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MindLink Desktop v1

Version 17.1

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Introduction

MindLink Desktop is a secure web-based, real-time reach collaboration platform. It allows user access to MindLink from any device, either embedded within a portal or used as a group web chat client. Desktop is designed to improve business relationships, letting you stay up to date with events and conversations in all of your most important streams and providing faster response time.

This document is a user guide that details and explains the features of the application. With MindLink Desktop you can:

  •         Enable Single Sign-On,
  •         Add or remove contacts,
  •         Email contacts,
  •         Join or remove, as well as view chat rooms,
  •         See user lists in chat rooms,
  •         Subscribe or lead auditoriums,
  •         Send and receive messages, alerts, links, files, stories, and emoticons,
  •         Create threads an filters,
  •         Set your presence,
  •         Search chat history based on various criteria,
  •         Manage the doc and create folders,
  •         Manage notifications and settings.

Additional guides are available for Installation, Operations and Configuration, Technical Overview, Release Notes, and Quick Start of this product. 

The application can be accessed by most popular web browsers, including Microsoft Internet Explorer 8+, Microsoft Edge, Mozilla Firefox 2+, Safari 3+, Google Chrome 3+, and Opera 9+. If your browser is older than Firefox 3.5, Chrome 3, Safari 3 or Opera 9, and you have no browser plugin for WAV or MP3 files (e.g. QuickTime, Windows Media Player) then Adobe Flash (version 8+) will be used. If you don’t have Adobe Flash 8+ then there will be no sound notification.

 

1   Getting Started

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Figure 1: The login screen

 

To start the application, launch a browser and navigate to the designated URL. A login screen will be presented.

 

1.1   Logging In

On the login screen, you will need to:

  •         Enter your sign-in address (firstname.lastname@company.com).
  •         Enter your user name (domain_name\username).
  •         Enter your password.
  •         Click the ‘Login’ button.

An error message will pop up if the login is unsuccessful. Otherwise the login window will be replaced by a welcome page.

The application can be configured so that the sign-in address does not have to be entered. Only the username and password will be required. The application can also be setup to use ‘single-sign-on’, (SSO) which uses your Windows credentials. However, an administrator needs to configure this. Once it is configured, there will be no need to log in, and the welcome page will be displayed straight away. Only when the login fails will the login screen be displayed.

The localization drop-down that appears when the locale link at the bottom of the left corner of the login window allows to change the language of the application.

 

1.2   The Welcome Page

The welcome page consists of a welcome message framed by the main application window components.image002.png

Figure 2: The welcome screen

 

On the left is the ‘dock’, which displays the contacts on your contact list, their presences, and any chat rooms you have joined. At the top of the screen is the account toolbar which displays your presence, the status of your connection to the chat system, and a number of buttons to control your account.

 

1.3   Logging Out

To sign out:

  •         Click the ‘Sign Out’ button to sign out.
  •         A window pops up to confirm the logout.
  •         Click ‘OK’ on the logout alert box.

When the sign out is successful, you will be returned to the login screen. Other users will see your presence as Offline, and you will be removed from the active users list in any chat rooms you are in.

If you attempt to close the browser window before signing out, a confirmation alert box will pop up. Either click ‘Cancel’ to return to the application, or ‘OK’ to proceed with exiting the application.

If you do not explicitly use the ‘Sign Out’ button, the application may not automatically sign you out for a period of time, or save any changed preferences. In some cases, like shutting the computer down or entering ‘sleep’ mode whilst the application is running, the application will not be able to neither sign you out nor save your preferences.

 

1.4   Multiple Clients

It is possible to use the application simultaneously with other chat clients (other instances of the application on other machines, or other software on any machine) using the same user account. It is recommended, however, that you only use one application session per computer at any time, especially when using Internet Explorer.

When using multiple clients, updates to presence and messages sent on chat rooms in one client will propagate to the other client. However, private conversations with users, updates to preferences, changes to the dock structure, and joining/leaving chat rooms will not be shared between the separate instances.

To other users, it will appear as though you are only online using one client. Upon signing out, your status will only be set to offline if no other clients are connected.

If you attempt to use the application simultaneously on one machine, using Internet Explorer, an alert box will pop up, and your instances will disconnect until only one is running. This is due to limitations with Internet Explorer.

 

2   Contacts and Private Chat

2.1   Adding a Contact

 
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Figure 3: Opening the 'Add Contact' window

 

Contacts are added using the ‘Add Contact’ window. This can be opened by selecting the ‘Add Contact...’ option from the ‘Users’ drop-down.

The ‘Add Contact’ window allows you to select contacts to add in two ways – by searching for contacts using user directory, or by directly entering a contact’s username.

 

2.2   Adding a Contact by User Directory

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Figure 4: The add contact window

 

 

Results of the user search are displayed in the grid at the bottom of the window. If the search retrieved too many users to display, use the arrows at the bottom of the results grid to move through the results set.

  •          Select the user you wish to add by clicking on their entry in the results window to highlight their row, or hold CTRL to select        multiple users.
  •          Click the ‘Add Contact’ button to add the selected user(s), or the ‘Cancel’ button to close the window at any time without            adding any users.

Once the users are added, they will appear in your contact list in the dock and the ‘Add Contact’ window will close.

 

2.3   Adding a Contact by Username

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Figure 5: Adding a contact by username

 

If you know the username (email address) of the contact you wish to add, you can add them directly by selecting the ‘Add by Username’ tab at the top of the ‘Add Contact’ window.

