From Userful Support

Userful Desktop Training Guide

Copyright © 2008 Userful Corporation. All rights reserved.
(Updated 2008.06.13)

If you cannot find what you are looking for in this document, please see Userful Desktop Documentation.

Contents 1 Preface 1.1 How to Read This Manual 2 Welcome to Userful Desktop, Userful's Public Computing Solution! 3 Introductory FAQs 4 The Userful Desktop System 4.1 A Multistation Computer 4.2 Look and Feel 5 The Patron's Tour 5.1 The Welcome Screen 5.2 Logging In 5.3 Web Browsing 5.4 Saving to USB Flash Drives or Memory Keys 5.5 Uploading and Editing Photos 5.6 Using the Word Processor 5.7 Printing 5.8 Writing Files to a CD-R 5.9 Review Checklist 6 Local Administrator's Tour 6.1 Userful Manager 6.2 Userful Desktop – Administrator Mode 6.3 DiscoverAssist 6.4 The Right Tool for the Right Job 6.5 Review Checklist 7 User Reference 7.1 Session Control (Patrons) 7.1.1 Starting a Session 7.1.2 Ending a Session 7.2 Session Control (Administrators) 7.2.1 Extending Sessions 7.2.2 Sending Messages 7.2.3 Logging Out Patrons 7.3 Internet Access (Patrons) 7.3.1 Starting a Web Browser 7.3.2 Enable/Disable Web Filtering 7.3.3 Saving Files 7.4 Internet Access (Administrators) 7.4.1 Changing Filter Settings 7.4.2 Block a Website 7.5 File Management 7.5.1 Finding Files 7.5.2 Using Portable Storage Devices 7.5.3 Opening Files 7.5.4 Starting Media Files 7.6 Office Applications 7.6.1 Starting Office Applications 7.6.2 Exporting to Other File Formats 7.7 Print Control (Patrons) 7.7.1 Printing a Document 7.7.2 Adjust Print Settings 7.8 Print Control (Administrators) 7.8.1 Cancel a Print Job 8 Contact Userful

Preface

This document is for local administrators and other staff who support and assist patrons using Userful Desktop.

How to Read This Manual

Some conventions are used in this manual to help make instructions clearer and more consistent.

Mouse Actions: In this manual, to "click" means to make a single click by pressing the left button on the mouse once, and then releasing the left mouse button, unless stated otherwise. If a double-click on the left button or a click on the right button is required, it will be specifically mentioned. "Double-click" means to click the same mouse button twice in quick succession.

Keyboard Actions: Sometimes you will be asked to press several keys at the same time, as in "press Ctrl-Alt-Delete together" (this means all three keys at the same time, then release them at the same time) but later on these instructions may be shortened to "press Ctrl-Alt-Delete" or "press Ctrl-Alt-Del". If you are supposed to press keys one after another, then it will appear as Tab > Enter.

Menu & User Interface Navigation: Moving through a menu or clicking/selecting icons or buttons in the user interface will appear as "choose File > Save As > Save".

Welcome to Userful Desktop, Userful's Public Computing Solution!

Userful Desktop® is an all-in-one solution combining computer hardware, software and support. Libraries, schools, hotels, Internet cafes, government offices and other organizations that offer public access to computers have found that Userful Desktop is secure, economical and easy to administer. Userful’s technology ensures that all patrons can use a full suite of Internet and office applications while protecting the computer system from unauthorized access and damage. A Standard Subscription* to Userful Desktop provides the following:

• A computer with a high-powered processor, hard-drive, CD/DVD drive, and USB ports,
• Pre-installed software including the Userful Desktop OS and 40 standard applications with multilingual and accessibility support,
• Up to ten computer monitors, keyboards and mice so that the Internet, local applications and multimedia are simultaneously available to multiple patrons,
• Automated management of patrons' computer use, such as time limits for sessions, Internet filtering and printing charges,
• A secure and self-renewing desktop interface that wipes the system clean and gives each new session a fresh start,
• Continuous central monitoring and support from Userful, including software and security upgrades that protect the system from viruses and spyware, and
• Local control for administrators, who can use their own desktops to change settings, monitor activity, send messages, extend time, logout users or block unruly patrons.

( * Note: The Userful system may also be easily installed on existing hardware as a single-user system. Additional Userful software suitable for transactional workers, making reservations, information kiosks, etc. may be subscribed to at additional cost.)

