Searching Options

Standard SearchMaster searching

The main way of searching is through the Search Master box at the top right hand corner of all pages. This is now demonstrated followed by the Meta Data search tool for finer document data searching instead of the Search Master content searching. The site administrator can change the priority to make the Document Data search the default by modifying the system configuration file.

First type into the Search Master box

The results appear as below, note the extracts, summaries and related topics.

Figure 13 - Search Master Results 1

Advanced Search Master Searching

Now select the ‘Reload Advanced’ Search button for more options, this will enable fine tuning of the search.

Figure 14 - Search Master Results

Advanced Search

This allows you to choose certain groups of document.

Approved documents, all signed off and live version.
Documents that are being worked on, you may not be able to view these documents if your permissions do not allow.
These are scanned OCR’ed pages that have not been signed off.
These are scanned and OCR’ed pages within documents that are live.
Any documents stored in web folders that are not stored within Document Master Storage but still indexed.

Important note: In the future this list may change to reflect only the live approved documents.

Minimum Document relevance is an internal calculation to how relevant the document is to the search string you entered. You can adjust this relevance here.

Minimum Extract relevance is the same but for the extract shown.

How many extracts the search returns.

Character size of extracts returned

Number of document per page returned, a drop down allows you to view the next page of results.

Web pages are set to ALL, but can just search document master documents.

Numbers of related topics are the alternative terms listed to the left of the results page. These are picked up from an understanding of the search query and what is in returned documents. So if searching on red wines, then burgundy or wine glasses may be suggested.

Highlight the words found in the search results.

Hide or show summary.

Exact match does literally match the words. However leaving un ticked means SearchMaster will try and find similar words. This is a two edged sword and removes some of SearchMaster’s most powerful attributes.

Size of the summary in characters.

Make Expert

Where you see this link you can mark the quality of the document and keep this author in your “My Experts” shortcuts.

Now when you visit this user again.

You can see their rating and open their documents.

Document/Meta Data Search

This is the section that you search on data about the document and not the actual content of the document. This is useful because it is like when you used to go to the library and search through the library cards looking for the title, author, category etc. Well this lists all of the library cards that have this data attached so you have less to look through.

In the menu, select the link to open.

Here you can see that I have typed “health” and I have selected the Title field. I can also search the Reference, Description, and Abstract etc. Note: the Description and Abstract can be slow searches. The ‘Blanks’ (Slow) option shows documents that are shells only and contain no assets, files or pages, just the framework and Meta Data. This is useful where documents are not ready but the system needs to know it is being worked on and meta data assigned. Select ‘Records’ for documents that are assigned as such.

To change the search type just select another radio button, for example, Author, so you can look for all document written by a specific person, or File Type so you can enter image etc.

Figure 15 - Document/Meta Data Searching 1

Meta Data Searching

By clicking on the link, I can navigate the document keys that have been attached to the documents by users while creating. This will bring up documents based on these key attachments, in this example the POLICIES & PLANNING key. Use the search box to modify the search by title.

Figure 16 - Document/Meta Data Searching Keys

If you have a large number of Meta Keys in your system, we can select the “Key Title” radio button to search for keys. This lists keys with the search string contained which we can then select to search.

Figure 17 - Meta Key Search

File Path Folder Search

We can select the folders option to search all parts of the system file plan with the part of the search string contained as below. Note it shows the complete path leading up to the folder or class we have searched. We can now click on any part of the paths to go into that area.

Figure 18 - File Plan Folder Searching

Document Handling

This is an overview of the process involved in creating a document, editing and launching various workflow such as approving, deleting, giving public access through the CMS etc. It also covers some key areas like adding sticky notes and adding users to your document edit rights for collaborative group working.

Explaining Document Handling

There will be confusion from some people about how we handle and describe documents with Document Master. When you create a document in DocumentMaster, what you are actually doing is creating a digital Document Binder that can hold a single Word document or a spreadsheet etc. However, it can also hold a number of images, a video, and a presentation script in word format all within the same binder. So what we call a document is actually a holder for one or more digital documents or assets that can be worked on as one object and signed of together.

The File Plan Explorer

Figure 19 - Document Folder Explore

Create New Document

This is where it all starts, within the File Plan explorer. Navigate to the folder that you want to load the document into and then click on the button highlighted above. This will launch the document creator panel and allow you to upload your document.

Figure 20 - Create Document

Now you have this screen open, Figure 20, select the Browse button which will allow you to find the file on your computer or network and select it. You can at this stage press the Create New Document button, it will then copy this digital asset to the folder selected and the title and description will be created from the file name.

However, you can enter the Title, Reference and Description etc that the system holds to find these documents at this point if you choose. Alternatively these can be modified at a later date by clicking on the Edit Doc button in the Document Viewer page.

Web Link Documents

Administrators function. In this document creation page you will see the Web Link option, Figure 21; this allows you to create a document that has the functionality of a link to a web site. The reason for this is mainly to create what we call web folders which are areas in the system where you can put mini web sites that Search Master can index for searching. These are put in the Web Folders root drawer if they are to be indexed. Speak to an administrator about these. Also you can point to external web sites and index them, they will then appear in your system. One more thing that is popular, is that you can point to a document held on another system or site and treat it like it was on your own. It can even be tagged, and put through a normal approval process.

Figure 21 - Create Web Link

Free Text Editor

Open this to enter your content without the need of a word processing application. This acts and feels like most modern word processors and is a great way to create content within the system.

Document Viewer

Once uploaded you are brought to the Document View page.

