| Word | Description |
| accepted domains | Checking for accepted domains helps prevent users who don't belong to a company from signing up as representatives of that company. When accepted domain enforcement is enabled, each member company is required to provide a list of the domains it uses for company-issued email addresses. This list of company email domains is known as the accepted domains list. See also: Company Representative, domain, domain name |
| account holder | An account holder is a user who has a username and password. By definition, this excludes public users who can visit the public pages of an organization's website but cannot log in to Workspace. Depending on the organization, account holders may include Individual Members, Company Representatives and Individual Nonmembers. This term generally isn't applied to staff because they interact differently with the organization than other users. Billing accounts may be created for public users who do not qualify as account holders because they don't have usernames and passwords. See also: billing account, Company Representative, Individual Member, Individual Nonmember, Staff Person |
| account status | Account status is used to determine whether a user or company is 'active' or 'inactive'. A larger set of statuses is available to indicate where the account is in its life cycle and whether the account holder currently has access to online tools. See also: active, inactive, status |
| account type | The account type indicates whether the billing account is for an account holder or for a user or company whose membership application is still pending. The account type can be user, company, pending user or pending company. |
| action item | Action items act as a task list for a group. Each action item has an owner, a due date, and a description. An action item can be either open or closed, making it easy for the group to see which tasks are complete and which are outstanding. |
| active | The statuses of 'active' and 'inactive' work as a switch to control access, visibility, etc. Most users and companies are inactive when they are first created, then activated for some period of time, then deactivated again before archiving. Active objects are visible to account holders, while inactive objects are visible to administrators only. For instance, companies and users may be created when they apply for accounts, activated when their memberships go current, and deactivated if their memberships expire. Users can log into the applications if they are active, but inactive users cannot. Profiles and catalog items must be active to be displayed in Showcase; registrations must be active in order to be displayed on event pages; etc. See also: inactive |
| activity history | Workspace offers built-in activity histories to track changes to data. The activity history is a user-friendly record of data changes and includes the date of the change, the nature of the change and any notes added while making the change. For example, Workspace has both user and company activity histories to record changes to user and company data over time. See also: activity type, activity note |
| activity note | Comments added manually by an administrator or an application for inclusion in an activity history. Activity notes can only be seen by administrators. See also: activity history |
| activity type | Used in activity histories to indicate the nature of a change made to data. An activity type can be one of several default types such as added, edited, email, etc. In some portions of Workspace, organizations can create custom activity types. See also: activity history |
| additional field | Custom field added to a portion of Workspace; additional data fields are unique to the organization. Additional data fields are automatically made available in reports and in the email scheduler, where they appear as email template variables. |
| admin, administrator, administrative rights | Administrators are highly-privileged users responsible for maintaining data and managing user permissions. There are several top-level administrative user types, including Super Admin, Organization Admin and Report Admin. Organization Admins generally have access to the admin tools and reports throughout Workspace. Report Admins can access all reports, and Super Admins have access to all administrative and configuration areas. Some organizations have company administrators whose administrative privileges are restricted to viewing and editing only their own company's data and user roster. In these organizations the Primary Contact and other company administrators are granted access to tools they can use to view and manage their company's data.See also: user type, contact type |
| administrivia | A standard block of text containing administrative contact information that is inserted into mailing list messages. |
| alias | An alias is a single email address that forwards messages to a group of other email addresses. An alias is really a shortcut: a convenient and often easily remembered way of sending email to many people at once. Unlike mailing lists, aliases have no applied rules; they are not moderated, are not archived and cannot be managed using email commands. Aliases simply redistribute mail to the group of specified recipients. Most Workspace installations use an administrative alias or email address when sending email from the applications and directing users to support. This is especially useful when there are staff changes as the alias list can be revised to include the new staff people without having to change the alias itself. See also: alias list, mailing list |
| alias list | The list of email addresses to which an alias forwards every message it receives. For example, the alias list for a support alias such as "admin@mysite.org" may include the email addresses of managers and executive directors. Changes in the addresses in the alias list are transparent to users sending email to the alias, as the alias itself does not change. An alias list may contain other aliases, for instance, "admin@mysite.org" may be on the "webmaster@mysite.org" alias. See also: alias |
| allow list, allow subscriber list | Administrators add email addresses to the allow list to grant subscriber-level posting privileges. These email addresses belong to list users who are not otherwise subscribed but need to be allowed to post messages. Subscribers on the allow list may include staff or trusted members of the public. This is similar to the poster list, but posters are the secondary and alternate email addresses of list users who are subscribed to receive messages under their primary email addresses. See also: mailing list, poster, poster list, envelope sender |
| Apache | Apache is a Unix-based, open-source webserver that is used to host many websites on the internet. Workspace and associated Kavi-managed installations are hosted on Apache. |
| applicant | A user or company applying for an organization membership, account or group participation privileges. An application may be approved automatically or may require moderator approval. |
| authenticated user | An account holder who has logged into Workspace. See also: account holder |
| authorize charge | A request to charge a credit card for a specified amount through a payment gateway. If the authorization request is granted, a reserve will be placed for the specified amount in the cardholder's account without actually capturing the funds. When appropriate, the card will be charged and the funds captured. See also: delayed capture |
| auto-renewal | The membership renewal process for a specific membership type may be initiated automatically if the auto-renewal feature is enabled. For more information, see the concept document on auto-renewal. |