Introductory FAQs

Q: How is it possible that Userful Desktop allows several people to use the same computer without a significant slowdown?

A: The central processors in modern PCs are so fast that typical functions like word processing and browsing the Internet use only a fraction of computing power. Userful's technology harnesses the power of one PC and puts it to work for multiple user stations. A significant slowdown might occur if one or more patrons were playing processor-intensive computer games on a multistation computer. On an appropriate PC the system has no problem multitasking several users performing functions such as document retrieval, editing, and Internet browsing without a significant reduction in response time.

Q: Why does Userful Desktop make use of Linux and open source software, rather than Microsoft Windows?

A: Userful selected Linux and open source software to use with Userful Desktop because they were the best choices for a public computing environment in which stability, economy and security are the chief concerns. The base system requirements for Linux are much lower than for current versions of Windows, allowing more computing power to be shared by each station. Although patrons may initially be more familiar with Microsoft Windows and Office, we have found that most adapt very quickly to the new software.

Q: How many languages are supported by Userful Desktop?

A: Currently, Userful Desktop can accept input in more than 30 languages. A patron can select a language from the list during login and can also choose to input text in that language. The default language can be set as required. Not all software presents options in all languages, as we are still working on translation for some languages. Contact Userful to inquire about a particular language.

Q: What do the applications allow patrons to do with Userful Desktop?

A: Over 40 applications are preloaded onto Userful Desktop, including full-featured word processing, presentation, project management, photo editing, multimedia playback, drawing and even genealogy software. Patrons can also use the Internet browser to access many more applications online.

Q: Can Userful Desktop be integrated with my existing patron/user database to control access?

A: In most cases, yes. Userful technical staff have a great deal of experience integrating many such commercial systems with Userful Desktop and would be pleased to assist with the integration of Userful Desktop and existing software systems.

Q: What are the key advantages of Userful Desktop over other public computing options?

A: At Userful, we are proud to say that we can offer better service at half the typical cost of other public computing systems. Userful Desktop frees local staff from the burden of maintaining and policing a suite of public computers. Harnessing the power of one CPU to run multiple user stations saves on hardware and upgrade costs. Since Userful Desktop is a turnkey solution, your staff can focus on generating revenue while we provide a clean and secure desktop computing environment for everyone.

Q: What extra options are available from Userful to supplement Userful Desktop?

A: At the time this manual was written, the following add-on packages or options were available:

1. Usage Tracker, which logs who is on a station at what time.
2. DiscoverAssist, for remote control of your Userful Desktop.
3. DiscoverPrint, for remote control of print jobs.
4. Pre-Book (PC Reservation System), allowing patrons to reserve time on Userful Desktop in advance, over a Web interface that you can use in a Web browser.
5. Pre-Paid Cards, for allowing pay-per-use access to your computers.
6. Authentication Integration, integrating your existing user authentication system with Userful Desktop.

For details on these and other software subscription options, contact a Userful representative or visit our website at www.userful.com.

The Userful Desktop System

Let's define the terms we will use to describe the key components of a typical Userful Desktop system.

A Multistation Computer

A Userful Desktop can be described as a multistation system, consisting of a system unit, with one or more stations attached, plus Userful Desktop system software.

• System unit -- sometimes erroneously referred to as the "CPU" (Central Processing Unit) because this is the main box of the computer that houses the processor, hard drive, etc. Also sometimes referred to as the "tower" or the "box".
• Station -- a station usually consists of a monitor, a keyboard, and a mouse. Multiple sets of these devices turn one system unit into a "multistation computer". Sometimes, other devices will accompany a station, such as a USB floppy disk drive, or powered USB hub for extra USB ports.

Look and Feel

If you are accustomed to Microsoft Windows, you will find that using a keyboard and mouse in Linux-based Userful Desktop is basically the same. As with Microsoft Windows, clicking the left button on the mouse will select an object while clicking the right button on the mouse will bring up a menu for the object. Again, just as in MS Windows, clicking on the left button twice (which will be referred to as a "double-click" from now on) will open a file and its associated application. The major differences apparent to users are that the desktop and menus in Userful Desktop and Windows are sometimes arranged differently, and the applications have different names. But we feel that the stability and security of Userful Desktop is worth getting used to.

The Patron's Tour

Let's begin by exploring Userful Desktop through the eyes of a patron, so that you can follow along and learn some common functions, menu options and keystrokes.