Note that when uploading a new document it can be any file type. Most of these file types have an associated icon, but if you see the icon that does not mean that this file is not supported, just that there is no icon for it in the system. Just contact your administrator to have new icons uploads.

Figure 22 - Document Viewer

Here you can see the page uploaded, click on the “Show Details” button to get the document details panel open. This gives you an instant view of all document data and storage space used. At the top of the page are the document revision title, and the list of revisions in this document. Clicking on the numbers will take you to the appropriate revision. The ones with the lock are signed off or approved versions, the one with the green background is the live version and the yellow background signifies the one you are viewing.

Update Document, (Create new revision)

What if you want to make changes to any document or asset within it, look at figure 22 and see the Word asset? Underneath the word icon are 4 small action icons. Remember some documents have a lot of assets so remember to update the correct asset.

Click on the icon to bring up the replace panel.

Press on the browse button and find the file to replace this asset, on your machine. Click the replace function and it will replace the old asset with the new file you have uploaded. Remember this will delete the old version, if you wish to keep it, you must approve that version and create a new revision.

Document Asset Tools

You will notice in the Document View page that on the left of the document details panel is the document Asset viewer panel. The asset viewer only shows the first 20 assets in any document, but if more a link will appear to allow you to view all.

Asset Display

This is the asset view of a document with a single asset, in this case a Word document. However, it could have many different assets to make up this document project. We will show just one and explain the buttons underneath it.

Asset order Buttons

These buttons allow you to change the order of the assets within the document binder. The left arrow lowers the asset number and the right raises it. The Asset, numbered one, is always shown whenever a document is searched and is the basis of the document binder. Asset two should be an image if possible as it will be your default image for the document.

Asset Delete Button

This allows you to delete this asset from the document binder, note when you do this you must click the Confirm Delete button in the document view, see document viewer buttons for explanation.

Asset Replacement Button

This button enables the user to replace any asset in the system. Just click on it and the file upload box appears. Just select the new asset and press the replace button. This will then re-index this asset and remove the old index in SearchMaster.

Image Asset Viewer

This button changes the document viewer page to allow you to view an image asset, or maybe download it. Note that if copyright protection has been assigned to this document then unless the creator has assigned you rights to view it, you will see a watermark over the top. When clicked, this bar will be displayed above the image.

Click on any of the 25%-100% buttons to view at that scale, or press the Download file button to get the full image on your computer.

Sticky Note Attached

This icon means that this asset has a new sticky note attached to it. Click on it and the latest note for this asset will be displayed. For previous notes view the Document Revision Audit trail link in the left hand document functions bar.

View all Images in Document

Use this button to open the image you want using an iTunes type viewer.

Document View Buttons and their functions.

Figure 23 - All Document Action Buttons

Doc Help

Click this button to view the flash movie walk through of the basic features of Document Master.

Record Closed

This shows that the record that holds this document is closed, and as such no documents can be added or modified etc.

Folder Closed

This shows that the folder that holds this document is closed, and as such no documents can be added or modified etc.

Show Details

All document details are displayed in this panel.

View Thumbnails

This button just takes you back to the basic view so you can view the thumbnails and view the assets within this document binder.

Confirm Deletion of Asset

If you are deleting an asset, this button will pop into the display to make you confirm deletion of it.

Document Access

This takes you to the document security screen, this is the place where you can give individual users access to your document.

Figure 24 - Document Access Panel

Click on the Read/Copyright/Edit/Full control links for any user that you wish to give access. The copyright access allows for removing the watermark on copyright protected images. These rights are independent of the security rights setup in the file plan. The initial list of users is the one from your MyColleagues list. However, if you want to list different groups you can click on the groups lower down and their list of name will be displayed to allow you to choose. Full control means that the user can also launch workflows.

Policy Tools

Policy tools are an optional module that enables an administrator to create a confirmed reading system. Users selected must tick a box to prove that they have read or understood the document, or alternatively answer a multiple choice questionnaire about the document.

Add to My Document

Click on this icon to add this document to your MyDocuments list, this will enable quick navigation to this document. Also, whenever a new version is created a message will be sent to you updating you on the new revision.

Remove from My Document

As above but remove.

Launch Document in Microsoft Word

Click this button to launch the document into Microsoft word. To do this you need to have the Word plug-in from your administrator installed in the word templates folder on your computer. If you do have it then the long file name in the title bar includes all login details for word to be able to resave back into document master, as it resaves the file it replaces the title correctly.

Open Word document in Browser

This button opens an html version of the word document in your browser. It is only a representation and may lose some formatting or characters. This only works when the Word plug-in is set up to create this HTML version for you.

Check out Document

This button allows you to lock a document so that only you can edit it when you have multiple users allowed to work on it. Also a new menu will appear in the MyWorkspace menu called My Checkout.

Check in Document

As above but checking document back in.

Add Sticky Note to Asset

This allows you to add messages to your assets held within this document binder. All messages are stored in the audit trail and cannot be removed.

Figure 25 - Sticky Notes

Type your message and select the asset number from the drop down and then press the submit button. Then when you click on the Asset message button you can view the message. If you add another it replaces this one and old messages must be viewed from the Revision Audit trail.

Figure 26 - Sticky Note 2

OCR/Thumbnail Scanned PDF Documents

This button launches an optional tool for extracting thumbnail images for scanned PDF documents so that individual pages can be viewed easily and each page can be OCR’ed and indexed by SearchMaster.