| autonaming, document autonaming | Documents uploaded to a group's folder can be assigned names automatically, rather than requiring the submitters to add the names manually. The assigned names are sequential and based on a user-defined format. For example, a document may be automatically assigned a prefix and a number. |
| awaiting gateway | Transactions are automatically recorded when processing credit card payments. A transaction consists of an authorization request sent to the internet merchant account and a response indicating the charge is authorized. The "awaiting gateway" status is assigned to transactions for which the request-response cycle is incomplete. Once the transaction is complete, this status is removed. See also: gateway |
| ballot | A formal voting mechanism, ballots can be issued to a single group or to the entire organization. Each ballot's list of eligible voters is generated based on the group's policies, which may be open or restrictive. The passage of a ballot may be dependent on quorum requirements or a simple majority of votes cast. |
| bill ID | The bill ID is a human-readable identifier generated automatically when a new bill is created. The basic format for a bill ID can be configured by each organization. |
| bill status | The bill status indicates where a bill is in its life cycle. Bill statuses include new, pending, paid, overdue, awaiting gateway, failed gateway, disputed, refunded, canceled, and deleted. |
| billing account | A company or user has a billing account if there is a record for that company or user specifically defined for use with billing processes. |
| blocklist | The blocklist published by Spamhaus contains the IP addresses of known spammers. Kavi spam filters block all email sent to Workspace installations from blocklisted IPs. See also: deny subscriber list, deny list, IP address, internet address |
| bounce | When an email cannot be delivered to an email address, it is returned to the sender. This returned message is called a bounce. Email can bounce for many reasons, including an improperly typed email address, an email address that is no longer viable or a temporary network issue that blocks any email to the email address. See also: bounce handling |
| bounce handling | The email subsystem includes automatic tools that detect and remove bad email addresses from mailing lists. This process is called bounce handling. Typically, when a recipient's email address is bouncing mailing list messages, the mailing list will send out a special email to the address, called a probe, to test delivery. If the probe bounces too, the email address is unsubscribed from the list. All instances of email addresses being removed in this manner are logged. See also: bounce, EZ Mailing List Manager, probe |
| browser | A browser provides an interface for finding, viewing, hearing, and interacting with material on the Web. Mozilla Firefox, Safari, and Internet Explorer are examples of Web browsers. Kavi software incorporates Web standards to ensure that any modern browser will be able to use our sites. While any modern browser will work, using a browser with excellent built-in support for Web standards (such as Mozilla's Firefox) will give you the best results, as these browsers take full advantage of all the usability and interoperability features outlined in Web standards specifications. |
| cache, browser cache | The browser cache stores the contents of all the webpages you have viewed recently so they can be retrieved quickly. Every time you want to view a webpage, your browser looks to see if the page is already stored in the cache. If it is, the browser displays the page from the cache. If a page on the Web changed since the last time you visited it and your browser displayed the old version from the cache, you won't be viewing the latest version of the page. This is referred to as a stale browser cache. |
| catalog item | Catalog items are displayed collectively in the Showcase catalog. A catalog item displays information about something of interest to the organization's members or the community at large, such as a standards-compliant product, a specification, etc. Every catalog item must be associated with a profile. For example, a product could be associated with a company profile or a document associated with its author's profile. See also: profile |
| chair | Chair privileges are granted to group participants when setting up new groups or managing the group roster. The Chair is considered the group leader, and by default has additional management privileges and receives email notifications not sent to regular group members. Each group is required to have one or more Chairs. |
| click-through | A type of form, generally used for terms and conditions, that requires the user to click a checkbox indicating agreement before proceeding to the next page of the signup process. If the user declines, the signup process is usually terminated. See also: terms and conditions |
| clone | Cloning is a quick, simple way to copy an existing object such as a report or mailing list in order to create a new report or mailing list based on the original. The clone is configured exactly like the original, except that it contains no data other than configuration settings. For example, a mailing list cloned from an active mailing list will have the same configuration as the active mailing list, but won't have any subscribers or archives. Once the clone exists, the administrator edits settings, text and other configuration details as required and the new report, mailing list or other object is ready for use in a short time with minimum effort. |
| closed loop, confirmed opt-in | Method of verifying an individual's wish to be added to a mailing list before completing the subscription process. In a closed-loop, confirmed opt-in subscription model, the mailing list sends a confirmation email to the email address associated with any subscription request. The potential subscriber must reply to this email, confirming a desire to be subscribed to the list and giving the list explicit permission to subscribe the email address. The closed-loop, confirmed opt-in method of validating new subscribers is a best practice for mailing lists. By seeking explicit permission from all subscribers, the mailing list is protected from spam complaints and reduces the risk of being blocklisted that is associated with less stringent subscription models. See also: blocklist |
| closed subscription model | Mailing lists that only allow subscribers to be added by administrators use the closed subscription model. Since users aren't allowed to subscribe directly, lists that use this model are often called "invitation-only" lists. See also: open subscription model |
| comma separated values (CSV) | A simple file format used to transfer data from one application to another. Each line of the file contains an ordered list of values, with the value for each field in the row separated by a comma from the next value. The first line in the file contains the names of database column headings (e.g., first_name, last_name, company_name), and each subsequent row corresponds to a record in the database. CSV files can be opened and edited in spreadsheet applications or text editors. |
| company | An organized group of persons, including actual companies but also non-profits, educational institutions, governmental bodies, etc. If the organization offers company memberships, most company accounts are probably Member Companies. Workspace requires every user to be assigned to a company so that they can be managed effectively, and this applies to individual-based organizations as well. These organizations may create companies that don't exist in the real world and were added solely for the purpose of grouping individuals. For example, an individual-based organization might assign users to companies based on whether the user is an Individual Member or Individual Nonmember, or according to regional division, etc. This type of company is called a 'Company for Individuals'. See also: Company for Individuals, individual-based organization, Individual Member, Individual Nonmember, Member Company |