  •          Enter the contact’s username in the field.
  •          Click the ‘Add Contact’ button.

 

2.4   Being Added by another User

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Figure 6: Being added by another user

 

If another user adds you to their contact list then a popup message should appear notifying you of this and asking you whether you want to add the contact to your contacts list. Clicking ‘yes’ will add the contact to your list and ‘no’ ignores the message.

If other users add you to their contact list while you are offline, you will receive the notifications the next time you login.

 

2.5   E-mailing a Contact

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Figure 7: Sending an e-mail to a contact

 

You can also send an e-mail to a contact:

  •          Right-click a contact’s name in the dock to bring up the context menu
  •          Select the ‘Send an E-Mail Message’ option.

 

 

2.6   Removing a Contact

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Figure 8: Removing a contact from the dock

 

Contacts can be removed from the dock.

  •          Right-click a contact’s name in the dock to bring up the context menu.
  •          Select the ‘Remove from Contact List’ option.

 

2.7   Contact Display Settings

Contacts that are inactive (i.e., aren’t taking part in a conversation with you) can optionally be greyed out (making it easier to identify which users you have active conversations with). Contacts that are offline can also be hidden.

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Figure 9: The users menu

 

Click the ‘Users’ button to show the drop-down, then select ‘Grey inactive contacts’ to toggle whether or not inactive contacts are greyed out. Select ‘Hide offline contacts’ to toggle whether or not offline contacts are shown.

 

2.8   Temporary Contacts

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Figure 10: A temporary contact

 

When you are part of a conversation with a user who is not on your contact list, the contact will appear temporarily in the dock – ‘(temporary)’ will be appended to his or her name.

If you want the user to remain in the dock, you need to add him or her to your contact list by right-clicking the contact name and selecting the ‘Add to Contact List’ option.

 

3   Chat Rooms

3.1   Joining a Chat Room

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Figure 11: Opening the 'Join Chat Rooms' window

 

Chat rooms can be joined using the ‘Join Chat Rooms’ window. Open the window by selecting the ‘Join chat room...’ option from the dropdown menu of the Chat Rooms button.

When opened, the window will display a list of all available chat rooms, detailing each room’s topic and number of active users. Chat rooms you have already joined will be displayed in bold.

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Figure 12: Joining a chat room

 

  •          Select chat rooms you wish to join by clicking on their rows in the chat room list.
  •          Select multiple rows by holding CTRL or SHIFT.
  •          Selected chat rooms will appear in the field at the bottom of the window. Alternatively, type the name of the room directly in       the ‘Selected chat rooms’ input, separated by spaces.
  •          Click the ‘Join’ button to join the selected chat room(s) and to close the window.

When joining a chat room, its name will appear in the dock, and the chat room will be loaded into the main panel.

  

3.2   The Chat Room Window

Each chat room you are currently in has its own panel, which appears to the right of the dock instead of the welcome page.

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Figure 13: Viewing a chat room

 

The last messages sent out from a chat room you have just joined are automatically loaded into the chat history panel, if the channel is configured to have its history logged. A ‘day-break’ displaying that day’s date separates messages sent on different days.

New messages that are sent and received are added to the bottom of the scrollable chat area, which will automatically scroll upwards if the scrollbar is positioned at the bottom.

On the right of the chat room window is the user list, which shows users currently active in the chat room and their presences. Managers of a chat room have their names shown in bold.

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Figure 14: The user context menu

 

Right clicking a user’s name in the chat history panel will bring up the user’s context menu, which gives various options, to manage that user.

Double-click to start a conversation with that user, or hover to view their e-mail address.

At the top of the chat room window is a toolbar that shows the chat room name and the topic (if there is one). The chat room name is a button that will display the chat room menu.

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Figure 15: Clearing the chat room history

 

To clear the messages in a chat room, select the ‘Clear History’ option in the chat room menu. A chat room’s history can be reloaded by selecting the ‘Reload History’ item.

 

3.3   Switching Between Joined Chat Rooms

Only one Room Chat Window may be displayed at any one time. The chat room whose window is showing is deemed the “active” room.

To switch between chat rooms, click on the chat room’s name in the dock. The name of the active chat room is highlighted in the dock.

To return to the welcome page, click the root node at the top of the dock (labeled in the screenshots as ‘MindLink Desktop’).

 

3.4   Leaving a Chat Room

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Figure 16: Leaving a chat room

 

To leave a chat room, select the ‘Leave Chat Room’ option from the chat room’s context menu. The chat room’s context menu can be accessed either by right-clicking on a chat room in the dock, or by clicking the chat room name in the chat room toolbar.

 

3.5   Hiding or Showing User List for Chat Rooms

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Figure 17: Hiding the user list

 

The user list can be hidden by clicking the arrow icon at the top right-hand side of it. The chat window will expand into the space previously occupied by the dock.

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Figure 18: Showing the user list

 

To re-show the user list, click the arrow on the right of the screen.

 

3.6   Auditoriums

Chat rooms that have been flagged as ‘auditoriums’ by an administrator only allow users flagged as ‘presenters’ to send messages in that chat room. The message input panel will not be visible to users who are not presenters.

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Figure 19: An auditorium chat room

The user list for an auditorium chat room will only list the users who are presenters.

 

4   Sending Messages

Sending messages to individual contacts and chat rooms works largely the same, so both will be discussed in parallel here. 

