1 Overview of GoPro.net What is GoPro.net? Accessing GoPro.net The User Interface GoPro Desktop...

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2 User Guide First edition (June 2015) This edition applies to version build of GoPro.net and to all subsequent releases and modifications until otherwise indicated in new editions GoPro Ltd. All rights reserved. This document is for informational purposes only. GOPRO MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY. GoPro is the registered trademark or trademark of GoPro Ltd in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. User s Guide 2

3 GoPro.net Contents 1 Overview of GoPro.net What is GoPro.net? Accessing GoPro.net The User Interface GoPro Desktop Clients and Contacts Clients and Contacts Cases Working with Cases Phases Folders Documents and correspondence MS Office GoPro.net MS Outlook Moving, Copying, Importing Outlook to GoPro.net Outlook Sidebar Memos Agenda Item User s Guide

4 User Guide 5 Working in GoPro Tasks Reviews Notifications and Subscriptions PDF Functionality Calendar View Target Groups and Mass mail Journal keys and Keywords References Reports WhereIs Deleting Items Sharing Printing Items Keyboard shortcuts Searching Search methods Search examples Filters Access About access in GoPro User access Group access Role Access Handover Module Handover views Appendix 1 - Searchable Fields 113 User s Guide 4

5 GoPro.net Overview of GoPro.net This chapter explains the user interface of GoPro.net. If you want to familiarise yourself with GoPro. net by reading this chapter it is recommended that you first print out the overview picture on page 11. This picture names the basic elements in the user interface and helps you to navigate in GoPro.net. 1.1 What is GoPro.net? GoPro.net is a case management system designed for use in either the government or the private sector. GoPro.net provides: 1. A complete case management system with: Efficient, customisable work-flow procedures. Case control with case follow-up, deadlines and automatic notifications. Integration with the Windows desktop, and popular office productivity programs. Integration with Microsoft Outlook. 2. A gateway on the Web for citizens\clients to: Send in applications and enquiries. Monitor their status and progress. Communicate with employees. 5 User s Guide

6 User Guide Case processing Case processing is the act of gathering all information, contacts and correspondence concerning a particular issue in one place, delegate and perform tasks. Efficient case processing ensures that case workers have a clear overview of a case and that everything related to the case is easily obtainable. The basic elements of GoPro.net are: Case A record containing the name, number, description and settings of a case. A case record also acts as a folder (or placeholder) for other items such as Organisation and Contact links as well as various documents. A case can be divided into Phases for easier organisation and processing. Phase Phases are used for breaking up a Case into more parts for an easier workflow. Organisation A record containing information about an organisation, company, institute or public office. The record can also act as a folder (or placeholder) for other items. Contact A record containing information about an employee of a company or organisation. The Contact record also acts as a folder (or placeholder) for other items. Individual A record containing information about an Individual not connected to a company or organisation. The Individual record also acts as a folder (or placeholder) for other items. Folder Store Documents, Memos, s and References in Folders for better organisation. Documents Items like Word, Excel and Powerpoint documents. GoPro.net works seamlessly with the MS Office productivity suite. You can either use GoPro.net s integrated client or Microsoft Outlook. Memos Memos are the simplest form used in GoPro.net and are mainly intended for internal communications. Tasks Tasks are activities that need to be accomplished within a defined period of time or by a deadline. Agenda Item A record containing the subject, type, description, documents and settings of an agenda item. An agenda item is a part of a meeting agenda and is processed as such. User s Guide 6

7 GoPro.net Accessing GoPro.net Logging in GoPro.net is accessed through the Internet Explorer browser. The screenshot on the right displays the GoPro.net Log-in window. Your administrator should have provided you with a username and password. Enter the username and password and click on the Log in button. The administrator probably has set up automatic domain log-in, in which case this step will be skipped Welcome Screen The Welcome screen provides access to different parts of GoPro.net. Depending on your access rights you are presented with one or more of Cases, My cases, Clients, My clients, My reviews, WhereIs, Citizen portal or Administrator access points. To access the Case Worker part of GoPro.net click on one of the Cases or Clients icons. 1.3 The User Interface Use the Overview picture on page 11 for orientation when encountering unknown terms and concepts Navigation Pane The Navigation pane contains the various views to display the records and other items in GoPro.net. A view selected in the navigation pane is displayed in the View pane. The selected view is underlined as shown on the right. See section View Pane for information about the View pane. It is possible to apply a filter to a view and then save it as a personal view that will be available in My views in the left menu bar (see Section 6.3). 7 User s Guide

8 User Guide Panels The Navigation pane contains the Views, My views, Guidance Actions and Guidance Manuals panels. Views My views Handover views Guidance Actions Guidance Manuals Contains the Cases, Clients, All records, Clients by Categorization, Documents by Journal Key, Key Records, My Favourites, My reviews, My tasks, Calendar, Reports and WhereIs views Contains any personal views that the user has saved Visible only to users with the Archivist role. Contains views of the Completed, Ready for handover, Handed over and Not for handover cases. Contains context-sensitive information. Depending on the view (Case, Client, Document) the user will get a list of different available actions Contains context-sensitive help and manuals The panels in the Navigation pane can be collapsed and expanded. Click on a panel s title to expand or collapse. User Profile The user profile is located at the top right corner of the caseworker console. It displays the name of the user, and when you click on the button, a context-menu is displayed with several options. You can select to edit the profile, view the About dialog, logout or open the User s Guide. 1. Click on the button at the top right corner of the user profile. A User Profile dialog will open with three tabs: User, Dashboard and Default Access. User tab: 2. Fill in your , organisation, department and location, choose the default language, select your preferred default client (Outlook or GoPro) and define your signature and add an image to your profile. User s Guide 8

9 GoPro.net The User can change his password directly from the user profile in the case worker console if the UserCanChangePassword setting is set to True in the administration console and the User has forms authentications configured. If the User has a defined a Subsitute in the User profile, the substitute will be able to see the user s records in the Inbox view even if the substitute does not have access to them. Dashboard Tab: In the Dashboard tab the user can define which views to appear on the welcome page of GoPro.net in the form of a dashboard box, define their size or rearrange the way they are displayed to his or her liking. My cases by deadline - Shows a list of my cases in ascending order by deadline. Case deadlines that are overdue are displayed with a special icon. My bookmarks - Shows a list of bookmarked records in ascending order by deadline. Record deadlines that are overdue are displayed with a special icon. My tasks - Shows a list of my tasks in ascending order by deadline. Task deadlines that are overdue are displayed with a special icon. My recent documents - Shows a list of recent documents you have changed ordered in ascending order by modified date. My cases - Shows a list of my cases in ascending order by creation date. To show or hide a dashboard box - Check or uncheck the Hidden checkbox. To resize a dashboard box - Click on the Size drop-down menu and select a size. The options are 1 and 2. To rearrange the order of the dashboards - Click and drag the dashboard box to the desired place. 3. Select which views to display on the dashboard, their size and order and click on OK. 9 User s Guide

10 User Guide You may have to log out and log in again for the changes to the User Profile to take effect. After logging in again, the Dashboard is displayed on the Welcome page according to the settings you have defined. A setting in the Administration console named ShowleftMenuUser controls whether the User profile should also be displayed as a panel in the Navigation pane. If set to true, the user is shown in a panel on the left Action Bar The Action bar contains the various actions you can perform, such as create, view or delete records. Menus Contain all available actions. Buttons Contain the most common actions. Menus Place the cursor above a menu item to expand it so you can select an action. User s Guide 10