A patron has come to the public computing center to search job postings over the Internet, edit a resume, and check email. This particular center requires user authentication to start a session. At any unoccupied station, the patron can log in using a name and password. After login, the system will allow the patron a specified amount of time to use the Internet and local applications before ending the session. At this location, a session lasts 60 minutes.

The Welcome Screen

As the patron sits down at a station, the Welcome Screen greets them. There are several items that are worth noticing:

• Station Number -- in one corner the station's number is boldly displayed for easy reference.
• Session List -- the right half of the screen is occupied by a list which shows the types of sessions available on the station.
• Language Menu -- the current display language is shown on the screen. Clicking on this brings up a language menu which can be used to change the language for the Welcome Screen and the session.
  • When changing languages, you may find that some of the session names are in English (or whatever the default language is) accompanied by an asterisk '*' to show that they have not yet been translated.
  • In all cases selecting a language ensures that the Web browser, office applications, and other programs will run in the language selected.
• Clock -- generally, the current time will be displayed along the bottom of the screen.

As the Welcome Screen is used, other features will display as needed:

• Acceptable Use Policy Window -- the AUP describes the organization's policy for using the computer. Users must accept the policy before they will be allowed to continue.
• Login Window -- this dialog window will guide users through the process of entering their authentication, or login, information. Typically this will be a membership number or barcode, and a password or PIN. The organization decides what authentication information is required, if any.

Logging In

The patron uses the Welcome Screen to log in as follows:

1. Selects French as the preferred language for local applications.
2. Selects Internet & Office as the session type.
3. Reads the Acceptable Use Policy (AUP) for the organization, using the arrows by the top and bottom of the text to scroll through it, and accepts it.
4. Types in the number "25360015" (a membership card number or barcode) as the name and "98gemz" as the password.

A new session begins, presenting the user with a clean desktop and the Important Information window.

The Important Information Window gives the user a chance to change privacy protection time and filtering options for the session. The patron does the following:

1. Sets privacy protection to automatically log out after 3 minutes of inactivity.
2. Tries to turn off Web filtering, but the box shows Enabled in gray meaning it cannot be changed, since it was made mandatory by an administrator.

The Taskbar at the bottom of the desktop shows a session timer clock with the time remaining before the session will automatically end. A user can click on this clock or the icon next to it at any time to make changes in the Important Information window.

On the right of the session timer clock is a logout icon to end the session early. On the extreme right of the taskbar is the current system time. The middle of the taskbar is where buttons for each open application will appear, allowing the user to easily switch between active applications.

Web Browsing

The patron clicks on the Start Here menu icon at the far left of the taskbar. After looking at the menu of applications, the patron clicks on Internet, which opens the Web browser (another way is to click on the Internet icon on the desktop).

The patron types the name of a popular job search website in the browser window.

The patron browses job postings and looks up information on some of the companies that have openings. Clicking on one particular link activates a warning from the Internet filter.

The patron is a little embarrassed, and returns to a company website. The company has a brochure promoting its operations in PDF format (Adobe Acrobat Reader format), which the patron decides to download. When prompted, the patron saves the brochure to the local desktop.

By this time, the patron has found several interesting job postings and related company information, viewable in several windows of the Web browser. The patron decides to mail some files for a particular job posting to a friend through a webmail account, which results in these files getting saved in a Sent email folder in the webmail account.

Saving to USB Flash Drives or Memory Keys

The patron now inserts a flash drive into a USB slot on the powered USB hub sitting next to the keyboard in order to save copies of various Web pages related to the job search, as follows:

1. Saves all desired Web pages using the Web browser, selecting File > Save Page As and the desktop as the location. Each file must have a unique name before it can be saved.
2. Double-clicks on the Computer icon on the desktop for a list of various drives.
3. Double-clicks on the flash drive icon to open its folder.
4. In that folder window, selects File > Create Folder and types the folder name "Job Search".
5. Presses and holds the left mouse button to select each file in turn, dragging them into the flash drive's Job Search folder, then releases the mouse button to finish moving each one (this is known as "drag and drop").

Uploading and Editing Photos

Since the USB ports can be used to save to and/or copy files from most USB-compatible devices, the patron uses this opportunity to mail some recent holiday photos to friends. But first, the flash drive must be unmounted before it can be disconnected from the USB port without risking damage to it. The following steps accomplish this task:

1. Double-clicks the Computer icon on the desktop.
2. Right-clicks the flash drive icon and selects Unmount from the menu.
3. Removes the flash drive from the USB port.