For contacts, we have a notion of a “conversation” – we open a conversation with a contact we wish to talk to, and close it when we’re done. For chat rooms we have joined, the analogy is irrelevant – the “conversation” is always open.

 

4.1   Opening a Conversation with a Contact

To talk to a contact, we must first open a conversation. This can be done in two ways:

·         Clicking on a contact’s name in the dock.

·         Selecting ‘Send an Instant Message’ from the context menu of that contact. The context menu can be revealed by:

a.       Right-clicking the user’s name in a chat history,

b.      Right-clicking the user’s name on the user list in a chat room, or

c.       Right-clicking the user’s name in the dock.

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Figure 20: A conversation with a user

 

This will display the conversation for that contact, which appears to the left of the main panel (to the right of the dock). Only one conversation or chat room may be displayed at any time – this is referred to as the ‘active chat’.

Since instant messaging conversations are not logged for chat history, a new conversation window will always appear blank and messages sent previously to that contact will not be displayed.

 

4.2   Closing a Conversation with a Contact

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Figure 21: Closing a conversation

 

To close a conversation with a contact, use the ‘Close Conversation’ option from the conversation’s context menu, which drops down from the context menu button.

 

4.3   Sending Messages

To send a message, click in the chat input box, type the message and then click the ‘Send’ button (or press ENTER).

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Figure 22: The chat input box

 

When sent, the message will disappear from the input box and be added to the bottom of the chat history panel. In chat rooms, sent messages will appear greyed out, until the delivery of the message is confirmed.

Multi-line messages can be sent. To include a new line, hold the SHIFT key while pressing ENTER. Alternatively, messages can be sent as stories (see section 5.8).

 

4.4   Sending Messages as Alerts

Alerts are messages that can be used to say something important, or attract attention. They will appear red in the chat history, and other users are more likely to be notified (depending on their notification settings).

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Figure 23: Sending a message as an alert

 

There are two ways to send a message as an alert

·         Toggle the ‘alert’ button, which is located at the top-left of the chat input box.

·         Use the drop-down menu from the ‘Send’ button (by clicking the triangle to the right of the button) and select ‘Send as Alert’

 

4.5   Sending Emoticons in Messages

Emoticons are small images which can be included in messages. Each image has a text equivalent. For example, a smiling emoticon is represented by ‘:)’.

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Figure 24: Inserting an emoticon into a message

 

To insert an emoticon, select the emoticon icon above the chat input box and choose a smiley from the emoticon selector. The emoticon will be inserted into the message at the caret’s position. Alternatively, the text equivalent can be included in your message and will be converted when the message is sent.

Hovering over an emoticon in the selector will cause a tool-tip to appear with the emoticon’s text equivalent.

 

Any URLs in a message will automatically get converted to a hyperlink. For example, sending the message ‘Check out www.example.com’ will be automatically sent as a hyperlink: ‘Check out www.example.com’.

However, it may be more desirable to send a clickable piece of text that is different to the actual URL of the link. For example, we may like to link the text ‘Example Website’ to the URL ‘www.example.com’. This can be achieved by using the ‘Insert Link’ window, which is shown when the link button is clicked (the globe icon above the chat input box).

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Figure 25: Inserting a link into a message

 

In the ‘Insert Link’ window, enter the text to display and the URL to link to, and click ‘OK’.

 
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Figure 26: A link inserted into a message

 

After clicking ‘OK’, the link will be inserted into the message in a special format.

 

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Figure 27: A message including a link

 

When the message is sent, it will appear in the chat room as a link.

 

4.7   Sending Files to a Chat Room

Files can be inserted into a message using the file button (the paperclip icon above the chat input box). Clicking this button opens a file selector window from which a file can be selected.

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Figure 28: Selecting a file to insert

 
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Figure 29: A file inserted into a message

 

Select a file and then click ‘Open’. A placeholder will be inserted into your message with the name of the file. This placeholder will be replaced with a link to the file when the message is sent.

When the message is sent an uploading notice will be displayed in the bottom left of the chat history. To cancel the file uploading and message sending, click the ‘Cancel’ link.

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Figure 30: The uploading notice

 

When the upload is complete, the message is sent. The placeholder will be replaced with a link to the file and the file’s size. Clicking on the link will download the file. If the file is of a recognized image format, hovering over the link will show a popup thumbnail preview of the image.

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Figure 31: The thumbnail of an uploaded image

File uploading is only available for chat rooms, not for private conversations.

 

4.8   Sending a Story to a Chat Room

Stories should be used for sending long messages, so that the flow of the main conversation is not interrupted.  These are composed and read in their own popup windows, via a link in the main chat window.

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Figure 32: Composing a story

 

The window for composing a story can be opened by clicking the story icon (the page and pencil icon above the chat input box).

Enter a subject and message content in the associated fields, then click ‘OK’ to send the message. The story content can be formatted in the same way as a standard message (emoticons, files, and links can be inserted), and stories can also be sent as alerts.

As with file uploads, stories can only be sent to chat rooms. The button is not available for private conversations.

 

4.9   Reading Stories in Chat Rooms

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Figure 33: A story link in a chat room

 

Stories appear in chat rooms as links with a story icon next to them – the link text will be the story’s subject.

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Figure 34: The story window

 

To view a story’s content click the link in the chat history. A story window will appear displaying the story’s content (as well as the subject, sender, chat room and date). The sender and chat room appear as a link – clicking these will open a private conversation, or the chat room, respectively.

