Capsa will allow you to manage your projects more effectively. You will get calendar, address book (with an option to send emails) and File administrator with fulltext search engine in a webspace secured by a password. Capsa will help you to work on various types of files, organize your time, communicate with colleagues and make other things regarding your project easier. You can work anytime and anywhere you can be online.

Capsa will make work easier for companies, state institutions, NGOs, students, research teams, professional associations, hobby groups, but also families, friends. It is simply for everybody.

Capsa exists in four versions that differ by price. That depends on amount of used space and functions each version offers. One of the versions is totally for free. The others are designed the way, every user can find its match. Tariffs as well as the versions can be seen at pricelist.

No, all programmes of Capsa are time-unlimited.

The size of the space for your project depends on the version of Capsa you are using. The least you can get is FREE version with 1 GB and the most we offer is LUXUS with 100 GB.
You can insert and than edit files up to 200 MB at once in FREE version and up to 1 GB in LUXUS version.
In case you fill your space up, we will add some extra (for extra charge of course).
All sizes and prices could be seen at pricelist.

Frequency of back up depends on the version of Capsa that you have registered. In case you choose FREE version, the back up is not guaranteed. Paid versions (Safe, Profi, Luxus) come with periodical back up. Your data will be backed up weekly, daily or even every 6 hours (for more info click here pricelist). In case you experience unexpected technical problems, we are capable of renewing your data from the last back up.

The only software you need is a web browser.
Capsa is fully supported by Mozilla Firefox (from version 2) and Internet Explorer (from version 6).
You should enable cookies in your web browser (see How to enable cookies?) and if you want to edit inserted files online, you need Java installed in your computer (see How to install Java?).
Capsa works well also in other web browsers, however it is not fully tested for them.

Capsa speaks two languages: Czech and English. The language you wish to communicate with can be changed simply by clicking on the British or Czech flag.

Yes. First, you have to register and than simply choose one of four versions that you find the most suitable. All versions together with prices can be seen at pricelist. In case you would like to see Capsa at first, please click on demoversion.

It is really easy. You simply click on the link Registration on the left side of the front page. The system will guide you through the whole process. You will choose the version of Capsa, your login and password, number of months/years you want to have Capsa registered (could be extended anytime) etc. You will be sent an email with all the information and data needed to log in right after you finish your registration. For safety reasons, your login and password will not be sent by email.

In case you choose paid version of Capsa you will be sent an invoice via email. The exact amount has to be sent on our account according to the instructions in the email. Not until we receive your payment on our account your project will run as if version FREE.

In case you do not pay in time and you have not been using paid version yet, your account will be forwarded on FREE version.
In case you are already using the paid version (bigger space, more than 5 users) and you would be limited by forwarding on FREE version, we will inform you about possibilities to solve the problem (temporary deactivation of your project until the payment comes/limited services to Free version/termination of the project).

This is being done automaticaly. In case you are using paid version of Capsa, you will be sent an invoice before the end of the period you have already paid for.

It is really simple. When you open the page www.capsa.cz/en/ you will see three separate boxes on the right side of the top blue bar. In order to log in you have to fill in all three of them.
You can also log in to your project on http://_yourproject_.capsa.cz, or for more safety access at paid programs on https://_yourproject_.capsa.cz.
Use login and password that you chose during the registration process or that you recieved from the administrator.

In the 1st box (project) type in the name of your project (identical with the 3rd grade domain in URL address of your project - for instance: if you chose project.en.capsa.cz as an address during the registration, type in "project".

In the 2nd box (login) please type in your user's name, login respectively.

In the 3rd box (pass) you have to type in the password that works with a given user's name.

After you fill in those boxes, please click on the for the confirmation. The front page of your project will appear right ahead.
Your login name as well as password can be changed anytime you login into the project by clicking on Settings beside log off in right upper corner.