Search Master Tools

This is a tool for controlling SeachMaster by re-indexing document assets and showing the status.

Edit Document Details

Click on this page to modify the document details, e.g. Title, description, Author etc.

Add Asset to Document

This allows you to add another asset to this document binder. Just like in the Add document page, you click the browse button and select a file from your system and it gets added to the asset list.

Figure 27 - Upload Form

Create Document Shortcut

This will create a shortcut in another folder listed in your MyFolders menu. Just select and confirm, note it does not move the document and whenever you click on the shortcut you will be brought to the original folder.

Figure 28 - Document Copy shortcut

Document/Meta Data editor

The Document/Meta Data button enables the addition of Meta data keys to be added to the document. This enable quick searching using the Doc/Meta data links, by selecting a key, all documents with that key attached are returned.

Figure 29 - Meta Data Editor

Select from the different groups of keys to add to your document. Note some are mandatory and if not selected when submitted the background colour changes to red and will not allow you to post without selecting the mandatory group.

Make Document a Record

This allows you to convert the standard document into a record by creating a new record around your document, or adding your document to an existing record. This gives it the lifecycle that records in this area have.

Move Document to another folder

Like the shortcut creator, the move document uses the MyFolders list to build the selector to choose a folder. Once selected, the document is moved into this folder completely and the audit trail marked accordingly.

Document Locked

This shows that the document cannot be worked on. This is rarely used.

HTML Editor

If this document has been created with the built in text editor then you can edit it with this button.

HTML Viewer

This allows you to see what this page will look like in the web site configured for this area. You can then click on the top left icon to return to editor. This is how to create web page content for the built in web site engine.

PDF Output

This function will combine assets within the Document into one PDF file. This is useful for printing in high quality when the assets do not necessarily print well. Note that only assets that can be printed are displayed; just tick the ones to join up in order.

Now click on the PDF link, but note that once clicked the temporary PDF file is deleted.

Workflow Buttons

See further down at the end of workflow section for quick workflow button in documents.

Company Created Document Workflow Procedures

Once a document is created and ready to be viewed by others you must launch a workflow to approve it. If the system is setup by an with workflows within this part of the file plan, then these formal workflows are used instead of the quick workflow buttons. The process is straight forward and involves the document creator or author to launch the workflow, which then locks the document as read only and sends a message to the person who needs to approve the workflow. This could be in just one person or a group of people.

Figure 30 - Workflow – Meta Data Incomplete

Run your mouse over the Workflow functions bar on the left and look for the Approval workflow. The name of the workflow may vary from installation and file plan area to another but should say Approval. However, in this one you can see that the “Metadata Incomplete”. Click on this link and it will take you to the Doc/Meta Data page, see figure 29 above, to enter the mandatory data displayed and allow the document to be approved.

Figure 31 - Workflow Approval

Click on the “IMS Document Approval” link in this case.

Figure 32 - Workflow Launch Link

Press the launch link on the right.

Figure 33 - Workflow Approval Panel

In this occasion I am the next in line so you can see what the next person in the chain can see to confirm the signoff for the approval. Just tick the Approve box, enter a comment and submit. However, you can reject it so that the creator can make changes needed. You can also redirect it to a colleague from your list in MyColleagues.

All other workflows work the same way including the Delete Revision which will delete just the latest unapproved version while leaving any approved documents. The Document Delete will delete all unapproved and approved revision and assets.

The next important workflow is the Create New Revision workflow. This creates a new working revision copy of an approved revision. This can then be worked on and once finished it can be signed off by putting it through for approval again. Once approved this becomes the new live version, and the previous revision is kept for historical record.

A full list of basic workflows at this point in time, more will come on line in later revisions. Note that you may not have them all in your system as they do not all have to be setup, remember if none are setup then the buttons appear for document deletion, approval and make public.

Normal Document Workflow Actions

Approve User Revision

Makes available to other users in this area of the file plan to read only. However, you can give other users edit access with the Doc Access button in the document view panel.

Create new user document revision

You will no doubt want to make new versions of the same document to update it over time. This lets you do that by creating a new copy of the same live file. The other users continue to see the previous file until the new one is approved to replace it.

Reverse approval process

On the first time a document is approved, i.e. the first revision you get the option to reverse the approval to make. However on the second revision this workflow is removed.

Make this document public

This enables this document to be a publically viewable document. That means anybody who can see the login page or the Intranet welcome page can view it. Also links to this document can be added to any site to enable viewing, bearing in mind that this system is not behind a firewall.

User Revision Delete

Delete this non approved revision from the document. This will only delete a non-signed off revision.

User Document Delete

This will delete the entire document and all revisions and all assets. It is destructive and not reversible. However, all document audit trail data is kept.

Records Workflows Actions

Some of these are hidden because records are for keeping; however, when record lifecycle action reaches the time for action they are launched.

Approve Record Revision

This is like the document revision approval except it operates on record documents only. Usually available.

Create new record revision

Again this is like the standard documents create new revision. Usually available.

Approve all Record Revisions

This workflow allows all documents within a record to be signed of in one go. Obviously it only approves the ones that are not already, use with caution. Usually available.

Record Revision Deletion

This allows a document revision that is not approved within a record to be deleted. Sometimes available.

Record Deletion

When a lifecycle of a record reaches the delete end of storage life then a workflow is launched to delete it. Only available to be run when lifecycle rules fire the action.

Record Document Deletion

Allows a record held document to be deleted, setup from main configuration by site admin. Can be useful in some cases.

