C H A T P O I N T

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Introduction

ChatPoint is a Business Collaboration System with Instant Chat, File Management and Extensive Search capability.

ChatPoint is a unique business application on the market with a new document-based communication system that helps you build professional collaboration teams through an easy-to-use and user-friendly chat interface with all-round search capabilities. In addition, it also provides file management and a detailed communication record review function, suitable as a bridge for the business collaboration, opening up a new generation of operating models.

It enables team members of various authority levels to work together on different activities and projects, with the provision of effective communication channels, and document exchange. Messages are made available not just to people on your team today, but also to those who’ll get on board later on.

  • Tiered user types
  • Linked messages, groups, folders & files
  • Collaborate across different domains
  • Private contact collaboration
  • Instant switching on login domains or users
  • Global search across all groups
  • Search media file with no file name
  • File text search with AND logic
  • File comments are searchable
  • File versioning, file & folder recovery
  • Password protected share link (files/folders)
  • Definable layered-keyword search
  • Definable chat message templates
  • Option to allow user to access group history
  • Set which mobile devices to login
  • 2-way factor authentication (2FA)

Terminology

  1. Workdomain
    • A ChatPoint Workdomain (Workdomain Code, or Domain) is made up of channel groups, where team members work together to create and share their vision on different activities and projects, via effective communication groups and document exchange, also across multiple companies.
    • A workdomain requires at least 5 characters containing numbers, and at most 10 characters.
    • A workdomain is unique for successful registration, and duplication is not allowed for another registration.
  2. Login ID
    Require an email address. Or, at least 6 characters mixing letters, numbers, underscore or dot, with the first character be a letter, and the last is not an underscore nor a dot.
  3. Login password
    For new users: it requires at least 6 characters containing 2 numbers.
  4. Channel group
    Channel group is a group for users to collaborate and share files
  5. Internal user
    Internal user is a user type of (Business Owner, Admin, Member)

    1. Business Owner
      A primary workdomain owner
    2. Administrator
      An administrator of the workdomain
    3. Member User
      An internal user, excluding Business Owner and Administrator
  6. External user
    External user is a visitor to the workdomain
  7. User
    • 4 types of users, respectively (Business Owner, Administrator, Member User, External User).
    • Business Owner and Administrator are also a type of Internal User.
    • Business Owner can change a user type to also a Business Owner type.
    • Administrator cannot manage Business Owner
    • User who can collaborate in a group is a member of the group.
    • External User can view the list of members of the accessible groups, but not the user list of entire workdomain.
    • External User has no restriction on harddisk capacity, as an External User is invited by the group creator the consumption of harddisk size is accountable by the group creator.
  8. Group member
    A user who has the right to collaborate in a group is a member of the group.
  9. Group Administrators
    Group owner can make a group member as the group administrator. (External user cannot be the group administrator).
    Group administrators have the permissions to perform most of the document management operations as of the group owner excluding group owner’s files and folders.
    Group administrators can edit group description and assign group members and administrators but are not allowed to rename or delete group, change group icon or access the recycle bin.
  10. Chatroom
    Chatroom is a location where users can interactively post, read and exchange messages and documents. ChatPoint enables chatrooms both in a group and on any file to empower only one single file record per customer but still keeping all associated info and attachments on the file.
    Here are the different Chatroom types:

    • Direct Chat
      Chat with individuals across various domains for private and focused work
    • Document Chat
      A file can be a chat platform on which you can make interactive chats & attach files
    • Group Chat
      Collaborate with your group members through channel groups
  11. Switch workdomains and user accounts
    Speedily switch from one set of workdomain and user account to another set, without repeating the login and logout process. The switching destination is any paid-plan workdomains plus up to 2 free-plan workdomains.
  12. Share channel groups across workdomains
    Collaborate via share channel groups with other companies carrying different unique workdomain codes. The sharing is valid across paid-plan workdomains plus up to 2 free-plan workdomains.
  13. Keyword search tables 
    • The built-in engine of user-definable keyword tables structurally simplifies the complex need of searching and retrieval
    • Layered keyword search mechanism structured by Keyword Group and its Keywords and values.(Keyword Group → multiple Keywords → multiple Keyword Values)
  14. Searchable comments on file
    Comments can be made on any file, and comments are searchable
  15. Set group users to access history or start from their respective joining time
    Option to enable group members to access from history or from each member’s own creation time
  16. Message template

    • Users can create their own list of message wordings / templates for reuse, enabling the need of speedy and constant input of messages.
    • Users can also choose to share their texts with other users in the domain.
    • By typing the symbol $ at any location in the message edit box and wait for a second, the template list will be displayed. Continue typing the label name to filter the list result. Tap to select and apply the wordings.
    • Each user can add at most 50 entries.
  17. Notifications
    • Desktop Notification
      You can set up ChatPoint to show desktop notification when you receive messages while working on desktop Windows. This feature may not work depending on your browser.
    • Push Notification
      ChatPoint allows you to send push notification to your mobile when a message is received.
    • Notification Sound

      1. Notification sounds on mobile can be enabled or disabled for each Group chatroom or Direct Contact chat.
      2. In Group chatroom, you can force a member recipient of the Group to be notified with sound on mobile by simply taping on the member name selected from the group member list (or manually put @ symbol right in front of the member name) before your message is sent to the member.
  18. Authorize mobiles to login
    Specify which mobile devices are permitted to access.
  19. Share link (file, folder), password protected
    Share link of a file or folder to the authorized parties to access, and password can be setup
  20. Document versioning
    Document versioning enables file versions, history and recovery
  21. Artificial Intelligence (AI) and Text Recognition
    The built-in AI on text recognition enables image text content of an image file to be recognized and auto-associated with the original file, and store for speedy search (Practical usage: apply to store and identify business name cards, invoices, instant image text captured, etc.)
  22. Two-factor Authentication (2FA)
    An enhanced logon process making use of a designated device to confirm user access.  You will be asked to verify your identity with a time-based one time password sent to your physical device like mobile phone after entering your login credentials on web version of ChatPoint.

Permissions

Group Management

[Who can use: All user types]

  1. Click [All Groups] below the top left.
  2. Click your selected group name listed below [All Groups].
    Or, enter the group name in the box next to the add icon and below the screen top left.
    [Note: Partial input of the group name is accepted]

[Who can use: All user types]

  1. Tap [All Groups] at the screen bottom.
    [Note: If [My Groups] is selected, only all groups created by you are listed.]
  2. Tap the group you want from the list.
  3. Or, input the group name in the [Filter] box at the screen top, then tap [Return] to list the group(s) you want.
    [Note: Partial input of the group name is accepted]

[Who can use: All user types, except External users. External users don’t have My Groups]

  1. Click [My Groups].
  2. Enter a group name in the box [Filter the list /Create Group] next to the   add icon and below the screen top left.
    [Note: Group name can be composed of spaces and not be longer than 30 characters in total.]
  3. When it’s done, click the add icon to create the group.

