Contents

Welcome to the WHOS-IN User Manual. Please select the item of interest from the Table of Contents or the Find Tab at the bottom left.

Note: The screen shots depicted in this On-Line Manual contain screen captures from Windows XP, and will not exactly match your screen if you are running a different version of Windows (Win98 or higher required).

Who's-In? is a Registered ® trademark of Hudson Software.


General Information

Please select an item of interest from the list below:

Bug Reports
Copyright
Introduction
License Information
Association of Shareware Professionals


Bug Reports

Yes, we admit it... bugs do happen, and no, we do not call them undocumented features!

No matter how much testing we do, something may be overlooked, and slip through the system unnoticed, or someone is using a setup we have not encountered before.

We encourage you to report bugs, which in turn, will allow us to further improve the software, and most importantly, improve our service to you!

If you come across something that appears to be 'not quite right' please tell us! Email your bug reports to: support@hudsoft.com


Copyright

Programs, screen designs, macro's, associated databases and database formats are COPYRIGHT © 1994 - 2003, Hudson Software, Lvl 2 / 62 Martin Rd. GLEN IRIS Vic 3146 Australia.   www.hudsoft.com

Contents may not be reverse engineered or resources separated from the rest of the system, without the written permission of Hudson Software.

Who's-In? is a Registered ® Trademark of Hudson Software.
WYWO is a Registered Trademark of Caliente International.
Microsoft, Access, Windows, MS Mail, MS Schedule+ & MS Exchange are trademarks of Microsoft Corporation.

Any other Trademarks used belong to their respective trademark owners.


Introduction

How many minutes do you think are used each day in your office while your receptionist attempts to locate someone? 5? 10? 20? perhaps even more ! WHOS-IN allows you to see at-a-glance who is In, Out, Busy, when they will be back, contact details, and their Phone / Extension number. All the staff availability information you need - right at your fingertips!

A simple solution for busy office environments running either stand-alone with a receptionist, or multi-user on a Windows compatible LAN. WHOS-IN is the ultimate solution when you need to find someone, and find them FAST! No more searching to find those elusive employees... you will know exactly where they are at all times! The 'Status' of each person may easily be identified by anyone on your Network. Each person controls their own information, and all users have access to this information from a central server.

Suggested uses for WHOS-IN :

Sales Reps and Support Staff: Know where they are, and how to contact them.
Meetings: Flag yourself (or your colleagues) as Busy and people know instantly you are unavailable.
Holidays, Vacation or Sick Leave: If you know someone is away, you don't have to look for them !

Don't just limit WHOS-IN to keeping track of 'people' - you can also use it to track vehicles, laptop computers, mobile phones or just about anything else in your office!


License Information

COMMERCIAL VERSION:
Hudson Software grants a license to use WHOS-IN to the original purchaser only, and may not be transferred to a third party.

You have the right to install the server component of WHOS-IN and the associated database on one File Server, or one single user PC (but not both).

WHOS-IN licenses are sold in exact numbers as you require them (with a minimum order of 10 users). Should you wish to increase the number of people in your database from 25 to 30 users (for example), a 10 user 'add-on' license would be required (allowing up to 35 users / items in the database).

Multiple databases on the same server, or on different servers require purchasing of additional WHOS-IN server licenses. Serial number security will prevent remote servers operating without a separate license.

TRIAL PACK / Shareware / Freeware version:
Usage of the 5 user version is unlimited. If you have a small office with 5 or less employees in the database, the software is free to use as long as you like. Should you wish to extend past the 5 user limit, you may then purchase a licensed version (10 users minimum) from your local software reseller, or the Hudson Software web site located at: http://www.hudsoft.com.

The 5 user version may be installed to multiple file servers for evaluation purposes only.

WHOS-IN updates are supplied FREE for a period of 12 months after initial purchase.

Hudson Software reserves the right to republish any user feedback (from any source) as a client testimonial on our web site.


Association of Shareware Professionals

Due to the high cost of magazine advertising in the USA, Hudson Software has decided to try the 'shareware' distribution method (even though WHOS-IN has been on the market as a commercial product since 1995). To help in these endeavours, we have joined the Association of Shareware Professionals as a 'developer member' and we must abide by their rules, one of which is the inclusion of the ASP Ombudsman Policy (see below). Please note that there is nothing different about the software… The 5 user version is still 100% FREE and fully functional. It does NOT require 'registering' unless you wish to expand above the 5 user free 'limit'. Support for the product is also free (as it always has been).