Not usually setup and not recommended.

NOTE: If this exists then the system is not a Records Management compliant system and will be marked as such.

Record Archival

This will action when lifecycle actions it, the record and documents contained will be archived and made available to be transported to an archival facility.

Quick Work Flow buttons are available when no standard workflows setup in this area.

Delete complete document

This button will delete assets and revision within this document, be sure that is what you want to do and you must press the confirm delete button to complete the process.

IMPORTANT: If this document is within a Record then the delete function is not available.

Approve Document

Pressing this buttons approves this document to be read by other users who have read access to this part of the file plan.

Reverse Approval

Unlocks the document so it can be edited, it is also no longer viewable by the rest of the members of this part of the file plan.

New Revision

When the document is approved you can create a new revision so that you can make changes without affecting the old version. When finished approve this and it will replace the live.

Make this document public

By clicking this button anybody can read this document and all assets contained without logging into the system. Use this to make documents available to public web site.

Reverse Public Status

This stops the public non logged in user from viewing this document or assets contained within.

Document Master Quick Start

The Quick Start system was designed to allow you to login and get to the basic functions that we want to do quickly and as simple as possible. Most of the time we just want to upload a document and go and rather than load the main welcome screen this Quick Start panel was designed to improve efficiency.

To launch the quick start system you must activate it, this is accomplished by selecting the link in the User functions panel. This will now activate the Quick Start panel to be the first thing you see. Note in the next image that there is a check box to disable it from starting.

Figure 34 - Quick start main screen

Quick Start Icons explained

File Upload

This button allows you to upload any file type into any of your stored folders – MyFolders.

Upon pressing the button this drop down box appears showing a list of all of the folders that you have attached to your workspace in the MyFolders section and that can hold documents or files. Just select a folder and follow on.

Now a button appears to select a file, press it.

Now you see the Browse button, press that.

Now look for the file from your system to upload (Copy to System) and press open. You can only load one file at a time.

Now we have the file press the Upload button, note that this may take some time to upload depending on how fast you network connection and the size of the file you are uploading.

Now this is complete and you can go to the document viewer page or do something else.

Create a new Document

Unlike the standard file upload functionality which creates a document quickly by just loading it to the system, this will guide you through creating other types of document using the document create tool.

Press the button and the folder selector appear again, as before choose one of your folders from the MyFolders collection.

Now press the create key to launch the document create page for this folder. Now view the Create New Document in the Document Handling section around page 22.

Modify Document

Pressing this button will open the selector containing all the revisions you are working on. These are the documents that have not been approved as yet. Select one and then press the modify button to jump to the relevant document for working on.

Search Content of Documents

Select this button and type into the box your search phrase; this will use the powerful concept driven search engine to return documents containing highly relevant content.

Classification Search, or Meta Data Search

This allows you to search documents not by the content within but by the data provided about them, a bit like the library cards system but more powerful. This can be by the title, reference, file type, author or many other ways. Also you can search for keys built into the system that get attached to the documents either on a voluntary or mandatory basis.

Firstly press the button

Now you can select from one of the main fields or select the Meta Keys at the bottom. When you press the data search button you will be taken to the meta data search page which will show the results and modify your search request.

Personal Folders

This will take you to your personal folders collection. However, this is only available if these folders have been created by the site administrator; if not then this button is not available by company policy.

Explore System

This will take you to the system file plan explorer. See the file plan explorer on page 12.

Send Message to colleague

This allows you to send a simple message to a user colleague along the lines of Messenger and Skype text messaging. These messages use little bandwidth and are stored in system for future reference. Press the button to activate and show the colleague selector drop down box.

In the drop down box is a list of your colleagues. When you select one the text input and send message buttons appear. Type your simple message in and press the button, if however you want more space or to add document attachment links then just press the button without adding a message yet. However, for now just type a small message and press send.

Now it has gone and you can carry on.

Add New Colleague

Because you may have hundreds of people in your organisation it can be too many to remember them all, so we have the My Colleague shortcuts built into My Workspace. If you want to add a new colleague, press this button to do so.

Select a user from this drop down box. They are organised in alphabetical order from there first name.

Once selected the button appears, so just press to add to your colleagues list.

Run Workflow

Use this to launch one of you workflows for approval. On pressing a drop down box will appear with any workflows you need to complete. Select one and follow the instruction.

Logout of System

This will terminate your session on the server and log you out of the system.

Welcome Page

This will take to document management system welcome page, but whenever you click the top left DRM logo it will bring you back to the quick start page again, see next part to stop the quick start.

Replace Welcome Page

If the check box is ticked then when you press the top left DRM logo, you will also return to the quick start page. If you uncheck the box then the quick start page will be de-activated and will need to be re-enabled in the user functions bar.

This means that the quick start bar has been disabled, go to the user functions menu and select the link.

Committees and Meetings Module

This module is an addition to the Document Master product from Weblabs ltd. To make this manual easy to use it uses screen shots whenever possible to give you a point and click guide, however, it goes without saying the data displayed may vary.

Note that this manual shows Administrator functions which normal users do not see. If you have problems speak to the clerk who is set up as an Administrator to complete this function.

To get us started you need to know where to start so assuming you are at the login page pictured below, enter your Login and Password details that were given to you by the system administrator.

This will now bring you to the main welcome page, note you can return here at any time by clicking on the DRM logo in the top left hand corner of the page.

Figure 35 – Committee Panel location

Note the committee bar highlighted in red only appears if your company has this module. Run your mouse over it and you will notice it opens, but it also closes when you come away from it. Hover over one of the following functions listed below and select.

