Setting User Preferences
Preferences let you customize your use of Intranet Quorum
by setting defaults. These preferences are set for your User ID and remain
with your ID regardless of which workstation you use to log on. Preferences
can be set for an individual user or copied
to multiple users.
To set preferences:
Click the
Preferences link located in the
IQ Utility
Bar. This opens the Preference
Settings record and displays the panel (My
IQ, People, Mail,
Workflow, Documents
or Calendar) for your current
module. You can click any tab to set your preferences for that module.
Change settings
as needed.
Select the
Save and Close action to save your changes.
Preferences are available for the following modules:
User Preferences
Do
not Show System Warnings at Login – Clear this check box if you
want to display warnings regarding inbound e-mail whenever you log on
to IQ. These warnings replace the My IQ page when you log on. If you do
not want to display the warnings when you log on, select this check box.
You can view the warnings at any time by clicking the red System
Warnings link at the top of every IQ page. Note:
Warnings about failed outgoing e-mail jobs will appear when you log into
IQ even if Do not Show Warnings at Login
is selected.
Handle Record Windows in
Tabbed Mode – Click in this field and select Yes
if you would like IQ to open record pages (such as People, Workflow, Mail,
etc.) in a separate tab. Note:
If your Internet Explorer Tab setting for "When a pop-up is encountered"
is set to the default setting of "Always open pop-ups in a new window",
then the IQ Record page will open in a separate tab in a separate window.
Select No if you would like them to open in a separate
window.
Do
not Show Possible Code Values When Typing
– Select
this option if you do not want IQ to display possible values in the Code fields. If you do not select this option,
IQ will display a drop-down list of possible codes when you type a partial
value in the Code fields. Note:
If you select this option, the eraser icon will not be available for Code
fields in IQ.
Section 508 Mode
– Select this check
box to optimize IQ for users who require assistance of a screen reader
as described under Section 508 of amended Rehabilitation Act of 1973.
Scanning Enabled
– Select this check
box if you have a scanner attached to your workstation and will be scanning
and attaching images to Board Member,
Document,
Event, Legislative Action,
Legislative
Vote, Mail,
or Workflow
records.
Automatically Subscribe
to Topics Where I am a Participant –
Selecting this check box will automatically select the Subscribe
to this topic check box on the Discussion
Topic dialog box when you add a new topic or respond to an existing
topic.
My IQ Home Page Preferences
Issue Display in Top
5 – Click in
this field and select Translation
if you would like IQ to display the translation for the Issue Codes that
appear in the Top 5 section of the My IQ page. Select Code
if you would like IQ to display the Issue Code ID (for example AG).
People Search Preferences
List Last Name First – Click
in this field and select Yes if you would like the name to appear with
Last, Prefix First Middle (for example Smith, Mr. James M.) in the Full
Name column on the People Search Results page. Select No if you prefer the name to appear with Prefix
First Middle Last (for example Mr. James M. Smith).
Show JPEG/GIF Image – Click
in this field and select Yes if you would like IQ to display the first
attached .jpeg or .gif file on the Search Results
page below the name link in the Full Name
column and to the right of the Comments
field in the Name panel of the
People record.
People Record Page Preferences
Click in the Initial
Folder Tab for People field and select Name
if you would like the Name
panel to appear when you access a People record. Select Summary
if you would like the Summary
panel to appear by default when you open a People record.
Click in the Show JPEG/GIF
Image and select Yes if
you would like IQ to display the first attached image file on the Name
panel of the People record to the right of the Comments
field.
Sets Preferences
Default
Mail Status of Posted Records –
Select the status you would like IQ
to use as the default when posting
Set records.
Issue
Tally Lines Displayed Per Page
– Type
the number of lines that you want to appear on the Issue
Tally page by default. This field
defaults to 10 and you can not enter more than 50.
Disable Image View –
Select this if you do not want IQ to
display the contents of the image file on the Set Record
page. The contents of the image file can still be viewed by clicking
the View link.