Now the patron is ready to plug in the camera:

1. Inserts the digital camera’s USB cable.
2. Double-clicks on the camera’s icon, which has just appeared in the Computer - File Browser window.
3. Double-clicks on a photo, which opens the image viewer.
4. Uses Next and Previous buttons to look at all the photos.
5. Drags and drops a few photos from the File Browser window onto the desktop.
6. Clicks on Start Here and selects the Photo Editor.
7. Uses File > Open to open a photo in the photo editor.
8. Uses Tools > Transform Tools > Crop & Resize and selects part of the photo for cropping.
9. Once satisfied with the selected area, clicks on the Crop button.
10. Uses File > Save As to save the cropped photo to the desktop.
11. Goes back to webmail in the Web browser, attaching photos and sending messages.

At that moment, an automatic message from the system tells the patron: "Your session will be ending soon." The patron goes to the desk and requests another 60-minute session, so the local administrator walks to the station and extends the time by pressing a couple of keys and typing in a password. The countdown clock on the taskbar has now been reset.

Using the Word Processor

It’s time for the patron to get serious about the job search. After reconnecting the flash disk, the patron opens a resume in the word processor, OpenOffice.org Writer, as follows:

1. Unmounts the digital camera with a right-click on the camera's drive icon and Unmount.
2. Reconnects the flash disk to the USB port and double-clicks on its icon.
3. Drags and drops the resume onto the desktop.
4. Double-clicks on the resume's file icon, which opens Writer.

Although the resume was last edited in MS Word and saved in ".doc" format, Writer has no problems displaying it in all of the standard fonts and format options when opened with a double-click or the File > Open command. The patron makes a few edits to target the resume to a potential employer and writes a brief cover letter using one of Writer’s templates. To write and save a letter:

1. Select File > Wizards > Letter.
2. Follow the steps in the wizard.
3. Use File > Save As and choose Microsoft Word (.doc), OpenOffice.org (.odt), or another format. Alternatively, use File > Export as PDF to save it in Adobe Acrobat (.pdf) format.

Printing

After replying to a few other job postings in this way, the patron decides to print several copies of the updated resume, as follows:

1. Clicks on the Print File Directly icon in Writer's toolbar.
2. A message box appears saying,

   You are about to print 2 pages, costs $0.50.
   Please pick up print job at printer and pay at front desk.
   

3. The user wants to print multiple copies. Clicks on the Cancel button.
4. Selects File > Print from the menu and sees the Print dialog.
5. Specifies 5 copies of the current document and clicks on Print.
6. Sees the message box appear again, this time saying,

   You are about to print 10 pages, costs $2.50.
   Please pick up print job at printer and pay at front desk.
   

7. Selects OK.

Writing Files to a CD-R

The patron goes to the front desk to pay for and collect the printed documents. Since the work of job hunting is finished for today, might there be time to burn a music CD? The patron starts downloading free sample songs from various websites to the desktop. To burn a CD:

1. Clicks Start Here > Sound & Video > GnomeBaker.
2. Clicks on the Maximize Window button at the top right to make the window full-screen.
3. In the lower half of the application, selects Create New Project and Data CD for MP3 recordings (MP3 is not the format for standard audio CDs, so Data CD must be selected).
4. Inserts a recordable CD (CD-R).
5. In the top half of the application, double-clicks Desktop in the Places list, and then drags and drops music files from the Name list to the new project started in the bottom area.
6. Clicks Burn.

While waiting for the disc to finish burning, the patron tries to get on an Internet gaming site, but is blocked with another "Access Denied" message. After a few moments, the disc is complete and is automatically ejected. When another message appears stating, "Your session will be ending soon", the patron backs up the MP3 files to a folder on the flash disk and logs out, as follows:

1. Drags and drops music files from the desktop to the Music folder on the flash disk.
2. Clicks on the logout icon on the left of the taskbar's system time display. (Start Here > Log Out can also be used.)
3. Disconnects the flash disk, which was automatically unmounted during logout.

Within seconds, all of the patron's photos and documents that were left on the desktop are deleted, protecting any private information. The system is restored and appears just as it did before the patron logged in, ready for another user.

Review Checklist

After going through the above script, do you know how to do all of the following?