In case you have problems to log in:

1) check CapsLock or language of your keyboard,
2) in case you can not remember your login data, contact administrator of the project or click on the link "Forgotten password..." on the login page of your project.
3) if the log-in page appears again after entering the right login and password, check if your web browser enables cookies. You can find how to enable cookies in next question.

If the log-in page appears again after entering the right login and password, check if your web browser enables cookies.

To enable cookies in Mozilla Firefox (1.0 final release and earlier):
1. Go to the "Tools" menu
2. Select "Options"
3. Select the "Privacy" icon in the left panel
4. Check the box corresponding to "Allow sites to set cookies"
5. Click "OK" to save changes
7. Try to log in to Capsa again

To enable cookies in Microsoft Internet Explorer 6.0+:
1. Select "Internet Options" from the Tools menu
2. Click on the "Privacy" tab
3. Click the "Default" button (or manually slide the bar down to "Medium") under "Settings"
4. Click "OK"
5. Try to log in to Capsa again

The access is granted to the administrator that opened the project and people who were added as contacts with Administrator's and User's rights. Individuals that were added into the project as contacts "Without the access" do not have the access and serve only as an item in your address book.

No. Contacts that hold the right "Without access" can not log into the project. They serve only as an item in address book.

All user's names and passwords for the first login are set by the administrator. Every user can change it after the first log in. It is strongly recommended to use different names (logins) for different users to distinguish the work in the project. It is not allowed to use the same names and passwords for more people!

Capsa speaks two languages: Czech and English. You can choose the language anytime by clicking on British or Czech flag.

Only administrator(s) can change the programme (tariff) of project, invoice data etc., after logging into the project in the modul Administration.

Only individuals that are in the project and have the role of an Administrator or an User can view all data that are in the project. Every person must type in his/her user's name and password everytime he/she wants to enter Capsa.

No. Data, concerning your project are accessible only for those who are in a given project and know their user's name and password. Your data are not at all made public on the internet.

Concrete project is accessible only after you fill in right user's name and password.
Data that are being transfered (together with login data) are enciphred by credible certificate SSL Wildcard that guarantees safe transfer of your data.

Frequency of back up depends on the version of your Capsa. In case you have Free version, the back up is not guaranteed. Paid versions (Safe, Profi, Luxus) come with periodical back up. Your data will be backed up weekly, daily or even every 6 hours (for more info click on pricelist). In case you experience unexpected technical problems we are capable of renewing your data from the last back up.

Sharing allows everyone in the concrete project (depending on the rights given by the administrator) work with data stored in the project. You can work on the files, search through them, use calendar, list of contacts or send emails. Administrator holds the authority to set specific rights to users and groups. Rights to view and insert files, calendar or address book, make files accessible for certain group only etc.

There are three basic types of individuals in the project: Adminstrators, Users and Without access. This autohrization is set by an Adminsitrator (usually the person who registrated the project).

Preset rights are as follows. Most rights for Users can be changed in Administration of the project.

	Administrator	User	Without access
Access into the project Capsa	Yes	Yes	No
NEWS:
Inserting messages	Yes	Optional	x
Deleting automatically inserted news	Yes	No	x
CALENDAR:
Viewing the Calendar	Yes	Optional	x
Inserting and editing events in the Calendar	Yes	Optional	x
CONTACTS:
Viewing contact of individuals and groups	Yes	Optional	x
Adding new contacts	Yes	No	x
Editting contacts	Yes	No	x
Granting rights and login data to contacts	Yes	No	x
Forming groups	Yes	No	x
Deleting individuals	Yes	No	x
EMAILS:
Sending emails	Yes	Optional (Emails and Contacts can be hidden to Users)	x
FILES (FILES ADMINISTRATOR):
Inserting new files and its versions	Yes	Yes, according to rights for a folder	x
Inserting new folders	Yes	Yes	x
Deleting folders, files and its versions	Yes	Only files inserted by the user himself	x
Inserting comments on files	Yes	Yes	x
Deleting comments	Yes	Only comments inserted by the user himself	x
Access into individual folders	Yes	Yes (can be limited according to the groups of users in properties of any folder)	x
Online editting of files	Yes	Yes	x
SEARCHING:
Searching in files	Yes	Yes	x
ADMINISTRATION (SETTINGS) OF THE PROJECT:
Change tariff, default settings and rights	Yes	No	x

Individuals can be invited into the project by an Administrator. Administrator will grant them rights as well as user's name and password for the first login.