Mail Search Preferences
MYIQ
Pending Mail Search Includes Targeted and Workflow Mail – This allows you to select
the default setting for the Pending
Mail link in the My IQ
and My Work pages to include Targeted Mail Only, Workflow
Mail Only, Both or Neither.
Explorer Refresh After
Record Change –
Click in this field and select Automatic
if you would like the Mail Search Results page (Explorer page) to automatically
refresh after accessing a mail record. Select Manual
if you do not want the Explorer page to automatically refresh.
If you select this as your default, you can use the Refresh
action to re-display the Explorer page. Select Automatic
Without Refresh of the Search if you would like IQ to automatically
refresh the Explorer page and retain the same search results. The text
UPDATED will appear below each processed
Mail record ID on the Mail, Batch and List Explorer pages.
Email
Subject Display Rule –
These options work in conjunction with the Detail/Summary action on the
Mail and Batch Explorer pages, View List and the Mail panel in a People
record. Click in this field and select Show
in Summary and Detail View if you want the subject of the email
to appear in both the Summary and Detail views. Select Show
in Detail View if you want the subject to only appear when you
select the Detail action. Select Do
Not Show in either View if you do not want the subject to appear.
Select Show in the Incoming Method Column
if you would like the e-mail subject to appear in the Incoming Method
column.
Comments Display Rule
– These options work
in conjunction with the Detail/Summary action on the Mail and Batch Explorer
pages as well as the Mail panel in a People record. Click in this field
and select Show in Summary and Detail
View if you want the Mail record comments to appear in both the
Summary and Detail views. Select Show
in Detail View if you want the comments to only appear when you
select the Detail action. Select Do
Not Show in either View if you do not want the comments to appear.
E-Mail Text Display
Rule – These
options work in conjunction with the Detail/Summary action on the Mail
and Batch Explorer pages as well as the Mail panel in a People record.
Click in this field and select Show
in Summary and Detail View if you want the text of the email to
appear in both the Summary and Detail views. Select Show
in Detail View if you want the email text to only appear when you
select the Detail action. Select Do
Not Show in either View if you do not want the text to appear.
Note: If you select this as your
default and Show in Summary and Detail
or Show in Detail View for the
Email
Subject Display Rule IQ will display the e-mail text in a drop-down
window frame. You can open and close the frame by clicking the e-mail
subject link.
Response
Display Rule – These options work in conjunction with the
Detail/Summary action to control
when and how the content of the outgoing response is displayed on the
Mail and Batch Explorer pages as well as the Mail panel in a People record.
Click in this field and select Show
Collapsed in Summary and Detail Views
if you want IQ to display the name of the form or customized response
letter as a hyper link in the row below the Mail record ID. Select
Show Collapsed
in Summary View and Expanded in Detail View to
display the response letter name link in the Summary View and the entire
response text in the Detail View. These options
are recommended if you would like to be able to copy and paste text from
an existing response into a new response without having to open the Mail
or Document record. Select Do
Not Show in Either View if you
do not want IQ to display the response letter name link.
Response Suggestion Rule
– This
user Preference works in conjunction with E-Mail
Campaign Finder Rules. Click in
this field and select Show
response suggestions in the Mail grid based on the incoming e-mail message if you would like IQ to display the name
of the letter that was sent in response to other similar incoming emails.
This suggestion will appear to the right of the E-Mail Subject in the paging Mail grid and in the Response section of the scrolling Mail grid. If you
do not want the suggested letter(s) to appear, then select Do not show response
suggestions in the Mail grid based on the incoming e-mail message.
Mail Record Preferences
Default
Incoming Method –
This field lets you set the default incoming method that is used when
you create an incoming Mail record. When you click in this field, you
can choose from a list of incoming methods. Note:
IQ does not use this default when creating Mail records in Sets.
Default Incoming Method
For Workflow –
This field allows you to set the default incoming method that is used
when you create an incoming Mail record for workflow related mail. When
you click in this field, you can choose from a list of incoming methods.
Default
Outgoing Method –
This field lets you set the default outgoing method that is used when
you create an outgoing Mail record. When you click in this field, you
can choose from a list of outgoing methods. Note:
If you create a Mail record for a People record that has E-Mail Preferred
selected, the outgoing method will be set to E-Mail.
