TCO Group

Telephone Control Officer Group

A Telephone Control Officer (TCO) monitors the telephone activity for a certain Subscriber group. In this software section, you are creating a TCO Group. Each group contains the Subscribers that are your TCOs.

There are two Subscribers types when accessing a TCO group. First, there are the Selected Subscribers (Subscribers who are TCOs). You will need to add the person as a subscriber and then select them to be a TCO. The second type of subscriber is the Managed Subscriber managed by the TCO. Again, you will need to add each subscriber and select the appropriate person in the TCO field.

TCO Group Information

Adding a Telephone Control Officer Group

1. From the main menu, click Subscribers.
2. Within the Navigation pane, click Telephone Control Officer Group.
3. There are two ways to add a Telephone Control Officer Group:

• • Within the toolbar directly above the Navigation pane, click the drop-down arrow next to New. From the list, select Telephone Control Officer Group.
  • Within the Actions pane, click Add Telephone Control Officer Group.

4. The Telephone Control Officer window opens. There are 3 information panes:

• • Group Information
  • Selected Subscribers
  • All Subscribers

5. Within the top pane, Group Information, complete the following information (required fields are indicated with an asterisk (*)):

• • Telephone Control Officer Group* – type the Telephone Control Officer Group name.
  • Job Title – type the job title.
  • Commanding Officer – click the field to access a drop-down list and from the list select the name of the Commanding Officer associated with the group.
  • Control Number Qty Requested – type the total number of control numbers required for Toll Tickets, if applicable
  • Limit By Organization – click the field to insert a checkmark limiting visibility to only those Organizations selected within the Organizations Ribbon group.
  • Limit Billing Detail By Organization – click the field to insert a checkmark limiting the billing detail to the only the organization associated to the TCO
  • Limit By Account – click the field to insert a checkmark limiting visibility to only those Accounts selected within the Direct Accounts ribbon group.

6. Within the Actions ribbon group, click Save (save and stay) to continue working within this group or Save & Close (save and exit) to return to the Telephone Control Officer Group.

Modifying an Existing Telephone Control Officer Group

1. Click Subscribers.
2. Within the Navigation pane, click Telephone Control Officer Group.
3. Depending on the amount of records you have within your database, the TCO Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired TCO Group. The Telephone Control Officer window opens.
5. Make any desired modifications to the Telephone Control Officer Group. For more information on fields associated with this group, please see Adding a Telephone Control Officer Group at the beginning of this section.
6. Within the Actions ribbon group, click Save (save and stay) to continue working within this group or Save & Close (save and exit) to return to the Telephone Control Officer Group list.

Deleting a Telephone Control Officer Group

1. Click Subscribers.
2. Within the Navigation pane, click Telephone Control Officer Group.
3. Depending on the amount of records you have within your database, the TCO Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. There are three ways to delete a Telephone Control Officer Control Group:

• • Highlight the Telephone Control Officer Group name within the list and within the toolbar directly above the Navigation pane, click the red X.
  • Highlight the Telephone Control Officer Group name within the list and in the Actions pane click the Delete Telephone Control Officer Group link.
  • Within the Telephone Control Officer Group list, double-click the Telephone Control Officer Group name. The Telephone Control Officer window opens. Within the Actions ribbon group, click the Delete button.

5. Once you click Delete, a message box displays verifying that you really want to delete the group. Click Yes within the box to continue or No to cancel the operation.

Selected Subscribers

Adding Subscribers to the group

1. Click Subscribers.
2. Within the Navigation pane, click Telephone Control Officer Group.
3. Depending on the amount of records you have within your database, the TCO Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired TCO Group. The Telephone Control Officer window opens.
5. The Subscribers in the Selected Subscribers pane displays a list of Subscribers assigned as Telephone Control Officers to the group.
6. The Available Subscribers pane displays a list of Subscribers currently within your database.
7. To assign a subscriber to the group, highlight the subscriber within the Available Subscribers pane. Within the Subscriber Association ribbon group at the top of the screen, click the Add TCO button.
8. The subscriber name moves from the Available Subscribers pane into the Selected Subscribers pane.
9. Within the Actions ribbon group, click Save (save and stay) to continue working within this group or Save & Close (save and exit) to return to the Telephone Control Officer Group List.

Removing a Subscriber from a Telephone Control Officer Group

1. Click Subscribers.
2. Within the Navigation pane, click Telephone Control Officer Group.
3. Depending on the amount of records you have within your database, the TCO Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired TCO Group. The Telephone Control Officer window opens.
5. The Subscribers in the Selected Subscribers pane displays a list of Subscribers the TCO assigned to this group.
6. To remove a subscriber from the group, highlight the subscriber name within the Selected Subscribers pane.
7. Within the Subscriber Association ribbon group at the top of the screen, click the Remove TCO button.
8. Within the Actions ribbon group, click Save (save and stay) to continue working within this group or Save & Close (save and exit) to return to the Telephone Control Officer Group list.
9. The subscriber’s name will not re-appear in the Available Subscribers pane until you close out of the group and re-enter.

Managed Subscribers

Assigning a Subscriber to a TCO

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired subscriber. The Subscriber’s window opens.
5. Within the top pane, click the TCO field to access a drop-down list and from the list select the appropriate TCO group.
6. Within the Actions ribbon group, click the Save & Close button to return to the main menu.