[Note: Groups with same name are accepted if they are created by different users. But, same user cannot create a group with the same name that exists.

[Who can use: All user types, except External user]

  1. Tap group creation icon, then turn into a screen for a group creation.
    [Note: Group name can be composed of spaces and not be longer than 30 characters in total]
  2. Input a group name and tap [Create] to create the group.

[Who can use: Group creator]

  1. Click [My Groups] and list all groups you created.
  2. Click the group you want.
  3. Click the photo next to the group name shown on the screen top right.
  4. Pop up a screen of group information.
  5. Edit the group name next to the cancel icon, then press [Enter] to accept.

[Who can use: Group creator]

  1. Tap [My Groups] and list all groups you created.
  2. Tap the group you want.
  3. Tap the photo next to the group name, or tap the top right corner function icon, then pop up the action menu shown at the screen bottom. Then tap [Group Information] from the popup menu for the input.
  4. Edit the group name in the box at the screen top, then tap [return] to accept the update

[Who can use: Group creator]

  1. Click [My Groups] and list all groups you created.
  2. Click the group you want to delete.
  3. Click the   group deletion icon on the top right side of the screen.
  4. Then you will be instructed to type in extra info before you confirm the final step of deletion.

[Who can use: Group creator, except External user]

  1. Tap [My Groups] and list all groups you created.
  2. Tap the target group on the list, then turn into the group info screen.
  3. Tap on the top right corner the  function icon, then pop up the action menu shown at the screen bottom.
  4. Tap [Delete Group], and you will then be instructed to type in extra info before you confirm the final step of deletion.

[Who can use: Group creator]

  1. Click [My Groups] and list all groups you created.
  2. Click the group you want.
  3. Click the group photo next to the group name shown on the screen top right.
  4. Pop up a screen of group information.
  5. Click the photo icon and select a photo from the file list.

[Who can use: Group creator]

  1. Tap [My Groups] and list all groups you created.
  2. Tap the group you want.
  3. Tap the  menu icon at the screen top right, then tap [Group Information] from the popup menu.
  4. Tap the [Photo] from the popup menu, then select a photo from file list. Or, tap the [Take Photo] option to use the built-in camera to take immediate photo for the selection.

[Who can use: Group creator]

  1. Click [My Groups] and list all groups you created.
  2. Click the group you want.
  3. Click the group photo next to the group name shown on the screen top right bar.
  4. Pop up a screen of group information.
  5. Enter the description in the box below the word Description. Then press keyboard Enter to accept the input.

[Who can use: Group creator]

  1. Tap [My Groups] and list all groups you created.
  2. Tap the group you want.
  3. Tap the  menu icon at the screen top right, then tap [Group Information] from the popup menu.
  4. Tap  icon, and input description in the large box, and tap [OK] to accept the input.

[Who can use: Group creator]

  1. Click [My Groups] and list all groups you created.
  2. Click the group you want.
  3. Click the group photo next to the group name shown on the screen top right.
  4. Pop up a screen of group information. A user list is shown.
  5. To add a group member, turn ON the red button of the user from the user list.
  6. To remove a group member, turn OFF the red button of the user from the user list.

[Who can use: Group creator]

  1. Tap [My Groups] and list all groups you created.
  2. Tap the group you want.
  3. Tap the  menu icon at the screen top right, then tap [Group Information] from the popup menu.
  4. To add a group member, turn ON the button of the user from the user list.
  5. To remove a group member, turn OFF the button  of the user from the user list.

[Who can use: All user types]

  1. Click [All Groups] and list all groups you created.
  2. Find and click the group you want from the group list.
  3. Click the group photo next to the group name shown on the screen top right bar.
  4. Pop up a screen of group information.
  5. All users are listed, and each user as a group member has a red button  turned on.
    [Note: External users can only see the list of group members but not all users of the workdomain]

[Who can use: All user types]

  1. Tap [All Groups] and list all groups you can access.
  2. List the group members by:
    • Directly tap the photo of the group from the group list; OR
    • After the group you want is selected, tap the group info icon at the screen top right; OR
    • Inside the group chatroom, tap the group name at the screen top.
  3. Members of the group are then listed.

[Note: External users can only see the list of group members but not all users of the workdomain]

[Who can use: Group creator]

  1. Click [My Groups] and list all groups you created.
  2. Click the group you want.
  3. Click the group photo next to the group name shown on the screen top right.
  4. Pop up the [Group Information] screen.
  5. Tick the  box icon next to [Hide Past Messages] to hide the past history. Each group member being turned on can then access group history starting only from the time that the member was created.

[Who can use: Group creator]

  1. Tap [My Groups] and list all groups you created.
  2. Tap the group you want.
  3. Tap the  menu icon at the screen top right, then tap [Group Information] from the popup menu.
  4. Turn ON the button  of [Hide Past Messages].
  5. After [Hide Past Messages] is turned ON, each group member can access the group history starting only from the time that the member was created.

User Management

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Logon by user of Business Owner or Admin.
  2. Click the  user administration icon at the top left, and list all users.
  3. Find the user you want.
    Or, click the  input box icon at the screen top of the user list, and open up the search input box. Input the box then list the user(s) you want.
    [Note: Partial input of the group name is accepted]

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Logon by user of Business Owner or Admin.
  2. Tap the  setting menu icon at the top screen of (Recent, All Groups, or My Groups), or when pressing the left side of the screen then swipe the screen to the right, to get [System Setting] screen.
  3. On the setting menu, tap [User Administration] to get [User Administration] menu.
    Storage Allocated
    17.5G/50G  :  17.5G storage allocated, out of 50G total ordered.
    Internal User
    18/50          : 18 users (Business Owner, Admin and Member) setup, out of total 50 ordered
    External Users
    7/50            :  7 External users setup, out of 50 total users ordered.
  4. Find the user you want from list shown on the [User Administration] screen.
    Or, tap the  filter icon at the screen top of the user list to get the search input box. Enter the input box then tap [Return] to list the user(s) you want.
    [Note: Partial input of the group name is accepted]

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Logon by user of Business Owner or Admin.
  2. Click the  user administration icon at the top left.
  3. Click the  add user icon, then popup [User Detail] screen to create user.
  4. Input information:
    1. Login Name (mandatory)
    2. SET PASSWORD (mandatory)
    3. User Name (mandatory, for display)
    4. Email Address (mandatory)
    5. Internal Reference (optional)
    6. Storage Quota (M) (mandatory)
    7. User type selection (Business Owner, Administrator, Member User, External User)
      [Note: Business Owner can change an existing user to also a Business Owner type.]
    8. Active (mandatory, to activate the user)
  5. Click [SAVE] to accept the input.