Default
Outgoing Method For Workflow –
This field allows you to set the default outgoing method that is used
when you create an outgoing Mail record for workflow related mail. When
you click in this field, you can choose from a list of outgoing methods.
Default
Mail Status –
This field allows you to set the default Mail record status for Mail records
that you create. The default option is Approved
(if user security permits). So if your IQ user ID has been granted
access to approve Mail records, the Mail record status will be Approved.
If your IQ user ID has not been granted access to approve Mail records,
then the status of Mail records you create will be On
Hold. Optionally, you can select On
Hold if you want the status of all Mail records you create to be
On Hold. Note:
This setting does not apply to Mail records that are posted from Sets.
Default Mail Status
for Workflow –
This field allows you to set the default Mail record status for workflow
related mail that you create. The default option is Approved
(if user security permits). So if your IQ user ID has been granted
access to approve Mail records, the Mail record status will be Approved.
If your IQ user ID has not been granted access to approve Mail records,
then the status of workflow related Mail records you create will be On Hold. Optionally, you can select
On Hold if you want the status
of all workflow Mail records you create to be On
Hold. Note: This
setting does not apply to workflow Mail records that are created by IMA.
Default
Custom Letter Format –
This field lets you set the default letter format that is used when you
create a custom letter. When you click in this field, you can choose from
a list of all available letter formats. Note:
IQ will automatically update this preference if a new approved version
is created for the selected letter format.
Default
Envelope –
This field lets you set the default envelope format that is used when
you print letters individually and as part of a batch unless you select
a different envelope format at print time. It is also used in conjunction
with the Print
Envelopes action on the People Search Results page. Note:
IQ will automatically update this preference if a new approved version
is created for the selected envelope format.
T-mail
Quick E-mail Format –
This field defaults to No T-mail Quick
Email selected. If no format is selected in this field, then IQ
will use the format you selected in the Default
Custom Letter Format field when you select the Create
New E-mail Text button in the Create Targeted Mailing dialog.
T-mail
Quick Letter Format –
This field defaults to No T-mail Quick
Letter selected. If no format is selected in this field, then IQ
will use the format you selected in the Default
Custom Letter Format field when you select the Create
New Form Letter button in the Create Targeted Mailing dialog.
Default Letter Approval
Workflow – If
your office uses a workflow approval process for tracking and approving
mail that is created, assigned, and sent by staff members, type the name
of the workflow template that is used for this process. When you select
the Add Default WF action on the
Pending Mail page, this template
is launched for correspondence routing and approval.
Local Folder for IQ
Checkout – This
field lets you specify where temporary files are written to your desktop
during processes such as checking out custom letters and scanning images.
If you leave this field blank, files are written to c:\iq.
Type a different path to store these files elsewhere. Some offices may
choose to store checked-out documents on a network server so that they
are accessible from any workstation, in which case an h:\ path might be
entered. Such offices should consult with their IT Consultant concerning
this option.
Default Custom Letter
Approver – Click
in this field and select the person who is responsible for approving mail
that you answer with custom letters. This user name will appear in the
Mail Record when you select a status of Request Approval.
Default Form Letter
Approver – Click
in this field and select the person who is responsible for approving mail
that you answer with form letters. This user name will appear in the Mail
Record when you select a status of Request Approval.
Default
Salutation for New Mail –
This field lets you set the default salutation that is used when you add
a new mail record or post mail records in a set. IQ automatically sets
this to use the System Setting for your office. Click in this field to
select another default salutation - Formal (Mr.
Anderson), Informal (John), Family (Anderson Family) or Friend (Dear Friend).
Note: Changes to this setting
only apply to mail records that are created after this setting is changed
and does not change the salutation for existing mail records.
Action after Completing
Non-Workflow Mail –
This field lets you select the default action for completed mail records
that are not associated with Workflow records. Click in this field and
select Stay in Completed Record Window
if you would like to manually save and close completed Mail records. Select
Close Record Window if you would
like IQ to automatically save and close completed Mail records. Select
Go to Person Record if you would
like IQ to automatically save and close the Mail record and take you to
the Name panel of the associated
People record.