Basic

____ 1. Log on as an end user (as a patron would).

____ 2. Check the countdown clock for when the session will automatically end.

____ 3. Open the Web browser, office suite, and other applications.

____ 4. Find drives and folders.

____ 5. Save files to a USB memory key, flash disk or the local desktop.

____ 6. Print documents and photos.

____ 7. Log out to end a session before time has expired.

Advanced

____ 1. Change privacy protection and Internet filtering options.

____ 2. Copy files from a USB data source to the local desktop.

____ 3. Save files to a CD.

If you cannot remember how to do any of these tasks, you may refer to the above script or check the "User Reference" section below. Additional information can be found at the support.userful.com website.

Local Administrator's Tour

Now, let's explore the administrator's side of Userful Desktop so that you can follow along and learn the basic functions. Of course, there are so many features and options that we cannot cover them all in this brief tour, but here we'll give you a taste of some common administrative functions.

Our local administrator starts the day by making some changes before the public computing center opens for business. First on the to-do list is adding some monitors, keyboards, and mice for additional user stations on Userful Desktop. In case a mouse or keyboard becomes disconnected, you may follow the same procedure:

1. Connect the devices to the proper ports. If possible, the mouse should plug into a USB port on the keyboard, or the same powered hub as the keyboard.
2. When the Press F-Key Program displays on the monitor, press the F-key that the program tells you to.
3. In some cases, the program will also ask you to click the mouse button, to make sure that the correct mouse is associated with the station.
4. When you see the Welcome Screen, check that the mouse works.
5. If you pressed the wrong key, either unplug the keyboard and try again or go into Administrator Mode on a working station (press Ctrl–Alt–A together, then enter the password) and double-click on Reassign Input Devices in the Advanced Tools folder.

Userful Manager

Since no patrons have arrived as yet, the administrator sits at the desk and opens a Web browser. The administrator wants to add some features to a session profile. (One type of session profile that you are already familiar with is "Internet & Office", which allowed the patron in our tour to access various applications plus the Internet.) The administrator makes the needed changes through Userful Manager, as follows:

1. Goes to the website at manage.userful.com and logs in with an email address and password.
2. Looks at available session types under Session Profiles & Timing. The administrator decides to add the "Large Print" and "Resume" sessions to some of the computers.
3. Clicks on the Userful Manager icon to return to the categories.
4. Clicks on Welcome Screen and gets a list of the current screens.
5. Notices that "Office Welcome Screen" doesn't have "Large Print" and "Resume" sessions.
6. Clicks on the name, Office Welcome Screen.
7. In the Sessions offered on Welcome Screen section, selects Large Print in the drop-down list of sessions and clicks on Add this profile to the Welcome Screen.
8. Does the same for Resume.
9. Scrolls down to the very bottom and clicks on Save.

The administrator recalls some kids going to an inappropriate website and decides to filter it out of future kids' sessions. To add a website to a black list:

1. Click on the Userful Manager icon to return to categories.
2. Click on Web Filtering.
3. Click on the name of the appropriate Web filter, for example, Kids Filter.
4. Add the website's base address, such as "badsite.com", to the Black List of websites.
5. Scroll down and click on Save.

Once these changes are applied to the Userful Desktop machines, any child that tries to go to the blacklisted website will be blocked with an "Access Denied" message. The administrator prepares the changes for distribution, as follows:

1. Clicks on the Userful Manager icon to return to categories.
2. Clicks on My Computers.
3. Finds the first computer that will use the new sessions and clicks on its Apply Configuration button, then waits while it builds a package of information for the system unit.
4. Does the same for the other computers, so that they too will receive the updated configuration from Userful Manager.

Userful Desktop – Administrator Mode

Rather than wait for the changes to be picked up automatically sometime within the next 4 hours, the administrator puts the new configuration into immediate effect, as follows:

1. Logs in at a user station connected to the first system unit, using an Internet & Office session.
2. Presses Ctrl-Alt-A and types in the password to get into Administrator Mode.
3. Double-clicks on the Update Configuration icon on the desktop.

While waiting for the system to update, the administrator remembers that this computer has not been set up to use the new printer. To configure the new printer, the administrator:

1. Double-clicks on Configure Printing on the desktop, to bring up the Printer Configuration tool.
2. Clicks on the New Printer icon to start the printer setup wizard.
3. Types in "HPLaserJet" as the Printer Name, "HP Color LaserJet 3600n" as the Description, and "Front Desk" as the Location.
4. Clicks on the Forward button.
5. Finishes setting up the new printer using the setup wizard and prints out a test page.

The administrator then goes to a user station at each of the other system units and finishes the Update Configuration on them just as the first patron arrives.