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Logon by user of Business Owner or Admin.
  2. Tap the  setting menu icon at the top screen of (Recent, All Groups, or My Groups), or when pressing the left side of the screen then swipe the screen to the right, to get the [System Setting] screen.
  3. On the setting menu, tap the [ User Administration] item to get [User Administration] menu.
  4. On the [User Administration] menu, tap the  user creation icon at the menu top to get [User Details] menu.
  5. On the [User Details] menu, input the following:
    1. Login Name (mandatory)
    2. Set Password (mandatory)
    3. User Name (mandatory, for display)
    4. Email Address (mandatory)
    5. Internal Reference (optional)
    6. Storage Quota (mandatory)
    7. User type selection (Business Owner, Administrator, Member User, External User)
      [Note: Business Owner can assign an existing user to also be a Business Owner type.]
    8. Active (mandatory, to activate the user)
  6. Tap [SAVE] to accept the input.

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Logon by user of Business Owner or Admin.
  2. Find the user you want.
  3. Click the remove icon next to the selected user name for user deletion.
[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Logon by user of Business Owner or Admin.
  2. Find the user you want.
  3. Tap the  remove icon next to the selected user, then process the user deletion.

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Logon by user of Business Owner or Admin.
  2. Find the user you want.
  3. Click the selected user, then update the User Type of the selected user.

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Logon by user of Business Owner or Admin.
  2. Find the user you want.
  3. Tap the selected user, and update the User Type of the selected user.

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Login by user of Business Owner or Admin.
  2. Find the user you want.
  3. Click the selected user, and update the User Name of the selected user.

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Login by user of Business Owner or Admin.
  2. Find the user you want.
  3. Tap the selected user, and update the User Name of the selected user.

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Login by user of Business Owner or Admin.
  2. Find the user you want.
  3. Click the selected user, and update the Email Address of the selected user.

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Login by user of Business Owner or Admin.
  2. Find the user you want.
  3. Tap the selected user, and update the Email Address of the selected user.

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Login by user of Business Owner or Admin.
  2. Find the user you want.
  3. Click the selected user, and update the Internal Reference of the selected user.

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Login by user of Business Owner or Admin.
  2. Find the user you want.
  3. Tap the selected user, and update the Internal Reference of the selected user.

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Logon by user of Business Owner or Admin.
  2. Find the user you want.
  3. Click the selected user, then turn on the  activation button to activate the user, else to deactivate.

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Logon by user of Business Owner or Admin.
  2. Find the user you want.
  3. Tap the selected user, then turn on the  activation button to activate the user, else to deactivate.

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Logon by user of Business Owner or Admin.
  2. Find the user you want.
  3. Click the selected user, then input the [Storage Quota] for the selected user.
[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Logon by user of Business Owner or Admin.
  2. Find the user you want.
  3. Tap the selected user, and input the [Storage Quota] for the selected user.

Message and File (Actions)

  1. Reply
    [Reply the message]
  2. Remove
    [Delete message including the file attached, only authorized to the owner and group creator]
  3. Copy
    [Refer to Information Transfer Actions (Web)]
  4. Download
    [Download the document]
  5. Document Chat
    [Go to chatroom of the document, i.e. document chat]
  6. Forward
    [Refer to Information Transfer Actions (Web)]

  1. Reply
    [Reply the message]
  2. Remove
    [Delete the message, including files attached. Only authorized to the owner and the group creator]
  3. Copy
    [Refer to the Information Transfer Actions (iOS / Android)]
  4. Speak
    [Read the message by voice]
  5. Share
    [Refer to the Information Transfer Actions (iOS / Android)]
  6. Download
    [Download, open, and save the file]
    [Note: This item is shown only when the message itself is a file or a message being attached with a file]
  7. Document Chat
    [Make comments/chats on the file]
    [Note: This item is shown only when the message itself is a file or a message being attached with a file]
  8. Forward
    [Refer to the Information Transfer Actions (iOS / Android)]
  9. Forward (Other Signed-In Accounts)
    [Refer to the Information Transfer Actions (iOS / Android)]

  1. Version Control
    [File versioning enables file versions, history and recovery]
  2. Search Key
    [Refer to Keyword Groups and Search]
  3. Move
    [Refer to Information Transfer Actions (Web)]
  4. Copy
    [Refer to Information Transfer Actions (Web)]
  5. Rename
    [Rename the file]
  6. Download
    [Download, open, and save the file]
  7. Public Share Link
    [Setup the file share link to others to access, password protection also available]
  8. Related Messages
    [Bring to a list of records of the same group that the file ever utilized]
  9. Send to Quick Chat
    [Refer to Information Transfer Actions (Web)]
  10. Forward (Other Signed-In Accounts)
    [Refer to Information Transfer Actions (Web)]
  11. Remove
    [Delete the file, including the attached, but not authorized to External users]

  1. Version Control
    [Refer to the File Versioning]
  2. Search Key
    [Refer to the Keyword Groups and Search]
  3. Move
    [Refer to the Information Transfer Actions (iOS / Android)]
  4. Copy
    [Refer to the Information Transfer Actions (iOS / Android)]
  5. Rename
    [Rename the file]
  6. Remove
    [Delete the file including the attached, but not authorized to External users]
  7. Public Share Link
    [Setup the file share link to others to access, password protection also available]
  8. Related Messages
    [Bring to a list of records of the group that the file ever utilized, and it’s also highlighted]
  9. Send to Quick Chat
    [Refer to the Information Transfer Actions (iOS / Android)]
  10. Share
    [Refer to the Information Transfer Actions (iOS / Android)]
  11. Forward
    [Refer to the Information Transfer Actions (iOS / Android)]
  12. Forward (Other Signed-In Accounts)
    [Refer to the Information Transfer Actions (iOS / Android)]

File (Functions)

[Select multiple files for the same immediate actions such as Move, Copy, Remove, assign Search Keyword]

[Who can use: All user types]

  1. Move mouse over the source file.
  2. Comes out a  square selection box.
  3. Click the box and it changes to . Then the top bar at the fie list is replaced by a color bar menu.
  4. Click the function icon at the right most of the bar.
  5. Pops up a function menu for selection. The function choice is same as that listed by clicking the function icon next to each source file name.
  6. When multiple files are selected, then more functions for selection are immediately available on top color bar.

    These 6 functions from the left shown above are respectively for those selected files:

    • Set file version control ON.
    • Set file version control OFF.
    • Pick up keywords from Keyword Search tables already self-defined by your domain group, and assign on to the selected files.
    • Move those selected files to a destination. The process is same as that of the Move function.
    • Copy those selected files to a destination. The process is same as that of the Copy function.
    • A trash bin for the action to delete and store those selected files. You will be asked to confirm before deletion and put into the bin.
  7. To de-select all the selected files, click the selection count icon  at the left most of the color bar.