 

5   Conversation Threading

MindLink Desktop contains a threading feature, which, when enabled, allows you to sub-categorize messages from a chat room into threads. This feature is also referred to as ‘hash tags’.

 

5.1   Enabling Threading

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Figure 35: Enabling the threading feature

 

The following steps describe how to enable the threading feature:

  1.        Open the settings window (see section 13).
  2.        Ensure that the ‘Enable hash tags’ check box is checked.

Note that the feature must be enabled on the server for the option to be available to users. Refer to the relevant documentation for configuring the server for more details.

 

5.2   Thread Management

Threads will be created automatically whenever a message contains a tag. The format for tags depends on the connector being used:

·     For Group Chat, tags consist of a hash character followed by alphanumeric characters, underscores or hyphens. For example: ‘#sales_2011’.

Hence, to start a new thread, simply send a message containing the tag. Subsequent messages (from any user) containing the tag will be added to the corresponding thread.

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Figure 36: Threads being displayed in the dock

 

A node for each active thread will be added to the dock underneath the chat room that it appears in. Clicking on the node will show messages in the thread. The chat room node may need to be expanded to reveal threads.

When viewing a thread, the tags will be omitted to make it easier to read the conversation. Messages that are sent from the thread view will have the tag automatically added to the end of the message.

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Figure 37: Messages in a thread

 

To view all messages in a chat room, simply click on the chat room node. Note that all messages are still visible (even those associated with a thread).

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Figure 38: Threaded messages in a chat room

 

6   Presence

Every user has an associated ‘presence’ – this is an indication of their availability. There are six presence states and also an ‘unknown’ state, each identified by a colored ‘gumdrop’ image.

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Available – the user is free to speak.

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Be Right Back – the user is away for a short while.

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Away – the user is away from their computer.

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Busy – the user is busy and may not reply.

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Do Not Disturb – the user would prefer not to be contacted.

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Offline – the user is not signed in.

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Unknown – the user’s presence could not be determined.

 

 

6.1   Setting Your Presence

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Figure 39: Setting presence state

 

Your own presence can be set using the presence selector, which is located towards the left of the account toolbar at the top of the browser window. Clicking on the selector will prompt a drop-down menu to appear, which can be used to select a new state. There is also a ‘Reset Status’ option, which will set your status back to available.

You cannot set your presence to ‘offline’ manually. Your presence will be changed to offline if you sign out, or are disconnected for a significant period of time.

 

6.2   Idle Presence

If the application detects that you are inactive (i.e., you do not have the browser window active, or are not moving your mouse over it) for a period of time, and your presence was not previously set to ‘Be Right Back’, ‘Away’ or ‘Do Not Disturb’, you will be considered ‘Idle’, and your presence will automatically be updated, to inform other users that you will not have read any messages sent to you.

Idle users are represented with special gumdrop images:

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Available (Idle) – the contact was ‘Available’, but has not been active for a while.

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Busy (Idle) – the contact was ‘Busy’, but has not been active for a while.

When the application detects activity again (i.e. you open the browser window, or you move your mouse in the window), your presence will automatically be reverted to its previous state.

 

7   Filters

Filters are special chats that analyze messages that are being sent and received in chat rooms and private conversations. If a message matches a set of criteria on a filter, the message will be copied to the filter’s chat history. Filters support configuration of notifications similar to chat rooms and private chats, and as such enable powerful notification support for any special kind of message that requires immediate attention. Please note that MindLink Desktop hosted on Microsoft Lync 2013, by design filters have fewer properties and therefore much simpler.

 

7.1   Filter Criteria

When enabled, filters examine each message sent and received in non-filter chats, and try to match them on a number of possible criteria. These are:

  •         The chat in which the message was sent – this can be specified as any chat (all private conversations and chat rooms),        or a set of specific chat rooms and private chats. Only messages sent in chats that match this criterion will be considered.
  •         The person who sent the message – this can be specified as any user, ‘me’ (the logged in user), ‘not me’ (anyone apart       from the logged in user), or a specific set of users. Only messages sent by a user who matches this criterion will be                   considered.
  •         The textual content of the message – this is a text string to match against the content of the message. If enabled, only          messages that contain text matching this criterion are considered. If disabled, the content of messages is ignored when            matching the message against the filter.

The text to match is defined in terms of ‘words’ that are whitespace separated. If any of the defined words are contained in a message, the message will be matched.

By default, the text criteria “and” will match a message that contains word “and” or a message that contains the word “expand”, “sand”, “band” etc. If “whole words only” mode is turned on, only messages that contain the word “and” will be matched.

It is also possible to specify whether this match is case-sensitive. In addition, the string to match can be specified as a standard statement which will be matched directly against the message content.

In addition to messages sent and received throughout your session, filters also examine all unread messages in the chat history that is loaded when you initially log in.

When a message is matched, it appears in the filter’s chat history, and a notification number will appear next to the filter in the dock, as with messages received in other chats.

 

7.2   Creating a Filter

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Figure 40: The 'Create Filter' button

 

Filters are created using the ‘Create Filter’ icon button on the dock. The filter editing window is automatically launched after creating a filter.

 

7.3   Editing a Filter

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Figure 41: Editing a filter

 

Filters can be edited with the ‘edit filter’ option. This is shown automatically when a filter is created, or can be brought up through the filter’s context menu (available by right-clicking on a filter in the dock, or by clicking the filter’s name in the toolbar).

