VNCfluid Web Client User Manual

Getting started

Quick overview of VNCfluid

VNCfluid is your 360° Dashboard, where you can see, filter, sort, search for, and get notified about any new events happening in your VNClagoon Suite. Such as: new chat messages, calls, emails, meetings, tickets, tasks, and more. Every morning, when you log in to VNClagoon, you'll see your most important urgent items at a glance.

After you have logged in, you are taken to the start page of VNCfluid which consists of the following sections:

1. App Selection Menu/ Sidebar: Located in the upper left corner, click the hamburger menu icon to reveal the menu that lets you access various VNClagoon apps, available for your account.

2. Dashboard: The central section in the VNCfluid user interface. The following options are available in the Dashboard:

   • Greeting module: The module is used to display the number of urgent tickets and work availability for today and greet you after signing on.
   • Manage capacity module: You can customize working hours for each day.
   • Urgent items module: The module displays which items are the most critical.
   • Recent activity module: The module gives you quick access to all applications of VNClagoon you are subscribed to. Applications including VNCmail, VNCtask, VNCtalk, VNCcalendar, and VNCproject are located in the dashlets and can be started with one click to send an email, update the task list or invite to a video conference.
   • Dashlet customization: Located in the upper right corner of the "Recent Activity" module, click the dashlet customization icon to customize which dashlets will be displayed in your Dashboard.

3. Search: Click the search bar to search for chat messages, meetings, emails, tasks, tickets, and more.

4. Notification Center: The Notification Center shows your notification history, allowing you to see what you have missed.
5. Contact list: Click the notebook icon to reveal the right sidebar and see all contacts in your organization. You can also create multiple contact groups for different purposes.
6. Profile Menu: The personal menu guides you to your profile information and the help functions. The dropdown menu also provides you an option to log out of VNCfluid.
7. Settings: The settings menu guides you to your settings.

View profile information

1. In the upper right corner, click the profile icon.
2. Select Profile from the dropdown menu.

Buttons (1) that launch some actions in a corresponding application:

• Create a ticket
• Create a task

The profile section (2) displays general information about you:

• Contact info. Contact шnformation includes your full name, birthdate, timezone, company, contact information, etc.
• HR data. HR data includes information like marital status, private email, engagement type, etc.
• Account details. Account data includes your profile name, security encryption type, projects, and more.

Change profile photo

You can add a profile photo or change your current one.

1. In the upper right corner, click the profile icon.
2. Select Profile from the dropdown menu.
3. Click the pencil icon .
4. Click Upload and select an image from your device and crop it.
5. Click Done.

Access Help Center

1. In the upper right corner, click the profile icon.

2. Navigate to Help and select one of the following options:

   • App info. The version number of VNCfluid you're using.
   • User Manual. A comprehensive user guide providing step-by-step instructions on how to use VNCfluid.
   • VNC Service Desk. Adding a support request.
   • FAQ. Answers to basic questions about VNCfluid.

Access "Legal Notice"

1. In the upper right corner, click the profile icon.

2. Navigate to Help and select one of the following options:

   • Terms of use. A "Terms of Service" agreement provides details about the relationship between VNClagoon and users. It sets forth clauses that embody the rules, requirements, restrictions, and limitations that a user must agree to use the VNClagoon applications.
   • Data privacy policy. Data Privacy Policy provides details about what type of information is collected and tracked on the website, how the information may be used, and with whom the information may be shared.

Log out

1. In the upper right corner, click the profile icon.
2. Select Log out from the dropdown menu.

Settings

Customize the language

The "Language" option allows you to select the language that you want to use. It is possible to set up 2 languages: English and German.

There are 2 ways to customize the language.

Way 1. From the "Profile" menu.

1. In the upper right corner, click the profile icon.
2. Select Settings from the dropdown menu.
3. Navigate to General.
4. From the Language dropdown menu, select a preferred option.
5. Click Save.

The new language will be auto-saved shortly after you selected it.

Way 2. Using the "Settings" icon.

1. In the bottom left corner, click the settings icon .
2. Navigate to General.
3. The further steps are the same as for the first way of customizing the language.

Enable/ disable applications in VNCfluid

You can select which VNClagoon products you’d like to see on your 360° dashboard by enabling/ disabling applications.

There are 2 ways to enable/ disable applications in VNCfluid.

Way 1. From the "Profile" menu.

1. In the upper right corner, click the profile icon.
2. Select Settings from the dropdown menu.
3. Navigate to Applications.
4. To make an application available in VNCfluid, switch on the toggle next to a required product.
5. To make an application unavailable in VNCfluid, switch off the toggle next to a required product. Selecting this option means you won't be able to use this app in the VNCfluid dashboard.
6. Click Save.

Way 2. Using the "Settings" icon.

1. In the bottom left corner, click the settings icon .
2. Navigate to Applications.
3. The further steps are the same as for the first way of enabling/ disabling applications in VNCfluid.

Dashboard

The VNCfluid is a centralized panel to access all VNClagoon applications. It displays an overview of all the selected applications in the form of dashlets.

• Access all the applications from the VNCfluid left bar.
• VNCfluid syncs data in real-time and makes collaboration effortless. Emails, chats, tasks, tickets, and everything else you see in the dashboard are updated in real-time.
• Customize the "Recent Activity" section by clicking the customize dashlet icon in the upper right corner. You can enable the dashlet you frequently use, and disable the rest.
• Hover the pointer over the chat/ email/ ticket bar of each app dashlet and click the kebab menu icon to perform additional actions related to the application.
• Click anywhere on the chat/ email message bar to open a quick preview to compose an email, reply to a message, and so on.