| company administrator | Any user who has access to view and edit only their own company's data and user roster. This is a user who has acquired the company_admin role through a contact type such as Primary Contact or a custom contact type associated with this role. See also: contact type, Primary Contact, role |
| company for individuals | Company for Individuals is one of four possible company purposes. A company with this purpose may be a real-world company or one added solely to group individuals, including Individual Members and Individual Nonmembers. See also: company-based organization, Individual Member, Individual Nonmember, mixed organization, purpose |
| company representative | Company representatives act on behalf of their companies to secure a return on the company's investment in the organization. They are identified within Workspace by the purpose Company Representative and are granted a basic set of privileges accordingly. See also: Member Company, Nonmember Company, purpose |
| company type | Company types are used to classify companies. They can also confer roles and access privileges, which are inherited by the users who belong to that company. For example, a company type could confer the role required to access Workspace. All users assigned to a company with that company type would be granted that role and, therefore, be able to log in to Workspace. |
| company-based organization | An organization that offers full memberships to companies only, not to individuals. Users are granted accounts and access to Workspace if they represent a member company or are employed by the organization. Organizations that offer memberships to individuals as well as companies are classified as mixed organizations. See also: individual-based organization, mixed organization |
| contact type | Contact types classify users according to the way they represent their company to the organization. This applies to all users, even those who represent themselves or who belong to a staff company. Contact types also may be used to assign roles that confer access to protected areas and tools. The default contact type Primary Contact is one example. It is associated with the company_admin role and grants primary contacts access to the tools needed to manage their companies' rosters and data. |
| content type | A technical term referring to the format of a file. When a document or file is uploaded, the user's browser passes along content type information to the website. For example, when a .zip file is uploaded, the browser should declare its content type as "application/zip". |
| cookies | Cookies are text files placed on your computer by a website or online application to store information about your visit to the site. A cookie can be created when you log in to a secure site allowing you to navigate to different protected areas of the site without having to log in every time you go to a new page. This kind of cookie is called a session cookie; it only exists as long as your browser session persists. When you close your browser, the session cookie is automatically deleted, requiring you to log in again on your next visit to the site. |
| created by | Used when recording billing and payment processes, the "created by" field indicates which application initiated the request to create the bill or transaction. For example, a bill created during the membership application process would store the value "Kavi Members" in this field because the members component of Workspace handles membership signup. |
| CVV2 or CVC2 security code | Security codes, also known as CVV2 (Visa) or CVC2 (MasterCard), are three- or four-digit codes printed on credit cards. Because the code isn't raised, it doesn't appear on sales receipts. It is not included in the magnetic stripe information collected by electronic credit card readers and it is not used in billing statements. This ensures that the card holder must have the card on hand in order to use this code. |
| delayed capture | When shopping at an online store, it is considered best practice for the merchant to abstain from charging the customer's credit card until the goods are shipped. Delayed capture is the second step in the delayed settlement process, following the authorization of the charge that was made when the order was first placed. When the order is fulfilled, the information from a prior authorization is used to capture funds. See also: authorize charge |
| delayed settlement | This is a payment process involving two transactions. Authorization is acquired in the first transaction, generally when an order is placed. Funds are captured in a second transaction once the order has shipped. See also: authorize charge, delayed capture |
| deny subscriber list, deny list | Email addresses that would ordinarily have posting privileges can be placed on a deny list to revoke posting privileges. List users who post inappropriate content can be placed on the deny list as a means of enforcing list policy. See also: blocklist |
| digest subscriber | A digest subscriber receives email sent to the mailing list in batches; many messages rolled into one. By default, a digest subscriber receives email after 30 messages, 48 hours, or 64 kilobytes of message body text have accumulated since the last digest email. Digest subscription is an alternative to regular subscription. If the digest feature is enabled, list users can select either of these two options when subscribing. See also: moderator, poster, poster list, regular subscriber |
| directory | A listing of users or companies and their contact information. Workspace features include configurable directories with search and download capabilities. |
| document | Within a group, the term document refers to any kind of file. Microsoft Word (.DOC), Microsoft Excel (.XLS), Adobe Acrobat (.PDF), multimedia (.MPEG, .WAV), executable (.EXE), graphic (.GIF, .JPEG), text, and so on are all considered documents in that context. These files reside in folders and are associated with specific groups. |
| document revision | A revision is an edited or otherwise altered version of a document associated with the original document in a group. All revisions of a document are listed together in the documents repository and can reflect the progress of a document from the initial draft to the final published version. |
| document type | A document type is a categorization of one or more content types. Because many browsers submit slightly different content types for what is really the same type of file, Workspace associates each of those different content types to a single document type. For example, GIF, JPEG and other similar content types are all grouped into the document type of "image". |
| Domain Name System | A system of servers distributed over the internet that are used to translate fully qualified domain names, such as those used in email addresses, into IP addresses. When transferring an email, the mail transfer agent uses DNS to locate a server that accepts email for the address domain. See also: fully qualified domain name, IP address, internet address, mail transfer agent |
| domain, domain name | The unique portion of a URL, the domain usually appears directly after "http://www." in a website's internet address. The domain consists of domainname.tld (where .tld stands for the top-level domain, such as .org, .com, .edu, etc.). The unique domain may also appear in email addresses following the @ symbol (e.g., username@domainname.tld). See also: accepted domains, fully qualified domain name, subdomain, top-level domain, Uniform Resource Locator |
| dynamic members mailing lists | A dynamic members mailing list uses a configurable query to populate the regular and poster lists, then maintains the lists dynamically so they are always in sync with the members database. |