11 GoPro.net Main elements of the GoPro.net user interface 11 User s Guide

12 User Guide Context sensitive menus in views Right-clicking on an Organisation, Contact, Individual, Case or Document in a view will present menu items related to the currently selected item. s have actions such as reply/forward, an organisation document has actions for creating a new contact, etc. Buttons Use the buttons to perform an action more quickly. Place the cursor above a button to display a tool-tip for the button View Pane The View Pane displays the contents of the view you select in Navigation Pane. The available views in the Navigation Pane are: Cases The Cases view in the Navigation pane displays all Cases in the View pane. My cases The My cases view in the Navigation pane displays Cases for which you are responsible and/ or registered as an employee. Clients The Clients view in the Navigation pane displays Organisations and Individuals in the View pane. User s Guide 12

13 GoPro.net My clients The My clients view in the Navigation pane displays all Organisations and Individuals that you are responsible for. Clients by categorisation The Clients by categorisation view in the Navigation pane displays all clients that belong to a particular group or category. By right-clicking on a Group and selecting Add/Remove member, the user can easily add or remove Clients. Documents by journal key The Documents by journal key view in the Navigation pane displays all documents by journal key. All documents The All view in the Navigation pane displays all documents in the View pane. Inbox The Inbox displays all documents sent from Self Service and all s sent from GoPro Desktop. Key records The Key records view displays all key records. My bookmarks The My bookmarks view in the Navigation displays bookmarked records. My reviews The My reviews view in the Navigation pane displays all items that you have either requested a review for, require your review or you are Review Manager for. My tasks The My tasks view in the Navigation pane displays all your tasks. Calendar The Calendar view in the Navigation pane displays the calendar with deadlines for different records. Reports The Reports view in the Navigation pane displays all created reports. WhereIs The WhereIs view in the Navigation pane displays users attendance, status and location. My local The My local view in the Navigation pane displays all records that have been marked as local. Some of the views shown above are only available in specific GoPro editions. It is possible to export ALL rows from a view to Word or Excel, even if only a subset of those rows is currently displayed in the view. 13 User s Guide

14 User Guide Subview Pane When you select an item in the View Pane, be it a Client or Case, the documents and records associated with it are displayed in the Subview Pane below. In the image below, the company Bones is selected in the View pane and items connected to it are displayed in the Subview pane. Subview for Clients view If you have selected the Clients view in the Navigation pane and selected a particular client (as in the image above), items associated with the Client are displayed in the Subview Pane, including all cases that the particular client is not only an involved party in, but also has been linked to. If a Client is selected in the View pane, the Subview pane either displays: Cases (as shown in the image on the left) OR Contacts of the Client OR Documents and other items. Subview for Cases view If you have selected the Cases view in the Navigation pane and selected a particular case, items associated with the case are displayed in the Subview pane as shown below: User s Guide 14

15 GoPro.net Clients by categorisation If you have selected the Clients by categorisaton view in the Navigation pane and selected a particular client, items associated with it are displayed in the Subview pane as shown below: All view If you have selected the All view in the Navigation pane the Subview pane is NOT displayed. This view displays all items in a flat list. My Reviews view If you have selected the My Reviews view in the Navigation pane the Subview pane is NOT displayed. This view displays all items in a flat list Displaying items You can display the contents of the Subview pane in several different ways: 15 User s Guide

16 User Guide With a Client selected in the View pane: You can select to display Cases or other items in a flat list view or Tree view : Cases displayed in tree view: Cases displayed in a list view: Contacts displayed in tree view: Contacts displayed in a list view: Other items displayed in tree view: Other items displayed in a list view: User s Guide 16

17 GoPro.net With a Case selected in viewpane: You can select to display items of the Case in the Subview pane in List or Tree view: Items displayed in tree view: Items displayed in list view: Sort by columns in views In column views (as opposed to tree/hierarchical views) you can sort by any column in ascending or descending order. By clicking on the column name the contents are sorted. Clicking again sorts alternately between ascending and descending order Show or hide columns in views Show or hide columns by right-clicking on the column titlebar and selecting/deselecting items from the displayed list. 17 User s Guide

18 User Guide Record sidebar An open record contains a sidebar displaying key information about the record. The example above is from an info sidebar from a memo: Document no.: Number of the record Created - Date of creation and author Modified - Last modified date and modifier Attributes - Displays the underlying status of the record, Locked or Normal (Active or Completed) Top parent - The record at the top of the hierarchy, the memo belongs to Parent - the immediate parent of the record Organisational unit - Relevant only to Admins. Shows the OU of the record Save status - Refers to Inbox status: Accepted, Rejected, Unconfirmed or Unprocessed View visibility - Record is visible or hidden in views. A hidden record is still visible in the user s Inbox User s Guide 18

19 GoPro.net GoPro Desktop GoPro Desktop is a companion product for GoPro.net. It is a separate application that acts as a bridge between GoPro.net and your desktop. Using GoPro Desktop you can import files and into GoPro and even create clients, cases and documents without having to access GoPro.net. With GoPro Desktop installed and connected to a GoPro.net environment. various behind-the-scenes functionality is enabled. For further information about the uses and functionality of GoPro Desktop see the GoPro Desktop User s Guide. 19 User s Guide

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21 GoPro.net Clients and Contacts This chapter explains how to create and work with Clients which can be Individuals, Companies or Organisations and Contacts. Information about Clients\Contacts is stored in Records. The records contain relevant information for case workers to handle case processing and communications. All documents, correspondence and other items concerning the client/contact are linked to the relevant client record. 2.1 Clients and Contacts Clients are either Organisations (companies, institutions or public offices), OR Individuals who are not affiliated with a particular company or organisation. Contacts are employees of organisations, companies or public offices. A Contact record is always linked to a particular Organisation record. You can create documents and correspondence for any contact. 21 User s Guide

22 User Guide 1. Create a new organisation/company by placing the cursor above New in the menu and selecting Organisation. 2. A blank Organisation record is displayed for you to fill in: Fill in the * required fields. 4. Fill in other fields as necessary. When filling in the Address field you have the option to choose between Simple or Detailed mode. The screenshot above displays the Detailed address mode and the screenshot to the right displays Simple address mode. 5. Click on Save and close. The Client record is saved and displayed in the view. The newly created record is given a Document number upon save as seen in the new Organisation screen shot. The Document number can also be seen by adding the Document number column to the Clients or My clients view. Any documents created under the Organisation will have document numbers incremental to the document number of the Organisation. User s Guide 22