ASP Ombudsman Policy

This program is produced by a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsman at 157-F Love Ave, Greenwood, IN 46142 USA, FAX 317-888-2195, or send email to omb@asp-shareware.org

Fees for Distribution of Shareware Versions

Disk Vendors, Shareware Distributors, some Web Sites and BBS(s) may have charged a nominal fee for the distribution of this Shareware version of WHOS-IN. This fee does not constitute payment for the Licensed version of WHOS-IN. The user IS entitled to use the '5 user'  shareware version for an unlimited period (without payment). In other words, it is FREE. If you have been charged for the 5 user version (other than a small distribution fee), you should seek to get your money back from whomever sold it to you.

Definition of Shareware

Shareware distribution gives users a chance to try software before buying it. If you try a Shareware program and continue using it, you are normally required to register it (or purchase the licensed version). However, because the 5 user version of  WHOS-IN is FREE, you only need to purchase a license if you wish to increase the number of users or items in the database above the 5 user 'free' limit.

Copyright laws apply to both Shareware and retail software, and the copyright holder (Hudson Software) retains all rights, with a few specific exceptions as stated below. Shareware authors are accomplished programmers, just like retail authors, and the programs are of comparable quality (in both cases, there are good programs and bad ones!). The main difference between Shareware and retail software is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. For example, some authors require written permission before a commercial disk vendor may copy their Shareware.

Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's retail or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. And because the overhead is lower, prices are lower also. Shareware has the ultimate money-back guarantee - if you don't use the product, you don't pay for it.


About Screen

The About Screen displays the following information:

The WHOS-IN logo
The number of users you are licensed for (User Version)
Contact details of your local sales / support center.
The build number and build date of the program.
Your serial number (blank for Trial version).


Main Screen

This section details the actions available from the Main Screen.
Please select the item of interest from the list below:

ToolBar Buttons

Group Tabs

Status Area Columns

Status Bar


ToolBar Buttons

This section details the actions taken when pressing the various buttons on the Main Screen.

Find Text Box - allows you to locate Users or Items in the main ListView area based on the currently selected column (indicated by a blue arrow), and highlights entries as you type. The more you enter, the narrower the search.

Change Button - displays the Change Status Screen, and allows you to update YOUR status, enter a Due Back time, and optionally any additional comments.

Group Change Button - displays the Group Change Screen, which allows you to change the status of one or more users in a Group (depending on your access level).

USAGE:
Select the user name(s) from the list, then press the Group Change button. The Group Change Screen will then be displayed where you can enter the required information.

NOTE:
Global Access (level 2) users can change any user from any group.
Group Managers (level 1) can change any user in a Group they administer.
Normal users (level 0) can only change users if they are a Group Member.

About Button - displays the About Screen, which contains information on the number of users you are licensed for, the build date, your local support center address, and the version number.

Refresh Button - Immediately scans the database to see if there have been any changes since the last 'refresh'.

NOTE: 'Refreshes' are also automatically performed by WHOS-IN:
1. Whenever the 'Refresh Rate' timer is triggered. (see Options Screen)
2. When returning from any other screen back to the Main Screen.
3. When restoring the screen back to normal size from the TaskBar.

Servers Button - Displays the Remote Servers Screen, which allows you to connect to WHOS-IN databases across a Local Area Network. This enables you to examine the Status of co-workers in Branch Offices, or perhaps a different File Server or location within the same building. The information displayed is coordinated by your WHOS-IN administrator.

Home Button - This button is normally grayed out, and is only active when you are connected to a remote database. When active, pressing this button will return you to your 'Home' database.

Mail Button - Creates a Mail Message using your default email program. You may select several users from the main ListView to send an email to multiple people at once.

WYWO Button - Creates a 'While You Were Out Message' to a selected user if you have WYWO running. If you do not have WYWO, you can download a FREE 3 user version from www.hudsoft.com.

Options Button - Displays the User Options Screen. Use this area to enter your Phone Extension and other personal preferences such as 'Refresh Rate', Auto Log In etc.

Print Button - Displays the Print Screen and allows you to print a current status list or phone directory listing.