DiscoverAssist

A patron is near the end of a session and asks the administrator to extend the session time. One way for the administrator to add more time is to:

1. Walk to the patron's station and press Ctrl-Alt-T.
2. Enter a password and specify the number of minutes to extend the session by.

But since patrons sometimes watch keystrokes and learn passwords this way, the administrator decides to stay put and use DiscoverAssist. Using DiscoverAssist's Web interface allows the administrator to perform all sorts of tasks without ever having to leave the administration desk. The administrator extends the patron's time this way:

1. Uses the Web browser on the administrator's own computer.
2. Selects the previously bookmarked Web page for DiscoverAssist. (The first time DiscoverAssist is used, you must enter the Userful Desktop's IP address in the Web browser's address bar, for example "192.168.10.25/gui.php", and press Enter. We recommend adding a bookmark for DiscoverAssist to your Web browser through Bookmarks > Bookmark This Page (Firefox) or Favorites > Add to Favorites (Internet Explorer) for ease of use.)
3. Logs into DiscoverAssist with the administrator's user name and password.
4. Sees a Web page showing computer system units and their associated user stations.
5. Clicks on the Select checkbox below the patron's station.
6. Goes to the Run the following command on selected stations section at the bottom of the page.
7. Clicks on the SELECT A COMMAND drop-down list at the bottom and selects Add Time.
8. Clicks on the Run Command button.

"It's done; you have another 60 minutes" says the administrator. The patron returns to his station. Meanwhile, some children at the far end of the room are starting to be noisy and disruptive. The administrator decides to send the kids a message, as follows:

1. Clicks on the Select checkboxes for the stations the children are using.
2. Goes to the Run the following command on selected stations section and selects Send Message from the drop-down list.
3. Types "Please keep the noise down" in the field for the message on the right.
4. Clicks the Run Command button.

The children react with surprise when the message pops up on their screens, and they quiet down. Had they ignored the warning, the administrator would have used the Log Out command to end their sessions.

Another patron comes to the desk and says, "Uh, sorry, I told the computer to print 22 copies, but I only want 2 copies". The administrator would like to clear the patron's print job from the queue before it gets printed but can't quite remember how. Taking the printer offline will allow time to find the solution. To find the answer the administrator:

1. Goes to support.userful.com in a Web browser.
2. Clicks on I need to troubleshoot a problem.
3. Clicks on Printing.
4. Looks at the list of questions and clicks on How can I get rid of unwanted print jobs?
5. Follows the instructions.

After reading the instructions, the administrator goes to the patron's station to check the print queue. There are several print jobs ahead of the one that the patron wants cancelled, so the mistaken request for 22 copies can be selected and deleted. "I've cancelled it, so you can print it again with fewer copies," the administrator informs the patron.

The Right Tool for the Right Job

After reading the above, you will notice that there seems to be different tools to learn about, with some overlapping functionality. Knowing something about the four places where you may need to perform administrative functions may be helpful in deciding where to go to do what. Here is a brief summary:

The Patron’s Station

• This is the place to adjust temporary settings relevant to the patron’s current session, such as extending time or disabling filtering.
• Use special keystrokes and a password.
• Do not log the patron out.
• Be careful not to let them see your password.

Administrator Mode

• Started in a Userful Desktop session.
• Administrator Mode is the place to make permanent changes to a local station’s hardware configuration or system settings (network, printer, date and time, etc.).
• Changes will affect only the machine you are working on, but will affect all stations connected to that computer.
• Best used by starting your own session rather than using a patron's session. (For security reasons and to prevent the patron from losing their computer time and related applications and data.)

DiscoverAssist

• A Web application accessible through a Web browser in the same local network as your Userful Desktops.
• Use it when you want to remotely control and monitor patron activity on any station in the same location (branch or office).
• Use DiscoverAssist to extend session time, send messages, reboot or monitor stations conveniently and discreetly.
• An optional package requiring an extra license from Userful.

Userful Manager

• A Web application accessible through a Web browser.
• Allows you to request that global changes be made to sessions and Welcome Screens for some or all user stations.
• Changes to settings are not immediate, and may take a few hours to be updated on your network of stations.
• Changes from Userful Manager may be applied much faster through Administrator Mode if necessary.

Review Checklist

After going through the section for administrators, do you know how to do all of the following?