| ecommerce | Ecommerce, a term derived from "Electronic Commerce," is the practice of doing business over the internet. In particular, ecommerce refers to transactions performed online (i.e., the collection of credit card information and the electronic transfer of funds). |
| email address command | Mailing lists can be configured to accept administrative commands via email. To use one of these commands, the user simply sends an email to a command address. When an email reaches the mailbox corresponding to that address, the list management software automatically responds to the email. Email address commands typically include commands that allow users to subscribe or unsubscribe, to get list help or to view raw archives. |
| email archives | A collection of email messages stored on a server. A mailing list may have raw archives accessible via email address commands and may also have web-viewable, indexed archives. See also: EZ Mailing List Manager, MHonArc |
| email schedule | The Manage Email Schedule utility is used to manage all automated email notifications (called "scheduled email") sent through Workspace. A scheduled email is generated automatically from a preconfigured email template when a certain kind of event occurs. As an example, there is a default scheduled email that sends an email template containing a login link when a new user is added. See also: email template, scheduled email |
| email template | Email templates are preconfigured email messages about a certain kind of object (e.g., company, user, a membership, etc.) and an event that can happen to that type of object (e.g., added, activated, edited, etc.). They include default values for the Recipient and From address fields, the subject line and message body. The subject line and message body can contain static text plus email template variables, which are replaced by real-time data when the email is generated. The email scheduler generates and sends the message when the event occurs, such as the New User Signup email template that is used to generate a scheduled email whenever a user is added. See also: scheduled email, email template variable |
| email template variable | Email templates contain variables that are replaced by real-time data whenever an email is generated from the template. For example, the New User Signup email includes the '$u_fullname' variable that is populated from user name fields when an email is generated, and the '$u_change_password_link' variable that is replaced by a login link. See also: scheduled email |
| encryption | A method of protecting sensitive information by scrambling the data to be sent over the internet in a format that is not human-readable. Encryption is used throughout Workspace. Credit card information is always encrypted and passwords can also be encrypted. |
| envelope header | An email envelope header contains information similar to that printed on an envelope you would use to send mail via the postal service. Unlike the email message header (which contains the familiar fields To, From, Date and Subject), the envelope header is normally hidden when viewing email. Envelope header fields include Return-Path, Reply-To, timestamps and other information added by mail servers during each leg of the email transfer process. Together, the message header and envelope header are referred to as the full header of an email. When there is a problem with an email, the complete email including the full header must be provided to support so that information in the envelope header is available for troubleshooting. See also: envelope sender, full header, email header, message header, mail user agent |
| envelope sender | The envelope sender is the most reliable identifier of who sent an email (i.e., the originating sender). The envelope sender address is extracted from the Return-Path field of the email message's envelope header. The Return-Path includes the fully qualified domain name (or IP address) of the MUA from which the email originated and the username of the originating sender, so the envelope sender can be identified as a username at a specific domain. Since Return-Path information is set automatically by receiving mail hosts during the email transfer process, it is more reliable than the From or Reply-To fields, which can be set by the user. See also: envelope header, mail user agent, Return-Path |
| EZ Mailing List Manager (ezmlm) | A scalable, feature-rich mailing list management tool used by Workspace to support mailing lists. Workspace provides a web-based interface for interacting with ezmlm mailing lists. Ezmlm integrates exceptionally well with qmail, an email management tool by the same author. Ezmlm-idx is an add-on that provides indexing for the MHonArc archives. For more information about ezmlm, visit www.ezmlm.org. See also: mailing list, MHonArc, qmail |
| ezmlm-make argument string | The ezmlm-make argument string contains configuration settings for a list type on which Workspace mailing lists can be based. These arguments determine which list features are enabled and what kinds of controls are placed on email access to the list. See also: list type |
| full header, email header | A full header contains metadata about the email, similar to the information on an envelope used to send mail via the postal service. Full headers include both message headers and envelope headers. The message header is usually displayed when viewing an email, and contains familiar fields such as To, From, Date and Subject. Envelope header information is usually hidden by the MUA, and is visible only when viewing the email source or email properties. It includes fields such as the Return-Path, Reply-To, timestamps and other information added by mail servers during each leg of the transfer process. When there is a problem with an email, the complete email including the full header must be provided to support so that information in the envelope header is available for troubleshooting. See also: envelope header, message header, mail user agent |
| full log | A detailed log that stores all events that occur in an application. A certain degree of technical knowledge is required in order to interpret the full logs. Workspace frequently augments the full logs with user-friendly object logs and activity histories. See also: activity history, object log |
| full-text search | Many software searches incorporate a limited number of details, such as item names and state. In contrast, a full-text search looks through the entire contents of documents and email posted to a site, not just the document names or email subjects. |
| fully qualified domain name | The unique name by which a host (i.e., server) is known on the internet, consisting of its hostname followed by its domain name. The hostname is the name given to the host within its network. A domain name takes the general form 'domainname.tld' where 'domainname' is the domain and '.tld' is the top-level domain. For example, a company might use the domain name of 'example.com' and the server for the research division might have the hostname of 'research'. This machine's fully qualified domain name would be 'research.example.com'. See also: domain, domain name, mail transfer agent |
| gateway | A software interface that allows a server to communicate with a data source. Workspace connects with the PayPal payment gateway to make credit card authorization requests and receive authorization responses back from the internet merchant account. Also known as payment processing service. See also: internet merchant account |
| grace period | Period of time between a membership's expiration and the archiving of the membership. Consequences of allowing the membership to expire are implemented at the end of the grace period unless the membership is renewed. |
