Database Management on eDeskOnline the e-cabinet
From EDeskWiki
Schematic of information management at eDeskOnline
In the real world, we keep information Cabinets. Each cabinet has several drawers. In the same manner, the eDeskOnline version of filing cabinets has several eDrawers. Example; one may maintain an online address-book. Each of the entry in an address-book corresponds to an eForm on eDeskOnline. The architecture of the information management can be visualised as under..
An eDrawer is a place where multiple eForms on the same subject or having a specific purpose can all be collated and put together.
Many eDrawers collectively form an eCabinet.
An eForm is used to store a tabular set of information which can be referenced and searched with ease.
An eForm may contain any information which the user stores in the form of rows and columns.
It could be a log book to maintain list of discussions / transactions / conversations / list of achievements / medical history / follow up reminders or just about anything in a tabular format.
Multiple eForms on the same subject or having a specific purpose can all be collated and put together in an eDrawer inside your eCabinet.
A centralised database serves all the departments of a firm
Advantages and Features of using the eCabinet
- You can add/remove columns from the address book rather than be restricted by any fixed columns.
This makes your address book fully customized.
- Modifying an address book is very simple. Just open your address book and click on the design link on the top right hand side of the window. Here you can add/remove fields and reorder fields to suit your needs.
- You can also restrict access to your address book from the other logins in your account. To do that, just click on the permissions field and select the login which should be allowed access.
- All the information is stored in one single place.
- It is properly organized which means that there is no need to struggle to search for the information.
- You can send mails simultaneously to all of them without having to type their mail addresses separately everytime.
- It is similar to your office cupboard where you store the information as a hard copy: here it is stored as a soft copy in folders/drawers.
- Instant Access
You can access your information from anywhere in the world
Collaborate with colleagues. Multiple people can update the changes simultaneously.
- Cost efficient: Save on cupboards, shelves, cabinet space.
- Storage
Permanent record of data. No risk of loss, damage, destruction.
Regular backups and multiple location storage capability.
No need of stationery (paper, files, folders) due to electronic data.
Archive the data for years without any headaches.
- Portable
If your office moves, your data will move wherever you go.
Privacy and absolute secrecy of your information
Delegation of work and file access
A database should have the following features...
- Querying should be possible: Example: "How many 2-door cars in Texas are green?"
- Analysis of data should be possible
- Updation of data should be possible
- Data security is accomplished by using passwords. Users are allowed access to the entire database, or subsets of it.
- An audit trail of actions should be created.
- Backup of data need to be made regularly
- Common computations such as counting, sorting, and grouping should be possible.
Demo video
Maintain your data using an eCabinet.....See this to create one
Getting started
- login to your edesk Account; a web page will open: this is your working platform of online office.
- On this blue webtop, click on the eCabinet icon: the eCabinet window will appear.
- To create a new eform, click the link New eform ( on the top / left ): a fresh eForm will open in a new window
- In the eform, one can fill in the details of what-ever one wanted.
- Click on link=save: eform will be available in the draer in the ecabinet.
- you can simply remember the part of the file name or the full name which you had provided at the time of saving the eform and type it in the search box which is available in the bottom right corner of your webtop.
- Once you enter the search string you will be able to see the related search results or the exact one.
- Next you can click on view form for viewing the details on the eform, the link is provided on the right hand side in the same row.
- If you want to edit the contents then you can click on edit link which will be available jus next to the view link. once you click the link you will be able to edit the eform now
Creating an eDrawer and eForm
- To create an eDrawer click open Start >> Control Panel >> Manage eDrawers
- Click on Create eDrawer
- In the eDrawer name field type in a name that you would like to give the eDrawer.
- Then you require to select the fields which you want your eForm in the eDrawer to contain, and which will be useful for your eForms. You can select from a list of:
Address, City, Company, Country, eForm Created By, Email, Exclusions, Fax, Help Page, Last Updated On, Location, MarkForDeletion, Mobile, Notes, Opt-In, Person, Phone, Pincode, Proof Reader, Remarks, SkypeID, Summary, Topic, Website.
To select the fields, just click the check box next to it and make sure it gets ticked.
- You may also set permissions as to which user under your eDesk account can get access to the eDrawer / eForm. To do so click on the box next to the username you want to authorize to view and edit the eDrawer.
- After doing this click on the Create button and you will find that the eDrawer list gets updated with the new eDrawer that you have just created.