Basic

____ 1. Log on as an administrator.

____ 2. Assign a keyboard/mouse that was disconnected.

____ 3. Log in or log out a patron using DiscoverAssist.

____ 4. Extend a patron's session time.

____ 5. Send a message to a patron from the administrator's desktop using DiscoverAssist.

Advanced

____ 1. Check or update settings in Userful Manager.

____ 2. Update configuration settings manually using Administrator Mode.

____ 3. Add a printer using Administrator Mode.

____ 4. Find an answer to a question using support.userful.com.

If you cannot remember how to do any of these tasks, you may refer to the above script or check the "User Reference" below. Additional information is available at the support.userful.com website.

User Reference

The following list of topics is intended to provide users with a quick way to check how to perform basic Userful Desktop functions. It is not intended as a comprehensive reference guide, since there are related User Guides and Administrator Guides which are more in-depth. The information covered here is much the same as in the sections above, but is in a style designed for quick reference.

Where necessary, topics will specify if they are for patron or administrator use. Beneath each major topic is a general description of its contents, followed by steps for specific tasks. Confidential passwords are listed on the "Pull-Out Page" (see the back of this manual).

Session Control (Patrons)

Starting a Session

1. In the Welcome Screen, select preferred language and session type from the list.
2. If the Acceptable Use Policy appears, click Accept if you agree to abide by the policy.
3. To log in, you must authenticate with a valid ID (username or barcode) and/or password.
4. In the Important Information window, optionally set the number of minutes of inactivity before automatic logout.
5. In the Important Information window, optionally enable or disable Internet filtering, where allowed.

Ending a Session

Note: When a logout occurs, the privacy protection feature will erase all user files and information about the user’s session.

• Logout can be automatic if a system is inactive for too long, or if the allotted time for a session expires. Time remaining for the current session is shown by the countdown clock (just next to the local time display).
• Manual logout will occur if a user clicks the logout icon next to the countdown clock, or selecting Start Here > Log Out.
• A station can also be logged out and reset by pressing Ctrl-Alt-Del keys together (if that fails, use Ctrl-Alt-Backspace).

Session Control (Administrators)

Extending Sessions

• Extend session time from the patron’s station by:
  1. Pressing the Ctrl-Alt-T keys together.
  2. Entering the password and number of minutes. (Keep the password hidden.)
• Extend session time remotely using DiscoverAssist.
  1. Start a Web browser and go to the DiscoverAssist page at http://IP_address/gui.php, where IP_address would be replaced by the Userful Desktop's IP address.
  2. Log in with the administrator’s username and password.
  3. In the display on the Web page, click on the station's checkbox for which you want to extend time.
  4. Below, next to Run the following command on selected stations, click on SELECT A COMMAND and choose Add Time, then click Run Command.

Sending Messages

Send messages to patrons from your own desk using DiscoverAssist.

1. As above, log on to DiscoverAssist and select the station(s) you wish to send a message to.
2. Next to Run the following command on selected stations, click on SELECT A COMMAND and choose Send Message.
3. Type in your message, then click Run Command.

Logging Out Patrons

Log out an unruly patron remotely, by using Discover Assist.

1. As above, get into DiscoverAssist and select the station(s).
2. This time, next to Run the following command on selected stations, click on SELECT A COMMAND and choose Log Out, then click Run Command.

Internet Access (Patrons)

Starting a Web Browser

• Click on Start Here > Internet.
• Another way is to click on the Internet icon on the desktop.

Enable/Disable Web Filtering

1. Click on the countdown clock (next to the local time display) to open the Important Information window.
2. Select the desired filter option. If the box shows Enabled or Disabled in grey, then the setting cannot be changed.

Saving Files

All kinds of files from the Internet can be stored temporarily. To save the Web page:

1. In the Web browser, choose File > Save As (or Save Page As in Firefox).
2. Rename the file to something meaningful.
3. Click Save. By default, this will save the file(s) to your desktop.
4. From the desktop, files can be copied to another storage device, as described in "File Management (Patrons)" below.

Other kinds of files (such as PDFs, images, audio/video files, etc.) can be saved in a similar fashion to the desktop.

Internet Access (Administrators)

Changing Filter Settings

To immediately disable Web filtering for a patron:

1. Go to their station.
2. Press Ctrl-Alt-F.
3. Enter the filtering password (make sure the patron does not see what it is).

Block a Website

To permanently block a website you will need to change filter settings, use Userful Manager for this. (See the Userful Manager User Guide.)

