Tag: Setup

Automated Reminder Functionality in TEAMS

This article describes how to use the Automated Reminder Functionality in TEAMS , what the business rules are for it.

Problem Identified

Over the years, clients have raised a concern that TEAMS cannot send automated reminders to students for their overdue fees. The current bulk email or email merge functionality does send out overdue fee emails to students from TEAMS but that is a manual process and a user must select appropriate parameters for the system to find specific students to whom the reminder emails can be sent. However, the new change which has been introduced does not required manual intervention and the system automatically sends out automated reminder emails once it has been setup properly.

Change Introduced

A new functionality for sending automated reminders has been added in TEAMS by using which users can setup automated financial reminders to be sent out to students based on Invoice Date or Due Date.

This new setting has been added in the Organisation Details screen under TEAMS > Setup > Organisation.

The automated reminders can be setup as follows:-

Use Automated Invoice Reminder – This tick box needs to be ticked for enabling the automated invoice reminder functionality in TEAMS.

On which basis – This is a drop down option where a user can select that how the automated reminders should be sent i.e. either based on Invoice date or Invoice due date.

Use Email for Reminder – If you wish to send automated invoice reminders as emails to students, tick this tick box.

Select the users that you wish to send a warning email to when SMS auto reminders cannot be sent – You can select multiple users to whom a warning email will be sent if TEAMS cannot send SMS auto reminders due to insufficient SMS quota.

Preferred Time for Sending Reminder – This is a drop down option where a user can select that when should TEAMS send out automated reminders to students i.e. Morning, Afternoon or Evening.

After how many days First Reminder to be sent (0 – 30) – This is a numeric field where a user can enter the number of days after which first reminder will be sent based on the Invoice Date or Invoice Due Date whichever the user has selected.

After how many days Second Reminder to be sent – This is a numeric field where a user can enter the number of days after which second reminder will be sent based on the Invoice Date or Invoice Due Date whichever the user has selected.

After how many days Third Reminder to be sent – This is a numeric field where a user can enter the number of days after which third reminder will be sent based on the Invoice Date or Invoice Due Date whichever the user has selected.

Email Templates – This drop down option is present for all the three reminder options where a user can select the appropriate email templates so that the system uses those templates to send out emails from TEAMS.

For more information on How to create Email templates in TEAMS, please watch this video.

Sending User – This is the ‘FROM’ user which will be used for sending emails and SMS from TEAMS.

Sender Email – This is the ‘FROM’ email address which will be used for sending emails and SMS from TEAMS.

Following 2 filters are present on this screen by using which specific student enrolments can be searched and search results can be reduced:-

Enrolment Started After – If a user enters a date in this field, then the system will only send automated reminders to those enrolments which have an Enrolment Start date after the date entered by the user.

Campus – If a user selects a campus, then the system will only send automated reminders to those enrolments which are linked to the selected campus.

Things To Note

The system will automatically select students to whom the reminders emails are being sent. A list of such students cannot be generated from TEAMS at the moment.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!

How to link Courses to Campus

To link courses to campus from Campus Entry Screen, please follow the given steps:

Step 1- Go to TEAMS > Setup > Organisation > Campus Entry screen.

campus-entry-screen

Step 2 – Select the campus by clicking on Open Entry icon on the the top left hand side (center icon) of the Campus Entry screen.

campus-entry-screen-open-entry-icon

campus-entry-screen-campus

Step 3 – On Course tab, select the course you want to link with this campus from the Course Code look up icon and add the entry into the grid by clicking on the Add button.

campus-entry-screen-course-tab

Step 4 – Click the Save Entry icon.

campus-entry-screen-save

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!

Getting Started – How to Login into TEAMS

Step 1 – Open Internet Explorer and type your TEAMS site address.
For example:

Step 2 – After typing the TEAMS site address, press ENTER and a prompt message will be displayed on the screen where you’ll have to click YES, so that a new full screen pop up can open and older pop up screen can close where TEAMS site address was entered.

IMPORTANT: if you do not get the prompt and you just get the login screen and can still see the teams address in the top of the browser your Pop-up Blocker settings need to be changed.

Step 3 – TEAMS login screen will load where you can enter your Username and Password to login into TEAMS.

Please Note – If you DO NOT have a login account for TEAMS, please contact your Manager or send us an email at support@rtosoftware.com.au. We cannot just create an account for you, we will need authorisation from your Manager to create an account for you.

System Configuration – How to install the TEAMS Report Component and Upload Documents files on your computer?

This article describes how to Customise Report Templates from Report Template Screen.

Before You Start


In TEAMS we have reports that generate either to MS Word or MS Excel. We also have two different ways our reports will generate that is:

Server Side – This means when you select the Generate button in the report parameter screen it goes to our servers and will be generated. When this happens you will be redirected to the Report Centre where you will see the report and it’s status and once it is generated you can download it by selecting the report name as it becomes a hyperlink

OR

Client Side – This is the old way of generating reports and is being phased out. If a report still is generated this way it means TEAMS will talk directly to your computer and open MS Word or MS Excel to update it with all the relevant data based on the parameters you selected to print the report on. When this happens TEAMS relies on a special file being installed on your computer so that it can actually talk to MS Word or MS Excel to print the report. If you don’t install this file you can’t use the report.

