Internal address books

Internal address books are IQ4docs-type address books (you can also import data from external sources, see Create address book). Address book entries can be made available to users or user groups by specifying usernames, departments or keywords (the entries of all address books are displayed on the device in a sorted list). In this way, the user's address book on the device contains only the entries that are needed and avoids too many address book entries and the associated search work.

Besides the address book entries created by the administrator, users can also be given the right to create and manage their own address book entries, see My address book.

Use this area to create addresses that authorized users can use on the device. You can save

  • E-mail addresses and / or
  • Fax numbers

in an address book entry. E-mail address entries can be used on the device in places where an e-mail address can be selected from the address book (scan functions with and e-mail destination, see also E-mail (scan to any e-mail address)). Entries with a fax number can be selected from the address book in the fax dialog, see My Fax Menu.

To open the web administration, enter http://<hostname>/webadmin in the web browser (where hostname corresponds to the server on which IQ4docs WebAdmin was installed). In a client environment, enter the URL that you received from the client administrator (for example, http://server/webadmin/#/cf992178-4bd6-431c-b815-b9d734d0ded3). If you are not already logged in, log in with a user that has administrator rights (login and password) or as the IQ4docs system administrator (administrator with password admin by default).

In the menu in the Web Administration, click Address Books > Internal Address Books.

To sort the list, click on the desired column header. Click again to reverse the sort order (marked with an arrow).

To show or hide columns, right-click on the column header and select the desired columns or click the Columns button (if present). By default, not all available columns are displayed. The selection of columns is stored in the browser's Local Storage and is reset when this data is deleted in the browser.

Below the list view, you can use the navigation buttons to navigate through the data records and set the number of records displayed.

Click the Create Address Book button below the list of address books. Assign a name for the address book and click OK. The detail dialog of the address book opens.

Name: Specify the name of the address book. This name is not visible to the user.

You can also make the address book available only to certain user groups. To do this, first deactivate the option Assign this address book to all users.

Under Departments, select the desired departments from the list (you can also search for departments by entering their initial letters). Confirm the selection with Return (a color-coded list entry is created).

Under Users, select the desired users from the list (you can also search for users by entering their initial letters). Confirm the selection with Return (a color-coded list entry is created).

You can also make the assignment to the user via a keyword. To do so, enter any user keyword in the Keywords field. Confirm the entry with Return (a color-coded list entry is created).

Give the same keyword to all users who are to be authorized for use, see User List. You can also import keywords from a directory service as a group membership; the name of the group automatically becomes a keyword.

If you specify several keywords here, one of these keywords is sufficient for the user to obtain access to the workflow.

You can also make the address book available only on certain devices or in device groups that are defined by keywords. To do so, first deactivate the option Assign this address book to all devices.

Under Devices, select the desired devices from the list (you can also search for devices by entering their initial letters). Confirm the selection with Return (a color-coded list entry is created).

You can also make the assignment to the device via a keyword. To do so, enter any keyword in the Keywords field. Confirm the entry with Return (a color-coded list entry is created).

Give the same keyword to all devices that are to be authorized for use, see Device List.

If you specify several keywords here, one of these keywords is sufficient for the device to obtain access to the workflow.

Use the Add button below the table to add new addresses. The detail dialog opens in which the name, e-mail address or fax number can be edited. For the fax number, observe the general specifications for fax numbers (e.g. 0 for outside line access, etc.).

Use the Edit button found at the end of each line to modify the selected entry. The detail dialog opens in which the name, e-mail address or fax number can be edited. For the fax number, observe the general specifications for fax numbers (e.g. 0 for outside line access, etc.).

The Delete button deletes all selected address book entries.

You can export and import your existing address book entries.

The CSV file for the address book import has a precisely specified format (this format is generated when an address book is exported). The number and order of the fields must be adhered to strictly. The column header, i.e. the first line of the file, is not imported. The identifiers of the fields are not relevant.

The number and order of the fields in the import file must be adhered to strictly.

  • Name
  • E-mail
  • FaxNumber

Example:

Name;Email;FaxNumber
Mark Schmidt;m.schmidt@company.com;0230312345678
Regional court;;023039876543
Company Two;CompanyTwo@company.com;

Use the Export CSV button to export the address book entries to a CSV file. This creates a file that you can edit, expand and re-import.

Use the Import CSV button to import address book entries from a CSV file (this allows the import of device address books, for example).