23 GoPro.net You can also create a new Organisation, with only the essential data included, by using the shortcut keys Ctrl+Shift+O. From the quick create dialog you can select to open the newly created organisation for further editing as shown in the screenshot below. When an item is opened, you can move from one input field or button to the next by using the Tab key on your keyboard Add a New Contact 1. Right-click on the record for the Client where the Contact is employed and select New - Contact or select the Client and click on the New Contact button in the Action bar. 3. A Contact record is opened in a new tab, containing information inherited from the Client record. 4. Fill in the required fields and other fields as necessary. 5. Click on Save and close to save and close the Contact. 6. Click on Save and close to save and close the Organisation record. The Contact record is closed and displayed in the Subview pane when you select the Organisation record in the View pane. You can also create a new Contact, with only the essential data in it, by using the shortcut keys Ctrl+Shift+N or selecting Contact from the New drop-down menu. When an Organisation is created using the shortcut keys, the default language setting is used to determine its language. Contacts, created using the shortcut keys, inherit the language of the Organisation for which they work. Organisation, Individual and Contact records are now opened in a new tab. 23 User s Guide

24 User Guide Edit a Client or Contact Record 1. In a view, locate and double-click on the Client or Contact record you wish to edit. 2. The record is opened. 3. Edit the Client or Contact record. 4. When you have made your changes, click on Save and close to save and close the record. 5. Click on the Save button if you want to save the changes without closing the record. The record dialog displays the name of the Organisational unit, to which the record belongs to in the lower left corner of the dialog window. If the user does not have access to either the Individual or Organisation then the tabs are disabled. If user does not have access to the Individual record then the fields are read-only and cannot be edited Duplicate a Client or Contact Record When registering a client that shares some information, such as address, with another, or more than one contact at the same organisation, it may be expedient to duplicate the record and then change only the necessary fields. 1. Select the Client record you wish to duplicate or select the Contact under the client in the Subview pane. 2. Place the cursor above Actions in the menu and select Duplicate. 3. You are informed that this action will duplicate the Client or Contact. 4. Click on OK to continue. The Client or Contact is duplicated and displayed in the view or subview. The word (Copy) appears after the Client s or Contact s name. You can now edit the record, changing only the necessary fields Add a phone number to a Client or Contact record When registering a phone number for a Client or Contact, the first registered phone number is marked as the default phone number. 1. Open the Client or Contact record you want to add a phone number to. 2. Click on the Add phone number button. 3. A dialog box is displayed. User s Guide 24

25 GoPro.net Fill in the phone number and other fields as necessary. The first phone number added is always the default number for the selected Client or Contact. 5. Click on OK to save and close the phone number dialog. 6. Click on Save and close to save and close the Client record. The Add phone number dialog box has an Access control checkbox. When checkmarked, it controls the access to a particular phone number. The default phone number CANNOT have access control Client and Contact Record Duplication Detection If a newly registered Client or Contact has the same values in certain fields as an already created Client or Contact record, a notification dialog will appear with a list of all the Client or Contact records carrying the same value in the respective field. The possible duplication fields are: For Organisation - ID and Client Number, Name, Phone Number, ; For Individual - First Name, Last Name, Phone Number, ; For Contact - ID Number, First Name, Last Name, Phone Number, Link Contact to Organisation When registering a person as a Contact at an Organisation, it may be logical to first check and see whether the person is already registered as an Individual. In that case, it is simplest to create the contact by linking the individual to the organisation. 1. Open the record for the Organisation you want to link an Individual to as a Contact. 2. Place the mouse cursor above Actions in the menu and select Link contact. 3. Search by name or ID number in order to find the correct Individual.. 25 User s Guide

26 User Guide 4. Select the Individual and click on OK. The Individual is linked to the Organisation and the link list is closed. 5. Click on Save and close to save and close the Organisation record Moving a Contact between Organisations Contacts can be moved between Organisations by using a button, which is located in the Organisation tab of the Contact. 1. Open the Contact you want to move from one Organisation to another. 2. Go to the Organisation tab and click on the button with the plus sign. 3. A dialog box will open, where you can find the Organisation you want to move the Contact to, searching either by name, client number or ID number. 4. Select the Organisation and click on OK. The Contact is moved to the new Organisation and the dialog box is closed. 5. Click on Save and close to save and close the Contact record Link from Contact to Individual and Organisation By opening a Contact record, it is possible to access the Individual and the Organisation where he/she is a contact by going to the Individual or Organisation tab and clicking on the links inside Link from Individual to Organisation You can access all the Organisations where an Individual is a contact by going to the Categorisation tab in the Individual item and clicking on the links inside. User s Guide 26

27 GoPro.net Cases This chapter explains how to create and work with Cases. A Case is usually the main element in a workflow, ther base that all other elements in a workflow relate to, directly or indirectly. A Case can be used to control all kinds of projects, tasks and scheduled assignments. Using roles and access restrictions, responsibility andsecurity can be maintained throughout the case process. Tied in with Phases, a Case can be used for an accurate, secure and flexible workflow. A Case as it is presented in the context of GoPro.net can be regarded as a folder containing: 1. General information about the case itself (Case record). 2. Links to all persons connected to the case, such as employees working on the Case and Clients connected to the Case (Linked contacts). 3. All correspondence regarding the Case ( , Letters, Fax). 4. All other Documents concerning the Case (such as Word/Excel/Powerpoint documents, Notes, Memos, images etc.). The Case record acts as a folder, as all the Documents mentioned above are stored under it. Actual folders can also be created and used in a case for organising and storing items Using phases the Case can be further split up into smaller parts for easier case management. 27 User s Guide

28 User Guide 3.1 Working with Cases Creating a case 1. From the New drop-down menu select Case or click on the button for a new Case in the action menu. 2. When you want to create a new Case, you must first select a Case type. The Case type selection dialog is set so that Case types can be viewed in a tree where they are organised by category. For more information on how to create a Case type, please see the GoPro.net Administration Guide. 3. Fill in a Subject for the Case. 4. Click on the Responsible employee button in the Case tab. User s Guide 28

29 GoPro.net The Case workers dialog is displayed: a. Select the Responsible employee from the list. b. Click to select other employees in the list above. Hold down the Ctrl-key on the keyboard to select more than one. c. Click on the right arrow button to move the selected employees. d. The employees are displayed in the Other employees list on the right. e. Click on OK to close the dialog. Checkmarking the Show users from all organisations option will display users from all organisations to choose from as case employees. 5. In the Action bar place the cursor above Actions and select Select involved party. a. A dialog containing all Clients is displayed. b. Find and select (single-click) the Client you wish to set as Involved party. c. Click on OK. d. In the Case record click on the Involved party tab to ensure the Client has been added as an Involved party. 6. In the Case tab, click on the date button in the Deadline field. 29 User s Guide

30 User Guide 7. Select a Deadline date in the date dialog. The selected date is displayed in the Deadline field and if the case is still in progress on the selected date, the Responsible and Other employees receive a reminder. Before Cases pass their deadline (2 days by default in web. config), a notification is sent to the person responsible for the Case. Please refer to the Administration Guide for further details on how to enable the follow-up. 8. Set a starting and closing date for the Case. 9. Click on Save and close to save and close the Case. When adding instructions to a case where the user is not the responsible employee, a notification is sent to the responsible employee of the case informing him/her of the new instructions. If Folders and Tasks are mapped to the case type in the Administration console, they will be created together with the case. If a Review template has been mapped to the case type in the Administration console, you will be asked, when saving the case, if you want to start the review cycle as well Link a Case contact You can link a Contact (or a Client) to a Case. That way you can group communications and other case items, particular to a specific contact, in one place. 1. Right-click on a Case and select Link contact from the New context-menu or open a Case and select Link contact from the Actions drop-down menu. 2. A Select client dialog is displayed. 3. Select the Client/Contact you wish to link as a Contact to the Case by searching by Name or User s Guide 30