The filter editing window allows to choose the various criteria, based on which a filter can match messages.

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Figure 42: The edit filter window

 

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Figure 43: Selecting the filter mode

 

Use the ‘Match in’ field to select the chat criteria mode.

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Figure 44: Specifying users or chat rooms for a filter

 

Selecting the ‘Specified chat rooms or private…’ option will prompt you to select some chats. Clicking the ‘Add’ button opens the ‘Select Chats’ window. Selecting ‘Remove’ while a chat is selected will remove it from the selection.

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Figure 45: The chat selector window

 

The chat selector window contains a combo-box, which allows you to select from a combination of chat rooms that have been joined, and contacts on the contact list. Clicking the ‘Add’ button will add the current item to the selection (displayed below the combo-box). Clicking ‘Remove’ while a chat is selected will remove the item from the selection (this is the same as clicking on the ‘Remove’ button on the filter editor window).

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Figure 46: Selecting the message sender

 

The ‘From’ field on the edit filter window allows you to select the message sender. Selecting the ‘Specified people…’ option will show the sender selection panel, which resembles and behaves in a similar way to the chat selection panel. The difference is that only contacts can be selected using the ‘Select Chats’.

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Figure 47: Specifying a filter's criteria

 

Use the ‘Where message text contains:’ checkbox to turn on and off the ability to match against the content of the message. The matching criteria should be entered into the text box below. There are three related options to choose below:

·         ‘Whole words only’ – whether to only match whole words in the message.

·         ‘Match case’ – whether the match is case sensitive.

·         ‘Use Standard Statement’ – whether to use standard statements for matching.

·         ‘Use Regular Expression’ – whether to use regular expressions for matching.

 

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Figure 48: Simple filter screen (when hosted against Lync 2013)

 

Click the ‘OK’ button to save the changes to the filter configuration and close the window, or use the ‘Cancel’ button to cancel changes made to the filter configuration. The validity of your changes will be checked upon saving.

If configuration is invalid (for instance you have selected ‘Specified chat rooms or private chats…’ and not specified any chats in your selection) you will be prompted with an appropriate error message.

 

7.4   Disabling and Enabling Filters

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Figure 49: Disabling a filter

 

A filter will only analyze messages being sent and received in chats whilst it is enabled. To disable a filter and stop it from listening for messages, use either the ‘Disable Filter’ checkbox in the filter editing window, or the ‘Disable Filter’ option from the filter’s context menu (available by right-clicking the filter in the dock).

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Figure 50: Enabling a filter

 

When a filter is disabled its associated icon (visible in the dock) will change to show an exclamation mark icon, and the option in the context menu will change to ‘Enable Filter’.

 

7.5   Broadcast Filters

A filter can be used to broadcast a message to all the chats which it is analyzing.

Any message sent to a filter will be duplicated and sent to all chats being analyzed, so this should be used with caution.

To use a filter to broadcast a message, click on the appropriate filter and select its name at the top of the filter page (as shown in Figure 51 below). A drop-down menu of options will appear.

 

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Figure 51: Selecting the filter name to reveal options

 

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Figure 52: Enabling a filter for broadcast

 

To enable a filter for broadcast, use the ‘Show Input Box’ option from the filter’s drop-down menu.

Once this option is selected, the following notification will appear, warning the user that whatever is broadcast will be posted to all channels and individual conversations of that filter (see Figure 53 below).

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Figure 53: Enable broadcast message

 

When ‘OK’ is selected, the chat input box will become visible, highlighted by a red border to warn that this is a broadcast filter and that messages will be duplicated to all relevant chats (see Figure 54 below).

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Figure 54: A filter in broadcast mode

 

The distribution of a broadcast message depends on the configuration of the filter. The routing rules for each mode are as follows:

  •         ‘Any private chat or chat room’ – messages will be broadcast to all chat rooms (but not private chats).
  •         ‘Any chat room’ – messages will be broadcast to all chat rooms.
  •         ‘Any private chat’ – messages will be broadcast to all open private chats.
  •         ‘Specified chat rooms or private...’ – messages will be broadcast to the chats specified.

To disable broadcast mode for a filter select ‘Hide Input Box’ from the filter’s drop-down menu (see Figure 55).

image064.png

Figure 55: Disabling broadcast filter option

 

7.6   Deleting a Filter

image065.png

Figure 56: Deleting a filter

 

A filter can be removed by selecting the ‘Delete Filter’ option from the filter’s context menu.

 

8   Searching Chat History

image066.png

Figure 57: Opening the search window

 

Chat rooms that have their chat history logged can be searched with various criteria using the ‘Search Chat History’ window. Private conversations with contacts cannot be searched. Open the Search History Window using the ‘Search Chat History’ option under the ‘Chat Rooms’ button at the top of the dock.

The ‘Search Chat History’ window contains a series of collapsible panels down its left hand side. Use these panels to specify search criteria, and click the ‘Search’ button to execute the search. The ‘Cancel’ button can be used to cancel a search. On the right is the result panel, where the messages retrieved by the search will be displayed.

image067.png

Figure 58: The search window

 

8.1   Specifying Search Text

In the top left of the window, search terms can be entered. These will be matched against the content of messages, stories and file names. There are also options to specify whether the search should be case sensitive, and whether an exact match is required.

The search terms are not required. Searches can be performed without specifying any search terms, which can be useful for browsing past messages of a chat room.