- Now go to Start >> Programs >> My eCabinet and update the contents of your eDrawers.
Importing your existing data to your eCabinet
The following article will help you to import your existing information into your eCabinet. Please right-click on this link; and open it in an independent window .. Importing_your_existing_data_to_your_eCabinet
eCabinet can be used to design and store just about any data ranging from Product Lists, Customer Details, Vendor Details, Payroll Information.....just about anything. You can use the eCabinet as an enterprise resource planning (ERP) tool.
Using The eDrawer
- Several eforms get displayed; similar to the view in an excel file.
- You can change the view settings based on your preference: simply click the modify view link on the top right hand side.
- Once you have clicked the link, you will see several field names: a few are checked, and a few are unchecked.
- Choose the fields you would like to see displayed.
- Click on the save button: your settings are saved; the next time you view the Drawer, you will be able to see the chosen fields displayed.
- Click on any of the icons to the left of the eForms (view, edit, or delete).
Managing eForms
- Create a new eForm and save them
- Move eForms from one folder to another
- email the eform itself
- Create a new eform by clicking on new eform link.
- Once you click on the link a new eform with various information fields open up, you can simply feed in the information in the required field and then click on save.
- Send the information in the eform by clicking on email this eform link.
- To move the eform from one folder to another you simply have to open the eform.
How to delete unwanted data
- Click on modify view
- Increase the number of records or page, so that all the records will come on one page,
- Click upon select all
- delete.
Back up of the ecabinet (databases) from eDeskOnline to your webtop
- First login to your edeskonline account.
- Then click on Start > Import/Export > Export > eCabinet Export.
- After doing so, a zip file containing all your eCabinet Data will be downloaded
- Click on Save, and you're done.
How to download eDrawer in Excel Format
- First login to your edeskonline account.
- Then click the eCabinet Icon on your webtop.
- Then click on the eDrawer which is to be downloaded.
- At the bottom the eDrawer page, there would be a link Download eDrawer in Excel Format
- Click on Save, and you're done.
How to download eDrawer in as Microsoft Word Doc
- First login to your edeskonline account.
- Then click the eCabinet Icon on your webtop.
- Then click on the eDrawer which is to be downloaded.
- At the bottom the eDrawer page, there would be a link Download eDrawer as Microsoft Word Doc
- Click on Save, and you're done.
Intimation after editing an eForm
Whenever a new eForm is created or edited on eDeskOnline, an intimation in the form of an alert email is sent out to your email address(es) stating that a change has been made to the eForm. This way, not only can you be informed / updated of any changes made by any of your staff, but it also work as a security measure to prevent tampering.A simple one time set up is necessary. Goto Start >> Control Panel >> My eProfile. Simply update the admin email id field there. You can also mention multiple email addresses by separating them by commas.
How to use the cabinet's drawer feature to author a book ?
When writing, eDeskOnline helps to organize your flow of thoughts.
- Simply click upon the cabinet link on the webtop. Then start a new eDrawer.
- eDeskOnline provides you various eFields by default which you can use or you can create your own and name them accordingly to suit your needs.
- For eg, Sl no this field will allow you to give certain serial numbers to the work that you have been doing and later sort them accordingly to get your work in an order.* You can also edit the desired eForm with just a click of your mouse.
- You can also edit the desired eForm with just a click of your mouse.
- You can link one eForm to another using several functionalities that are provided by eDeskOnline on the Word Editor.
- You can also associate a contact from your Address Book to the eForm that you have created using the Associate Contact link provided. This link will show up when you click on view eForm.
For a detailed demo please click this link and then click on eCabinet>>Reports.
 eDeskOnline eCabinet |  eDeskOnline eDrawer |
How to watch your drawers on your cell phone
- Login to your eDeskOnline account using your mobile phone device.
- After the Mobile Top opens up which is shown in the second image below Select eCabinet link.
- Several eDrawers which you would have created will open up and select any of those you will see the third image once you have completed step 2.
- You can view the desired eForm or the desired eDrawer over here. To navigate to the next or the previous eForm you can use the Next and Previous navigation links provided at the bottom of the eForm.
 eDeskOnline Mobile Top |  eDeskOnline Mobi |  eDeskOnline eCabinet |  eDeskOnline eDrawer |
See also
- Webtop
- Comma-separated values
- Importing_your_existing_data_to_your_eCabinet
- Protect your data
- Synchronisation_of_your_eDeskOnline_Addressbook