31 GoPro.net ID number or select to create a new Organisation, Individual or Contact to link by clicking on the icons available in the top right corner of the dialog. 4. Click on OK. The new Case contact has been added and appears in the Subview pane when the Case is selected in the Case view. When adding a Client to a Case, the user is prompted for a role for the Client. These roles are then visible when viewing Cases in the Client view Changing the Status or Employees of multiple cases You can change the status and/or responsible employees for multiple cases at once. 1. Select multiple cases by a. holding down the Ctrl button on the keyboard and click on individual cases to select them or b. clicking and dragging in the view to select a group of cases 2. Right-click on one of the selected cases and select Change Case properties 3. A dialog is displayed where you can change the status of the cases and/or the responsible employees. Make your changes and click on OK. The changes to the Status and Employees have been made. Case history should reflect and be updated with the changes made to Status and or Responsible employee. 31 User s Guide

32 User Guide Adding Cases as Bookmarks The user can add certain cases that he or she works on regularly as bookmarks. These cases are displayed in the My bookmarks view for easier access. To add a case as a bookmark: 1. Go to the Cases or My cases view. 2. Select the Case you wish to add as bookmark. 3. Right-click on it and select Add as bookmark from the context-menu. A notification will appear stating that the record was marked as bookmark and it will be visible in the My bookmarks view. You can also bookmark Phases and Documents Marking Cases as Local Records The user can mark certain cases as local records and they can be downloaded the computer. To mark a case as local: 1. Go to the Cases or My cases view. 2. Select the Case you wish to mark as local. 3. Right-click on it and select Mark as local record from the contextmenu. User s Guide 32

33 GoPro.net A notification will appear stating that the record was marked as local and it will be visible in the My local records view. The local records functionality and view requires a license. You can also mark documents, memos, phases and folders as local record. If you mark a folder as a local record you will be asked if all records in the folder should be marked or just some of them. 3.2 Phases About Phases Phases are used for breaking up a Case into more parts for easier work flow. What Phases can do for you: Do you want to co-ordinate work procedures? Ensure that routine Cases are processed according to pre-defined work procedures. Standard procedures used when processing cases independent of who is working on the Case. Do you want to simplify overview of particular cases and projects? Be able to easily ascertain progress and see which steps are finished and which are not. Easily familiarise new employees with ongoing cases. Do you want to make it easier for employees to work on cases and projects? Provide process guidance for cases with help always at hand. Be able to methodically categorise data. Share and administer assignments within a Case. Divide a project into logical parts as needed. Before you can create a Case with Phases the following must exist in this order: A Case type One or more Phase templates using the Case type 33 User s Guide

34 User Guide If these are not present you must first create a Case type and then one or more Phase templates before you can create a Case with Phases. Phases can additionally be broken up into Steps for even easier management of the workflow. For more information on how to create steps in phases, please refer to the GoPro.net Administration guide Create a Case with Phases 1. In the menu click on New - Case. 2. Select the relevant Case type and click on OK. 3. When the Case dialog window is displayed fill in the necessary fields. 4. Click on Save and close to save and close the Case. The first Phase (First) is displayed beneath the Case and you can start work on it immediately. When Phase 1 is finished you need to change its status to start Phase Open the first Phase (First). 2. Change the status to Complete and click on the OK button to save and close the Phase. 3. The Case has been changed as can be seen in the view: a. The status of Phase First has been changed to Complete. b. Phase Second has been created and you can start work on it. When you are finished with the second phase and change its status to complete, the third phase is automatically created Complete a step 1. Open a Phase with Steps. 2. Select a Step to complete. Carry out the Actions (creating a Document, Memo or Case or optional Phase) in the step, if any and checkmark it as complete. When the step is a Document, it can be checkmarked as a key document when the step is set up in the Administration console so it will be visible immediately upon creation in the Key Records view in the Caseworker console. User s Guide 34

35 GoPro.net Depending on the status settings for the step in the Administration console, when marking a specific step as complete (usually the last step visible in the Phase), the status of the Phase will also change to Completed or Finished Step History When you check mark a step as complete, the history beneath it displays who completed the step as well as the date and time of completion. You can also uncheck it to continue working on it, then the history displays who reopened the step and the date and time. The history will display all the completions and reopenings of the step. For more information on how to set up phases with steps, please refer to the GoPro.net Administration Guide. Additional options There are several additional options available when using Phases, for instance: Access: You can configure a different access for each phase. Employees: You can have a different Responsible employee for each phase.»» Form templates: You can use Form templates to display step lists in Phases. Each step can be check marked to indicate its completion. 35 User s Guide

36 User Guide Creating an Ad-Hoc Phase Additional phases can be created manually (ad-hoc phases). To create an Ad-Hoc phase: 1. Go to the Cases or My cases view and select the case you wish to create an ad-hoc phase under. 2. Right-click on the case and select New phase from the context-menu. A Create Ad-Hoc phase dialog is displayed. To make ad-hoc phases available in the dialog, a phase template needs to be marked as Adhoc when created. For more information view the GoPro.net Administration Guide. An optional (ad-hoc) phase can also be created as a step. The phase needs to be set up in the phase type in the administration console. For more information view the GoPro.net Administration Guide. 3. Select an Ad-hoc phase from the drop-down menu. 4. Give it a Subject, add a Status, Responsible employee. Add Other employees, Deadline and Journal key if necessary. 5. Click on OK to save the ad-hoc phase. The ad-hoc phase is created and visible in the subview. 3.3 Folders Folders can be used for better organisation of other record types such as Documents, Memos, s and References. To create a new Folder: 1. Go to the Cases, My cases, Clients or My clients view. 2. Select the Case, Client record under which you wish to create a folder. 3. Right-click on the selected record and select New folder from the context-menu. A new Folder dialog is displayed: User s Guide 36

37 GoPro.net Fill in the necessary information. 5. Click on Save and close to save and close the folder. The folder is created and visible in the tree and list view under the case. Folders can be mapped to a specific case type so that they are created when a case from that case type is created. For more information view the GoPro.net Administration Guide Mark folder as local Folders can be marked as local and saved to the users local drive. If the folders have descendants, the user will be asked if he also wants to mark the descendants as local. 37 User s Guide

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39 GoPro.net Documents and correspondence This chapter explains how to create and work with Documents, s and Memos. Documents are considered MS Office documents such as Word, Excel or PowerPoint, different picture formats, files or any other file that can be uploaded. GoPro.net provides extensive collaboration with the MS Office suite of applications and is easily accessed from within the Office applications. From within GoPro.net you can also start up and use the Office applications as if they were a part of GoPro.net. 4.1 MS Office GoPro.net is integrated with Microsoft Office. You can look up information from GoPro.net while working in MS Office and also retrieve information automatically for use in MS Office template documents. GoPro.net no longer support MS Office 2007 and later Creating a Document A document can be almost any kind of file. There are three ways to create a Document in GoPro.net. You can upload a file from the file system, create a document from a template or create a document from a template in the context-menu. Upload a file 1. In the View pane select a Client, Case or an item below them. 39 User s Guide