[Select multiple files for the same immediate actions such as Move, Copy, Remove, assign Search Keyword]

[Who can use: All user types]

  1. Long press on a target file or folder at document list or file search result till it is highlighted to trigger the selection mode.
  2. Then tap to select more files and folders.
  3. After the selection, tap on the top right corner the  function icon to pop up the action sheet.

[Who can use: Group members]

[Note: Multi-select is applicable with this function]

  1. On the screen right side, select and click the destination group or folder, to where the source files (e.g. from PC) will be uploaded.
  2. Click the  upload icon at the top right, and select multiple source files to be uploaded.

[Who can use: Group members]

[Note: Multi-select is applicable with this function]

  1. Select and tap the destination group or folder, to where the source files (e.g. from PC) will be uploaded.
  2. Tap the  upload icon, then select multiple files to be uploaded.

[Who can use: Group members]

[Note: Multi-select is applicable with this function]

Move files

  1. Move the mouse over the source file.
  2. Click the  function icon next to the source file name, then popup a selection menu.
  3. Select [Move] item from the selection menu.
  4. Pop up a confirmation menu at the screen top, and ask you to click [MOVE] or [CANCEL] to confirm the action. The popup menu stays on the screen and waits for your confirmation.
  5. Then move the mouse to the destination group or folder.
  6. Click [MOVE] or [CANCEL] of the popup confirmation menu to start the action.

Copy files

  1. Move the mouse over the source file.
  2. Click the  function icon next to the source file name, then popup a selection menu.
  3. Select [Copy] item from the selection menu.
  4. Pop up a confirmation menu at the screen top, and ask you to click [COPY] or [CANCEL] to confirm the action. The popup menu stays on the screen and waits for your confirmation.
  5. Then move the mouse to the destination group or folder.
  6. Click [COPY] or [CANCEL] of the popup confirmation menu to start the action.

[Who can use: Group members]

[Note: Multi-select is applicable with this function]

Move files

  1. Go to the group where your source file locates.
  2. Tap the function icon next to the file name that you want to move to other location.
  3. Tap the [Move] item from the selection menu, then you are asked via a blue dialogue box at the screen bottom to confirm the action, which stays at the screen bottom.
    [The file name below is an example].
  4. Then go to the destination (e.g. folder), and tap on it.
  5. Then tap the [OK] or [Cancel] to action for the Move.

Copy files

  1. Go to the group where your source file locates.
  2. Tap the function icon next to the file name that you want to copy to other location.
  3. Tap the [Copy] item from the selection menu, then you are asked via a blue dialogue box at the screen bottom to confirm the action, which stays at the screen bottom.
    [The file name below is an example].
  4. Then go to the destination (e.g. folder), and tap on it.
  5. Then tap the [OK] or [Cancel] to action for the Copy.


[Who can use: All user types]

  1. Click the  All Groups Search icon at the top left, then popup a search windows, then opt [Documents].
  2. Pop up an [Search Result] windows.
  3. Criteria to search Documents:
    • File Name
      [File name accepts partial input]
    • File Content
      [File content search supports the combined Boolean search, i.e. to add AND between content inputs]
    • Keywords
      [Keyword groups and values setup]
    • Owned by Me
      [Those files delivered by you]
    • File Type
      [Accepts selection of multiple file types]
    • Upload Time
      [File upload time]
    • Column Sorting
      [File list sorting by Name, Group Name/File Name, Owner, Size or Upload Time)
    • Quick Search Box (next to icon)
  4. Click the photo/symbol
    Click the photo/symbol of the selected file listed on the search results, then view the file.
    Close the file view, then return to the previous search result screen, with the viewed file highlighted.
  5. Click the selected (highlighted) file
    Bring you to the chatroom of the selected file. The selected file is also highlighted on the file list of its belonging group shown on the right side of the screen.

    Click the   function icon next to the file name, then popup a selection menu for actions.
  6. Click the action menu of the source file
    Move mouse over a source file. Then comes out a function menu icon   for selection to action on the source file.
    Click the menu icon. Then pop up a function menu of actions for selection. [Each action process can be referred to the corresponding sections of File (Functions)].
    Click the empty box on the left of each file for file selection, it is changed to .
    A color bar appears with 3 functions at the top of the file list to act on the selected files.
    3 functions are respectively:

    • Set file version control ON.
    • Set file version control OFF.
    • Pick up keywords from Keyword Search tables already self-defined by your domain group, and assign on to the selected files.
  7. To de-select all the selected files, click the selection count icon at the left most of the color bar.

[Who can use: All user types]

  1. Tap the [Recent, or All Groups].
    [Note: (a) If My Groups is selected, only all groups created by you are searched through; (b) External users don’t have My Groups.]
  2. Tap the   search icon at the top menu.
  3. Turn into a screen to input search criteria. And, select [Documents] or [Messages] for the search
  4. After input the criteria, then tap the  start search icon at the screen top. Results are then listed.
    icon is to sort the list of searched results.
    icon is to sort the list of searched results.
    icon
    is to filter the searched results based on your input in the filter.

[Who can use: Group members, except External user]

[Note: Multi-select is applicable with this function]

At Group Chatting mode

  1. Go to the chatroom of a group (Group name is shown at the screen top).
  2. Move the mouse over the target file/message in the chatroom.
  3. Click the  remove icon at the right bottom of the target file/message.
  4. The file/message is immediately removed, but not permanently until [Permanently Remove] is clicked.
  5. The corresponding file listed on the right side of the screen is deleted automatically at the same time and placed in the Recycle Bin.

At File Management mode

  1. At the mode of File Management, the File name is shown on the top middle, and the file is also listed on the right side of the screen which also lists all other files and folders of the Group.
  2. Click the  function icon next to the file or folder name, then popup a selection menu.
  3. Select [Remove] item from the selection menu.
  4. After this, click the corresponding file still visible from the chatroom, there will be a warning message “File is moved to recycle bin”.

[Who can use: Group members, except External user]

[Note: Multi-select is applicable with this function]

Direct method

  1. Directly go to the group where the file is stored.
  2. Tap the  action icon next to the target file, then popup a selection menu.
  3. Select the [Remove] from the selection menu, to delete the file.

Search method

  1. Find out the file via by searching mechanism.
  2. Tap the searched result file, then bring you to the chatrooms of that file.
  3. Tap the file name at the screen, then popup top a relation information screen.
  4. Tap the [View in Folder] from the screen, then bring you to the file list of the Group where the searched file belongs to.
  5. Tap the  action icon next to the target file, then popup a selection menu.
  6. Select the [Remove] from the selection menu, to delete the file.