| group | Generic term used by Workspace to describe the online collaboration center for a specific committee, working group, task force, or interest group. Each group is highly configurable, with a roster, action items, ballots, a document repository, and a mailing list with online email archives. |
| hostname | A name by which a computer is known on a network. The computer (i.e. host) may be known by more than one hostname within the local network, but it can only be registered in the Domain Name System under a single hostname, which is used for the local portion of the host's fully qualified domain name. See also: Domain Name System, fully qualified domain name, IP address, internet address |
| iCalendar | Calendar data standard. Workspace calendaring tools support the iCalendar standard (RFC 2445), so that calendar data can be exported and embedded in automatically generated email notifications. |
| inactive | The statuses of 'active' and 'inactive' work as a switch to control access, visibility, etc. Most users and companies are inactive when they are first created, then activated for some period of time, then deactivated again before archiving. Active objects are visible to account holders, while inactive objects are visible to administrators only. An inactive status typically indicates that the company or user no longer has full privileges nor is it visible. For instance, inactive users cannot log into the applications, but active users can; inactive profiles are hidden in the showcase, whereas active profiles are featured publicly. See also: active |
| individual | This is a default contact type assigned to users in individual-based or mixed organizations whose purpose is Individual Member or Individual Nonmember. The term is also used generically to mean users with this purpose, as opposed to company representatives or staff. See also: Company for Individuals, contact type, individual-based organization, Individual Member, Individual Nonmember, mixed organization, purpose |
| individual member | Purpose assigned to a user who has acquired a membership for individuals and enjoys membership privileges as defined by the organization bylaws. The term "individual member" is used generically to mean users with this purpose, as opposed to individual nonmembers, company representatives or staff. This purpose applies in individual-based or mixed organizations. See also: company representative, Company for Individuals, individual-based organization, Individual Nonmember, mixed organization, purpose, staff person |
| individual nonmember | Purpose assigned to a user who represents their own interests in the organization as opposed to representing a member company, but without benefit of formal membership. This purpose is only available if Workspace is configured to track nonmembers and the organization is individual-based or mixed. The term "individual nonmember" is used generically to mean users with this purpose, as opposed to individual members, company representatives or staff. Individual nonmembers are usually able to log into protected areas of the website to manage their own accounts, but don't enjoy all the privileges of full membership. See also: Company for Individuals, contact type, individual-based organization, Individual Member, Individual Nonmember, mixed organization, purpose |
| individual-based organization | This type of organization offers full memberships to individuals (people). It does not offer memberships to companies. Organizations that offer memberships to companies as well as individuals are classified as mixed organizations. See also: company-based organization, mixed organization |
| interest category | ANSI term, also used generally in standards organizations. Organization members and other participants in the standards development process can be assigned an interest category to classify their interest in the standard (e.g., Corporate, Trade Association, Government, Academic, etc.). Workspace can track interest categories for organizations that want to demonstrate balance and openness in their standards development process in compliance with ANSI requirements for standards accreditation. |
| internet merchant account | An internet merchant account is a specialized bank account that allows credit cards to be processed online. |
| item key | Used to create a unique entry for each record in the database tables. The item key is frequently displayed on activity log reports when new information is added. |
| keyword | A term used in a search. Showcase encourages the addition of keywords to profiles and catalog items to increase the chances that a search will find the desired object. |
| last login date | The last login date is stored in the user's record and is updated when the user submits the login form. Additionally, when the user hits a secure page, the system checks the user’s last login date. If the last login date is greater than four hours prior to the time the user hits the page, the last login date is updated to the time of the page hit. |
| last modified | The date and time that a record was last updated. The last modified date is tracked on all records and is available in most of the data downloads provided by Workspace. |
| list administrator | List administrators maintain mailing lists and enforce list policies. Depending on the mailing list, their duties may include moderating messages for posting or moderating subscription requests. They have a higher level of permissions than regular users so they can fulfill these responsibilities. |
| list type | A preconfigured mailing list template on which standalone mailing lists are based. List type configuration depends on which arguments are set in the ezmlm-make argument string. These arguments determine which list features are enabled and what kinds of controls are placed on email access to the list. For more information, see the concepts document on list types. See also: ezmlm-make argument string |
| log | A record of modifications made to the data, including the date of the change and who made the change. The full logs show which fields were changed and the values of those fields, and link records back to their unique database IDs. The activity histories are a human-readable variation of this information, including notes about the change rather than the detailed field values. See also: activity history |
| login link, login key | A link sent by email which can be used to identify the recipient to Workspace. The user clicks this link to log in and access personal information (including password). Login links are sent to new members, to users who have forgotten their passwords and to members who need to renew their membership but can no longer access the restricted areas of the site. |
| mail delivery agent (MDA) | A generic term for email delivery applications that manage mail delivery between mail transfer agents (MTAs) such as qmail and mail user agents (MUAs) such as Thunderbird or Microsoft Outlook. MDAs generally operate behind a firewall, so if an email delivery has failed and Kavi has been able to confirm delivery to the MTA, the failure point can only be identified by admins responsible for the network protected by this firewall. See also: mail transfer agent, mail user agent |
| mail transfer agent (MTA) | A generic term for email transfer applications, such as qmail, sendmail, postfix, etc. When tracking the delivery status of an email, it is only possible for Kavi to confirm delivery or failure between the sender and the receiver's MTA. Beyond this point, the mail enters the receiver's network and delivery can only be confirmed by admins responsible for that network. See also: mail delivery agent, mail user agent |
| mail user agent (MUA) | A generic term for email client applications, such as Thunderbird, Microsoft Outlook, etc. See also: mail transfer agent, mail delivery agent |