40 User Guide 2. From the New menu select Document. 3. A new Document dialog is opened in a new tab. a. Enter a Subject for the Document. b. Fill in other necessary information such as Storage type (Electronically, On paper, Partially on paper), Originator, Deadline and Owner. c. Click on Browse and locate the Document, then click on Open to upload it. 4. Click on Save and close to save and close the Document record. The Document is saved under the Client, Case or item you selected in step 1. You can mark the document as confidential by checking the Confidential Document checkbox at the top right corner of the record. When a document is marked as confidential, it will be visible in the subview only to those users that have access to it. User s Guide 40

41 GoPro.net Create a document from template Creating a Document from a template opens an external document (for instance an Office document such as Word or Excel). The Document can either be blank or set up with pre-defined information, such as a company s logo and document header. 1. In the View pane select an item under which to create the document. 2. From the New menu select Document. 3. A new document dialog is displayed. 4. Enter a Subject for the Document. 5. Click on the radio button for template and select a template from the list. Click on Save and Close. 6. A document based on the template is opened by the relevant application (Word, Excel, etc.). 7. Finish the Document and save it. 8. Close the application and then close the dialog. When creating a document from a template, the file name becomes the same as the document subject that you have entered. If the document is created directly from the context menu, the file name will become the same as the subject of the document template.documents created from templates that are MS Word files (only.docx, although.doc files work in a limitied way) are pre-populated with data from GoPro.net. If the document template has been mapped to specific case types or for Individuals and Organisations or a combination of both, it will be visible in the Document template drop-down menu, but will work with limitations when the context-menu is used to create the Document. Create Document from template in context menu Document templates can be made accessible in context menus (right-click). That way you can rightclick on any item in a view and create a new document based on a predefined Document template. The Document is then opened directly and you can start working in it. When creating a Word document based on a template, information from GoPro can be automatically added to the Word document. Examples are the Case number, name of case involved party, case creation date and/ or deadline etc. Data retrieval using document templates uses text tagging. See the GoPro Administration guide for further information. The feature to create a document from template reqwuires a specific GoPro licence. 41 User s Guide

42 User Guide Edit document settings 1. Find the Document record in a subview, rightclick on it and select Document Settings from the context-menu. 2. The Document settings record is opened. 3. You can make changes to the properties, or view or edit the file by clicking on the relevant links. The file is displayed in it s native application. You can define the route of a particular document, whether it is inbound or outbound, by check marking the appropriate Document route Edit a document 1. Double-click on on the document in a view, or right-click and select Open from the menu. 2. The file is opened so you can make your changes. 3. When you have finished editing the file, save and close it. User s Guide 42

43 GoPro.net Documents whose extension is part of the White list setting in the Administration console (*.doc;*.docx;*.xls;*.xlsx;*.ppt;*.pptx etc.) are displayed in edit mode, otherwise the document is displayed in read mode Locked for editing If GoPro Desktop is installed, a Locked for editing feature can be utilised. This locks the Document while you are working on it. Another user trying to edit the same Document while it is locked, will be notified and given the option of opening a read-only version of the Document. You can also see a list of all documents that you have locked or checked out through GoPro Desktop. A view in the administrator console allows the administrator to see all Documents that are currently locked or checked out. The administrator is also able to unlock or undo check out for any of those documents. By default, the Locked documents window is not displayed when you sign in. This can be changed in the Settings tab of GoPro Desktop, if you prefer to have the window displayed everytime when a Document is being locked Version control GoPro.net offers the option of using Version Control when creating Documents, which enables you to keep all the versions of a document after editing and to rollback to a previous version at any given time. This feature is only enabled in specific GoPro editions. 1. Create a new Document (from a template or by uploading a file) or open an existing Document record. 2. Checkmark the Enable version control checkbox, as shown on the right. 3. Save the Document record. 4. Click on the Edit file option and the Document is opened in it s native application. 43 User s Guide

44 User Guide 5. Edit the file, save and close it. 6. Open the Document record again and click on the View version history option. 7. A Document version history dialog box is displayed, containing all the versions of the document. 8. Select a Version and click on the View button to view it or on the Rollback button to rollback to that version. The rollback button will not be active unless you have more than one version of the document and unless you select a previous version and not the latest one Marking as a Major Version After you have edited the Document, you can open the version control and select a version to be marked as a Major version. 1. Open the Version Control dialog. 2. Select a version to be marked as a Major Version. 3. Click on the New Major Version button, add a comment in the Comments dialog box that will appear. The version number of the Document will be changed, for example, from 1.0 to 2.0 indicating that this is a major version Comparing Versions You can compare two versions of a document to see the difference between them. This feature is only available if Gopro Dekstop is installed and connected to GoPro.net. 1. Open the version control dialog. User s Guide 44

45 GoPro.net Select two available versions of the Document to compare. 3. When you have selected the respective versions, a Compare button is displayed. 4. Click on it and the two versions of the Document will be opened on Microsoft Word, side by side, with a summary of the showing what has been changed from one version to the other. In pre versions of GoPro.net opening a Word document and closing again without saving, resulted in a new version being registered Save Copy to Disc You can save a copy of a file to your computer. 1. Right-click on the Document and select Save copy to disc from the context-menu. 2. The default download file path is C:\Users\user\downloads. This may have been changed though. 45 User s Guide

46 User Guide Mark Document as Key Record Documents can be marked as key records and will be visible in the Key Records subview for cases or the Key records view. To mark a Document as a key record: 1. Select a Document in a subview.. 2. Right-click on it and select Mark as key record from the context-menu. 3. The Document is marked as a key record and is displayed in the Key records subview under Cases or the Key records view in the Navigation pane. All types of subrecords can be marked as key records such as Memos, Phases, Folders, s and Forms, not only Documents GoPro.net GoPro.net has a built in client which can be used for common ing needs, but you can also set up MS Outlook to be your default client and use it to send, reply to and forward s Send an using GoPro.net 1. In the View pane select a Client or Case or another item. 2. Place the cursor above New in the Action bar and select A new form is opened in a new tab. User s Guide 46

47 GoPro.net a. If you selected a recipient (in step 1), before creating the , the address should already be in place. b. If not, enter the address manually. 4. Enter a Subject for the Write the Click on Save draft to save the as a draft to send later or click on Send. 7. The is sent and stored under the selected item. You can also create s using templates created in the Administration console. Selecting an template will replace any subject and body entered with the ones from the template Send with attachments from file system or GoPro.net To add attachments to an in GoPro.net: 1. Create an . Under the body of the there are two buttons for adding attachments. a. Click on the first button to add attachments from the file system. b. A dialog is displayed. c. Select the file you wish to attach and click on OK. d. The file is attached to the Click on the second button to attach documents from GoPro.net. a. An Attach document from GoPro.net dialog is displayed: 47 User s Guide

