The People Module
Users may be assigned four different authorisation stages:
Each authorisation stage contains all permissions of the lower stages.
The first stage allows the user to view peoples data, i.e. they appear in the list, but may not be changed or deleted.
The second stage (Edit) allows a user to change the people data, but not to delete it.
The third stage (administer) also allows the user to create or delete people, in addition to viewing and editing, i.e. full access.
In the last stage (moderate) requested address changes can be moderated i.e. applied or rejected.
If the smallgroup module (kg) is installed, four authorization stages are also available for it, they are: Viewing your own (1), Viewing all (2), Editing (3), deletion and creating (4). For more information about the small group module see below.
"Allow this user to moderate group subscriptions for his groups" gives a user permission to moderate subscriptions to groups for which their login has assign rights (2).
Fine Grained User Permissions (Rows)
User permissions may be assigned per login to groups of data, so that e.g. a small group leader can be given permission to view the addresses of their small group members, or to even edit them. Another example is to allow a small group leader, who is also the leader of the tea and coffee team, to view the personal data of his small group members and also to edit the personal data of members of the tea and coffee team. However, he has no access to any other details of people in the database. To achieve this, filters must be created to show the columns the user has access to as follows:
1. Create a filter for the small group and save it as preset “sg1”
2. Create a filter for the coffee team and store it as preset "coffee team".
In the Admin module you can now edit the appropriate Login. In the People section, under “ALL” select 0, under “Level 1” select filter preset "sg1" and for the stage 2 the filter preset "coffee team". We have given the login no permissions by default (Selected “0” under “ALL”), but then given viewing rights to the people in the filter preset "sg1", and edit (But not delete) rights to the people in "coffee team".
The filter presets "sg1" and "coffee team" may now be removed if they will not be needed for filtering people. The permissions will still stay in place as above and are even updated when people are added to removed from “sg1” or “coffee team”. ”
Fine grained user permissions (Columns)
It is possible to define which columns of personal data a particular user may view or edit. To do this, create a preset column filter containing the columns which the user may view. The same, or another filter may be used to limit columns that may be edited. Next edit the relevant login using the Admin module. Under “People” select the appropriate column filter preset for the two stages (view, edit).
NB: To allow all people to be viewed, either set the global access right (Labelled ALL) to stage 1 or higher, or use an appropriate filter preset to make the required columns accessible. This also applies to stage 2 (Edit).
Allow a user to search in all addresses and assign them to his own group
If you restrict a login's access to the members of a certain group and set the option "Addresses added by this user will be assigned to this group" you may also want to allow this login to search in all addresses and assign certain ones to his own group. This is particularly useful for logins that are responsible for certain groups of addresses and are supposed to work on them autonomously.
As soon as all these options are set this user will find a search box in his people module that allows him to search in all addresses and assign one to his own group. Such an assignment can trigger a notification email to a supervisor if you wish so. The global option "Send notification email if a user assignes an address to his own group" in the settings for the people module allows you to define such an email address.
kOOL may be used to group people into families. This makes it possible for example to send a mail merged letter to each individual or a single letter to the whole family. Each member of a family may be assigned a family role (Husband, wife or child). This enables the system to automatically calculate the number of children in a family. A further advantage of grouping people by families is that the address needs only to be changed once for the whole family, rather than once per person. Fields such as the address are stored once in the database for the whole family. They are marked with a family icon in the “edit person” screen. Therefore any change to one of these fields for one family member will also be made for every other member of the family.
Clicking on the plus sign next to the surname brings up the family options. The first option allows this person to be assigned to another family using the drop down list. If for example a child leaves home, "none" may be selected, to show the person no longer shares the family home. The “Add new” button may be used to create a new family after a wedding for example. The fields "Family Salutation", "Family Firstname" and "Family Lastname" also appear. The first allows a family salutation for export to be defined. If it is left blank, "Family" is used for the salutation. Using this field a different salutation can be specified, e.g. "Mr and Mrs". Similarly "Family Firstname" and "Family Lastname" may be used to override the family firstname and family lastname. If they are blank, the firstnames of the parents and the family lastname are used. If the members of the family have different surnames (and "Family Surname" is left blank), they are connected by hyphens. Using this field the family name could be overridden e.g. to "A. & B. Smith".