| mailing list | In its most basic form, a mailing list is a collection of email addresses, known as list subscribers. When an authorized email is sent to the list, it gets sent to every subscriber on the list. Mailing lists are frequently used as a method of discussion on a particular topic. Mailing lists are highly configurable so that the organization sponsoring the list can determine who can subscribe, who can post, whether the list is moderated, and what kinds of email the list will accept. |
| manager | A user with special responsibilities and privileges when working with groups. Group Managers work in tandem with group Chairs to manage the resources of a specific group. |
| member | A member is a company or individual who holds a formal membership in the organization. The member is assigned the purpose of Individual Member (if the organization offers memberships for individuals) or Member Company (if the organization offers memberships for companies). See also: account holder, Individual Member, Member Company, nonmember, public user, role |
| member area | Workspace includes a password-protected member area which provides account holders access to manage account information, groups signup, mailing list subscriptions, event registrations, profiles, etc. This area isn't necessarily restricted to Individual Members; it may also be used by any account holder, including member company representatives, nonmembers and staff, depending on the organization. Access to member areas is provided through the 'member' role. See also: account holder, member, nonmember, role |
| member company | Purpose assigned to companies that hold formal memberships and enjoy membership privileges as defined by the organization bylaws. Member companies exercise their benefits through their Company Representatives. Informally, this term is used to refer generically to companies with this purpose, as opposed to member companies, staff companies or companies to which individual members belong. The Member Company purpose is only available if this is a company-based or mixed organization. See also: company-based organization, Nonmember Company, mixed organization, purpose |
| membership | Membership levels are typically defined in the organization bylaws and guided by policies defining eligibility, pricing structure and benefits. An organization may offer memberships for companies, individuals or both. Each membership type has its own eligibility requirements, benefits and duration. Many organizations have membership levels, so that a higher level of investment is associated with a correspondingly higher level of benefits. Other organizations have flatter membership structures based on participant types or sectors. See also: company-based organization, individual-based organization, mixed organization |
| membership history | The membership history consists of the series of successive memberships held by a particular member. The data in the membership history includes the types of all past, current and pending memberships, the membership term and which membership each of these was renewed with. It also includes those that were replaced mid-term (usually because the membership was upgraded or downgraded to a different type of membership), but not those memberships that were deleted. Past memberships may be in the archived or expired state. Memberships that are not yet current are in a pending state, such as pending start date. See also: membership |
| membership type | Users or companies can apply to become members of an organization using selected membership types. The configuration of the membership type determines the term of the membership, its price and the website privileges granted through that membership. See also: member |
| message header | An email header contains information similar to the information on an envelope you would use to send mail via the postal service. The full header consists of the message header, which contains the familiar To, From, Date and Subject fields, and the envelope header, which is generally hidden when viewing email through an MUA. When there is a problem with an email, the complete email including the full header must be provided to support so that information in the envelope header is available for troubleshooting. See also: mail user agent, full header, email header, envelope header |
| MHonArc | MHonArc is the mail-to-HTML converter used by Kavi applications to create web-viewable email archives. For more information, visit the MHonArc website. |
| mixed organization | An organization that offers both company and individual memberships. This type of organization has company representatives as well as individual members. It may be configured to include nonmember individuals and companies. See also: company-based organization, individual-based organization |
| moderation | Moderation steps can be added to the workflow of many processes within Workspace and Showcase. Moderation steps are generally configurable, so organizations that prefer to rely on automated processes to handle a certain kind of task can leave moderation turned off, while those that prefer to put the decision in the hands of a moderator can do so. For example, Workspace can be configured to enable moderation for company membership applications, but disable moderation for company representative signup. In Kavi applications, moderation processes are conducted through email as well as web-based forms and tools. See also: accepted domains, moderator |
| moderation queue | A moderation queue is a series of moderation requests awaiting moderator review and action. When a moderator acts on the request by approving or rejecting it, the request is removed from the queue. See also: moderation, moderator |
| moderator | A moderator is a person who handles decision-making at strategic points in otherwise automated processes. The moderator reviews certain kinds of requests submitted to the organization and approves or rejects the request based on established guidelines. Moderators usually handle specific kinds of requests, so moderation responsibilities are usually divided between multiple moderators. For instance, new memberships may require approval by the Board of Trustees, with an administrator entering the results into the system. On the other hand, designated personnel within the marketing department may approve or deny profile requests generated through Showcase. |
| MySQL | Kavi software is backed by MySQL databases. MySQL is the world's most popular Open Source Database, designed for speed, power and precision in mission critical, heavy load use. For more information about MySQL, visit the MySQL website. |
| nonmember | A nonmember is a company or individual with an account who does not hold a formal membership in the organization. If Workspace is configured to track nonmembers, nonmember companies and users are assigned a purpose of Nonmember Company or Individual Nonmember respectively. Nonmembers and their representatives have accounts, can login, can access protected member areas of the applications, and can manage their account information, groups, mailing list subscriptions, event registrations, etc. See also: account holder, company representative, individual member, member company |
| nonmember company | The purpose assigned to companies that lack formal memberships. The Nonmember Company purpose is only available if this is a company-based or mixed organization and Workspace is configured to track nonmembers. Informally, this term is used to refer generically to companies with this purpose, as opposed to member companies, staff companies or companies to which individual members belong. See also: company-based organization, Member Company, mixed organization, purpose |
| object log | An application log that stores all events that happen to a specific object (e.g., company log or user log). This log presents a condensed, friendlier version of the highly detailed and technical information stored in the full log. See also: full log, activity history |