 

8.2   Specifying Chat Rooms to Search In

image068.jpg

Figure 59: The 'Chat Rooms' search options

 

The chat rooms to search must be specified. By selecting the ‘All that I have joined’ option, all chat rooms that you have joined (i.e. those that appear in the dock) are searched.

Alternatively, select the ‘Only’ option to limit the search to a specified set of chat rooms. The set of selected chat rooms appears in the box. To change the selection use the ‘Change’ link, which will load the ‘Select Chat Rooms’ window. This window behaves similarly to the window used to join chat rooms.

 

8.3   Specifying Dates to Search On

image069.png

Figure 60: The 'Dates' search options

 

The dates of message that the search is performed over can be set in the ‘Dates’ panel.

There are four options for selecting dates to search on:

  •         ‘Any date’ – searches all dates.
  •         ‘On date’ – searches for messages on a specific day.
  •         ‘From the last no. of days’ – searches recent messages that were sent over the specified number of previous days (including today).
  •         ‘Between the dates’ – searches between two specified dates (including the dates specified).

image070.png

Figure 61: Selecting a date

 

To enter a date into the input fields, either enter a date in the format ‘DD/MM/YYYY’ (e.g., ‘31/03/2011’ for the 31st August 2011), or click the icon to the right of the input field to open the date selector that can be used to select a date from a calendar.

Select a day by clicking on the appropriate number. Switch between months by either using the arrows either side of the month header, or clicking on the month to select an alternative month and year.

A day is defined from midnight through to midnight. Searches are performed relative to their timestamp on the backend chat system, not your machine’s local time. If your machine is operating in a time zone that is different to the backend chat system, you may have to adjust your date criteria to find messages sent with regard to the time that the central server perceives them as having been sent.

 

8.4   Specifying Search results based on Users

image071.png

Figure 62: The advanced search options

 

To limit the search to messages only sent by a specific set of users expand the ‘Advanced Options’ panel.

To specify users check the ‘Only return messages from’ checkbox. Selected users are shown in the box below. Use the ‘Change’ link to open the ‘Select Users’ window.

image072.png

Figure 63: The 'Select Users' window

 

The ‘Select Users’ window is similar to the window used for adding contacts. Search for users using the search criteria as described in section 3.2.

Having searched for users, highlight their rows in the results list (use SHIFT or CTRL to highlight multiple users), and use the ‘Select’ button to add them to the selection. Their display names and user names will appear in the box below.

To remove specific selected users, use the ‘Remove’ link next to their name. Alternatively, remove all users from the selection by using the ‘Clear Selection’ button.

Use the ‘OK’ button to close the window and update the selection in the ‘Search Chat History’ window.

 

8.5   Specifying the Size of the Results

The maximum number of messages retrieved from the query can be selected using the ‘Max number of messages’ drop-down menu.

This just determines the maximum number of results shown per page – it is possible to navigate between search result pages.

 

8.6   Valid Searches

A search can only be performed when the search criteria are deemed valid for a search; otherwise the ‘Search’ button is disabled. The following conditions must be met for a search to be considered valid:

  •         If the option to search specific chat rooms has been selected, there must be at least one chat room selected.
  •         If the option to search for messages from specific users has been selected, there must be at least one user selected.
  •         If any date options are selected, the actual dates must be specified.

 

8.7   Browsing Search Results

Having executed a search, any messages matching the criteria will be displayed in the right-hand panel of the search window. If no results are returned, an alert box will pop up.

Refer to Figure 58 for an example of search results. Results are grouped by chat room, and only the most recent messages are displayed. Click on a chat room name to be taken to that chat room.

image073.png

 

Figure 64: Paginated search results

 

It is possible to navigate between search result pages (where applicable) using the ‘Next’ and ‘Previous’ links.

In a non-contextual search, each message has a blue arrow to the right of it. Clicking this icon will show the messages that were sent before and after the specific message.

If search terms have been entered, it is likely that the search results will be non-continuous (i.e., even though they are displayed consecutively in the results window, they may not have been sent one after the other in the chat room – there may be other messages in between that have not showed up because they didn’t match the search terms). This type of result set is referred to as ‘non-contextual’, since we don’t know the context in which the messages were sent.

image074.png

Figure 65: Non-contextual search results

 

In the contextual view, the selected message will be highlighted. Paging links at the top and bottom of the results can be used to move forwards and backwards trough the messages in the chat room. To return to the initial search results, use the back arrow at the top of the results.

image075.png

Figure 66: A search result in context

 

There are a number of different ways to access the search results window and perform a search. As already mentioned, the search window can be loaded using the ‘Search Chat History’ in the ‘Chat Rooms’ drop-down menu.

image076.pngimage077.png

Figure 67: Opening the search window for a chat room

 

Alternatively, the window can be loaded from the chat room context menu (either by right-clicking a chat room in the dock, or by displaying the chat room drop-down by clicking the chat room name at the top of the active chat).

image078.png

Figure 68: The inline chat room search box

 

Additionally, an inline chat room search box is available. This is located above the chat input box. To use this feature, enter search terms and then click the ‘Search’ button to the left of the input.