48 User Guide When adding files from the files system and from GoPro.net the file size limit is 6 MB. b. Find the document you wish to attach by searching in the Root category (under the selected Case or Client) or in the Cases, My cases, Clients and All clients view. You can also enter a search string in the Search field and click on the Search button. c. Click on the Attach button to attach the file and keep attaching more files or on the Attach and close button, if you have finished attaching all the necessary files. 3. All attached files are displayed under the body of the Click on Send to send the Send Document as You can send a Document as an Find the Document in a subview. 2. Right-click on it and select Send from the context-menu. 3. A new form will open with the selected document as an attachment. 4. Click on Send The Document is sent as an MS Outlook In GoPro.net you can use MS Outlook for sending and receiving by setting it as the default e- mail client in the User profile. The is stored in GoPro.net, which works seamlessly with Outlook. As part of GoPro.net Desktop you can install the GoPro.net toolbar, which provides even closer integration with Outlook by allowing you to: Add recipients from GoPro.net. Add attachments from GoPro.net. User s Guide 48

49 GoPro.net Send files and to GoPro.net. Create a new Organisation, Contact, Case or Individual in GoPro.net. Open GoPro.net Send an using Outlook 1. In the View pane select a Client, Contact, Individual or Case. 2. Place the cursor above New in the Action bar and from the drop-down menu select or right-click and select from the context menu that appears. 3. A new window in Outlook is opened. a. If you selected a recipient (in step 1), before creating the , the address should already be in place b. If not, enter the address manually. 4. Enter a Subject for the Write the Click on Send. 7. The is sent and stored under the recipient in GoPro.net. When using MS Outlook as an client, the signature is retrieved from Outlook. If no signature is defined in Outlook, the signature in the user profile in GoPro.net is used Add recipients from GoPro.net When creating a new message in Outlook, you can add as many recipients from GoPro.net as required in the To, Cc and Bcc fields. 1. Create a new message in Outlook. 2. Click on the Add recipient button in the GoPro.net toolbar. 3. An Add recipients dialog box is displayed. 49 User s Guide

50 User Guide You can select recipients from My clients, All clients or Target groups* view: a. The My clients view will display a list of all your Clients and you can select directly from the list. b. The All clients view will display a list of all Clients after performing a search by name or ID-number. c. The Target groups view will display an entire Target group, which you can select as the recipient of your You can write the first few letters of the Client you want to send and to and click on the Search button. 5. A list of Clients with names beginning with the letters you wrote in the search field is displayed. 6. When you have found the Client you wish to send an to in the list (either in My clients or All clients view) select it by clicking on the checkmark box next to the clients name. 7. After selecting the Client, the To, Cc and Bcc buttons will become active. 8. Click on the To, Cc and Bcc buttons to add the selected client as a recipient. 9. Click on OK and the dialog box will close. 10. The name of the selected client is displayed in the corresponding field in the new Outlook message. 11. Write the Click on Send. * See section 5.6 Target groups and massmail Add attachments from GoPro.net When writing an in Outlook, you can add attachments from GoPro.net. 1. Create a new message in Outlook. 2. Add the recipients. 3. Write the From the GoPro.net toolbar click on the Attach documents button. 5. An Add attachments from GoPro.net dialog box is displayed. User s Guide 50

51 GoPro.net You can choose between four different views: My cases, My clients, All cases, All clients: 7. The My cases and My clients views will display a list of all the Cases and Clients you are responsible for, where you can select directly the item you wish to attach. 8. The All cases and All clients views will display all the Cases and Clients available in GoPro. net after performing a search. 9. Type in the first few letters of the name of the item to be attached. 10. Click on the Search button and all the Cases or Clients with names beginning with the letters you typed in are displayed in a list. 11. Select the item you wish to attach from the list. 12. Click on Attach and the file will be attached to the Moving, Copying, Importing Outlook to GoPro.net There are 2 methods for copying from Outlook to GoPro.net: 1. Start in Outlook and use the GoPro.net toolbar - Outlook integration is covered in more detail in the following subsections and the Outlook Sidebar section. 2. Use GoPro Desktop to import Outlook . For more information on how to work with GoPro Desktop please see the GoPro Desktop Guide Import Outlook calendar appointments to GoPro.net You can import appointments and meetings from your Outlook calendar to GoPro.net and save it under a desired destination. 1. Open Outlook and create a calendar entry. 2. Open the calendar entry (appointment or meeting). 3. Click on the Send to GoPro.net drop-down menu and select a destination. 4. Depending on the selected destination, the calendar entry will either be imported directly to GoPro.net or GoPro Desktop will open with the file in the Items to send box saved in a file format selected in the Settings dialog. 5. From the Destination box select where the file should be sent and click on Import. 6. The file is saved under the designated destination as a document record. 7. The user can open the file by clicking on View file in the document record. 51 User s Guide

52 User Guide Import items from Outlook directly to GoPro.net You can import s directly to GoPro.net from Outlook 2007 and 2010 by using the Send to GoPro. net command bar in Outlook or the Send to GoPro.net context-menu. The s can be imported to recently used cases or clients, to My cases or My clients or you can search for a specific destination to import the s using GoPro Desktop Import directly to recently used cases and clients 1. Open Outlook and select the you wish to import to GoPro.net. 2. Click on the Send to GoPro.net command bar and select Recent from the drop-down menu or rightclick on the and select Send to GoPro.net and then Recent from the context-menu. 3. A list of recently used cases and clients is displayed. 4. Select the Case or Client you wish to import the under. 5. A message stating that the was imported is displayed Import directly to My cases or My clients in GoPro.net 1. Open Outlook and select the you wish to import to GoPro.net. 2. Click on the Send to GoPro.net command bar and select My cases or My clients from the drop-down menu or right-click on the and select Send to GoPro.net and then My cases or My clients from the context-menu. 3. A list of recently used cases or clients in the My cases or My clients view is displayed. 4. Select the Case or Client you wish to import the under. User s Guide 52

53 GoPro.net A message stating that the was imported is displayed Using the More option to import s to GoPro.net 1. Open Outlook and select the you wish to import to GoPro.net. 2. Click on the Send to GoPro.net command bar and select My cases or My clients from the drop-down menu or right-click on the and select Send to GoPro.net and then My cases or My clients from the context-menu. 3. If the list of recently used cases and clients that is displayed does not contain the desired case or client, go to the More option at the bottom of the drop-down menu. 4. GoPro Desktop will open with the name of the selected in the Items to send field. 5. Go to the My cases or My clients view in the Destination field and select the case or client you wish to import the under. 6. Click on the Import button and the will be imported under the selected destination Import using the Search for destination option 1. Open Outlook and select the you wish to import to GoPro.net. 2. Click on the Send to GoPro.net command bar and select Search for destination from the drop-down menu or right-click on the and select Send to GoPro.net and then Search for destination from the context-menu. 3. GoPro Desktop will open with the name of the selected in the Items to send field. 4. Go to the My cases or My clients view in the Destination field and select the case or client you wish to import the under. 5. Click on the Import button and the will be imported under the selected destination Import under a new Case or Client You can import an under a new Case, Organisation, Contact or Individual, which can be created through Outlook directly in GoPro.net using the New option in the Send to GoPro.net command bar or context-menu. 53 User s Guide