| observer | By default, a user added to a group roster as an Observer may download documents and read group email, but cannot add items, contribute to discussions or vote. |
| open subscription model | A mailing list that allows users to subscribe directly uses an open subscription model. See also: closed subscription model |
| order ID | The order ID is a unique, human-readable identifier assigned to each credit card transaction. If the transaction originated as part of the billing process, the order ID will match the ID of the bill being paid. |
| origination | Indicates how a change recorded in an activity history was made. Some example originations include:
See also: activity history |
| payment method | The payment method for a bill describes how money will be received. Payments may be processed manually, as when receiving a check by mail, or automatically when paying by credit card. When a payment method for a bill is selected, the bill shows the appropriate instructions for remitting payment to the organization. |
| payment processing system | Another term for gateway. See also: gateway |
| pending company | A company in the process of applying for its first membership with the organization. Until the membership application process is complete, the company's information is stored in a database of pending companies. When the membership goes current, the company's information is moved into the regular company database and can be managed like any other company. |
| pending individual | An individual in the process of applying for a membership with the organization for the first time. Until the membership application process is complete, the individual's information is stored in a database of pending users. When the membership goes current, the user's information is moved into the regular user database and can be managed like any other user. |
| poster, poster list | The poster subscriber list stores secondary and alternate email addresses of users who are subscribed to receive group email under their primary addresses so that subscribers can post messages under these other addresses. See also: allow list, allow subscriber list |
| primary contact | The contact type assigned to a Company Representative which identifies that user as the company's principal liaison to the organization. Companies are usually asked to provide the name and email address of a Primary Contact as part of the membership application process so that the organization can communicate with the company via email. Important information about company memberships and benefits is routinely sent to Primary Contacts. Depending on the organization, Primary Contacts may be able to maintain the roster and data for their company. The Primary Contact type isn't used by individual-based organizations. See also: Company Representative, contact type |
| primary email | The email address a user identifies during signup. Automated notices and mailing list messages are sent to this email address. For many organizations, this must be the user's official company-issued email address. |
| private list | The opposite of a public list, a private list does not accept email address commands (administrative commands) from the public (i.e., from email addresses it can't find on the subscriber list or other lists of known users). |
| probe | An email sent automatically by a mailing list to check an email address that has been bouncing, or stopped accepting list email. See also: bounce handling |
| profile | A profile is a marketing description of a company or user, and may contain a description, URLs, and images. Each profile may be associated with several Showcase catalog items. See also: catalog item |
| public sender | When a mailing list receives a message sent from an email address that isn't subscribed, it classifies the sender as a public sender. A message submitted for posting is only accepted if the mailing list is configured to accept public posts. Depending on posting rules, the message may be sent to a moderation queue. |
| public subscriber | An email address subscribed to a mailing list that isn't associated with an account holder is a public subscriber. This email address may belong to someone outside the organization who is interested in the work the organization is doing, or it may be an administrative email address or alias. There is an important distinction between a public subscriber and a public sender. Any email address that is subscribed to receive mailing list messages (or is on the poster or allow subscriber lists) is classified as a subscriber; mailing lists handle posts from a public subscriber the same way that it handles posts from subscribed account holders. But the software classifies a sender using an unknown address as a public sender. Messages from public senders are only accepted by public mailing lists. |
| public user | If a Workspace installation also contains pages accessible outside the login, users who aren't recognized by the system are public users. This includes people who don't have Workspace accounts, account holders who aren't logged in, and users interacting with mailing lists through unknown email addresses. |
| purpose | Each user and company is assigned a purpose to classify the user or company in relation to the organization. The purpose determines how a user or company is managed: whether they are listed in member rosters and directories, what information is tracked in the account and what kinds of permissions to apply. Purposes for companies are: Member Company, Nonmember Company, Staff Company, and Company for Individuals. Purposes for users are: Individual Member, Individual Nonmember, Company Representative, and Staff Person. These terms are also used informally to describe the different kinds of companies and users that may be associated with an organization. See also: Member Company, Nonmember Company, Staff Company, Company for Individuals, Individual Member, Individual Nonmember, Company Representative, Staff Person |
| qmail | qmail is an open-source SMTP server used by Workspace. For more information about qmail, visit the qmail web site. |
| quorum | The minimum number of members required for the conduct of business. Meeting attendance tracking features can automatically compute whether a group's meeting met quorum. |
| raw archives | Mailing list email archives that live on the server's file system, as opposed to the web-viewable archives presented online as part of mailing lists and groups' email repositories. Raw archives can often be retrieved using ezmlm commands sent by email to the mailing list. See also: mailing list, MHonArc |
| regular subscriber | Regular subscribers receive every email sent to the list singly, as opposed to digest subscribers who receive email in batches. Users have the ability to select from these two options when managing their subscriptions. See also: digest subscriber |
| Reply-To | A field in an email header that provides the address to which replies to the message will go. It is similar to the return address on an envelope you'd send through the postal service. Like the return address, this field can be set by the sender and is not necessarily valid; if it isn't valid, email returned to the sender will be undeliverable. Mailing lists set the 'Reply-To' field to the address of an automated bounce handler so that when an email sent to a subscriber bounces, it won't be returned to the list and distributed to all the other list subscribers. See also: envelope header, mail transfer agent, Return-Path |
| Return-Path | A field in an email envelope header that stores the fully qualified domain name or IP address of the MUA from which the email originated and frequently includes the sender's username. Since Return-Path is added automatically by receiving mail hosts, it more reliably identifies the actual originating sender (the From and Reply-To fields can be set by the user). It also shows the path that the email took from host-to-host, including a timestamp for each transfer; this information is useful in troubleshooting email delivery issues. See also: envelope header, envelope sender, Reply-To, mail user agent |