File Management

Finding Files

• Generally, files that you save in your Userful Desktop session will be saved to the desktop (unless you specify otherwise).
  1. If your applications are covering the desktop so you can't see it, click on the desktop icon next to the Start Here button.
  2. After you have found your file, you can reopen the application(s) that disappeared by clicking on the application name buttons on the taskbar at the bottom of the screen.
• If your files are somewhere else:
  1. Double-click on the Computer icon on the desktop. The file browser will appear.
  2. Find the device that your files are on and double-click on the icon.
  3. Find the folder your files are in and double-click on the icon.

Using Portable Storage Devices

(Follow the same basic procedure as described below for floppy disks.)

Files from any USB-compatible device, such as a digital camera with a USB cable or a flash drive can be opened as follows:

1. Plug a USB storage device (such as a flash drive) into an open USB port on the keyboard or the same USB hub the keyboard is attached to.
2. Double-click on the Computer icon on the desktop.
3. Find the icon for your USB device, and double-click on it.
4. Find the file you wish to open and double-click on it.
5. Once you are finished using the storage device, right-click on the device's icon in the file browser window, and select Unmount from the menu. (This last step is critical in preventing data loss or damage to your storage device.)

Opening Files

• Most files can be opened with a double-click on the icon. (See "Using Portable Storage Devices" above.)
• Or select File > Open in an appropriate application.

Starting Media Files

Multimedia files, such as audio and video clips, may be launched by:

1. Finding the file as described above.
2. Right-clicking the mouse on the file icon.
3. Selecting Open With.
4. Choosing an appropriate application. There may be several applications that can open/play the same kind of file.

Office Applications

Starting Office Applications

1. Start an OpenOffice.org application by selecting Start Here.
2. Then choose the kind of application, such as Word Processor, Spreadsheet, or Presentations.

OpenOffice.org applications are able to open and save files from other office suites, such as Microsoft Office documents, either by:

• Double-clicking on the file icon.
• Or by starting OpenOffice.org and using File > Open.

Exporting to Other File Formats

• Use File > Save As to export to common file formats, such as Microsoft Word (.doc), Rich Text Format (.rtf), Text (.txt), HTML Web Page (.html), etc.
• Export to Adobe PDF format using File > Export as PDF.
• Export to other formats using File > Export and selecting a format. (This is an alternative way to export to PDF.)

Print Control (Patrons)

Printing a Document

Most files can be printed using:

• The default settings for File > Print.
• Or clicking the printer icon on the toolbar.

Adjust Print Settings

Change print settings using the File > Print dialog box if you wish to:

• Print only a selected page or group of pages.
• Print multiple copies of a document.
• Change page sizes.
• Switch landscape or portrait page orientation.

Print Control (Administrators)

Cancel a Print Job

There are various ways of doing this:

• Use Administrator Mode to use CUPS (Common Unix Printing System):
  1. Start a session on the same computer (different station from the patron's).
  2. Go into Administrator Mode.
  3. Double-click on the Print Queue Management icon on the desktop.
  4. Log in with the administrator username and password. The CUPS Web page should appear.
  5. Click on the Jobs tab.
  6. Find the job in question and cancel it.
  7. Click on the Printers tab.
  8. Make sure the printer state mentions "accepting jobs".
  9. Close the browser window and log out of the Administrator Mode session.
• Use CUPS from another computer in the same local area network. (See Userful Desktop Administrator Guide's "Web-Based Printer Management" section.)
• Use DiscoverPrint (requires extra licensing from Userful).
  1. Log into DiscoverAssist at http://IP_address/gui.php, where IP_address would be replaced by the Userful Desktop's IP address.
  2. Click DiscoverPrint near the top of the main DiscoverAssist page.
  3. Click Cancel next to a print job to cancel it, or click the checkboxes for multiple print jobs, then click Cancel Jobs at the bottom of the page.

Contact Userful

To contact the makers of Userful Desktop to report an issue or log a suggestion, simply click on the Suggestions icon on the desktop, which will link you to a Web reporting tool. Technical support from Userful is available through online manuals and FAQs, by email, and by phone. Contact addresses and phone numbers are as follows:

Website:	http://support.userful.com (company home page: http://userful.com )
Online:	Customer Support (through support.userful.com)
Email:	support@userful.com
Phone:	403-289-2177 extension 2
Toll-Free:	1-866-873-9119

(Note: Office hours for telephone support: Monday to Friday, 8:30am - 5:30pm MT (UTC-6 or UTC-7))