Action after Completing
Workflow Mail –
This field lets you select the default action for completed mail records
that are associated with Workflow records. Click in this field and select
Stay in Completed Record Window
if you would like to manually save and close completed Mail records. Select
Close Record Window if you would
like IQ to automatically save and close completed Mail records. Select
Go to Person Record if you would
like IQ to automatically save and close the Mail record and take you to
the Name panel of the associated
People record. Select Go to Workflow
Record if you would like IQ to automatically save and close the
Mail record and take you to the General
panel of the associated Workflow record.
Disable
Image View – Select this if you do not want IQ to
display the contents of the image file on the Mail panel
of the Mail record page. The contents of the image file can still be viewed
by clicking the file name link.
Default Printer
– You can set a default
printer for each type of letter printing—draft,
preview, final, copy, envelope and labels. The
default printer appears in the Printer
field when you print letters or labels from the Mail
Record page, the Mail Search Results page, or the Full
Batch page. The Print
Envelopes action on the People
Search Results page uses the printer selected in the Default
Envelope Printer field. Note that if your office has selected the
System Configuration option to Check
Printer Validity Using Active Scripting, the text (unavailable)
will appear next to each printer that is not available from your workstation.
Prompt for Printer
in Record Window –
Click in this field and select Yes
for the option of choosing a printer when you print single letters from
the Mail Record page. This sets
the Pick Printer option under
the Print action menu to Yes. If you select No
in this field, the Pick Printer
action is set to No, and the letter
is sent to the default printer without a printer prompt.
Default Search
– Click in this field
and select Quick if you would
like the Quick
Search page to appear as your default Batch Search. Select Advanced
if you would like the Advanced
Search to be your default Batch Search.
Default Quick Search
– Click in this field
and select the default search to appear in the Search
for field for a Batch Quick
Search. This will be used when you set your Default
Search for Batches to Quick as
well as when you select the Quick link
on the Advanced Search for Batches page.
Workflow Search Preferences
Explorer Refresh After
Record Change –
Click in this field and select Automatic
if you would like the workflow search results (Explorer page) to automatically
refresh after a change is made to a workflow record. Select Manual
if you do not want the Explorer page to automatically refresh.
If you select this as your default, you can use the Refresh
action to re-display the Explorer page.
Default Template for New
Workflow – Click
in this field and select the template you want to use as a default when
adding a new workflow. This template is used automatically whenever you
select the Add Default Workflow
action or the WF button on the
Find/Add person results page.
Default Template Label – You
can use this field to change the Add Default Workflow
action text to "Add <Default Template Label>". For example,
if your default workflow template is "Citizen Request", then
you could enter "Citizen Request" in this field and IQ would
display the action "Add Citizen Request" in place of "Add
Default Workflow".
Workflow Record Preferences
Default Tab
– Select
the workflow record panel that you want to appear when you open a workflow
record. For example, if you always want the Steps
panel to appear, select Steps in this field.
Default
Audit Level – Select the level (1 to 3) that will automatically
be selected for the Audit Level
action each time you access a workflow record. Select level 1 if you would
like to see the lowest level of auditing and select level 3 if you want
to see the highest level of auditing. Note:
If your IQ user-ID has not been granted access to Security Lock #76, then
this user Preference will be ignored and the Audit Level action will not
appear in workflow records. Your default audit level will be set to level
1.
Automatically
Delete IQ Alert when user Acquires Ownership
– This
option defaults to No. Select Yes if you would like IQ to automatically delete
the alert message from
IQ when you acquire
ownership of a workflow. If you do not acquire ownership, the IQ alert
message is not deleted.
Display Notes Format in Workflow
record – Click
in this field and select Yes if you would like all workflow and step
notes (including Audit notes) to maintain their format (such as carriage
returns) on the General and
Steps panels of the workflow
record. Select
No if you do not want to display
workflow and step notes formatting (carriage returns)
on the General and Steps panels.