| role | Underlying mechanism governing user access to Workspace and other applications. The default role for a user is 'authenticated', meaning the user has basic access permissions that allow the user to login and gain access to some tools. Other default and custom roles exist to grant users the ability to access the tools and information they need to participate in the organization. See also: role cache |
| role cache | All roles assigned to a user are stored in this cache, which cumulatively represents this user's level of site access. See also: role |
| rolling year | Rolling year memberships have a fixed duration of one year; the start date of the membership term is whatever date the membership became current, and the end date is one year from the start date. Membership terms in an organization with rolling year memberships can start on any date, as opposed to an organization with annual fixed term or fixed dates memberships, where all full-term memberships start and end on the same date each year. New rolling year memberships don't have to be pro-rated. Rolling year memberships lend themselves well to auto-renewal. See Also: auto-renewal, duration, term, membership term |
| scheduled email | A scheduled email is an email generated automatically from a preconfigured email template when a certain event occurs. Each application provides its own default email schedule and email templates, but the template and schedule are configurable and are customized for each organization. An organization's scheduled email might include membership notifications, ballot reminders, invoices, and payment confirmations. Collectively, all scheduled email managed through an application is known as the email schedule. See also: email schedule, email template |
| secure socket layer encryption (SSL, SSL encryption) | A protocol that allows sensitive information to be securely exchanged on the internet through the use of encryption. SSL used in conjunction with HTTP is called HyperText Transmission Protocol, Secure (HTTPS). See also: encryption |
| security certificate | Security certificates are necessary to establish a secure connection using the SSL protocol. Security certificates contain information about the certificate's owner, who issued the certificate, a unique identification number, and an encrypted key that can be used to verify the contents of the certificate. Security certificates are usually purchased from a third-party supplier and are typically valid from one to five years. See also: secure socket layer encryption |
| sender | Email and mailing list management software identifies the sender of an email by extracting the sender's email address from the Return-Path in the email envelope header. See also: envelope header, Return-Path |
| session | Session time is the amount of time a user can remain logged into the applications without displaying any pages or using the applications in any way. When a user’s session expires, the user is automatically logged out of the applications, and will be required to log in again prior to accessing any secure pages. The default session time is 72 hours and is calculated based on last login date + 72 hours. This time period was selected so that users could remain logged in over a weekend. When a user submits the login form and checks the box that says “Keep me logged in for two weeks” (optional), this extends the session time to two weeks. The two week session is calculated based on last login date + two weeks. See also: last login date |
| sharing | The sharing settings for a group determine who can access the group's resources: other groups, the organization membership and/or the public at large. |
| site error | Site errors require attention by support staff, and can frequently trigger email alerting support staff to the problem. If you are reporting a site error, please provide the username of the person encountering the error, the date and time of the error, and the URL of the page displaying the error. See also: source, source code, traceback |
| staff company | A purpose assigned to a company that provides services to the organization or that is used to group organization staff. See also: purpose, staff, staff person |
| staff person | User purpose assigned to a person who belongs to a staff company and helps manage the organization or the organization's website (e.g., is organization staff, works for a management company, marketing company, etc.). See also: purpose, staff, Staff Company |
| status | Status indicates whether an object is active or inactive. Objects may include companies, users, memberships, profiles, catalog items, etc. Status tends to be based on workflow states, with objects often added in an inactive state, becoming active, then inactive again as they are archived. See also: active, inactive |
| subdomain | A subdomain is based on the domain of a URL, with more specific address information prefixing the domain string, usually the name of a server used for a division of the company or organization. If the company domain is "example.com", the subdomain for the research division might be "research.example.com". See also: domain, domain name |
| submitter | The submitter is the user who added an item to a group, such as a document or an event. |
| subscriber | Technically, a subscriber is any email address on any one of a mailing list's subscriber lists. More commonly, this term refers to the owner of an email address that is subscribed to receive email messages distributed through a mailing list (i.e., regular or digest subscribers). An alias subscriber is any email address subscribed to an email alias. See also: alias, digest subscriber, regular subscriber |
| subscriber lists | Most mailing lists have multiple subscriber lists to determine:
For more information see the concepts document Subscription Types and Subscriber Lists. |
| super admin | A user who has been assigned the user type Super Admin has access to all installed applications and to the tools used to configure these applications. Super Admins also have access to the admin area and reports area. See also: user type |
| template blast | An Organization Admin can use the Send Template Blast to Company Representatives or Send Template Blast to Users to send template-based emails to a select group of recipients, such as Primary Contacts. Email templates have preconfigured address, subject and message body fields that the administrator can edit before sending. Template variables are replaced by real-time data extracted from the user's or company's records when the messages are sent. See also: email template, Primary Contact |
| term, membership term | A membership term is defined as a date range between a specified start date and end date. The end date is undefined for lifetime memberships. See also: duration |
| top-level domain | Appears as the final extension of a domain name, taking the format domainname.tld, where .tld stands for top-level domains such as .org, .com, .edu. There are thirteen of these domains, each of which has a single root nameserver that fields all Domain Name System (DNS) requests for that specific top-level domain. See also: Domain Name System |
| user | An account holder. Most account holders have application access, although users who have been deactivated or have had types (and roles and access) removed due to membership expiration do not. |
| user type | Used to classify users and implement business logic. Some user types grant application access privileges, particularly those assigned to individual members and nonmembers to provide access to tools, and those assigned to staff to grant access to administrative and configuration tools. See also: role |