In the person list, several people may be combined into a family using the button labelled “Add selected people to family”. The family fields of these people are overwritten to make them all the same, so if their addresses were different to start with some data may be lost. The family role can be assigned afterwards by editing the person individually, or by using the multiple row edit function for the "Family Role" column.
The list of people may be filtered. Each column may have its own filter rules, and these rules may be combined.
Possible filter rules are: Surname, first name, post code, county, country, Home phone, Work Phone, fax, email, Marital status, date of birth, etc.
If different filter rules are applied, these are linked by using the AND operator, i.e. a person is only shown if all filter rules match (see examples). This standard behaviour may can be changed using the “link” option.
If several filter rules are added against the same column, these are linked using the OR operator, because for example a person can not live in London AND Manchester. However the group filter, is controlled by the “link” option to select OR or AND, to link the group filters. This is because a person may be a member of more than one group. The same holds for other filters: role, filter presets, rota and donation.
The filter rules may be negated individually using the "Opposite" tick box.
Regular expressions may be used. The wildcard is * (Matches any number of any letters) Therefore "Ba*" matches "Baker" as well as "Bailey".
Other special characters include:
^ - Matches the beginning of a line
$ - Matches the end of a line
Thus “*on$” matches “Thompson” but not “Jones”
And “^th” matches “Thompson” but not “Smith”
Some simple examples
More complex examples
Filters and filter combinations can be stored as presets. These can be used again later and refined by adding further options to them.
It is also possible to save the displayed columns and the ordering with the preset filter, by ticking the "Save columns and sorting" box before saving the preset. The next time the preset is selected, the same columns are displayed again using the same ordering. When the column layout and sorting is stored with the filter, a "+" appears next to its name in the drop down "Load Preset" list.
A user with authorization stage 4 (moderator) may save filter presets for other users. Click on the small downward arrow beside the floppy disc “Save” icon to display the list of users. Select the users for whom this preset should be saved for in addition to the current user. These preset filters are stored as copies, i.e. any user deleting the preset filter will only delete their own copy, everyone else keeps theirs.
A user with authorization stage 4 (moderator) may also save filter presets globally by ticking "Save globally" when saving a preset. This way the filter preset is not copied for the other users but stored globally. So all users can apply this filter preset but only users with authorization stage 4 may delete or change them. These global filter presets are marked with "[G]".
You can send an email directly to the selection of a filter preset. To do so, select your filter preset and then click on the mail icon below the selection bar. In the 'new mail' window, you see the email address of the preset. You may also define an alias for the preset. This alias can then be used in the email address. For example: people in a filter preset with alias 'test123' can be addressed with the email address 'email@example.com'.
To save cluttering the screen, individual filters may be removed from the list. To do this, use the layout screen in the admin module. Scroll down to the people filter section and add or remove columns from the list, If this is done, the line: "- - more - - " appears under the list. Clicking it will show the hidden filters again. By hiding the less frequently used filters, the more frequently used ones can be found more easily.
Advanced filtering with manual links
If the regularly available options to set links between different filters don't meet your needs, you might make it work with the advanced filter linking.
As soon as one or more filters are applied you'll find a tool icon which hides the regular links "OR"/"AND" and show a text field instead. The help icon which also appears gives you some hints on how to apply these advanced filtering: Each applied filter is identified by a number starting at zero. You may now enter these numbers to reference each applied filter together with "OR", "AND" and parenthesis to combine these filters in any way. When storing a filter preset with manually set linking, these will be stored also.
When a duplicate filter is applied (see above "special filters") you'll find a button "Merge" below the address list to merge duplicate addresses into one. This is done by keeping the entry with the most information and deleting the others. But for all deleted a new moderation entry will be created containing this record's data. This information will then have to be merged manually. The groups, smallgroups, donations, tracking entries and rota scheduling of all the addresses are merged automatically.