Viewing Managed Subscribers

1. Click Subscribers.
2. Within the Navigation pane, click Telephone Control Officer Group.
3. Depending on the amount of records you have within your database, the TCO Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired TCO Group. The Telephone Control Officer window opens.
5. Within the Show ribbon group, click the Managed Subscribers button.
6. The screen changes to displays a list of the Subscribers within the Telephone Control Officer Group.

Removing a Subscriber from a TCO

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired subscriber. The Subscriber’s window opens.
5. Within the top pane, click the TCO field to access a drop-down list. From the list, select the blank line at the top of the list.
6. Within the Actions ribbon group, click the Save & Close button to return to the main menu.

TCO Groups Organization

Adding an Organization

1. Click Subscribers.
2. Within the Navigation pane, click Telephone Control Officer Group.
3. Depending on the amount of records you have within your database, the TCO Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired TCO Group. The Telephone Control Officer window opens.
5. Within the Show ribbon group, click the Organizations button. The screen changes to displays two panes of information, the top pane displays the organization associated to the TCO Group. The lower pane displays the complete list of organizations currently established within your database.
6. Within the Search Organization (lower pane), there are 6 columns of information:

• • Organization Name – displays the lowest level of the organization tree.
  • Organization Path – displays the complete path to the organization name. Each level is separated by >.
  • Account Number – displays the account number associated to the organization name.
  • TCO – displays the TCO Group associated to the organization
  • Organization Code – displays the organization code
  • Organization Abbreviation – displays the organization abbreviation
  • To add an organization to a TCO Group, find the name within the list and double-click the row. The organization name displays in the Selected Organizations pane. The lowest level of the organization is listed first, after the two ~~ the complete path to the organization is displayed, each level is separated by a >.

! You can search for an organization within the Search Organization pane by typing in the name or portion of the name within the Search text box, once entered click the magnifying glass. Any record with the search characteristics appear within the pane.

7. Within the Actions ribbon group, click Save (to save and stay) to continue adding information for the TCO, or Save & Close (to save and exit) to return to the TCO Group list.

Deleting an Organization

1. Click Subscribers.
2. Within the Navigation pane, click Telephone Control Officer Group.
3. Depending on the amount of records you have within your database, the TCO Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired TCO Group. The Telephone Control Officer window opens.
5. Within the Show ribbon group, click the Organizations button.
6. Within the Selected Organizations pane, right-click the Organization to delete. A small pop-up box opens; click Delete within the box.
7. Once you click Delete, a message box displays verifying that you really want to delete the Organization. Click Yes within the box to continue or No to cancel the operation.
8. Once selected, cairs.net draws a line through the name allowing you to delete multiple items at once.
9. If you do not want to delete the Organization, right-click the record to access a pop-up menu. Click Undelete.
10. Once you select Undelete, a message box displays verifying that you really want to undelete the selection. Click Yes within the box to continue or No to cancel the operation.
11. Within the Actions ribbon group, click Save (to save and stay) to continue working with the TCO Group, or Save & Close (to save and exit) to return to the TCO Group list.

TCO Groups Direct Accounts

Adding a Direct Account

1. Click Subscribers.
2. Within the Navigation pane, click Telephone Control Officer Group.
3. Depending on the amount of records you have within your database, the TCO Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired TCO Group. The Telephone Control Officer window opens.
5. Within the Show ribbon group, click the Direct Accounts button.
6. The screen changes to displays two panes of information, the top pane displays the account number associated to the TCO Group. The lower pane displays the complete list of account numbers currently established within your database.
7. Within the Search Organization (lower pane), there are 3 columns of information:

• • Account Number
  • Organization Name
  • Organization Path

8. To add an account to a TCO Group, find the number within the list and double-click the row. The account number displays in the Selected Organizations pane.

! You can search for an account number within the Search Organization pane by typing in the number or portion of the number within the Search text box, once entered click the magnifying glass. Any record with the search characteristics appear within the pane.

9. Within the Actions ribbon group, click Save (to save and stay) to continue adding information for the TCO, or Save & Close (to save and exit) to return to the TCO Group list.

Deleting a Direct Account

1. Click Subscribers.
2. Within the Navigation pane, click Telephone Control Officer Group.
3. Depending on the amount of records you have within your database, the TCO Group list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired TCO Group. The Telephone Control Officer window opens.
5. Within the Show ribbon group, click the Direct Accounts button.
6. Within the Selected Accounts pane, right-click the account number to delete. A small pop-up box opens; click Delete within the box.
7. Once you click Delete, a message box displays verifying that you really want to delete the account. Click Yes within the box to continue or No to cancel the operation.
8. Once selected, cairs.net draws a line through the name allowing you to delete multiple items at once.
9. If you do not want to delete the account number, right-click the record to access a pop-up menu. Click Undelete.
10. Once you select Undelete, a message box displays verifying that you really want to undelete the selection. Click Yes within the box to continue or No to cancel the operation.
11. Within the Actions ribbon group, click Save (to save and stay) to continue working with the TCO Group, or Save & Close (to save and exit) to return to the TCO Group list.