54 User Guide Import an from Outlook under a new Case 1. Select the in Outlook you wish to import to GoPro.net. 2. From the Send to GoPro.net command bar or context-menu select New and Case. 3. A case form dialog is displayed. 4. Select a Case type for the case and write a Subject. The case initially carries the name of the that was selected for import, but you can change it if you wish. 5. Click on the Select involved party button and a Client picker dialog is displayed where you can select the clients from the My clients view or if the client is not displayed in the view you can use the Search option by writing the first letters of the desired client. Select the client and click on OK. The Involved party field in the new Case form is automatically filled in. or: 6. Click on the Create involved party button, next to the Select involved party button and from the drop-down menu select the type of Involved party: Organisation, Contact or Individual. 7. The Organisation, Contact or Individual form is opened. 8. Fill in the fields and click on Create or Create and Open. 9. The involved party is created directly from the New case dialog. When the involved party is created, the Involved party field in the new Case form is automatically filled in. 10. Select the Responsible employee for the case from the drop-down menu. You can checkmark the Show users from all organisations option and the drop-down menu will display the users from all organisations. 11. Click on the Create or Create and open button. 12. A message is displayed stating that the selected records have been imported. User s Guide 54

55 GoPro.net Click on the Create and open button and a GoPro.net Case record is displayed where you can further edit the case. 14. Click on Save or Save and close to save the changes to the Case record. The Involved party field can be automatically filled in when there is one complete and exact match to the name of the Sender for an incoming and or the name of the Recipient for an outgoing Import an from Outlook under a new Client or Contact 1. Select the in Outlook you wish to import to GoPro.net. 2. From the Send to GoPro.net command bar or context-menu select New and Organisation. 3. An Organisation form dialog is displayed. 4. Fill in the Name, Address, Phone Number, Postcode and City fields and select a Country from the drop-down menu. 5. A message is displayed stating that the selected records have been imported. 6. Click on the Create and open button and a GoPro.net Organisation record is displayed where you can further edit the Organisation. 7. Click on Save or Save and close to save the changes to the Organisation record. Import an from Outlook under a new Contact 1. Select the in Outlook you wish to import to GoPro.net. 2. From the Send to GoPro.net menu bar or context-menu select New and Contact. 3. A Contact form dialog is displayed. 55 User s Guide

56 User Guide 4. Click on the Select organisation button. A client picker form is displayed where you can select the Organisation that the Contact will belong to. 5. Fill in the Name, , Mobile phone and Direct phone fields and select a Job title from the drop-down menu. or: 6. Click on the plus button next to the Organisation field and a new Organisation form will open. 7. Fill in the fields and click on Create or Create and open. 8. A new organisation is created directly from the New contact dialog. When the new organisation is created, the Organisation field in the new Contact form is automatically filled in. 9. A message is displayed stating that the selected records have been imported. 10. Click on the Create and open button and a GoPro.net Contact record is displayed where you can further edit the Contact. 11. Click on Save or Save and close to save the changes to the Organisation record. Import an from Outlook under a new Individual 1. Select the in Outlook you wish to import to GoPro.net. 2. From the Send to GoPro.net command bar or context-menu select New and Individual. 3. An Individual form dialog is displayed. Fill in the Name, , Mobile phone and Direct phone fields and select a Country from the drop-down menu. Click on the Create or Create and open button. 4. A message is displayed stating that the selected records have been imported. 5. Clicking on the Create and open button will open a GoPro.net Individual record where you can further edit the Individual. 6. Click on Save or Save and close to save the changes to the Individual record. User s Guide 56

57 GoPro.net Import an and all it s replies to GoPro.net. GoPro Desktop affords the possibility to import not only a single , but also all it s replies if it has any. In this way the entire history of a given conversation can be imported at once and be available in GoPro.net. There are four ways to import an and all it s replies to GoPro.net: By using the options in the Send to GoPro.net command bar By using the options in the Send to GoPro.net context-menu By dragging and dropping the into GoPro Desktop By using the Add option in GoPro Desktop 1. Select the you wish to import. 2. Select the method of import and destination. 3. A message is displayed notifying you that the selected has other items connected to it and do you wish to import them too. 4. Click on Yes. 5. The and all it s replies is imported under the selected destination. If you do not want to import replies automatically, you can open GoPro Desktop and go to the Settings\Mail source tab and click on the Automatically import the replies setting and disable it. Replies to imported incoming s are also automatically imported under the original Notification when importing the same Outlook twice A notification is displayed when you import the same twice. 1. Open Outlook. 2. Select the you wish to import. 3. If the you have selected, has been imported before, then an already imported dialog is displayed. 57 User s Guide

58 User Guide 4. The dialog contains a list of items which seem to be identical to the selected for import. 5. The available fields in the dialog are: Subject, Imported by, Imported when and Belongs to. 6. When an in the list is marked, the user can select to Mark imported without actually having to reimport it again, open it in GoPro.net, Reference the selected or click on the Import anyway button Import attachments only When you receive an with an attachment or attachments, you can select to import only the attachment or attachments, if necessary, instead of the entire . There are several methods of importing the attachments, such as: a. Using the Send to GoPro.net context-menu available after selecting an attachment in a view; b. By pressing the Shift key after selecting an with attachments in the Inbox view and then using the Send to GoPro.net toolbar or context-menu or; c. By opening an and pressing the Shift key and then using the Send to GoPro.net toolbar in the ribbon. Methods a and c apply only to Outlook 2007 and 2010, while method b applies to Outlook Before trying to import an attachment using the context-menu, please go to Outlook Tools\Trust Center\Attachment handling\attachment and document preview and make sure that the Turn off attachment preview option is not checkmarked. If it is, then you should uncheck it, otherwise Outlook will not show a preview of the attachments and you will not be able to import them Select/clear destination while composing a new in Outlook Select a destination while composing an 1. Open Outlook and select to create a new When the new form opens, fill in the address, subject and body of the . User s Guide 58

59 GoPro.net Go to the GoPro tab and click on the Send to GoPro.net button. 4. From the drop-down menu select a destination for the from the Recent, My cases, My clients, New or Search for destination options. 5. After you have selected the destination click on the Send button to send the . The notification that the has been imported under the selected destination is displayed only after the has been sent. If you select to import the under a new Case, Organisation, Contact or Individual, the is displayed under the respective item only after it has been sent and the view with the item in GoPro.net has been refreshed. Clear an import destination while composing an 1. Open Outlook. 2. Select to create a new to be imported. 3. Select an import destination. 4. When you select the import destination, the Cancel import button in the GoPro ribbon becomes active. 5. If you place the cursor over the button, a tooltip is displayed showing the selected import destination and stating that the button clears the destination that is used to import the to GoPro.net after sending it from Outlook. 6. The import destination is cleared while the is still being composed and the is not imported to GoPro.net when it is send, if a new destination is not set Get destination suggestions based on sender or recipient 1. Open Outlook. 2. Select an for import. 3. From the Send to GoPro.net drop-down menu select Suggest destination or select this option from the Send to GoPro.net context-menu. You can also open the and click on the Send to GoPro.net ribbon and select Suggest destination from the drop-down menu. 4. A Suggest wizard dialog box is displayed. 5. The upper part of the dialog box displays information about the subject, the name of the sender, the date it was sent, the recipient, CC if there is any and will also display part of the body content. If there are replies to the , the number of replies will also be displayed. If the s are more than one, all of them are displayed in the drop-down menu at the top of the dialog box. 59 User s Guide