Manage your capacity

1. Click Manage capacity.
2. Enter the scheduled hours for each day of the week.
3. Select the hours within the day you are available to work (for instance, from 9 AM to 12 PM).
4. Click Save.

Customize dashboard layout

Under the "Recent Activity" section, you can enable the app dashlets you frequently use, and disable the rest.

1. In the upper right corner of the "Recent Activity" section, click the customize dashlet icon .
2. Switch the toggle on/ off next to the dashlet you want to enable/ disable.

Rearrange dashboard dashlets

Dashlets are the building blocks of the Dashboard. VNCfluid offers an array of drag and drop dashlets using which you can customize the dashboard to suit your needs.

1. Click and hold the rearrange icon in the upper left corner of the widget you want to use.
2. Easily move the widget to where you want to locate it.
3. Release a widget.

Perform additional actions related to the module

You can view the actions related to the module (VNCtalk, VNCmail, VNCproject) by hovering over a chat/ email/ ticket bar and clicking the kebab menu icon in the upper right corner.

The Additional Menu can be used to perform the following actions.

Module	Actions
VNCtalk	- Reply to a message - Mark a chat as favourite - Archive a chat - Make a video/ audio call
VNCmail	- Reply to an email - Mark an email as read/ unread - Add email to favourites - Report an email as spam - Delete an email
VNCproject	- Edit a ticket - Log your work - Watch/ unwatch a ticket - Clone a ticket

1. Under the "Recent Activity" section, hover over the dashlet and click the kebab menu icon in the upper right corner.
2. Select the action you want to perform from the dropdown menu.

Open a quick preview window

The "Quick Preview" feature allows you to perform actions on chats and emails from within VNCfluid without redirection to applications.

1. Click anywhere on the chat/ email message bar to open a quick preview window.
2. You can type a message, attach a file, reply to an email, forward it, and more.

Workspace

VNCworkspace is a teamwork module integrated within the VNClagoon software stack, designed as an extension of the VNCfluid dynamic dashboard module. It enables the creation of virtual workstations for temporary teams, allowing users to easily organize and collaborate. Team members, including moderators and participants, along with their roles and access rights, can be added by a simple drag-and-drop interface within VNCfluid.

VNCworkspace allows for the use of multiple VNClagoon modules, such as VNCcalendar, VNCproject (project management), VNCtalk (video conferencing), and VNCcrm (customer relationship management). Users can customize the dashboard and seamlessly control applications, files, and documents using the central action wheel for cross-module operations.

The tool helps organize team structures into a streamlined, optimized workspace, enhancing collaboration and productivity. VNCworkspace supports flexible configurations, allowing for quick adjustments to teams, functions, and tools. It can also be expanded with new participants and modules or archived for future use, ensuring adaptability for changing team needs.

Create a workspace

1. Click the plus icon.
2. Give the workspace a name.
3. Under the Workspace Members section, click the Add Participants button.
4. Search for a required user using the search field and click it.
5. Assign a role for the user by clicking Moderator or Participant.
6. Click Add.

7. Click the Next button.

   • You can also select the Products tab.

8. To make an application available in the workspace, switch on the toggle next to a required product.

9. To make an application unavailable in the workspace, switch off the toggle next to a required product. Selecting this option means you won't be able to use this app in the workspace.
10. Click Save.

Edit a workspace

1. Open the workspace that you want to edit.
2. In the upper right corner of the page, click the kebab menu icon .
3. Select Edit workspace.
4. Make your changes.
5. Click Update.

Archive a workspace

1. Open the workspace that you want to archive.
2. In the upper right corner of the page, click the kebab menu icon .
3. Select Archive workspace.

You will see the notification stating "Workspace successfully archived".

Add a member to a workspace

1. Open a workspace.
2. Under the Workspace Members section, click the plus icon and select Add participants.
3. Search for a required user using the search field and click it.
4. Assign a role for the user by clicking Moderator or Participant.
5. Click Add.

Delete a member from a workspace

1. Open a workspace.
2. Under the Workspace Members section, click the kebab menu icon next to the user you want to delete.
3. Select Delete.

Advanced search

Perform a search

In VNCfluid, you can use the search box at the top of the page to search for chats, contacts, broadcasts, or files.

1. In the Search Field at the top of the page, enter a search request.
2. Press Enter.

A list of results will show.

Search chats, contacts, broadcasts, and files

1. In the Search Box at the top of the page, click the advanced search icon .

2. Click the down arrow next to Everywhere and select one of the following options:

   • Everywhere (default)
   • Chats
   • Contacts
   • Broadcast
   • Files

3. Click Apply.

Refine your search results

Filters allow you to narrow the scope of a search query to eliminate irrelevant information and help you find the exact content you're looking for.

Filter	Description
Everywhere
Unread	Search for anything that is currently marked as “unread”.
Last 30 days	Search for anything that was sent from a certain date range or a specific date.
Chats
Type	Search for anything within a required chat type.
User	Search for anything that was sent from a certain user.
Contacts
First Name	Search for someone by their first name.
Last Name	Search for someone by their last name.
Gender	Search for someone by gender.
Country	Search for someone by country.
Broadcast
Author	Search for anything that was created by a required user.
Type	Search for anything within a required broadcast type.
Files
Type	Search for anything that has a required file type.
Author	Search for anything that was sent by a required user.
Size	Search for anything that has a required file size.

Search results will be highlighted in yellow.

Save found results as a template

1. In the search box, click the save icon .
2. Enter the name of the template.
3. Click Save.
4. Click the find searches icon to find the saved templates.