[Who can use: Group members]

At Group Chatting mode

Follow the steps of [Forward a file to other signed-in accounts].

At File Chatting mode

Follow the steps of [Send to Quick Chat] function item selected next to the selected file name listed.

[Who can use: Group members]

At Group Chatting mode

  1. Go into the chatroom of the group, where your source file/message locates.
  2. In chatroom, long tapping on the message to select message/file. Multiple selections are supported.
  3. After the selection, tap on the top right corner menu icon  to pop up a message action list.
  4. The action list displays the actions available for selection. These actions are listed according to a combination of the nature of the selected messages. Messages include text messages, files, files with attachments, and messages with attachments. Refer to section Chatroom Actions (iOS/Android) of Message and File (Actions).
  5. For [Forward],
    1. Tap the [Forward] item on the action menu.
    2. Go into the destination group and tap its chatroom.
    3. Then see the file and its attached message placed at the screen bottom ready for sending to the chatroom.

At File Chatting mode

  1. Find out the file by searching a file you want to forward if you don’t know where it locates.
  2. Tap the searched file, then bring you to its direct group that masters the file which may be stored in a folder inside the group.
  3. After the selection, tap the  function icon next to the file name, then pop up an action menu.
  4. Select the [Forward] item on the menu.
  5. Select the destination that you want the source file to be forwarded to.

[Who can use: Group members]

At Group Chatting mode

[Note: In Web version, this action is carried out by the [Forward] command]

  1. Go to the chatroom of a group (Group name is shown at the screen top).
  2. Move the mouse over the target file/message in the chatroom.
  3. Click the  forward icon at the right bottom of the target file/message.
  4. The file/message is copied and placed together on where the destination chatroom you locate.
  5. Then follow the message/file delivery mechanism in chatroom to send the file/message.

At File Chatting mode

  1. Find out the file by search mechanism, then click the selected file to be forwarded.
  2. Then the selected file is auto-highlighted with background color and listed on the right side of the screen.
  3. Click the function icon next to the file name, then popup a selection menu.
  4. Select the [Forward (Other Signed-In Accounts)] item, then popup a list of destinations which currently being logged on by you.
  5. Select the destination that you want the source file to be forwarded to.

[Who can use: Group members]

At Group Chatting mode

  1. Go into the chatroom of the group, where your source file/message locates.
  2. Tap the space near the file/message you need to forward to other chatroom, then pop up an action menu.
  3. Tap the [Forward (Other Signed-In Accounts)] item on the action menu, then popup a list of destinations which currently being logged on by you.
  4. Select the destination that you want the source file to be forwarded to.

At File Chatting mode

  1. Find out the file by searching a file you want to forward if you don’t know where it locates.
  2. Tap the searched file, then bring you to its direct group that masters the file which may be stored in a folder inside the group.
  3. After the selection, tap the  function icon next to the file name, then pop up an action menu
  4. Tap the [Forward (Other Signed-In Accounts)] item on the action menu, .then popup a list of destinations which currently being logged on by you.

  1. Move the cursor over a target source file.
  2. Click the  function icon next to the source file name.
  3. Pop up a selection menu. Then select [Version Control] item form the menu.
  4. Pop up a [Document Version] menu at the right top of the screen. Then turn on  the Version Control from the menu. After more files with same file name are uploaded to or saved on the same destination (such as Group or the Group’s Folder), the file version counter next to the source file name then indicates the number of versions already saved, excluding the version being currently used.
  5. On the Document Version menu, all versions of the file with same file name but different time stamps are listed for your file content review, recovery, removal and file chat review.
  1. Tap the function icon next to a source file.
  2. Select [Version Control] from the pop-up menu.
  3. Turn on  Version Control at the top of the screen. After more files with same file name are uploaded to or saved on the same destination (such as Group or the Group’s Folder), the file version counter  next to the source file name then indicates the number of versions already saved, excluding the version being currently used.
  4. All versions of the file with same file name but different time stamps are listed for you.
  5. Long press on a file in the timeline to select it for further actions. Click the  icon in the top right of the screen to open up a menu.
  6. You may choose actions like file recovery (Restore), removal (Remove) and file chat review (Related Messages).

Message (Functions)

[You and the group creator can remove your chatroom messages together with previous attachments]

  1. Move your mouse over the message, then click the  remove icon to remove the message and also the attached files.
  2. The message content and its attached are then removed.

[You and the group creator can remove your chatroom messages together with previous attachments]

  1. Refer to section [Message and File (Actions)] and then its sub-section [File and Folder Actions (iOS / Android)].
  2. Tap [Remove] to remove the selected message together with its attached files.

[You and the group creator can recover your chatroom messages together with previous attachments]

  1. Move your mouse over the removed message, then click the recover icon to recover the message including its previous attachments.
  2. The message content and its previously attached are then recovered.

[You and the group creator can recover your chatroom messages together with previous attachments]

  1. Refer to section [Message and File (Actions)] and then its sub-section [File and Folder Actions (iOS / Android)].
  2. The message content and the attached are then recovered.

[Who can use: Group members]

[Note: Multi-select is applicable with this function]

  1. Enter your message and use the  attachment icon to attach files to the message, then click the  deliver icon to send the file together with its attached messages.
  2. Then the message content and its attached are delivered.

[Who can use: Group members]

[Note: Multi-select is applicable with this function]

  1. Enter your message and use the  attachment icon to attach files to the message, then click the  deliver icon to send the message and its attached files.
  2. Before the sending, allow renaming the selected uploading file, media taken from camera or voice record, or the forwarding file. Do this by long tapping on the file name.
  3. The message content and its attached are then delivered.

[Who can use: All user types]

Chat on files locating inside the chatroom of a group

  1. Go to the chatroom of a group (Group name is shown at the screen top).
  2. Move the mouse over the target file in the chatroom.
  3. Click the  document chat icon at the right bottom of the target file.
  4. Bring you to the collaboration screen of the target file (File name is now shown at the screen screen).
  5. Start the collaboration on the file with the same collaboration mechanism as that for the usual chat in a group.

Chat on files obtained from outside the chatroom of a group

  1. Find and select the file on which you want to make collaboration (interactive comments and attachments).
  2. Click the file, and start the collaboration on the file. (File name is shown at the screen top).
  3. Collaborate by the input box.

[Who can use: All user types]

Chat on files obtained from outside the chatroom of a group

  1. Find and select the file on which you want to make collaboration (interactive comments and attachments).
  2. Tap the file, and start the collaboration on the file. (File name is shown at the screen top).
  3. Collaborate by the input box.