As an Administrator you have the right to add individuals into your project and grant them one of the roles: Administrator, User or Without Access. You can change the role (rights) anytime as follows: click on the name of a given person in Contacts and than on an icon Edit contact. New window will appear. Here, you find an item Authorization, select relevant role and click on the button Save.

Default settings for all Users can be changed by Administrator in Administration - Default settings of the project. Here you can allow users to insert messages, hide them Calendar or Contacts etc. If you want to enable or hide some functions only to some of the users, set NO (e.g. Don't display Calendar to all users) in Administration and then set the individual rights to users in Contacts by clicking on the contact's name and the icon Edit contact.

The access to the project is granted to an Administrator that registered the project and individuals that were added into the project as contacts with Administrator or User authorization.
Individuals that were added into the project (address book) as contacts Without access do not have access and serve only as an item in the address book.

Administrator can invite more people and grant them user's name, password and access rights (click on New contact in Contacts). Anybody, who wants to invite more people but does not posses the rights to do it, can contact any administrator of the project.

Only an administrator can delete individual from the project's address book. As an Administrator, please click on individual's name in the Contacts and than click on an icon Delete contact . The confirmation window will appear. In case you really want to delete the individual, click on Yes.

Individuals can be deleted only by Administrators. In case you are the only Administrator and you want to leave the project, please grant the Administrator's rights to another individual to assure the continuity of the project.

File administrator provides you with smart space for various types of files that you can use while working on the project. You can insert the files (even more than one at once), edit them (even online), add comments on them, sort their old versions, delete or search through them thanks to the fulltext search engine.

You can insert any files of any type up to 200 MB (Capsa Free) or 500 MB (Capsa Safe) or 1 GB (Capsa Profi and Luxus).

1. Click through on the page of a given file (either using "tree" of files in the left menu of main frame or clicking on a given News ).

2. Than click on the name of the file. New window will appear. Choose "Open". The requested file will appear.

1. In the left menu click through to the folder you want to insert new file into (you can see the address above the main frame).

2. Than click on an icon Upload file in upper bar. New window will appear.

3. Here, click on the button Browse and choose the file from your computer (find it, highligh it and click on the button Open).

4. You can change the name of the file in extra lines of the window (it will be filled in automaticly according to original name), add its description (optional), or select different folder, in which you want to insert it.

5. You will save all changes by clicking on the button Save. The file you have just inserted will appear among the other files in the folder after the confirmation.

If you don't see an icon Insert file in a folder, you have only rights for reading. If you need rights for editing and inserting files into the folder, contact an administrator of your project.

1. Pack all the files and folders you want to insert into Capsa into ZIP file. We recommend you not to use spaces and special characters in the names of zipped files and folders.

Continue as if inserting one file:

2. In the left menu, click through into the folder in which you want to insert the files.

3. Than click on an icon Upload file in the upper bar. New window will appear.

4. Here, click on the button Browse and select ZIP file from your computer (find it, highlight it and click on the button Open).

5. You can select an option "unpack the content of ZIP file" (under the button Browse) if you want all files to be uploaded one by one. If you don't check this option, the ZIP file will be inserted as a single file. (You can unpack it any time via an icon Unpack ZIP file .)