 

9   Invitations

An invitation to join a chat room is received when a chat room administrator adds you to the chat room member list (provided the chat room is configured to send invitations). Invitations are viewed and accepted using the ‘Invitations Window’.

image079.jpg

Figure 69: Opening the invitations window

 

There are three ways that the invitations window will be loaded:

  •         It is loaded manually (by selecting the ‘Invitations…’ item from the ‘Chat Rooms’ window.
  •         It is loaded automatically when a new invitation is received.
  •         It is loaded upon sign in if there are any pending invitations.

image080.png

Figure 70: The invitations window

The invitations window shows a list of invitations. Toggling the ‘Show only new invitations’ checkbox changes whether only invitations you have not yet seen are shown. To join chat rooms, select them in the list (use CTRL or SHIFT to select multiple rows), and click ‘Join’. Alternatively, all the chat rooms can be joined by clicking ‘Join All’.

On accepting invitations, the window will close and the chat rooms will be added to the dock. The last selected invitation will be set as the active chat.

If joining a chat room fails (because the room no longer exists, or you aren’t a member any more) an alert will pop up. If you are already in a chat room, accepting an invitation will have no effect.

 

10   Managing the Dock

The dock is located on the left-hand side of the application, and acts as the central navigation point for switching between chat rooms and private conversations. It shows both chat rooms and contacts (as well as their presence) arranged in a tree structure.

Clicking on a chat room or contact will change the active chat to that associated with the chat room or contact. Clicking on the root note (at the top of the dock) will cause the welcome page to be displayed. The active chat room or contact is indicated with a highlighted background.

 

10.1   Hiding and Showing the Dock

image081.png

Figure 71: Hiding the dock

 

The dock can be hidden by clicking the arrow icon at the top of the dock. The chat window will expand into the space previously occupied by the dock.

image082.png

Figure 72: Showing the dock

 

To re-show the dock, click the arrow on the left of the screen.

 

10.2   Folders

Items in the dock can be organized using a folder structure.

image083.png

Figure 73: Creating a new folder

 

image084.png

Figure 74: An expanded folder

 

image085.png

Figure 75: A collapsed folder

 

To create a folder, click the ‘New Folder’ button. A folder will be created with the name ‘New Folder’. To rename the folder, right-click on the item in the dock, and select ‘Rename’. This will put the folder into an edit mode so that it can be renamed. Hit the ENTER key to save changes.

Folders and items can be dragged around within the dock to rearrange them. Folders can be placed within other folders if required.

Folders can be collapsed and expanded by clicking the minus or plus icon respectively.

When a folder is collapsed, the sum of unread messages for chats within the folder will be displayed next to the folder.

It is possible to mark all the chats within a folder as read by right-clicking on the folder and selecting ‘Mark as Read’ – this will clear the notification count.

 

11   Notifications

There are a number of different ways to be notified of new messages. These include:

  •         Unread counts – these appear in two forms:

o   A count in brackets next to items in the dock.

o   A number that is appended to the browser’s title bar.

·         Toast windows – these are detached browser windows that will pop up in the lower-right corner of the screen. They are able to           attract attention even when the browser is not active. Clicking on a toast window will cause the chat to be displayed.

·         Sounds – sounds can be enabled whenever a message is received for a chat that is not active.

image086.png

Figure 76: A toast window

 

Notifications can be set globally for all chat rooms, and then these settings can be overridden on a per-chat basis. Refer to section 13.2 for details on setting global notification settings.

image087.png

Figure 77: Configuring notifications for a chat room

 

To set the notification settings for a chat room (or contact) use the ‘Notifications’ menu – this is available from the context menu for a chat room (or contact). The context menu is available by right-clicking an item in the dock, or by clicking the name of the chat room (or contact) in the toolbar of the active chat.

Toggle the ‘Show Toast’ and ‘Play Sounds’ options to enable/disable the related feature as required.

 

12   Settings

image076.pngimage088.jpg

Figure 78: Opening the 'Settings' window

 

The settings window can be used to configure the behavior of the application. It is accessed through the ‘Settings…’ option from the ‘Account’ drop-down.

Any changes that are made to settings will be saved to the server upon sign out and periodically every five minutes, or whenever the ‘Save All Preferences’ option is selected. However, if another chat client is logged in with the same user credentials, then only the settings from the session that signed on last will be sent to the server for the next login.

The settings window is split into five separate panes. Select a pane by clicking the appropriate tab at the top of the window.

 

12.1   Chat Settings

image089.png

Figure 79: Chat settings

 

The chat settings include the following:

  •      ‘Date format’ – the format used for displaying the times of messages in the chat history.
  •      ‘Font size’ – the font size for messages in the chat history. Drag the slider to change the size.
  •      ‘Chat history length’ – the maximum number of messages to display in the chat history for a chat room. Drag the slider to change the value.
  •     ‘Length of chat history to load’ – the number of messages that will be initially loaded (for chat rooms that have history enabled). This must be less than the chat history (above). Drag the slider to change the value.
  •      ‘Enable emoticons’ – whether emoticons in new messages will be replaced with their image representations.
  •     ‘Make plain-text links clickable in chat history’ – whether the application will automatically identify URLs in new messages in the chat history (e.g., in ‘www.example.com’) and turn these into clickable hyperlinks.
  •     ‘Make chat room names clickable’ – whether chat room titles will be made clickable. Chat room links are identified by a hash character followed by a chat room name that is joined (e.g., ‘#London’).
  •     ‘Make user names clickable’ – whether user names will be made clickable. User name links are identified by two ‘@’ characters followed by a contact’s username (e.g., ‘@@firstname.lastname@example.com’).
  •      ‘Show join/leave/quit messages’ – whether messages indicating when users have joined or left a chat room, or signed out should be added to chat rooms.
  •     ‘Show line above unread messages’ – whether a line should be drawn below the last read message in a chat room (making it easier to work out the next unread message).
  •     ‘Show separator between days’ – whether to show the date above messages that were sent on that day.
  •     ‘Show user list for chat rooms’ – whether the user list for chat rooms will be expanded or collapsed.
  •     ‘Enable hash tags’ – whether hash tagging (threading) will be made available.

