Last updated: 2025-12-02
Set up the Office - Office Security Enabled
Set up the Office - Office Security Enabled
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This topic explains the functionality that behaves differently due to the enabling of Office Security. This functionality is illustrated with the sample organization structure of Life Insurance Co., Los Angeles Office.
Create an Activity)
Create Calendar Activities for all Users = Disabled
Proxy Setting
A user with proxies and the Calendar Access Options: Create Calendar Activity for All Users = Disabled is able to add activities for all contacts in the Office based on the accessibility of the contacts. The accessibility for a user depends on the user assignment and the proxy setting.
If a contact is not assigned to any users in the office, all the users in the office are able to view that contact, and the current user is able to schedule an activity for the unassigned contact. Any user in the Office can be selected as a Participant.
If a contact is assigned to the current user, the user will be able to schedule activities for that contact and select any user from the office as participants for the activity. For example, Thomas will be able to schedule an activity for Ackerman, Joseph with the participants as all users (Bob, Chris, Marc) and have access to the Joseph Ackerman contact. If Thomas wants to schedule an activity for Robert Baker (Unassigned), he can add an activity with all users (Bob, Chris, Marc) in the Los Angeles office as participants.
Super User
The Super User setting overrides proxy settings and user assignments. A user with the Super User setting is able to add activities for all non-privatized contacts in the office. For example, Marc will be able to create activities for all the users in the Los Angeles Office, as he has access to all non-privatized contact records.
Create Calendar Activity for all Users = Enabled
Proxy Setting
A user with the Create Calendar Activity for all Users = Enabled setting can add activities for all users in the office even if the user does not have access to a particular contact. While scheduling activities for contacts for which the current user does not have rights, only partial information of the contact is shown. When the Create Calendar Activity for All Users option is enabled, the partial information available for searching contacts in the Contact Search Options dialog box is as follows:
Contact:
Table
Column
Contact
Last Name
First Name
Middle Name
Greeting
Contact Title
Contact Name
Suffix
Employer
Compact Name
First Last Name
First and Last Initial
Type
Address
City
State
Advisor Basic Info
Advisor Name
Business:
Table
Column
Contact
Business Name
Address
City
State
Advisor Basic Info
Primary Advisor
Reports
The current user will be able to run the Print Calendar Reports and Activity Statistics reports for other users only if the Group Reporting user right is enabled. If the Group Reporting user role is not available, the user will not be able to generate reports for anyone else.
This Function is Not Available
A user who has group reporting rights and does not have rights to view other user activities will not be able to generate Print Calendar Reports and Activity Statistics reports for other users.
All Users in the office
A user who has group reporting rights that can view all users in the Office will be able to generate reports for all users in the Office. For example, if Thomas needs to generate reports for all the users in the Office, selecting this option in Thomas’ User Management area (as well as selecting the Allow Group Reporting user right) will enable Thomas to create reports for all users in the Office.
All Users in the proxy domain
A user who has group reporting and calendar viewing rights for other users within the proxy domain will be able to generate reports only for those users for whom he/she proxies. For example, if Thomas needs to generate a report for Chris only, the option can be selected in the User Management of Thomas to provide him with the Allow Group Reporting user role.
All active Users in the Office
A user who has group reporting rights that can view all active users in the Office will be able to generate reports for all active users in the office. This option will not include Disabled users and will allow Temporary Password users.
All Active Users in the proxy domain
A user who has group reporting and calendar viewing rights for other active users within the proxy domain will be able to generate reports only for those active users for whom he/she proxies. The User list allowed to generate reports will include only the Active and Temporary Password users. Upon selecting this option, the user will not be able to print the reports for Disabled users in the proxy domain.
Reports and Super User
The Super User setting will override the User Management setting. A Super User is able to generate reports for any user in the office. For example, Marc is able to generate reports for all users in the Los Angeles office, as he is a Super User.
Calendar View Options)
User Management Setting: This Function is not Available
A user having this user management setting will not be able to view the activities of other users. They will be able to use the following options:
View My Activities
View Activities I Created
View All Other Users’ Activities I Proxy to
For example, when this option is selected for Thomas, he will not be able to view the activities of the other users in the Los Angeles Office.
View My Activities
Select the View My Activities option and then click the OK button to view the activities for which the current user is the participant. The activities are displayed in different calendar views.
View Activities I Created
Select the View Activities I Created option and then click the OK button to view the activities created by the current user. This includes all activities where the Created By user is the current user.
If the current user views activities created by himself/herself, the Calendar Agenda, Unfinished Activities, and Overdue Projects content links are not available due to security reasons.