6 You will save all changes by clicking on the button Save.

Capsa stores complete history of file's versions and allows more people to work on a given file.
In case you want to change, edit or insert new version of any file into the system, you have two options (1. better for long-lasting edditing, 2. for quick changes):

In case you will be editting the file for a longer period of time (more than one day):

1. Open the file, make required changes and save it into your computer (viz How can I open and save file from Capsa into my computer?).

2. Than click on an icon Insert new version in upper bar on the page of a given file. New window will appear (similar to that when you insert file).

3. Choose edited file from your computer by clicking on a button Browse and than click on a button Edit. In case you want to give a notice that the new version is fundamentaly different from the original one, select "big change". New version will change from 1.0 to 2.0. In case you will not select "big change", new version will be 1.1.

4. History of all versions togehter with date and author of every file will be displayed after clicking on the text "[+] History of versions".


In case of quick change (several minutes, hours), use Edit online:

1. Click on an icon Edit online on the page of a given file. Two windows will appear:
1) file in original application (Word for instance)
2) a window with info about changes recorded on the server - . Keep attention, if you close this window, no changes will take effect!

2. You can edit this document as you are used to.

3. In order to save the changes on the document, you just continue as usual. (File > Save or ). Than confirm all changes in new window (Confirm changes button).

4. Edited file will be saved as new version of the original one and the window will close.

Notes:

More changes to the file can be recorded on the server in standard way by downloading the file into any computer.

The document is locked during the online editting (the whole time document is open in this regime) and the other users can only view its content but can not edit it or insert new versions.

In the browser Internet Explorer 7, you need to add Capsa to Trusted sites, so that the online edditting works well:
1. in upper menu of the browser, click on Tools -> Internet options
2. in new window choose the bookmark Security, then click on Trusted sites and on button "Sites"
3. in new window insert address http://*.capsa.cz and click on button Add and then Close
4. in the first window click on OK
5. close Internet Explorer (all panels and windows) and open it again.

You can lock any file so it is used by one user only. Nobody can insert new version of a given file into the system (file is only for reading). Red text "Locked by user: ..." appears on the page of a given file.

File is being automatically locked when edited online ( ).

You can lock any file by hand to make sure nobody inserts new version of the file during your work:

1. Click on Lock on the page of a given file.

2. New window will appear. Here, you can choose how long do you want to have the file locked (Default is 12 hours, but it could be modified anyhow). Nobody can insert new version of a given file into the system (file is only for reading).

3. After inserting new version of the file into the project, unlock the file by clicking on an icon Unclock .

Individuals with the access into the project or file (Administrators and Users) posses the right to lock any file. Locked file can not be changed by other users.
It can be unlocked only by user that locked it or by an Administrator.

Edit online allows you to work on a given file without the need to download it into any computer. Everything is happening online.
You need to have Java installed in your computer in order to edit any file online (follow to next questions how to get Java).

Click on an icon on the page of a given file. Two windows will open:

1. file in original application (Word for instance)

2. a window with info about changes recorded on the server - Keep attention, if you close this window, no changes will take effect!

You can edit this file as you are used to. In order to save the changes on the file, you just continue as usual. (File > Save or ). Than confirm all changes in new window (Confirm changes button).

Note: The file is locked during the online editting (the whole time document is open in this regime) and the other users can only view its content but can not edit it or insert new versions.

Capsa allows you to edit files online without the need to store them in your computer. You need to have Java installed in your computer in order to edit any file online.
In case you want to edit online (click on Edit online ) but you do not have Java installed in your computer, you will be offered an instalation and guided directly on the page, where you can download it (www.java.com/getjava/).

In the browser Internet Explorer 7, you need to add Capsa to Trusted sites, so that the online edditting works well:
1. in upper menu of the browser, click on Tools -> Internet options
2. in new window choose the bookmark Security, then click on Trusted sites and on button "Sites"
3. in new window insert address http://*.capsa.cz and click on button Add and then Close
4. in the first window click on OK
5. close Internet Explorer (all panels and windows) and open it again.