The merging takes place for all marked addresses by groups. So you may merge several groups of duplicates at once.
Each column header in the list view contains two arrow icons which let you sort your addresses by this column, ascending and descending. Sometimes it might be helpful to not only sort by one column but by two or more. This can be done using advanced sorting. Click the "advanced sorting" link above the address list. Two select boxes will appear. The first displays the column by which the details are currently being sorted. To add a second sorting column, simply select the desired column in the second box. Choose between ascending and descending sorting mode for each column using the corresponding icon to the right of the select box. It is possible to sort by as many columns as required.
You may choose one of the "normal" personal data columns or one of the currently displayed group columns as sorting columns.
Two views of personal data are available:
- Person list: A compact list. The columns shown can be selected.
- Address list: Overview of the most important address fields, which can be copied and pasted, for example to address letters or envelopes. Move the cursor on the icon left of the name and you see more options: "Delete Person", "Show version history", "Show address in Google Maps", "Show QR Code" and "Create Word letter addressed to this person". For more information see below "Actions".
Individual columns may be hidden (Or shown) in the person list. The filter rules are not affected, they are still applied even if the column is not shown. These views can be stored in preset filters.
The person list may be sorted by any column in ascending or descending order.
The birthday list shows upcoming birthdays. The time window over which the birthdays are shown, i.e. if the birthday occurs between 5 days ago and 20 days in the future for example, can be configured in the admin module.
The sequence of the columns can be arranged automatically or manually. To change the mode use the “Sort Columns” tick box. If the box is not ticked, new columns are always added to the right. The double arrows at the bottom of each column may be used to move the column left or right. The order will be saved if the column list is saved in a preset.
If “Sort Columns” is ticked, the columns are automatically arranged in the same order as they appear in the column submenu.
Each kOOL user who has permission to view people, has their own list of people at their disposal called “My List”. An arbitrary list of people who can not easily be grouped together by use of filters, may be added to this list and shown together. This list can be used for example to export the peoples data, or to assign them to a team. The people are found individually and added to “My list” one by one using “Add Selected” under the “My List” box.
If the “List” link under “My List” is clicked, the people are listed. Actions may be done on this list, e.g. send an email to everyone in the list. People may be removed individually or in groups from the list.
In some places in kOOL you'll find the possibility to store people in "My List" or the import them out of "My List".
The selected people can be exported by means of actions. The following actions are available:
The "rows" drop down box is used to select which person or families are to be exported. The following options are available:
Use the "columns" drop down box to define which personal data columns should be exported to Excel or labels. For example, a mail merge letter will needs address data but not small group or telephone data to be exported. The following options are available:
Icons that are shown when you move the cursor on the Edit-Icon:
Clipboard: Use this icon to copy the address into your systems clipboard.
GoogleMaps: Show this address on GoogleMaps
QR Code: Take a picture of this code to import the address to your mobile phone.
Word: Creates a letter in Word with this address.
In order to print peoples addresses as labels, use the action "labels" to create a pdf file, which contains the data which can be printed. This makes it possible to, for example, print address labels. There are many other possibilities, e.g. name plates for a dinner etc. The columns selected in the drop down box "columns" are printed. For an address label the following columns would have to be selected; title, forename, surname, address, address line 2, Town/city, post code. To use “selected” these columns would need to be in the list view. Alternatively a preset column filter called "labels" would save arranging the columns every time you wish to print labels. Instead, simply select "labels" in the drop down box. Once the labels button is pressed, the following options are displayed:
It is possible to a text message to people's mobile phones. To do this: select the people to receive the SMS from the people list in kOOL. Next select the SMS action by clicking on the mobile phone icon. Two lists of people appear. The ones who have valid phone numbers appear first under "Recipients". Next those people who have no mobile number, or the number defined is invalid are listed. This list of people with invalid numbers may be downloaded in a spreadsheet, added to the "My list" list, or may overwrite "My list", by clicking the appropriate link. Additional recipients can be added manually. The text message is written in the text box. If the text is longer than 160 characters it will be divided up in multiple chunks. The message is sent using the "Send" button. The cost per recipient will vary depending on network and location. The available SMS Credit is shown under "Account balance".