Exit Button - Shuts down WHOS-IN and also saves the screen position, height, width, column widths, column sorting and sort direction into your personal settings area within the database.

Out, Busy & In Change Status Buttons - These buttons have different functions depending on your access level for a particular Group.

There may also be different status change buttons visible (assigned by the WHOS-IN administrator) on the ToolBar (examples above).

If no user / item is selected in the main ListView area, pressing one of the ToolBar buttons will update YOUR status with a single mouse-click. Unlike the Change Button the 'Change Status Screen' does not appear (unless you have the Option switched on), and the update is immediate. If you have the Auto Clear Comments option switched ON, whenever you change your status to IN, the DueBack & Comments fields will be cleared. If the Auto Minimize option is switched ON then the screen will immediately shrink down to the toolbar when you change your status (revealing whatever program you were working on previously).

If one or more users/items are selected in the ListView area of the Main Screen, and the Group Change button is enabled, the ToolBar buttons allow you to change the Status of one or more 'selected' users / items.

Remember… If no user name is selected, choosing the In, Out & Busy buttons will update YOUR status only (not the status of other users)

Return to Main Screen


Group Tabs

USAGE:

Click on the various tabs to view different departments or Groups.

If you click on a Group Tab, and your Access Level allows it, the Group Change Button will be active (colored instead of grayed out). This will allow you to select one or more members of that Group, and change the status of them all in one hit.

NOTE: Groups are created, and members assigned to Groups by the WHOS-IN administrator.

Return to Main Screen


Status Area Columns

USAGE:

Each column of the WHOS-IN main display area has several primary features:

1. Each column is sizable. Click & Drag the vertical bars between the column headings to resize.

2. Column sorting. Click on the column header (Status / Name etc.) to sort. The blue arrow indicates which is the current sort column, and the direction of the arrow indicates the sort type (ascending or descending).

3. Columns may be re-ordered by dragging a column left or right. To SAVE the new column order you MUST press the REFRESH BUTTON or the new column order will be lost.  This is necessary because the Microsoft ListView control does not allow us to 'trap' for column reordering - therefore the program can't 'tell' when this has taken place.

The column widths and sort options are automatically saved when you exit the program.

You can also display a pop-up menu of commands by pressing the secondary mouse button (normally the right mouse button) while the mouse is positioned over the main Status area.

Return to Main Screen


Status Bar

The Status Bar is divided into 5 sections:

1. The first section displays various help messages.
2. The second section displays the current path to the database.
3. The third section displays a countdown (in seconds) to the next auto-refresh.
4. The fourth section displays your Access Level.
5. The fifth section displays the System Security Level.

Return to Main Screen


Change Status Screen

The Change Status Screen allows you to update YOUR STATUS by selecting a status type (In / Out / Busy etc.) from the drop-down list, or enter a new status type of your own.

You may also enter the time/date you are Due Back and any additional Comments you wish to leave.

If the Administrator has set up any Custom Columns, and allowed you to edit the contents, you can double-click on the VALUE section of the Custom Fields to edit the data.

NOTE 1: If the Auto Clear Comments option is switched ON (in the Options Screen) and you select IN as your Status, the DueBack & Comments will be erased - even if you have entered information into this area.

NOTE 2: This screen will NOT change someone else's status ONLY YOUR OWN. To change someone else, you must use the Group Change Screen.


Group Change Screen

The Group Change Screen allows you to update both your own status, plus the status of other members of a Group - provided that your Access Level is high enough, or the Group has been marked as a 'special' Group by the administrator.

To change the status of one or more Group members, you must first select the users from the main screen (using Shift or CTRL + mouse click to select multiple users), then choose the Group Change button to arrive at the Group Change Screen.

Step 1. - Select users from Main Screen

2. Press Group Change button on ToolBar.

You may then select a status type (In / Out / Busy etc.) from the drop-down list, or enter a new status type of your own. Enter the time/date these users are Due Back and any additional Comments you wish to leave (See example below) then press OK to update all the selected users simultaneously.

WARNING: Be careful when updating the data in the Custom Fields section - you may inadvertently reset everyone's email address (or other info).

Group Change Screen


New User Setup

The New User Setup screen is displayed either when WHOS-IN is started without a NAME on the command line (e.g. ''\\server\share\path\user.exe'') or, is launched from the File Menu command.