You will need Java to edit files online (without the need to download them into your computer)

In case you want to edit any file online (click on Edit online ) but you do not have Java installed in your computer, you will be offered an instalation and guided directly on the page, where you can download it (www.java.com/getjava/).
You can start with editting online after the instalation is finisfed.

Capsa helps you to store all versions of any file in one place. Here, you can find the whole history of versions. You will find it very helpfull while working on any project.

To view the older version, just click on the text "[+] History of versions" under basic information of the file. Here, you will find all versions of a given file with all the information about who and when inserted it. You can also view individual versions retroactively.

For detailed information about the file version, click on it.
Than click on "[+] History of versions". Here, you will find all versions, sorted out from the newest to the oldest. Every version has an information about when and by whom it was edited. It can be opened by clicking on its number or date of inserting.

Comments will help you to discuss any file, write suggestions, notes, ratings etc. To insert new comments follow the instructions:

1. Click on the text » insert comment (in the lower section under the file's characteristics) or on an icon on the page of a given file.

2. Type your comment in new window and click on the Save button. Comment will appear under the information about the file. Every comment has name of the person, date and time of inserting and number of the file version.

Yes, you can edit your own comments. Use icon Edit and Delete (icons are on the right side of every comment).
Comments can be edited and deleted only by Users who inserted it themselves or by an Administrator.

Everyone who has the access to a given folder (as well as the files in it) can view the comments.

Click on an icon "Rename, move" on the page of a given file (the page with detailed information about the file). New dialog window will appear. Here, you can change the name of the file, its description or move the file into different folder. In popup menu Location, choose new folder, where you want to move the file.

Only an Administrator or the author of the file (the one who inserted it) can delete it. As one of those, click on an icon Delete on the page of a given file. The file with its old versions and all comments will be permanently deleted after the confirmation.

There are three ways:

1. In case you know where the file is saved, you just find your way through the menu on the left.

2. In case you are interested in the files that were changed as last, check the News on the front page.

3. In case you are not sure, where to search but you know the content of the file, please use the fulltext search engine in the upper left frame under "Search". Our search engine will find every file that contains the term you are looking for. Capsa becomes a great tool on the background research in your files.

1. In the left menu, click on the folder, where you want to insert new folder.

2. Than click on an icon New folder in upper bar of main frame. New window will appear.

3. Type in name or description of new folder. You can also change the parent folder where the new folder will be inserted. (In case you want to create the folder on the top level, please select the first option ---hlavní složka---.)

4. As an Administrator, you can set the access into this folder only for selected group of users.

5. After the confirmation (Save button) new folder appears right ahead. You can continue by inserting files in the folder.

Only an Administrator or the User who created the folder can delete it. If you have the right, you can delete any folder when you click on an icon Delete on the page of a given folder. After the confirmation, the folder with all files in it will be permanently deleted.

On the page of a given folder click on an icon Edit . New dialog window will open. Here, you can change the name of the folder, its description or place (move) the folder into different folder. You just select new folder, where you want to move this folder.

Yes, this feature is optional and can be set up in Administration - Default settings of the project. The Administration is visible only to Administrator(s) of the project.

Yes, you can make a copy of a folder placed in Capsa and insert it in the same or other folder (within the same project).

1. On the page of an original folder click on an icon Edit .
2. Optionally change the title, description and location of the new folder (the copy) and check "Save as copy" option.
3. A copy of the folder will be inserted to selected location and you will be able to directly work with this copy, change or insert files etc.

In case someone inserted new version of a file or comment, new News will appear on the front page.
By clicking on "[+] History of versions" text on the page of a given file, you can see number of a version, date and time of inserting new file, its author (the one who inserted it) and its size.

Everyone who is in the project can work on one file at once . You can lock the file by clicking on an icon in order to make sure no one is working on the file while you are. The other users can only view the file but can not insert new versions.