Chat on files locating inside the chatroom of a group

  1. Refer to section [Message and File (Actions)] and then its sub-section [File and Folder Actions (iOS / Android)].
  2. Select the [Document Chat] item from the selection menu.
  3. Bring you to the collaboration screen of the selected file (File name is now shown at the screen screen).
  4. Start the collaboration on the file with the same collaboration mechanism as that for the chat in a group.

[Who can use: All user types]

  1. Click the  All Groups Search icon at the top left, then popup a search windows, then opt [Messages].
  2. Pop up an [Search Result] windows.
  3. Different combinations of criteria to search Messages:
    • Search Text
      [Message text content accepts partial input]
    • Date Time (From)
      [Date range of “From”]
    • Date Time (To)
      [Date range of “To”] (Note: The default date range is 1 year)
    • My Message
      [Messages delivered by you]
    • Reply Message
      [Those replied messages, not limited to the login user]
    • File Attached Message
      [The message is attaching a file]
    • Quick Search Box (next to icon)
  4. Click the selected message from the search results.
  5. If the searched message is obtained from a file (i.e. file chat), then bring you to the chatroom of the selected file. The selected file is also highlighted on the file list of its belonging group shown on the screen’s right side.
  6. Click the   function icon next to the file name, then popup a selection menu for actions.

[Who can use: All user types]

  1. Tap the [Recent, or All Groups] at the bottom of the screen.
    [Note: (a) If My Groups is selected, only all groups created by you are searched through; (b) External users don’t have My Groups.]
  2. Tap the   search icon at the top menu.
  3. Turn into a screen to input search criteria. And, select [Messages] for the search
  4. After input the criteria, then tap the  start search icon at the screen top. Results are then listed.
    icon is to sort the list of searched results.
    icon is to sort the list of searched results.
    icon
    is to filter the searched results based on your input in the filter.

[Who can use: Group members]

[Note: Same as the Forward file to the chatroom of the group]

  1. Go to the group where your source file locates.
  2. Click the function icon next to the file name that you want to move to other location.
  3. Click the [Send to Quick Chat] item from the selection menu.
  4. The source file is now placed in chatroom input box of the group which stores your source file.
  5. Now you can send the source file to the chatroom.

[Who can use: Group members]

[Note: Same as the Forward file to the chatroom of the group]

  1. Go to the group where your source file locates.
  2. Tap the function icon next to the file name that you want to move to other location.
  3. Tap the [Send to Quick Chat] item from the selection menu.
  4. The source file is now placed in chatroom input box of the group which stores your source file.
  5. Now you can send the source file to the chatroom.

File Versioning

[Select multiple files for the same immediate actions such as Move, Copy, Remove, assign Search Keyword]

[Who can use: All user types*]
*External user can only view file versioning of own files

  1. Move mouse over the source file.
  2. Comes out a  square selection box.
  3. Click the box and it changes to . Then the top bar at the fie list is replaced by a color bar menu.
  4. Click the function icon at the right most of the bar.
  5. Pops up a function menu for selection. The function choice is same as that listed by clicking the function icon next to each source file name.
  6. When multiple files are selected, then more functions for selection are immediately available on top color bar.

    These 6 functions from the left shown above are respectively for those selected files:

    • Set file version control ON.
    • Set file version control OFF.
    • Pick up keywords from Keyword Search tables already self-defined by your domain group, and assign on to the selected files.
    • Move those selected files to a destination. The process is same as that of the Move function.
    • Copy those selected files to a destination. The process is same as that of the Copy function.
    • A trash bin for the action to delete and store those selected files. You will be asked to confirm before deletion and put into the bin.
  7. To de-select all the selected files, click the selection count icon  at the left most of the color bar.

[Select multiple files for the same immediate actions such as Move, Copy, Remove, assign Search Keyword]

[Who can use: All user types*]
*External user can only view file versioning of own files

  1. Long press on a target file or folder at document list or file search result till it is highlighted to trigger the selection mode.
  2. Then tap to select more files and folders.
  3. After the selection, tap on the top right corner the  function icon to pop up the action sheet.

Folder Management

[Who can use: Group members]

  1. Go to your target group or inside its folders.
  2. Enter the new folder name in the input box, then click the folder creation icon to create a folder.

[Who can use: Group members]

  1. Go to your target group.
  2. Tap the  folder creation icon to create a folder.
  3. You can move your source folder to another folder which can then become the parent folder of your sourced folder.

[Who can use: Group members]

  1. Go to the group where your source folder locates.
  2. Click the function icon next to the folder, then pop up a selection menu.
  3. Select the [Rename] item from the selection menu.

[Who can use: Group members]

  1. Go to the group where your source folder locates.
  2. Tap the  function icon next to the folder, then pop up a selection menu.
  3. Select the [Rename] item from the selection menu.
  4. Then start to rename.

[Who can use: Group members]

[Note: Multi-select is applicable with this function]

  1. Move the mouse over the source folder.
  2. Click the function icon next to the source file or folder name, then popup a selection menu.
  3. Select [Move] item from the selection menu.
  4. Pop up a confirmation menu at the screen top, and ask you to click [MOVE] or [CANCEL] to confirm the action.
  5. Move the mouse to the destination folder.
  6. Click [MOVE] or [CANCEL] of the popup confirmation menu to start the action.

[Who can use: Group members]

[Note: Multi-select is applicable with this function]

  1. Go to the group where your source folder locates.
  2. Tap the   function icon next to the file/folder name that you want to move to other location.
  3. Tap the [Move] item from the selection menu, then you are asked via a blue dialogue box at the screen bottom to confirm the action, which will stay at the screen bottom.
    [The folder name below is an example]
  4. Then go to the destination (e.g. folder), and tap on it.
  5. Then tap the [OK] or [Cancel] to action for the Move.

[Who can use: Group members, except External users]

[Note: Multi-select is applicable with this function]

  1. Go to the group where your source folder locates.
  2. Tap the  function icon next to the folder name that you want to delete.
  3. Tap the [Remove] item from the selection menu.
  4. Then tap the [OK] or [Cancel] to action for the deletion.

[Who can use: Group members, except External users]

[Note: Multi-select is applicable with this function]

  1. Go to the group where your source folder locates.
  2. Tap the  function icon next to the folder name that you want to delete.
  3. Tap the [Remove] item from the selection menu.
  4. Then tap the [OK] or [Cancel] to action for the deletion.

Login Switching and Password

[Who can use: All user types]

[Note: The login of user accounts on one device does not auto-carry to another of device(s).]

  1. Login the system.
  2. For the first time to sign-in, a login screen pops up.

    Login Name
    [The sign-in ID, no space, login name not equivalent to user name]
    Password
    [Password for the sign-in]
    Domain
    [A unique work code for a workdomain applied before the primary user login account is created.]
    Forget Password
    [Click and follow the instructions to recover your password]
  3. Click the Company Name next to the user photo at the the screen top left, a new screen then pops up, by which you can change the login and switch different workstations and the associated user accounts.