When you hover over the bar it opens to reveal some options that are specific to the Committees modules.

In order:-

New committee function.
New Meeting function.
Explore committees open up the file plan viewer which is like using the file/folder explorer in your usual operating system.
All committees calendar give you a year long monthly calendar view. If you want to open the calendar for a specific committee, use the Explore committee’s link and select the committee. When open there will be a Calendar option.
Late Committee work shows all agenda’s that are behind schedule and need updating.
Committee searching is the same as the public view of the committees but within the admin system.
User creation allows new members to be added to the system. Refer to the Document Master Guide for this function.

Creating a Committee

Select the New Committee link in the committees menu bar.

Here you enter the main details for the committee you need to create.

Note that the title is in red as it is mandatory.
The description is optional but not a bad idea of putting something in here. However, note that this text will be used on the public site to describe what this committee is about.
Note that the chairman and clerk are defaulted to your account, change if necessary but if you are not the clerk or alternative clerk then you must add your account details to the committee, described later in this section, or you will not have access to this committee folder unless added as a member.
Enter the details and press the “Create Committee” button.

Now you should be returned to the explorer showing the committee awaiting the creation of meetings.

Adding Users to the Committee folder manually

However, before that we add meetings we want to add another user to the system, for example another member of the committee team that needs to be able to upload and view documents in this committee. We do this by clicking on the User Access link which is an Administrator only function.

This is the page that lists members of the secure committee area; you can add any one from the users list to allow them access to documents within this area including the meetings included. Note that when you add members to the committee in the meeting viewer later, they are added automatically to this group so you do not need to do that now. Just add members of your team who need to have access.

Click on the Add User link circled in red to view the next page.

Click on the tick box in the circle to add this user to the user group for this committee. They will now have the same rights as in there existing global user document access rights. For more details view the Document master Guide.

Creating a New Meeting

There are two ways to achieve this:

Use the Explore Committees link to open a committee and select the link.

In the Committees bar select the New Meeting seen here.

Either way you end up at the Committee Meeting creator page seen below.

You will firstly note that no committee has been selected, that is the only difference between launching from the committee direct or the way we did it from the Committee bar.

To create a new meeting:

Select a Committee if not already selected.
Enter a title, usually good to start with the date e.g. 2007-10-15, yyyy-mm-dd. This is because in the public navigation there is not date displayed.
Select the meeting date from the calendar.
If necessary select a date that documents are needed by.
Enter the time.
Type in the location, this will be displayed to public.
Post code; ensure you leave a space between the two parts. This is used with Google Maps and sometimes if there is no space it does not find the map.
Press the “Create Committee Meeting” button.

Next if all is ok, you will be returned the committee explorer within the meeting folder. If there are errors they will tell you at the bottom of this page.

So now we have the meeting created and read to start on the Agenda. Note that as of now this meeting will appear in the Public Committee viewer showing the date of this next meeting and other necessary details.

Click on the Meeting Details and Attendees link circled in red, this will display the main meeting details viewer page.

This is the page you will be using quite a lot so let’s have a good look at it.

This link takes us back to page that is identical to the Meeting creator page, however it allows us to make changes to the meeting.

This opens the Committee folder for viewing all meeting held within and access to the committee calendar also.

This takes us to the Meeting folder.

This opens the Agenda creator tool, more later.

We can send apologies for ourselves with this button, however if the mark apology button is pressed then we can mark somebody else’s apology and a substitute here.

Shows a list of attendance of a member, but only to those meeting where they were required to attend as opposed to being invited.

Mark an apology on behalf of this member.

Invite this member to the meeting, no recorded lateness kept.

This marks the member as having to attend, if they cannot make it they must in some cases mark an apology or have it marked on their behalf.

This means they must attend and supply documents for reports.

Use this to remove the record

At the bottom of the page you can select a group of users to pick your members from. Most of the times you may want to select the “Users” group as it contain ALL users in the system. However, you can choose any and create your own.

Creating the Agenda

Overview

We have the meeting and now we need the Agenda and reports.

Click on the link, note it may be red if overdue for creation.

This is a complicated page and you need to understand how to use it, once you understand the way it works it will allow fast creation of Agenda’s with fast importing and other features. So lets get started.

Click this link to return to the Committee meetings folder.

Click here for this Meeting folder.

This link takes back to the Meeting details viewer.

This link will open up a new window with a full preview of the private agenda. This is the version that has secure information that is not for public consumption.

This link will open up a new window with a full preview of the public agenda. Any secure items on the Agenda will be replaced with an appropriate message selected from the drop down list.

Use the top button to import the agenda items from the last meeting, but only those that were marked as a template item. This way you can easily import often used agendas and modify. vastly speeding up creation of agendas. The pin button just confirms the action and must be pressed. The header, news and footer boxes will also be filled.

Use the top button to import the agenda items from the last meeting, note this will copy ALL items. This way you can easily import often used agendas and modify, vastly speeding up creation of agendas. The pink button just confirms the action and must be pressed. The header, news and footer boxes will also be filled.

Once you are happy with your agenda then this button will create the full documents of the public and private agenda’s. These are in word format and can then be used to print of paper version of the agenda for manual distribution. Again the confirm button must be pressed.

Adding an Agenda item

In the Agenda Builder screen you will see this toggle switch. Change this to “Add items” and a new panel will appear.

In here you create your new item with the full text editor.