 

12.2   Notification Settings

image090.png

Figure 80: Notification settings

 

The notification settings include the following:

·         Private Conversations

o   ‘Play sounds for all conversations’ – whether to play a sound to notify of unread messages in inactive private conversations.

o   ‘Play sound when new conversation starts’ – whether to play a sound when a user initiates a conversation with you.

o   ‘Show toast for all conversations’ – whether to show toast notifications for all private conversation messages.

o   ‘Show toast when new conversation starts’ – whether to show a toast window when a contact initiates a conversation with you.

o   ‘Display unread count in browser title’ – whether to include private conversations in the count of unread messages displayed in the browser title bar.

·         Chat Rooms

o   ‘Play sounds for all chats’ – whether to play a sound to notify of unread messages in inactive chat rooms.

o   ‘Show toast for all chats’ – whether to show toast notifications for all chat room messages.

o   ‘Display unread count in browser title’ – whether to include chat rooms in the count of unread messages displayed in the browser title bar.

·         Filters

o   ‘Play sounds for all filters’ – whether to play a sound to notify of unread messages in inactive filters.

o   ‘Show toast for all filters’ – whether to show toast notifications for all filter messages.

o   ‘Display unread count in browser title’ – whether to include filters in the count of unread messages displayed in the browser title bar.

·         ‘Flash title bar on new message’ – whether to make the browser title bar flash when new messages are received.

·         ‘Popup invitations window on new invitation’ – whether to make the invitations window automatically open when a new invitation is received.

·         ‘Show toast when this screen is active’ – whether to show toast even when the application is the active screen on the desktop. If unselected, toast will only appear when another application window or browser tab is active on the screen.

As mentioned in section 12, global notifications can be overridden on a per-chat basis.

 

12.3   Dock Settings

image091.jpg

Figure 81: Dock settings

 

The dock settings include the following:

·         Tooltips

o   ‘Number of unread messages to show’ – the number of unread messages to show in the tooltip of an inactive chat. (The tooltip is visible when hovering the mouse over chat rooms and users in the dock.)

o   ‘Max. message length to show’ – the length at which to truncate messages that are displayed in the tooltip.

 

12.4   Presence Settings

image092.png

Figure 82: Presence settings

 

The presence settings include the following:

·         ‘Log out automatically when idle’ – whether to log out automatically after a period of inactivity.

·         ‘Log out timeout’ – if enabled, the time after which to be automatically logged out.

image093.jpg

Figure 83: Client settings

 

The client settings include the following:

·         ‘Locale’ – the locale to use for internationalization and localization.

·         ‘Enable shortcuts’ – whether to enable keyboard shortcuts (see section 14 for a list of available shortcuts).

13   Keyboard Shortcuts

CTRL + SHIFT + Q

Open the ‘Search Chat History’ window.

ALT + J

Open the ‘Join Chat Room’ window.

CTRL + ALT + O

Open the ‘Add Contact’ window.

CTRL + ALT + S

Open the ‘Settings’ window.

CTRL + SHIFT + S

Save preferences.

CTRL + ALT + H

Open the ‘Help’ window.

CTRL + ALT + Q

Sign out.

CTRL + ALT + Z

Focus the chat input box.

CTRL + SHIFT + U

Open the ‘Insert Link’ window.

ALT + K

Clear the chat history.

CTRL + ALT + R

Reload the chat history.

CTRL + ALT + C

Close a private conversation or leave a chat room.

ALT + M

Move the next chat in the dock.

ALT + N

Move the next chat with unread messages.

ALT + U

Show the ‘Users’ menu (above the dock).

ALT + G

Show the ‘Chat Rooms’ menu (above the dock).

CTRL + ALT + F

Create a new folder.

ESC

Hide the active window.

 

 

14   New Feature Support for Lync 2013

MindLink Desktop against Micrsoft Lync 2013 now supports the following new features:

 

  •      Unread Count Synchronisation – Unread counts now synchronise across all MindLink products e.g. if a user reads new messages within a chat room using MindLink Mobile for BlackBerry, the unread count will be updated across all products such as MindLink Desktop or MindLink Mobile for iPhone.
  •     Groups and Filter Synchronisation – If a group is added or filter created within MindLink Desktop, all updates are automatically updated and synchronised and will be available in all MindLink products.
  •      Contact Unification – MindLink user contacts can now be centrally synchronised across MindLink, Exchange, Outlook and Lync.
  •      Configuration of MindLInk (for Administrators only) – Configuring MindLink Desktop against Microsoft Lync 2013 is now even more simpler. The MindLink Management Center can auto configure itself with the push of a button using its new auto discovery and provisioning technology. All server details and settings are discovered by the Management Center saving the administrator from configuring the settings manually.

 

 Glossary

Term

Definition

Active directory credentials

User name and password.

Federated users

Users in a different organization who are able to communicate to members of your organization through specially linked accounts. 

Internationalization

Designing a software application so that it is possible to adapt it to different languages or requirements of the target market.

Localization

Adapting software so that the text is translated and region-specific.

Regular expression

A text string that defines a pattern for matching against other text strings.