    1. [Sign in with a user account of any workdomain accessible by your login.]

    2. [Appear next to the user account name currently being login. You can click on this to logout that account.]

    3. [Remove the logout user account item from the user login account list. Need to sign in again if you need to make it appear on the list]

    4. [A content search icon to find items on the Login list]
  4. To switch to a login account, simply click the left photo of the target login account.
  5. The most recently selected account will be auto-placed at the most top of the account list.

[Who can use: All user types]

[Note: The login of user accounts on one device does not auto-carry to another of device(s).]

  1. Login the system.
  2. For the first time to sign-in, a login screen pops up.

    Login Name

    [The sign-in ID, no space, login name not equivalent to user name]
    Password
    [Password for the sign-in]
    Domain
    [A unique work code for a workdomain applied before the primary user login account is created.]
    Forget Password
    [Click and follow the instructions to recover your password]
  3. Tap the user login switching icon, then turn into a screen pop up a screen to switch to manage login and switching different workdomains and the associated user accounts accessible by you.


    1. [Sign in with a user account of any workdomain accessible by your login.]

    2. [Appear next to the user account name currently being login. You can click on this to logout that account.]

    3. [Remove the logout user account item from the user login account list. Need to sign in again if you need to make it appear on the list]

    4. [A content search icon to find items on the Login list]
  4. To switch to a login account, simply click the left photo of the target login account.
  5. The most recently selected account will be auto-placed at the most top of the account list.

Not Applicable

[Who can use: Business Owner and Admin, but Admin user cannot manage Business Owner]

  1. Login by user of Business Owner or Admin.
  2. Go to the System Setting master menu. Tap the , then popup the [Device Administration] menu.
       
  3. Turn on the [Enable Device Login Restriction] button by Business Owner or Admin.
    [Note: When [Enable Device Login Restriction] button is , and your workdomain user wants to login a mobile device which has never been recorded in your workdomain, the user’s device will pop up a screen with [Send Request] for the user to make a request for your workdomain to grant the access authorization.]

    If you are either Business Owner or Admin, you can access the   option and the corresponding screen on your device, by which you can simply tap the [Add this device] to record your device.
  4. Business Owner or Admin can enable or release  the access restriction on individual mobile devices being listed on the [Device Administration] screen.

Conference Channeling

A Conference Channel is a channel designed for cross-domain collaboration. Share and work with people from other companies, while maintaining the highly integrated document/private chat structure. External companies and contact can concurrently collaborate without worrying about losing files/messages once a host disconnects them.

The conference host can invite other workdomains to join the conference as conference participants. Upon accepting the invitation, the invitee will become the workdomain representative and can add their domain users to the conference.

A conference channel contains the following types of chatrooms: conference chat, private chat and document chat. The main chatroom for external communication is Conference chat, while private and document chat are for communication within a workdomain.

For getting started with Conference channeling, please refer to the relevant section in FAQ.

Photo & Text Recognition

Photo Recognition

The AI instantly auto learns and analyzes the uploaded photos, then provides with keywords and suggestion as to what the photo is about. It assists you to search the uploaded photos in groups of same type, even if you forget the exact filename.

Web
Navigation
  1. From the top left menu bar, click ‘All Groups Search’ icon to open the search panel.
  2. Switch to ‘Photo’ tab to begin searching for photos.
Basic Usage
  1. At the top left of the Photo Search screen, the search entry box is provided for users to input their search text.
  2. The ‘Exact Match‘ checkbox is for matching the search result with the search text exactly or not.
  3. Below the checkbox are a list of common classifications. Click on each classification to immediately search and browse its images.
  4. The search result will be displayed on the right side of the panel if relevant photos can be found.
  5. By default, the photos are displayed in a grid layout. You can click on each photo (when the cursor switches to a magnifying glass icon) to pop up another panel.
  6. In the pop-up panel, you can view the enlarged photo and its file details.
  7. In addition, in ‘Related Search’ row, related searches of the photo are given and can be tapped to search related photos by such related search word.
  8. You can right-click on each photo thumbnail for a context menu of various actions.
  9. Click the ‘Filter’ icon to further filter the result with a second filter text.
  10. You can also click the ‘list layout’ icon at the top right to switch the display to a list layout. In a list layout, the file details of that photo are shown in several columns.
  11. In a list layout,
    1. To view the enlarged version of a photo, click the photo thumbnail (when the cursor switches to a magnifying glass icon)
    2. To open the context menu, click the icon labelled ‘More’ under the column ‘Action’.
    3. To enter the document chatroom of a photo, click the entire row or click the filename (underlined when cursor hovered over)
iOS & Android
Navigation
  1. Swipe to the right to reveal the side menu, then select ‘Photo Search‘. OR
  2. Using the top navigation bar, select the ‘Search‘ icon to navigate to the search screen, and switch to ‘Photo‘ tab at the bottom bar for ‘Photo Search‘.
Basic Usage
  1. At the top of the Photo Search screen, the search entry box is provided for users to input their search text.
  2. The ‘Exact Match‘ checkbox is for matching the search result with the search text exactly or not.
  3. Common classifications are listed at the bottom. Tap on each classification to immediately search and browse its images.
  4. Similar to File and Message Search, tap on the arrow button on the top right corner to proceed to the search result.
  5. The photo grid will be displayed in the search result if relevant photos can be found.
  6. The search result can be further filtered with the second search text by tapping the filter icon on the top right
  7. Tap on the photo thumbnail to popup for viewing the larger version and the file details.
  8. In addition, related searches of the photo are given and can be tapped to search related photos by such related search word.
Text Recognition

The built-in AI on text recognition enables image text content of an image file to be recognized and auto-associated with the original file (with the option to convert to a searchable PDF file), and store for speedy search. (Practical usage: apply to store and identify business name cards, invoices, instant image text captured, etc.)

Web
  1. Any uploaded image will be automatically processed through our Text Recognition AI.
  2. To access the Text Recognition screen,
    1. Inside a chatroom, hover over the image until a list of function icons pops up below the image thumbnail. Click the ‘T‘ icon labelled ‘Artificial Intelligence Text Recognition’.
    2. Under ‘Documents‘ tab of a group (right side of the screen), click on the name of the image file to launch the Artificial Intelligence Text Recognition screen (you will see an underline when hovered over the file name)
  3. On the next screen, the left side shows the image file ready to be processed while the right side (‘Scan Result’) will display the extracted text once available.
  4. You can ‘Copy‘ or ‘Send‘ the extracted text by clicking the action buttons provided.
  5. Click ‘Send’ to fill in the message input box with the extracted text.
  6. Click ‘Enrich PDF‘ to extract the image into a PDF and attach it as a file inside the chatroom.
  7. To search for the image, access ‘All Groups Search‘ ‘and switch to ‘Documents‘ tab.
  8. Note that all the extracted text of an image are considered ‘File Content‘. So, enter your desired search text (text from the image) into ‘File Content’ input box and proceed.