Most network administrators will add WHOS-IN to your Network Logon, so normally there is no need to use this utility, however this is not always the case…

*IF* the network administrator has added WHOS-IN to your network login script, you should NOT add it to the startup folder as well, because it will then attempt to run twice (slowing down your logon procedure). WHOS-IN detects previous instances of itself (with the same user name), thereby preventing unnecessary memory & resource usage, however it is better if this does not happen in the first place.

On occasions it may be desirable to have multiple copies of WHOS-IN running on a single PC (with different user names). For example, a Manager's Personal assistant might have 2 copies running, one for themselves, and the other for the Manager - so that the PA can update the managers status using the managers name.

Alternately, there may be a department with a shared PC that everyone uses. In this case, you might need to have 5 different (named) copies of WHOS-IN running on the same PC at the same time.

You can use the New User Setup utility to create as many Icons (with unique names) as you need.


Options Screen

The Options Screen (General Tab) is used to set your personal preferences. The settings are saved into the database when you press the OK button.

Auto Log In - Sets your status to IN when WHOS-IN starts. If you also have the Auto Clear Comments option checked, then your DueBack and Comments information will also be erased without your intervention.

Auto Log Out - Sets your status to OUT when WHOS-IN is shut down.

Auto Clear Comments  - Erases your DueBack and Comments information when either you, or someone else, sets your status to IN.

Display ListView items as pop-up ToolTips - If this option is enabled, the contents of each 'cell' in the ListView is displayed as a ToolTip as the mouse pointer moves over each item. This is handy when the columns are narrow, or the contents of a cell are too long to be displayed on screen - indicated by an ellipsis (…).

Display Change Status Screen when selecting the ToolBar OUT button. - Enabling this option will force the Change Screen to appear when pressing the Out button (if no user name is highlighted) or the Group Change Screen (if one or more user names are selected on the Main Screen). This has been included as an option to help prevent people leaving the office without letting people know where they are, and when they are due back.

Refresh Rate - This controls how often WHOS-IN scans the server (looking for updates). The 'timer' is started whenever you return to the Main Screen from one of the other screens, hit the Refresh Button, or restore the screen to normal size from the Windows TaskBar. (A 'refresh' is automatically performed whenever any one of the above tasks is performed - which resets the timer.)

NOTE: A countdown timer to the next auto-refresh is displayed on the lower right hand corner of the main screen (Status Bar).

System Tray / Task Bar - This section controls how WHOS-IN behaves when it is Minimized.

Auto Minimize - Sends WHOS-IN to the Windows TaskBar whenever you change your status. This in turn displays whatever application was 'behind' WHOS-IN.

Task Bar & System Tray examples. (May look different with your version of Windows)

This section allows you to alter the ToolBar settings by switching between Large & Small Icons, and displaying or removing the Text Labels under each icon.

 We have used as many Windows 'standard' buttons as possible so most of the functions will already be familiar to you.   Once you feel you have come to terms with the unique WHOS-IN buttons (such as the WYWO button), you can save screen space by switching off the Text Labels, and setting the icon size to Small.

ToolBar settings are saved automatically when you shut down WHOS-IN.


Print Screen

The Print Screen allows you to print either a Phone List, or a complete record of all information displayed on screen.

USAGE: Choose which list you wish to print, Sorting Option, and optionally, which Group you would like to print, then press OK.


Servers Screen

The Remote Servers Screen allows you to connect to other WHOS-IN databases on your  LAN (Local Area Network), or WAN (Wide Area Network) - assuming you have sufficient network bandwidth.

USAGE:

Select the desired remote server from the list & press OK to connect. This may take a few seconds, depending on the speed of your network, and how busy the remote server is.

When connected to a remote server, the Home Button [image] is enabled (changed from grayed out to colored). Use this button to return to your 'Home' server after examining the remote data.

The server path is also displayed in section 2 of the status bar to remind you that you are not looking at your 'home' database.

If your name does not exist in the remote database, most of the buttons on the toolbar will be grayed out (preventing you from updating your status in a database that doesn't know about you for example).

If your name does exist in the Remote database (you may be a frequent traveler to another city and need to keep everyone in 2 places updated as to your movements) you will be able to use most of the functions just as though you were looking at your 'Home' server location.

NOTE: The Remote Servers list is updated by your WHOS-IN administrator.