IMPORTANT: You must get this file installed on your computer by someone who has logged in as the Administrator on your computer and they must follow the steps below.

Customise  Report Templates


We have included two files to be installed on your computer in these steps, one for the reports as explained and the other is so you can upload documents into TEAMS from your computer or network. If you do not install this other file you will not be able to browse and select files to upload. Again, this file must also be installed while you are logged in as an Administrator on your computer.

Step 1 – Open Internet Explorer and type your TEAMS site address and add Forward Slash(/)rc.zip i.e – {Your TEAMS site URL}/rc.zip and press Enter. Internet explorer will prompt you to Open, Save and Cancel the file. Save this file on C Drive of the computer.

Step 2 – Open C Drive of the computer and check the downloaded file i.e – rc.zip. Right click on rc.zip folder and extract all its components on rc folder.

Step 3 – Open rc folder, select RegisterRc which is a batch file. Right click on this file and select Run as a administrator. Click OK button then this file will be executed on your computer.

Note: Make sure you logged in as Administrator on your computer

Step 4 – Now the next file to execute is xupload.ocx. This file is necessary to upload documents in TEAMS. Right click on this file and select Open with… and then click on More options. A pop menu will display, click on Look for another app on this PC.

Step 5 – Go to C Drive of the computer and search Windows folder. In this folder, find and open another folder named System32. In this folder, select the file regsvr32.exe.

Step 6 – After selecting the file regsvr32.exe, click on Open. A dialog box will appears which will shows that xupload.ocx file has successfully been executed on the computer.

Once you have completed all of the above steps, log into TEAMS and you should be able to run Client Side reports and upload documents successfully into TEAMS.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!

System Configuration – How to configure Internet Explorer settings for TEAMS

This article describes how to configure Internet Explorer settings for TEAMS.

Before You Start

You cannot use TEAMS with any other browser than Internet Explorer. There are some important settings that you must have in place for TEAMS to work.

Please note that you must have Administrators privileges on your login to your computer. If you do not, then you must have someone that has those privileges log in and set them for you.

How To Configure

For configuring these setting follow the below steps:

Step 1 – Open the Control Panel of your computer. In the Control Panel go to the Network and Internet.

control-panel-network-and-internet

Step 2 – Click on Internet Options.

network-and-internet

Please Note : Before making any changes to the existing setting, you need to make sure that you logged in as Administrator on the computer otherwise all the options will only be read only and you will not be able to make the required changes.

Step 3 – Internet Properties window will open. Click on the Settings button under Browsing history.

internet-properties

Step 4 –  A new Website Data Settings window will open where you need to select the radio button Every time I visit the webpage. Also make sure the Disk Space to use should not be more then 8 MB. Once these settings are done then click the OK button.

website-data-settingsStep 5 – Click on the Security Tab on Internet Properties window and select the Trusted Sites icon. Click on the Sites button.

internet-prop-trusted-sitesStep 6 –  Trusted sites dialog box will open where you have to add the two IP addresses *.softwaredreams.com.au and *.rtosoftware.com.au

trusted-sitesIMPORTANT: If the tick box for Require server verification (https:) for all sites in this zone is selected then unselect it and then select the Close button.

Step 7 – Click on Custom level button on the Security Tab.

security-tab

Step 8 – The Security Settings window will be displayed. In the Security Settings window all the settings should be set to Enable except the Use Pop-up Blocker option. Use Pop-up Blocker option should be set as Disable.

security-settings-internet-zone

Once you have set all the above settings click the OK button and Yes to confirm as below.

warning

Step 9 – Now move to the next tab which is the Privacy tab and make sure that the Turn on Pop-Up Blocker tick-box is blank and click the OK button.

privacy-tab

Step 10 – Now the last important setting which has to be completed is the Compatibility View Settings. Open an Internet Explorer Page and press ALT key from the keyboard. A new menu will appear on the top. Click on Tools menu and select Compatibility View Settings.

ie-tools

Step 11 – The Compatibility View settings window will open. Add the two IP addresses *.softwaredreams.com.au and *.rtosoftware.com.au to the Websites you’ve added to Compatibility View section. Click Close button.

compatibility-view-settings

Step 12 – Now you can try to open TEAMS by using your site URL and you will be able to access TEAMS without any problem.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!

System Settings – How to assign User and Group Permissions in TEAMS

Step 1 – Go to TEAMS > Setup > Organisation > User Permissions or Group Permissions

user-permissions

group-permissions

Step 2 – Select the user in the User Permission screen or Group in the Group Permission screen for which you want to assign the permissions.

user-permissions-2

group-permissions-lookup

Step 3 – Click on the Main Menus options on the left hand side of the screen to access the menu items.

user-permissions-main-menus

user-permissions-main-menus-student

Step 4 – Click on the + sign to expand the menu items.

user-permissions-sign

Step 5 – Tick the permission tick-boxes to assign permissions and un-tick to remove permissions and SAVE the screen.

user-permissions-tick-boxes

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!