Level-up Security Control

Mobile Devices Access

Allow to specify which mobile devices are permitted to login.

Web Networks Access

Allow to specify only on which network/IP addresses, such as office network, to login. It is realized that web access is convenient. However, for some business natures, this convenience may not meet the user company’s security policy, as the company may require staff access the office network via the company’s VPN. Now, to match your company’s security policy, ChatPoint lets you specify from which networks to access ChatPoint via web.

Settings

  1. Login as user of (Business Owner or Admin).
  2. Click the domain management icon  at the top of the screen left.
  3. Pop up a [Domain Management] screen with domain and related information, by which you can view or update accordingly:
    1. Company Name
    2. Registered Email Address
    3. Registered Contact Person
    4. Registered Contact Phone
    5. Plan (upgrade and purchase optional items)
    6. Registration Date
    7. Expiry Date
    8. Internal User (current and limit, including Business Owner and Admin)
    9. External User (current and limit)
    10. Storage (current and limit)

For any user type

  1. Login by user.
  2. Click the user’s photo at the top of the screen left.

    If your login is not as a Business Owner or Admin, each of these 4 functions will not be viewed and managed by you:

    1. Purchase value added
    2. Workdomain management
    3. User Management
    4. Keyword Search Settings
  3. Then pop up the user account info screen.
  4. Change user photo
    Click the  on the user account info screen and select a photo from the file source.
  5. Change password
    Click the [CHANGE PASSWORD] on the user account info screen, and change the login password.

For user type of (Business Owner, Admin)

  1. Login by user of Business Owner or Admin.
  2. Click the   user administration icon at the top of the screen left, then turn into a list of all assigned users.
  3. Click the selected user, and turn into the [User Detail] screen of the selected user.
  4. Update the [User Details] menu:
    • Login Name (Cannot be updated)
    • SET PASSWORD (Mandatory)
    • User Name (Mandatory, for display)
    • Email Address (Mandatory)
    • Internal Reference (Optional)
    • Storage Quota (M) (Mandatory)
    • User type selection (Business Owner, Administrator, Member User, External User)
      [Note: Business Owner can assign an existing user to also be a Business Owner type.]
    • Active (Mandatory, to activate the selected user)
    • Save (Mandatory)
  5. Change user photo
    Click the  on the user account info screen and select a photo from the file source.
  6. Change password
    Click the [CHANGE PASSWORD] on the user account info screen, and change the login password.
  7. Click [SAVE] to accept the update.

For any user type

  1. Login by user.
  2. Go the System Setting master menu.
  3.  Then tap the , then popup the [Settings] menu.
      
  4. Change password
    On the [Settings] menu, tap the item [Account], then popup a user account detail screen on which you can tap the [Change Password] to change the password.
  5. Change user photo
    Tap the photo on the user account information screen and select a photo from the file source.

For user type of (Business Owner, Admin)

[Note: Admin user cannot manage Business Owner]

  1. Login by user of Business Owner or Admin.
  2. Go the System Setting master menu. Then tap the  selection, then popup a list of users.
  3. Tap the selected user on the user list, then turn into the account maintenance screen of the user.
  4. Update the information, except Login Name of the selected user:
    • SET PASSWORD
    • User Name
    • Email Address
    • Internal Reference
    • Storage Quota (M)
    • User type selection (Business Owner, Administrator, Member User, External User)
      [Note: Business Owner can assign an existing user to also be a Business Owner type.]
    • Active (Mandatory, to activate the selected user)
  5. Click [SAVE] to accept the update.

[Who can use: All user types]

  1. Access login screen.
  2. Click [FORGET PASSWORD], then popup a screen and ask your information process the password recovery, then click [RECOVER].

    Login Name
    [Account login name]
    Domain
    [Workdomain code ordered]
    Email Address
    [Password will be sent to the email address you specified in User Detail]
  3. Access your specified email and obtain the password.

[Who can use: All user types]

  1. Access login screen.
  2. Tap [Forget Password], then popup a screen and ask your information process the password recovery, then tap [Recover].

    Login Name
    [Account login name]
    Domain
    [Workdomain code ordered]
    Email Address
    [Password will be sent to the email address you specified when ordering a workdomain]
  3. Access your specified email and obtain the password.

Refer to [User Account Maintenance] section.

Refer to [User Account Maintenance] section.

  1. Login by user.
  2. Click the photo next to the workdomain shown on the top left menu.
  3. Bring you to your account profile screen. Then click the Language item for the selection.
  1. Login by user.
  2. Go the System Setting master menu.
  3. Then tap the  selection item, then popup the [Settings] menu.
  4. Change language
    On the [Settings] menu, select the Language option you want.

Refer to [User Account Maintenance] section.

Refer to [User Account Maintenance] section.

Refer to [User Account Maintenance] section.

Refer to [User Account Maintenance] section.

Not Applicable

 

[Who can use: All user type]

  1. To enable and disable the sound on each of your accessible groups when a message received, toggle the corresponding the notification sound icon to ON  and OFF    for each corresponding group.
  2. However, if your chat group’s sound notification is set to OFF, you will still be forced to receive a message along with sound notification if the message you received starts with @ and then your group member name (such as @Patrick). [Your name is selected from the list of group members acquired by tapping the  icon]

To enable two-factor authentication (2FA) for a user, please follow the steps below for both Web and iOS/Android:

  1. Select User Administration from the menu bar on the left.
  2. On User Administration screen, click on the desired user to navigate to User Detail of that user.
  3. Click TWO-FACTOR AUTHENTICATION (2FA) to display the following box:
    Note: the screenshot below is from the web version of ChatPoint.
  4. Enable 2FA by switching on the  icon and clicking OK.
  5. There will be a QR code and a text paragraph showing you how to use the QR code provided. The following is quoted verbatim from the web version of ChatPoint:
    “Two-factor authentication has been enabled for this account and the user will be asked to enter additional one time six-digit authenticaton code to sign in. The user is required to install and use any authenticator supporting the open TOTP standard (e.g. Google Authenticator) and scan the above QR Code / enter the above Private Key to obtain the authentication code.
    Please keep the above QR Code and Private Key secret and immediately send the QR Code / Private Key to the corresponding user only. Once you leave the current user screen, you will not be able to obtain the same QR Code and Private Key again.”
  6. Follow the instruction and you may click CLOSE to finish the process.

To login using 2FA, please follow the steps below:

  1. At the login screen, input your login credentials and click LOGIN button.
  2. There should be a on-screen message telling you to access your 2FA device and type the authentication code into the input box.