Default Email Display – Select
Expanded if you would like the contents of an attached
email message to appear expanded by default or select Collapsed if you would like the contents of an attached
email message to be collapsed.
Action
after Completing Workflow Step –
Select Close
Record Window if you would like
IQ to automatically close the workflow record when the step completes
the workflow or the workflow is routed to another user in the next step.
This saves the user from having to manually close
the workflow record once their work is done. Select Stay
in Completed Record Window
if you would like IQ to keep the record open after the step is complete.
Close
All Attached Mails When Completing Workflow –
Select Prompt if you would like IQ to display the message
"Do you want to complete all attached mail when closing this workflow?"
if there are Mail records associated with the workflow you are closing.
Select Auto
Close if you would like IQ to
automatically close associated Mail records without prompting. Select
Not Close
if you do not want IQ to automatically
close associated Mail records when you close a workflow.
Show Possible Form Letters
When Adding Workflow Mail –
This option
defaults to Yes. Select No if you do not want IQ to display a
dialog with a list of available workflow
related form letters when adding workflow mail. The dialog allows you
to immediately e-mail a letter by selecting the E-Mail
button or you can select the Add
button to select a letter and go to the Mail record page. Note: The dialog contains a check box which allows
you to set this preference to No when you remove the check from the "Show
Quick Letter Options When Adding Workflow Mail" check box.
Workflow Template Preferences
Preferred Templates – Click
the look up icon and select the workflow templates that you would like
to appear in the Select Template dialog box for the Add Workflow action. If you do not select any templates,
then the Select Template dialog box will display all of the active templates
for your office.
Document Search Preferences
Default Search
– Click in this field
and select Criteria if you would
like the Quick
Search or the Advanced
Search page to appear as your default Document Search. The search
criteria (Quick or Advanced) that appears is the last one that you used
when you were in the Documents module. Select Directory
if you would like the Directory
submenu to appear when you access the Document module.
Text
Display Rule –
This option allows you to select when and how the Document or Form Letter
text appears in the Document
Search Results. Click in this field and select Show
Collapsed if you would like IQ to display a View link which displays
the text of the document in an iframe when clicked. Select Show
Expanded if you would like the full text of Documents and Form
Letters to appear. The default is Do
Not Show, which does not display the text or View link. Note:
Only documents with a .doc or .xml file extension can be displayed. In
addition, only the first 1,000 characters will be displayed for documents
that are larger than 1MB in size.
Document Record Preferences
Default
Form Letter Approver –
Click in this field and select the person who is responsible for approving
form letters that you create. This user name will appear in the Form Letter
record when you select a status of Request Approval.
Default
Form Letter Directory –
Click in this field and select a default directory to appear when you
add a new form letter.
This directory appears in the Directory
field in the Add Form Letter dialog
box.
Default
Form Letter Format –
Click in this field and select the default format to be used when you
add a new form letter. This format appears in the Format
field in the Add Form Letter dialog
box. Note: IQ will automatically
update this preference if a new approved version is created for the selected
letter format. Likewise, if the selected default is made Inactive,
then "No default selected" will appear in this field.
Default Document Directory
– Click in this field
and select a default directory to appear when you add
a new document. This directory appears in the Directory
field in the Add Document dialog
box.
Default
Document Workflow –
Click in this field and select a default document workflow to be used
with the Add Document WF action
on the Document Record page.
Calendar Preferences
Default Calendar
– This automatically
defaults to your calendar when your IQ user record is created. Your calendar
will appear by default in the Schedule
for section on the Daily
Schedule page and in the Calendar
field on the Search
Criteria and Event
Record pages in the IQ3 and IQ4 user interface. Click in this
field to select another default calendar. Only calendars that you have
been granted access to will appear.
Prefer
Calendar Group –
If you schedule events for multiple
calendars, you can use this preference to select additional Calendars.
IQ will automatically populate the Calendar
field on the Event and Recurring
Event record pages with the Default
Calendar and the Prefer Calendar
Group in the IQ3 and IQ4 user interface.