Enter the item number, if left blank it will put the next number in. This shows public view, but you can select “Secure View” which then needs a login to see the document.

If you mark an item as a template, then next time you create a meeting you can import all template items or as shown here just individual items. Tick the box to remember this as a template item.

Title, fairly obvious really.

You can select a member of this committee and their details will be added automatically, or enter contact details for a person not in the system with maybe a telephone number.

This is to add reports that are stored within this meeting folder, remember they only show up when they are approved, and for public items, they must be flagged as “public documents” to be added.

This is the editor for typing your content, you can cut and paste from Microsoft Word, but sometimes this can cause display issues.

Once happy press the “Add item to Agenda List” button.

Header, News and Footer

These allow you to modify three different sections of the overall document.

Header is right at the top, then News, then the items of the agenda and finally the footer.

As you can see it is just a text editor with options to change to other sections of “News” or “Footer” and the submit button.

The link will drop the changes and return you to the Agenda items page.

Add Item Header

This allows you to put a break within the document for titles, notes etc that are not actually items in the Agenda document but equally important.

You enter the item number and whether you want it above or below that item.

Creating the Minutes Document

The system has an automated way of creating minutes by importing the items on the Agenda and entering the resolutions on a per item basis. However, from experience we have found through our user base that it is easier and more efficient to upload a completed document for the minutes and attach and sign off. So these instructions will show this method.

In the meeting viewer window click on the circled Minutes Creator link.

Now assuming you have uploaded a document that has been approved and made public and has the text “minutes” in the title then click on the “Load Minutes from Folder” button.

NOTE: This document will not appear if it is not public and with the text “minutes” in the title.

Now click the “Confirm External Minutes” button

Now you can see the completed minute’s link and this is now also published on the public web site.

Approve Minutes

Also here it is asking to approve these minutes, if your organisation approves immediately then ok, but some only approve in the next meeting. This can be setup in the main configuration file and it will only show “Approve Last Minutes” button instead.

Policies Creation Tool

The policies creation system has two main objectives in relation to the important documents within your organisation. Firstly, it distributes the right document to the correct groups of users making them aware of company rules, policies and health & safety matters etc. Secondly, it ensures that the reader understands the document that has been read.

Understanding is a tricky one because any can tick a box and say I have read and understood. I bet you have ticked to accept licensing box on your software and not read it. That is ok for software but what if it is the escape route from a burning building. So, the system allows you to have the normal tick to agree having read and understood, but there is a second mode that makes the user answer a multiple choice questionnaire to prove they have understand and must pass the test to complete.

Simple Click to Approve

Any document can be setup and what follows is the process to make it a policy document for a group of staff. Firstly login and go to the document that you wish to setup as a policy.

Click on the ‘Policy Tools’ button and open the screen.

Here you can see the first form that appears, what has happened is that a policy data record has been setup for this document I have created.

In this screen the big red oval is showing two groups of users I have selected as to receive this policy and have to approve it. These can be added by clicking on the group names below, or removed with the remove link.

The top red oval shows the link for making this policy live, just click and then this will be ready. This will now add a link to all users ‘My Workspace’ menu selector on the left and also add to the My Policies link at the top of the welcome page. See image below.

The user can now at any time click on one of these links to view the document and mark policy as read.

If the user has read the document they can click confirm or click the ‘Show Details’ button and load the document to read first.

Multiple Choice questions to confirm

If you have an important information document that must be understood as in the case of the building fire escape procedure, then you can set a question and answer session for this document. Note this could also be used as a normal testing document for training etc. Such training documents can include normal multimedia files as part of this training document.

In this same document click on the ‘Policy Tools’ button again and come to this screen. Now click in the link shown above to cancel the policy document so we can change the type.

Now we are presented with a question box with a suggestion box to show the user if the wrong answer is entered.

Next page we add answers.

Now you have the question and clue, type an answer in the Add Answer box and from one of the answers click the make correct. If you make an error just delete the ones that are wrong. Try not to add non alphanumeric characters as they may not be accepted. Keep adding questions until finished and then make policy live again.

Now re-enter the policy document link and you will see the question, obviously you need a few to make it worthwhile.

Tick the answer box and because the default pass mark is 75% you will pass with only one question. If you select a wrong answer and overall score is lower than the 75% default then you will see the following.

As you can see the clue is displayed and the user must retry the test by reloading it until they pass, then a message is displayed congratulating them.

Now it is time to manage this data so go back into the document and click on the policy tools again.

At the bottom of the page is the reporting function, click on the (Click for more details) link.

Now you can see at the bottom those that have completed the task with either a percentage or a confirmation and those that have not. For those that are being slow you can click individually on the names to mail them a reminder or click on the highlighted link that sends a reminder to all who have not completed the task.

That is policies but try using it in testing your user’s mental knowledge or quick fire questionnaire competitions, you could even use it as a basis for a quiz competition.

Administrators Tools Only

There are certain functions that you would only want performed by an administrator or more experienced user, these include the file plan, user accounts and workflow maintenance to name a few. What follows are the notes that these super users need to do there work.

Class / Folders – what is the difference, well technically not much except that folders can hold files and classes can only hold folders. Basically, the Class is an object that describes a part of the organisational structure or function within that organisation. The folders are the structure for holding documents and assets within that organisational structure. You cannot create a class within a folder structure and folders cannot be put into another folder if it contains document or is setup to, and you cannot create a folder inside a class that has other classes, sorry if that sounds complicated but rules are rules and we are bound by them.