If the logged in user's mobile number is activated as a sender ID this will be used as sender of the message. If the current user has more than one mobile number registered and/or and admin mobile set for his login, then a select box will be shown for the user to choose which one to be used as sender.
The mail merge feature of kOOL is not supposed to replace your text processing software (like OpenOffice.org, MS Word etc), but it offers an easy way to write a simple letter to multiple recipients. If you need the full potential of your text processing software just export your addresses as an Excel spreadsheet to create a mail merge.
Choose the rows and columns you want to export as for any other export method and click the mail merge icon. The selected addresses will be checked for completenes. Non-complete addresses will still be used for the mail merge, but you will be notified about them. You also get the chance to export them to "My list" to quickly fill in the missing data.
If you've written a mail merge letter in kOOL before a select box will appear with all the previously written letters. If you select one from this list, it's text and settings will be copied so you can base your next letter on this one.
If you have several letter layouts you may select the appropriate one. (This may be created by your system administrator by adding LaTeX .lco files)
Select the desired opening type, formal or informal.
If an address is assigned to your login and your organisations address has been entered in the contact settings (general settings in admin module), you get to choose the sender address. If only one of them is set, this one will be selected for you.
Enter a subject of your letter and write the letter's text itself in the big text box. You may use the icons above it to format your text. Use dashes ("-") as the first sign on a lign to create a bullet list. If your text doesn't fit into the box anymore you may enlarge it using the two blue arrows. At the bottom of your page you will find a list of markers you may use in the text and subject fields. Enter one of these and it will be replaced with the individual value in each letter. Only the columns you selected when starting the export are available here.
Finally enter the closing text and your signature. You may enter your signature as text or upload it as a picture. If you have uploaded a signature file before you reuse this by ticking "Use signature picture from last upload" or upload a new one which will overwrite the previously uploaded one.
Now you may start the mail merge by clicking "Merge mails" and a popup windows will offer you the PDF file with each letter starting on a new page.
Create a PDF list
Select the desired pdf layout from the select box. The available layouts can be managed in the admin module. Find out more about them in documentation of the admin module.
After selecting a layout the following options will appear:
The sorting of the list is generally set according to the sorting of the chosen layout. If this is set to empty, the sorting is done according to the sorting of the chosen filter preset. If this sorting isn't set either, the current sorting in the people module is used.
In the people Submenu there is an "import" option for users with authorization stage 4. This allows the import of address data from external sources. Import from a CSV or a vCard file is possible. You can create a CSV file e.g. from an Excel spreadsheet, which should be saved as a CSV (Comma Separated Values) file. The import is made by 3 steps:
1. Select the type of file containing your address data
2. (CSV) select the columns in the CSV file in their correct order, so that the data can be imported into the correct fields of the kOOL database. Select the file using the "Browse" button. The field and text separator should be defined in their relevant fields. The field separator stands between each column and the text separator surrounds the text of an individual column. If the first line of your CSV file contains column headings, they may be excluded from the import by ticking the “Ignore first line” box. If you choose a group as column, the entries in this column can contain the name of a role of this group (so this role will be assigned to the person) or x/yes/ja (so the person is assigned without role).
2. (vCard) The only option here is to select the vCard file to import. Both types of vCards are allowed, i.e. those with a single contact in, or those with several.
3. If the file and the data within it were verified, the first 5 records are displayed. If this looks OK the addresses may be assigned to a group and imported.
If the permissions allow editing, an edit icon will appear in the second column of the person list. It does not appear in the address list view, only the person list view. Click on it to open the editing screen for the person. All personal data appears in the screen, no matter which columns were shown in the list screen.