Only administrator grants access to view files and folders in the project. All folders are defaultly visible to everybody in the project (Administrators and Users). As an Administrator you can grant access to users of your choice. Click on an icon Edit on the page of a given folder. New window will appear. Here, under bookmark "access" you can set who can view the folder.

In Administration - Default settings of the project, an Administrator can set default rights for all new folders as only for reading or for reading and writing.

In case you have not created any group of users yet, please continue on question How do I create group of users?

Search engine will allow you to search in various types of files that are in Capsa (Word, Excel, readable PDF etc.). You will find the file that you need only based on the key term. Fast and without trouble.
You will have a great tool to put together any background research.

The Search engine is searching through files that are in Capsa {Word, Excel, PDF etc.}

Capsa can search within files of following types: doc, dot, rtf, txt, ppt, pps, xls, xlk, htm, html and mostfiles pdf.
The results include also a part of text with the searched expression and the exact address of found files. You can click on those files and view their content.

Click on "Search" in window Navigation on the left. New window will open on the right. Type in the searched term next to "Text" and than click "Search". Search engine will search in files saved in your project.

Files that include the searched term will be displayed in the main frame under the search box. Every file will be displayed with its exact address. You can click on those files and view their content.

The Calendar offers well arranged year, month and day preview, where you can set various types of events. Different types of records can be distinguished by colour. Everybody in the team will know when is an important meeting and what day is a deadline.
You will have better orientation in time and you will be sure that everybody in the project has the same exact information.

An Administrator can set up autorization to Users for reading or reading and editing Calendar.
Default settings can be changed for all Users in Administration - Default settings of the project: options

1. Display Calendar to all users - if you choose NO, Users will not be able to see even the link to Calendar in Navigation.
If you want to display Calendar only to some of Users, choose NO and then go to section Contacts and in selected Users' profiles click on "show Calendar" (under icon Edit contact).

2. Users can insert to Calendar - NO = Users can only read Calendar, YES = User can read and insert new records into Calendar, in this case they can also edit and delete the records they inserted.

If you have rights to insert new records into Calendar (rights can be set up by an Administrator), you can insert new event by clicking on an icon New record on the upper bar above the calendar.
New window will appear. You can set date, time, type (colour) and text (name of the event).
Then click on the button Safe and the event will appear in the preview (day(s) the event takes place will colour).

You can edit a record in Calendar only if you inserted it yourself or if you are an Administrator.

1. In year preview of the Clandar, click on the day, the event you want to edit takes place. The day preview will appear.

2. In day preview click on an icon Edit record on the right to the text of the event.

3. New dialog window will open. Change the part of the record you need and save it. The change will have immediate effect. Updated day preview will open (in case you change the date of the event, the event will disappear and you will find it in different day).

You can delete a record in Calendar only if you inserted it yourself or if you are an Administrator.

1. In year preview of the Clandar, click on the day, the event you want to delete takes place. The day preview will appear.

2. In day preview click on an icon Delete record on the right to the text of the event.

3. Confirm your choice. The event will be permanently deleted.

Yes. In case you want to receive noticing email about the upcoming events from your Calendar in Capsa, please set this option in your personal Settings in upper right corner next to Log off button.

If you are an Administrator, you can set up noticing about the upcoming events from the Calendar also to other Users. Follow these instructions: Contacts > User's name > Edit contact . In new window, please click on the bookmark Noticing.

As an administrator, you can insert, edit and delete types of the event and set its name and colour it will have in the Calendar.
In case you want to edit the text or the colour of any type of event in the legend, click on the icon Legend above the calendar.
In new window you can insert new type of event, edit the text or mix new colour (the higher value of colors, the brighter will be the final colour) of an existing type or delete a type.

You can add colours to the individual events to differentiate between them. You just drag the mouse cursor on a day the event takes place and time together with the description of the event will apppear.