File Plan Toolbox

Create Root Class

Let us start by clicking on the file plan explorer in the welcome page.

Only one Class has been defined, but you can see the link. Click on this as it is the only way to put a new main branch in the root of the file plan.

From now on when you edit the file plan the top two boxes cannot be edited, so you need to enter a title, reference and description in each of these fields even if they are the same value. To change the open date click on the Calendar button, this is so you can signify when a folder was opened originally even if in this system it is not today. The system keeps a created date any way as well as the Open date.

Select the General Records type and the DM Main Meta Group as default, later on in the plan these usually get inherited.

Click the submit button and you will have a new root class.

Add a new class

Remember you cannot create a class inside a folder!!

Click on the Add Class link and a similar screen appears, fill in the details and another class is created here.

Add a new Folder

Remember: you cannot create a folder inside a class that has other classes.

Click on the Add Folder link.

Again similar to add class function but this time you have the option to add more folders or add documents. Once set this cannot be changed without deleting document and deleting the folder.

This will now allow more folders below this folder to continue your file plan.

However, if you click on the document folder link you are given option to create different kinds of document folders or more than one type of document in this folder.

These are purely normal every day documents.

These are for holding template documents.

This enables this folder to hold records.

Records are special documents, basically a record can hold one or more normal documents but these cannot be deleted and are controlled by a company setup lifecycle policy. So certain documents may be kept for ten years or a lot more without deletion. Be careful setting documents as records because they cannot be deleted, not even by and administrator.

Delete Folder or Class

Note the Delete Empty Folder link, this is the only way to delete folders, and only viewable when all documents are deleted. You will also see delete Class links, again these must contain no folders or other classes. If you have documents deleted, then setup the trashcan folder ID in the web.config to point to any document folder and deleted documents will be moved there. There is also a web service call that will move all deleted document records and audit trails to this global trashcan. Remember deleted documents keep all audit trail information for ever.

Create Web Site

This link will be covered in another chapter but enable any Class folder structure to be a new web site. So for example a Class section called Marketing could be a default web site with promotional material. Or a personal folder structure can be turned into a mini web site.

User accounts Setup tools

Create Account

In the Admin functions bar is the account creation tool, click this and enter new account details.

This brings us to the global user permissions window.

Here we set the users global permission and the groups they are a member of.

SA: System Administrator. RM: Records Manager, RO: Records Officer,

RE: Reviewer (Read Only), EU: End User (Read/Write)

Just tick on the icons to change status, and select another security group to make a member.

Now select the user maintenance or directory tool and find the user for more options.

Bar User Account

Bar the user from accessing the system.

To unbar the user, and give access to system again.

Reset User Password

This button allows the user to have a fresh password that they can change. The administrator can see the new password and then the user can change it.

Change User Access

This button allows administrator to change the user’s security access.

Edit User Account details

This button enables the user account details to be changed.

Whilst most users do not like this, a user photo can be upload which is very useful.

Also each user can, under the discretion of administrator, have personal folders in their own secure area. Again this user can be setup with their personal web site as well.

User Details

View user account details

Add to My Colleagues

Just click on this link and now this user will appear on any of My Colleagues lists or drop downs.

Click this link to remove user from My Colleagues.

File Plan User Access

Overview

By default the root of the file plan has the “user” security group attached to it using the default global rights of these users. This means that anybody with at least RE status can read any approved document in the system. It is possible to change the default to stop this user group being used but for most cases it is unnecessary to do so.

User Access Code definitions

SA – System Administrator, RM – Record Manager, RO – Record Officer, RE – Reviewer (Read Only), EU – End User (Read/Write).

The security setup of this system is based on the principle of the upside down tree, see the above simplified sample. At the top by default all users can have access but at any point a branch can have a new user security group attached with different security rights. You can even change the rights of that user within this new section by removing some of their rights, but you cannot add.

Click on the user access link.

You can see on the previous image that it is using the “Brentford Fountain Leisure Centre” security group and contains the users you can see. On the right you can see the users global permissions and on the left their actual permissions in this area of the file plan downwards. Note that permissions can only be removed and not added.

Create a New Security Break in File Plan

This is the way that we break the tree then create a new secure area with different folder security access within the file plan structure. Remember any changes propagate down through the file plan tree until broken again. It is important to design your file plan and security tree structure and not just throw it together, whilst you can modify it, it is best to think first then act.

Firstly go to an area of the file plan that you want to break off with different user group and/or workflows.

You can see here that we are in the “Centre Information/Brentford Fountain Leisure/clients/” folder.

Click on the link.

Now you can see the group being used in this area and the users/permission. Now we want to change this by breaking the tree further down with a new permissions structure. So look at the bottom of the page and see the “Change Setting of Folder Security” panel. Note once these changes are made, they cannot easily be undone.

This now opens a lower panel, in which you can see the “Select Security Group” option. If the group is not created you should go and create it and populate it first. Then choose the group of users to have access to this area.

This tick box when checked disables all user’s permissions and forces you to reset them for this area; if you leave it un-ticked then this area will use their global permissions.

This box sets this area of the file plan to have no workflows and to use the Quick Workflow system until you create some manually, if left it will inherit from above. See more on this in the workflow maintenance area below.

Once happy click the submit button to create a new break in the tree.

Workflow Creation tools

Overview

The EDRMS has a flexible workflow system designed to enable many kinds of document and record based workflows, these are mostly organised around the approval, rejection and redirection of various tasks. The first part of task creation is to create a generic workflow, defining the task, steps, and type of user or groups that need to approve the workflow action. There are no specific details at this stage; this is so you can reuse them. This is then added to a pot of workflows to choose from and use throughout the file plan.

