 5-7 sorting report data, 8-6 sorting boxes, 6-8 source data requirements, 9-2 I-11
S
sample charts OrgPlus 7 enhancements, 1-23 SAP direct access to, 1-14 saving chart after importing, 3-37 saving your project, 3-8, 4-4 scenario analysis, 1-4 scheduling Refresh or Publish tasks Index
spacing between boxes, 7-46 spell checking, 6-13 SQL Server Data Connection file, 9-13 staggering boxes on the same level, C-8 Standard toolbar, A-16 starting OrgPlus, 2-11 status bar, A-31 styles applying chart, 4-54 changing chart, 4-54 sub-chart arrow labels, 1-24 sub-charts, 1-13, 1-14, 3-27, 7-36 creating with Sub-chart wizard, 3-28, 7-38 inserting breaks manually, 3-30, 7-37 labeling breaks, 7-37 navigating, 3-29, 7-37 removing breaks, 3-30, 7-37 Sub-charts panel, 7-39, A-28, A-29 subgroups, G-6 subordinates, G-6 adding, 3-6 support. See customer support symbols showing or hiding, 5-7 system requirements, 2-2
Template files, 7-22 templates, 1-9, G-6 about, 4-2 and multi-record boxes, 7-19 applying to a chart, 3-36 applying using the quick chart panel, 4-63 based on existing charts, 7-18 Box, 7-21 Branch, 7-21 creating and modifying, 7-18 Design, 7-20 files, 7-22 learning about, 7-18 modifying, 7-19 OrgPlus 7 enhancements, 1-23 using, 7-20 Templates panel, 7-20, A-26 text Autotext elements, 7-4 editing using keyboard shortcuts, B-5 formatting, 4-44 free floating, 7-3 text boxes inserting, 7-7 Text file data source requirements in importing, 9-3 data source selection in importing, 9-18 Text toolbar, A-22 thumbnails, 5-3, G-6 titles in charts, 3-15 tool free form, 1-13 toolbars Auxiliary, A-17
T
Table/View selection for Data Connection file, 9-14 Tagged Image File format (TIFF), G-6 tasks creating, 11-4 technical support checklist, 2-13 no charge phone support, 2-14 I-12
Index
Extras, A-18 Format, A-19 Full Screen, A-19 Groups, A-20 Insert, A-20 Publish/Import, A-21 Standard, A-16 Text, A-22 Zoom, A-23 Tools menu, A-11 topmost box, G-6 Tree Panel, 1-22 Tree Panel, using, 8-31 trees working with, 8-31, 8-40 troubleshooting, D-1 calculations, D-6 disk space, D-7 installation, D-2 memory/resource, D-7 page setup, D-4 printing, D-2 using OrgPlus with other applications, D-5 tutorials, 3-2
V
View menu, A-7 viewing charts Full Screen mode, 5-4 showing selected branches, 5-4 thumbnails, 5-3 zooming and panning, 5-1 viewing your chart using keyboard shortcuts, B-3
W
Welcome panel, A-25 what if scenario analysis, 1-4 what-if analysis, 1-16 Window menu, A-13 Word page layout in publishing, 10-3 publishing options, 10-3 word wrap enhancements, 1-25 wrapping, G-6
U
unassigned positions. See orphans unhiding. See showing unicode, G-6 Unlock Code, 2-7 what is it?, 2-10 where is it?, 2-10 unlocking OrgPlus. See registering OrgPlus
X
XML support, 1-19
Z
Zoom toolbar, A-23 zooming, 5-1
Index
I-13
I-14