Visibility of the Calendar depends on settings of the project. Normally, the Calendar is visible to all Users and Administrators.

If you are an Administrator, you can hide the Calendar to Users in Administration - Default settings of the project (Display Calendar to all users - Yes/No). If you choose NO, Users will not be able to see even the link to Calendar in Navigation.
If you want to display Calendar only to some of Users, choose NO and then go to section Contacts and in selected Users' profiles click on "show Calendar" (under icon Edit contact).

Once a User can see the Calendar, s/he can see all events in the Calendar.

Yes, click on an icon Agenda, then set up time period from which you want to display the inserted records.
All events will be displayed one by one.

You can add individuals with the access into the project (with Administrator or User authorization) or without the access (Without the access authorization) in address book in Contacts. You can create complete address book of your colleagues together with the externs. You can send emails directly from Capsa to the individuals as well as to groups thanks to email form that is connected to the Address book.

Only an Administrator can add and delete individuals from the Calendar, edit their data or authorization. Users can view the contacts, change their own data, login and send emails to other persons.
An Administrator can hide all section Contacts, so that Users cannot see other contacts.

As an Administrator, click on an icon New contact in upper bar in section Contacts. New dialog window will appear. Here, you can fill in personal data (first and last name, email, phone number, institution and notes, belonging to group), grant him/her user's rights (Administrator, User or Without access) and user's name with password (this does not apply to individuals Without access).

In other bookmarks, you can put the individual into already existing groups of contacts and set the option of sending noticing emails about news in project.
Confirm all changes by clicking on the button Change. The changes will appear in detailed information about the individual in list of contacts.

An Administrator can edit Contacts.
In section Contacts, click on the name of a person you want to edit and than click on an icon Edit contact in the upper bar. New dialog window will appear. Here, you can edit data of the individual (first and last name, email, phone number, address, institution and notes, belonging to a group), change user's rights (Administrator, User or Without access) or to change the password.

In other bookmarks, you can put the individual into already existing groups of contacts and set the option of sending noticing emails about news in project.

Confirm all changes by clicking on the button Change. The changes will appear in detailed information about the individual in list of contacts.

As an administrator you can delete Contact by clicking on name of a person that you want to delete and than clicking on an icon Delete Contact .

Yes. An Administrator can form groups from contacts. Every individual can be a member of more than one group.

The advantages of groups:

1. One click and you send email to everyone in the group (click send e-mail to group ) on the page of a given group.

2. In file administrator, you can set access into individual files for the whole groups (click on the file, you want to limit the access only for some groups and than click on an icon Edit in File administrator).

As an administrator, follow these instructions:

1. In Contacts click on an icon New group on the upper bar.

2. In new dialog window "New group" type in name of the group, optionally its description and choose its members from contacts.

3. Save this option and new group will appear in the list of groups in section Contacts.

As an administrator, you can change the name and the description of the group by clicking on an icon "Group properties" in Contacts on the page of a given group.
In new window, you can edit the name and description of a group and also add or remove its members.
After the confirmation the changes will be displayed in detailed information as well as in the list of groups.

As an administrator, you can add members to or remove them from a group by clicking on an icon "Group properties" in Contacts on the page of a given group.
In new window, you can edit the name and description of a group and also add or remove its members.
After the confirmation the changes will be displayed in detailed information as well as in the list of groups.

As an administrator, you can delete any group. Click on the icon Delete group in Contacts on the page of a given group. After you confirm that you are sure, the group will be deleted. However, all the conacts, that were part of the group will be kept.

As a default setting, Contacts are accessible to all who have the access to the project (administrators and users). The administrator reserves the privilidge to insert, edit, delete and group the contacts.

Administrator(s) can hide the section Contacts in Administration - Default settings of the project (Display Contacts and Emails to all users - Yes/No). If you select No, the links to Contacts and Emails (with its address book) in left Navigation will be hidden to all Users and will be visible only to Administrator(s).