Note: that when you break the security tree, you get the option to reset the workflows for this area. If you do this then all work flows need to be recreated using the pool of workflow tasks already created, if none are created then quick workflows are used instead.

The Workflow Library

This is the workflow library page which can be reached by clicking on the “Workflow Library” link in the admin functions menu panel. Click on one of the links say the “Approve Document Revision”.

In this panel you can see only one task. This is because once the workflow is launched it only needs to be approved by a member of a specific group with the Access level of “End User”. It could have been set to a “User Action” instead, but this then limits the task to only one specific user in the system. In the create workflow example below we will create two levels of approval although there is no actual limit apart from a practical point of view.

Note: Quite often groups are setup that are not to be used for security but purely for workflow approvals.

Create a New Library Workflow Task

We are going to create a task to make a document that has already been approved to be public, note that when it comes to selecting the task there are many, but the process is the same.

At the top of the Workflow library panel is a link to “Add Action Library”, click on this to open panel.

Here you can see the function selected and the title, ensure you put a good description because the titles are sometimes a bit generic and must not be too long, 50 characters or less is best. Once done then click the “Add Action” button.

Now you can add a step to this approval process, note you must add at least one step or it is a waste of time. At this stage we are not specifying names of users or group just the type of authority. So choose group approval action or user action and what level of access the user needs to have.

Now you can see two approvals required for this step, we can delete individual steps using the icon or change the order with the order icons. If you want more steps then keep going, but once happy click the circled icon to activate this workflow in the library, it will turn into a tick to show live.

Note: that once this gets used it will be locked and will show a padlock. While locked it cannot be changed or deleted.

Use This Workflow Task

Now we want to actually use this some where in our file plan, remember we can use this same workflow in different parts of the file plan with different groups of users but constrained by this template. Sometimes you will want different versions of this workflow but if you think about long term needs then one will do.

Click on the link circled in red.

Click on the “Add Workflow Link”.

Click on the circled link to add this workflow to your page, note that this list would be longer normally.

Click on the circled icon, this allows you to edit the fields.

I have selected the fields for the two steps, note the first is just the normal users group at this centre, but the second is by a managers group. Once happy press the submit button.

Now the system makes you confirm you are happy with this selection by ticking the make ready box and submitting again.

Now as it stands this is still not live so there is just one more step, click on the circled cross icon to make live. This may seem an annoying step but it is just there fore system security.

Now you can see it is live, but what if you want to reverse it or delete it, just click on the “Active/Locked/Delete” tick.

Now it is offline, and to delete it just press the delete icon, note that this will completely remove this instance. If you need to make changes, just delete it and start again.

NOTE: once a workflow is in use, i.e. launched, then you cannot delete it or take offline until that workflow is completed or rejected.

Now when you go into a document within this part of the workflow and it is approved, you will see this workflow. Remember workflows are only visible when they should be used and not until.

Create a New Web Site

Overview

The one thing needed these days with any document store is the easy access and presentation of public and secure information through a web portal look and feel. The way that Document Master is designed enables many different web sites built into the system with varying levels of security and ease of creation.

Basically, any Class that holds a folder structure can have its own web site attached with just the click of a few buttons and the upload of a custom banner image. Even users private folders can be set up to have a web site for personal usage.

So let’s see how easy it is to create my own personal web site, note that all site creations are the same.

Document Creation for Web Site

Any document that you create will appear in the web site, but if you want to put out a normal web page story just create a new document using the HTML editor and add an image as asset number two. Then once approved this will appear in the page as a web story rather than a file access.

Personal Web Site Creation

Click on my user folder; note that (a) it is the bottom level class, and (b) that it can be any class within the system.

Now click on the link to get started.

Click on the “Create” button and then click on “Confirm” button.

You can see on the screen shot that the site has been created and appears in the bottom of the picture in an iFrame.

Site Details Fields

This message is just saying that it cannot go live until you approve the site assets document which is a single document that holds all of the assets for the site look and feel.

Click this icon to view the web site, when viewing, if the DM bar is active, click on the left green DRM logo to return to this page.

Obvious really

Width of the viewing area, 0 means full width of window.

Shows the banner at the top for returning to DMS

This is the document that holds the site assets, do not change.

This is the first page people see as a home page.

This is used for building the Banner title by adding the messages together.

These two values set the width of the left and right hand menu bars, which allows you to layout the text better for links and folders and documents.

These are the background colours for the menu header box and normal panel.

Choose an image from within the site details document to use for banner. Just upload a new banner into the site details document to change.

This is the HTML used for the footer of the site, this can be any valid HTML with images and maybe embedded script.

To change the style sheet, just upload it into the site details document and any file with .css file type can be chosen.

Click this link to go to the file plan view.

Note these are greyed out because the “Site Details” document has not been approved. Once document is approved then the Live/Offline selector will be available.

If you want the Public/Private selector then the “Site Details” document must be public.

This link takes you directly to the “Site Layout” document for asset changes and approval.

Now any you can link to the web site and you will notice that there is a login box for letting you get to private documents.

This site is now populated automatically by document created within the folder structure, and private documents are only viewable when the user is logged in and has the rights to view them.

Document History

Document Change Control

Welcome to Document Master

Document/Meta Data Search

­Adding Users to the Committee folder manually

Adding Users to the Committee folder manually