Editing a single column for several people is also possible. Select the people to be edited using the tick box on the left, and click the “Edit this column for all selected rows” icon, which appears at the bottom of each column. Clicking on the tick box at the top or bottom of the selection column reverses the selection, so if none are selected, all the rows on the screen can be selected by clicking this tick box.
If your address records contain multiple email addresses or mobile numbers you will find a checkbox next to each email address and mobile number field. If none of these are ticked the first found address/number will be used when exporting addresses. But if one of them is ticket, then this will be used as the prefered address/number.
For this to work, you must list the additional fields for the email addresses in $LEUTE_EMAIL_FIELDS resp. $LEUTE_MOBILE_FIELDS for the mobile numbers in your ko-config.php.
Creating a new person
New people may be created by selecting “add person" from the people submenu to bring up the create person screen. This should be filled in as required. Fields may be left blank if desired.
In order to quickly search for people, first name and/or surname can be provided for the Fast Filter. The people are filtered according to these criteria and matching ones are listed.
The tick box "Deleted" shows people who have been deleted. These were removed by clicking on the dustbin icon, This marks them as deleted, but does not remove them from the database. Clicking delete again on any row which is already marked as deleted will permanently remove it from the database.
The tick box "Show hidden" is only available if the general setting for displaying hidden people is set to "Let user decide". Then you may switch between displaying the hidden addresses or hiding them in the current list display.
The date selector labelled "show old version" allows personal data to be displayed as they where at a time in the past. See more below under "Versioning".
When a person's record is changed, the old version is saved. To view previous versions, e.g. to find what address someone had on a particular date in the past, use the date field in the fast filter and click OK. This feature is available to users who have edit rights for all people. You can apply filters to this old version as usual and you may also export them.
The history for a persons record can be displayed by clicking the clock symbol. Click the green "roll back" arrow to undo all changes to the record up to and including the selected change.
Keeping the personal data up to date is a time consuming task. To reduce this work, kOOL allows users to request address changes from the front module. These changes must then be accepted by a moderator, (a Login with moderator rights for the people module). Anyone can request changes but they must be authorised before they are actually applied.
The “Changes()” entry appears in the “people” submenu if the user has sufficient permissions. If there are one or more changes, this becomes a link to a screen listing them. They may be viewed and, if necessary, corrected before accepting them. The changes may also be completely rejected.
If kOOL detects that a requesting person belongs to a family, then there is a checkbox called 'decouple from family'. Tick it to decouple this person from the family. Use this if you don't want address changes of this person to cause address changes of all family members.
Settings for current user
Global settings (access level 3 needed)
Smallgroup Module (KG)
Small group administration is done in its own module, which is a sub-module of the people module. Permission to use the module can be assigned per user. The "small group" submenu can be used to show all small groups (List Groups), or create a new small group. The list view of the small groups is identical to all other list view in kOOL and should be easy to understand.
A small group's name need not have anything do with the small group leader. For example small groups may be called "blue", "yellow" etc. if so desired. The leader assigned to a small group, appears in the list view in parentheses after the small group's name. Likewise the number of participants can be shown in the list. This is calculated from the number of people assigned to the group.
To assign a person to a small group: First edit the personal data of the desired person. Find the small group in the smallgroup list and choose the entry with the desired role (Leader, Member, etc). A single person may be part of several small groups and/or leader of several groups.
This assignment may be done for several persons at once using the multi edit function.
It is also possible to edit the small group record and assign leaders and members there. This is especially handy if you create a new small group and want to assign several people to this new group.
View small group columns in address list: Each column from a small group may be displayed as an extra column in list of addresses. This allows you to e.g. display for every person which region his small group is in.
Accessing peoples data from Outlook/Thunderbird
The address, telephone and email address data for the people in the kOOL database are stored in an LDAP directory, or other listing service. Many Email programs e.g. Outlook Express or Thunderbird can use these services for address books. The personal data may only be accessed if the user has the correct permission, i.e. a user needs to log in to the listing service with their kOOL Login. To use the listing service from Outlook, follow these instructions:
To use the listing service from Thunderbird, use the following instructions.