Emaily můžete zasílat buď přímo z rubriky E-maily nebo pomocí rubriky Konktakty. Příjemcem může být kdokoli, bez ohledu na to, zda má přístup do projektu. You can send emails straight from section E-mails or using section Contacts. The recipients can be whoever (with or without access to the project).

From section E-mails:

In Navigation, click on E-mails. Email form to write and send emails will appear. In case you want to use your saved contacts, click on an icon Address book .

Using section Contacts:

1. In case you want to send an email to one person from your address book, click directly on email address of a given person in section Contacts.

2. In case you want to send group email to everyone from the address book, click on an icon Send e-mail to all in upper bar in section Contacts.

3. In case you want to send group email to specific group, click on the name of the group in section Contacts and than click on an icon E-mail to group (On the page of a given group).

Email form will appear. Here, you can add more recipients, write an email and send it.

You can send E-mails from Capsa to anybody.
If you use the Free programme, you can send emails only to 100 addresses in 30 days.
In paid programmes, emails are not limited.

It is not possible to send normal emails into your project in Capsa. Capsa projects do not have post box of its own.

You can send a file via Capsa either as a link or as a normal attachment (only in paid programmes of Capsa).

1. Link to a file - you can insert a link to a file via "Insert link to file" button (then choose the file from your Capsa project). The inserted link looks like and is a part of email message.
If you send e-mail with links to files to users of the project, the send link(s) will lead them directly to the project (after their login) to the file page where they find at any time the latest version of the file with all comments and history of versions.
If you send e-mail with links to files to people with no access to this project, files will be exposed for download on a special website outside the project.
This method allows you to send files up to 200 MB (in Free version), 500 MB (Safe) or 1 GB (in Profi and Luxus version).

2. File as a normal attachment - follow the instructions above as for inserting link to file and then check the possiblity "Send attached files as proper attachements". Through this method you can send emails not larger than 10 MB.
(This method is suitable especially for sending files to persons without access to the project and is available only in paid programmes.)

You can send emails to the individuals as well as to the groups from your Contacts in Capsa directly from this section.

In case you want to send group email to selected group, please click on the name of the group on the page Contacts. Than (on the page of this group) click on the icon Send email to group . An email form will appear. Here, you can edit more recipients, write an email and send it.

You have to set emails by hand only for people that are not in your Contacts.

Beside that, you just click on an icon Address book , that you will find in E-mails next to email form. And than you just choose the proper addresses from the list of your contacts.

You can receive

1. emails sent by any user that has access into your project in Capsa

2. automaticaly sent news about the events happening inside the project. In case you would like to change the settings of how often you want to receive the news, whether they should contain events happening in files administrator or/and in calendar, click on Settings in the right upper corner (nest to Log off). Please select bookmark Noticing in new window.

Anybody who is in the project (administrators and users) can send emails.
An Administrator can hide Contacts and E-mails to standard Users in Administration - Default settings of the project.

The News mapping the events happening in your project appear on the front page. Here, you can find news about who and when was working with any file or added comments on it. Administrators are allowed to edit, delete, and insert any news directly by hand.

New messages can be inserted by Administrator(s), and also Users if this option is set up by an Administrator in Administration - Default settings of the project.

If you have such rights, you can insert a message in the News by clicking Insert message on the top bar. Window for inserting text of message will appear. Type in the text, confirm, and the message will be displayed in the list of the news.

If you are an Administrator or if you inserted the message yourself, you can edit it by clicking Edit news on the right side of the blue message line. The window with message will appear. Here, you can edit the text of message. After you confirm it, the message will change immediatelly.

If you are an Administrator or if you inserted the message yourself, you can delete the message by clicking Delete news on the right side of the news. The news will be permanently removed from the news list after the confirmation. It will not be included in the news summary emails, either.

In case you find anything that does not work properly in "your" Capsa, please let us know on capsa@capsa.cz.