View All Other Users’ Activities I Proxy To
Select the View All Other Users’ Activities I Proxy To option and then click the OK button to view the activities of all the users for whom the current user has proxy rights. The User list will be derived from the Proxy: Whose data this User can see content link. The view will be changed automatically and will include all activities for users whose data can be accessed by the current user.
User Management Setting: All Active Users/Users in the proxy domain
The user is able to view the activities of other users who are in the proxy domain. Selecting this option enables an additional view option in the Calendar View Options dialog box. Unlike the previous option (to view the activities for all proxy users), this option enables the user to choose the specific proxy users whose activities will be viewable.
User Management Setting: All Active Users/Users in the Office
The user is able to view the activities for all users in the office when the All Users in the Office option is enabled. When the All Active Users in the Office option is enabled, the current user is unable to view activities for Disabled users. However, the user is unable to view the details of the activity if it is marked as Private and if the user does not have access to the contact for which the activity is scheduled.
The Users section is visible in the Calendar View Options dialog box when the option to View Other Users’ Activities is selected. Click the User hyperlinks to select users.
Select the Select additional users option and then click the OK button to choose more than four users. In the Available Users dialog box, tag the additional users and then click the OK button. The user can select the following combinations of users:
Select a proxy user. The display of activities is similar to the All Users in the proxy domain option. The list of users displayed depends on the proxy setting.
Select a non-proxy user. The display of activities is restricted as follows:
The Available Users dialog box displays all users in an office. If Enterprise View is on, the Available Offices dialog box opens, followed by the Available Users dialog box.
The SmartOffice user is able to select multiple users for activity viewing.
The user is able to view the time of the activity, type of activity, and contact name in the calendar view. The user cannot modify the activity or view the details of the contact.
The Calendar Agenda, Overdue Projects, and Unfinished Activities content links are not displayed. When the user tries to access these, a warning message is displayed.
The user is unable to display the SmartPad details for the contact for which the current user does not have access.
The user is unable to use the Make/Receive a Phone Call and Start the Timer features in the toolbar.
Activity Confirmations are not sent when the user adds an activity for the contact for which he/she does not have access.
Select a non-proxy and proxy user. The display of activities is similar to the non-proxy user with the restricted view.
The list of users selected while viewing other users’ activities for the last session can be stored and recalled for a new session. This enhances the usability of Calendar View Options for an Agency Manager to have the settings of his/her assistants in his/her calendar views. While viewing other users’ activities using Calendar View options, a Show Users List for Viewing Other Users’ Activities button is displayed for listing the users selected for viewing activities.
Calendar View Options - User Preferences)
Display other Users’ Tasks on my Calendar
Selecting this option enables the current user to view other users’ tasks on his/her calendar. When this option is not selected in the User Preferences section, the user will only view the other users’ calendar activities in his/her calendar while viewing other users’ activities through Calendar View Options.
Color activities by Participants when viewing multiple users’ activities
Selecting this option from the User Preferences section will enable the coloring of activities based on the Participants while viewing multiple users’ activities in the calendar. When this option is enabled, activities will not be colored based on the Activity type and will be colored based on the Participants. The original legend while viewing the calendars will be replaced by a new legend showing the names of the users who are included in the calendar view options along with their respective colors.
SmartCalendar has enough different colors to represent up to 10 users’ activities. For additional users, SmartCalendar will reuse those colors and assign them randomly.
Select Users
The Calendar View Options and Task View Options sections in User Preferences enable the user to specify whether to show his/her calendar and tasks to other users.
The user can choose among the following calendar and task sharing options:
Show to other users: Selecting this option under Calendar View Options and Task View Options enables the appropriate activities to be seen by other users.
Do not show to other users: Selecting this option prevents other users from seeing the current user’s Calendar and/or Task activities.
Only to users with proxy relationships: Selecting this option shares the current user’s Calendar and Tasks activities only with users who have proxy relationships with the current user. This list will include all users from the current user’s Proxy: Who can see this User’s data content link.
Select users: Selecting this option displays the Add Users Who Can View My Calendar and the Add Users Who Can View My Tasks buttons. Select the Add Users Who Can View My Calendar button to open the Users Who Can See My Calendar dialog box. Click the New button from this dialog box to open the Available Users from the Office dialog box and select the users with whom to share calendar information.
The list of available users to share the calendar with depends on the View Calendar for Other Users option set in the User Account Detail content link. When the View Calendar option is set to All Users/Active Users in the office, all users in the office are displayed. When the View Calendar option is set to All Users/Active Users in the proxy domain, only the users from the proxy domain are displayed. This will enable the current user to share his/her calendar only with users in the proxy domain. The same workflow is applied to the Add Users who can view My Tasks option as well.