Print Event
Format –
Click in this field to select the report format that you would like to
use with the Print Event action
for an Event record. Contact your IT Consultant to assist you in adding
additional report formats.
Sync Status to Outlook
Subject Field –
Select this if you would like IQ to append the Event Status to the Summary
field data when an IQ Event Record is synchronized with Outlook. The Status
appears in the format "STATUS" followed by a colon (:) and then
the IQ Event Summary. For example, if the IQ Event Status
is Reminder and the Summary
field data is "Staff Meeting", then "REMINDER": Staff
Meeting would appear in the Subject of the Outlook Event.
Default
Calendar Module –
This setting allows you to select your default starting point each time
you select the Calendar module tab. Click in this field and select Views if you would like the Calendar
module to open with the Views
submenu as your default. Select Schedule
if you would the Calendar module to open with the Schedule
submenu as your default.
Calendar Search Preferences
Limit Display of Event
Description –
You can limit how much Summary information appears for each event on the
Daily
Schedule page by typing a number of characters
in this field. When the Summary information exceeds this number, ...(more) appears at the end of the
text indicating that more information exists and can be viewed by clicking
the link to open the Event record. Limiting the Summary information may
result in more events to be displayed per date.
Limit Display of Event
Notes – You can
limit how much Notes information appears for each event on the Daily
Schedule page by typing a number of characters in this field.
When the Notes information exceeds this number, ...(more)
appears at the end of the text indicating that more information exists
and can be viewed by clicking the link to open the Event record.
Show Time Zone –
Select this option if you would like
for the Time Zone to appear in parentheses in the Time column in the Daily
Schedule page and Date and Time column in the Event Search Results page.
Show Attached Workflow – Select
this option if you would like associated Workflow records to appear in
the Event
Search Results page.
Calendar Add Preferences
Status – Click in this field and select
the status you want to appear by default when adding a new event in the
IQ3 or IQ4 user interface.
Start
Time Zone –
Click in this field and select the start time zone you want to appear
by default when adding a new event in the IQ3 or IQ4 user interface.
End
Time Zone –
Click in this field and select the end time zone you want to appear by
default when adding a new event in the IQ3 or IQ4 user interface.
Calendar Report Preferences
These preferences let you set defaults for Status and
Location and select the information to include in reports. These defaults
are automatically selected when you run a report, but you can change them
at that time.
Calendar Custom Fields Preferences
Custom Field Section Heading
– This
setting allows you to include a section heading for any IQ Calendar custom fields you select to include
for Outlook Synchronization.
This heading will appear in the body of the Outlook appointment above
the selected custom fields.
Selected Custom Fields – This
section contains a list of all the custom
fields that have been created for your IQ Calendar module. Select
the custom fields you would like IQ to include when you synchronize
an Event record to Outlook.
Board Search Preferences
Default
Quick Search –
Click in this field and select the default search to appear in the Search for field
for a Boards Quick Search.
Board
Name Search –
Click in this field and select the default search type for the Board Name
search option in Quick and Advanced searches.
Board Member Search Preferences
Number
of Days Past Term –
Type the number that appears in the Number
of Days field when you do a Quick Search for Members
Past End Term.
Other Board Preferences
Copy
Background Check Data when Reappointing Members –
Select this check
box if you would like IQ to copy Background Check information from the
Board Member record to the new Board Member record when a Board Member
is reappointed.
Default
Dates for Legislative Actions Display –
Select and Begin and End Date range if you would like to limit the display
of the Legislative Actions that appear when you select the Legislative
Actions submenu link in the Legislative
module tab.
Default Congress for Legislative Action and
Member Searches –
Click in this field and select the
default congress for the Legislative Action and Member searches. Note
that if you do not select a default, IQ uses the current congress.
Adobe
Acrobat Printer Name –
Entering the name of your local Adobe Acrobat Pro printer, such as "Adobe
PDF", in this field provides the option to "Prepare for Redaction"
on the Attach Record dialog for the Attach
Record action in the Documents
panel of a workflow record. If you do not enter the Adobe Printer
name in this field, then the Prepare
for Redaction check box will not appear on the Attach Record dialog.