60 User Guide 6. The lower part of the dialog box displays the suggested destinations by matching either the name or of the sender of the , or of the recipient, if it is an outgoing . the default destination will be the top name of the client if it is a client or if it is a case, the latest created case if there are clients or cases found; if the user wants to select a document to import under, he can do so by expanding the tree, documents will also be displayed under the clients or cases, if they exist. there is also a Don t import option, if the user decides not the import the and that will be the default destination if no clients or cases are found. 7. If there is more than one to be imported, the user can click on the Next button above the lower display window of the wizard and this will show the next for import. 8. The user can also choose to view the in Outlook by clicking on the View button. 9. After the destination is selected, a summary of actions is displayed showing the name of the to be imported and the import destination. 10. Click on the Finish button to complete the import or on the Cancel button, if you want to cancel the process Open GoPro record from the item in Outlook 1. Open Outlook. 2. Select an that has been imported to GoPro.net. 3. Click on the View in GoPro button next to the Send to GoPro.net toolbar in the command bar. User s Guide 60

61 GoPro.net Or open the and click on the Open in GoPro button in the GoPro ribbon. 5. The record in GoPro.net is opened. 4.5 Outlook Sidebar The Outlook sidebar allows the user to import to any destination in GoPro without leaving Outlook (i.e. without opening the GoPro Desktop window). It also offers the much the same functionality as GoPro Desktop and the SendtoGoPro command bar such as creating a new Case or Client or searching for a Case or Client. To activate the Outlook sidebar: 1. Open Outlook. 2. Click on the Sidebar button in the GoPro.net ribbon. The Outlook sidebar is displayed to the right of the InBox (see screenshot below). You can switch between different views: My cases, Cases, My clients and Clients by clicking on the icon in the GoPro.net toolbar. To find a case or client in the Cases or Clients view, you need to perform a search by entering search text in the Search field and clicking on the Search button To import an to the Outlook sidebar: 1. Select the you wish to import. 2. Drag and drop it under the selected case, client or item. The is displayed under the selected item and is visible in the respective view. 61 User s Guide

62 User Guide To create a new Case, Client or Contact: 1. Click on the Create drop-down menu in the Go- Pro.net toolbar and select to create a new Case, Client or Contact. A new Case, Client or Contact dialog is displayed. 2. Fill in the necessary fields and click on OK. The new Case, Client or Contact is created and is visible in the Recently created items view To create a new 1. Select the item you wish to create an under and click on the Create drop-down menu in the GoPro.net toolbar and select or right-click on the item and select to create an from the context-menu. 2. A new record will open. 3. Fill in the necessary information and click on Send. The is sent and stored under the selected item and is visible in the Recently created items view To create a new Task You can now create tasks not only in GoPro.net, but also in Desktop and the Sidebar. To create a new task: 1. Select the item you wish to create a task under. 2. Click on the Create drop-down menu in the Sidebar toolbar and select Task, or right-click on the item and select Create from the context-menu. 3. A new Task dialog is displayed. User s Guide 62

63 GoPro.net Fill in the necessary information and click on OK to save the Task. 5. The task will be visible under the item and also in the Tasks view in the Sidebar Drag and drop an into the Sidebar 1. Open Outlook and select an Click on the and drag and drop it under the desired item in the Sidebar. 3. The is imported and visible under the item in the Sidebar Drag and drop only Attachment into the Sidebar 1. Open an with an attachment. 2. Click on the attachment then drag and drop it under a selected item in the Sidebar. 3. The attachment is imported and visible under the item in the Sidebar To open a GoPro.net record from the Outlook sidebar 1. Go to the Outlook sidebar and select the item you wish to open in GoPro.net. 2. Right-click on it and select View item from the context-menu or double-click on it. The item is opened in GoPro.net. 63 User s Guide

64 User Guide 4.6 Memos Create a memo 1. Select an item under which you wish to save the Memo, Place the cursor on New in the menu and select Memo. 2. A new Memo is displayed. 3. Enter a Subject and write the Memo. 4. Select other options as needed. 5. Click on OK to save and close the Memo Edit a memo 1. Open the Memo you want to edit. 2. Edit the Memo. 3. Click on OK to save the changes and close the Memo. User s Guide 64

65 GoPro.net Agenda Item Agenda items are a part of the Meeting module which requires a seperate licence. A record containing the subject, type, description, documents and settings of an agenda item. An agenda item can be part of a meeting agenda and processed as such. To create an Agenda item: 1. Go to the Cases, My cases, Clients or My clients view and select a record under which you wish to create the Agenda item. 2. Click on the New drop-down menu and select Agenda item, or right-click on the selected record and select New Agenda item from the context-menu. The Agenda item is opened in a new tab. The Agenda item tab of the Agenta item record is divided into two parts. The first part contains: Subject - Fill in subject of the Agenda item; Type - Select a type for the Agenda item; Decision type - Select a decision type, such as Approval, Discussion or Review; Category - Select a category for the Agenda item; Status - The status of the Agenda item, such as Active, On hold, Locked or Complete: Deadline - Add deadline for the Agenda item; Owner - Add the owner of the Agenda item; Keyword and Journal key - Add keyword and/or journal key to the Agenda item; Comments - Add comment to the Agenda item; 65 User s Guide

66 User Guide You can also attach Primary or Support references to the Agenda item either from a disc drive or from GoPro.net. The second part of the Agenda item tab is the Meeting, if the Agenda item is a part of a meeting. Meeting - Fill in a name for the meeting Agenda number - Add an agenda number; Decision status - Add a decision status, such as Approved or Rejected; Decision number - Add a decision number; Minutes - Fill in the minutes from the meeting. 3. Click on Save and close to save and close the Agenda item. User s Guide 66

67 GoPro.net Working in GoPro 5.1 Tasks A task is an activity that needs to be finished within a defined period of time or by a deadline*. Tasks can be created under all types of records. The tasks are visible in the Cases and My cases - Tasks subview when created under a Case or in the My tasks view, when created under any other type of record. It is possible to create a task that has neither a deadline nor a fixed period Creating Tasks under Records 1. Right-click on the record under which to create the Task, for example Case, and select New - Task from the context-menu. 67 User s Guide

68 User Guide 3. A new Task dialog is displayed. The Task dialog displays which record the Task belongs to and the following fields that need to be filled in. Task belongs to - The entity selected when Task was created Subject - Subject of the Task Deadline - Deadline of the Task. The deadline can be left empty, if necessary, and the Task can be created without a deadline Type - 3 options available: Active, On hold or Review Status - 3 options available: Not started, In progress and Completed Priority - 3 options available: Low, Normal and Important Responsible - The responsible employee. You can also assign tasks to a group by entering a search criteria in the Responsible search field and selecting the group from the dropdown menu that is displayed Description - Description of the task 4. Click on Save and the Task will be created and visible in: Cases and My cases Tasks subview User s Guide 68

69 GoPro.net or My tasks view: Task Author/Modifier username and Creation and Modification date and time are shown when Task is saved and is subsequently edited Creating Tasks in the Case Record Tasks can also be created from within the Case record. 1. Open a Case record and click on the Tasks button. 2. The Tasks dialog will appear for you to fill it in. 3. Save and close the Tasks dialog. The Task is created and visible in the Tasks table in the Case record. You can open the Task., Mark as completed or Delete it by right-clicking on it and selecting the respective option from the context-menu. 5.2 Reviews It is possible to send documents and other records in GoPro.net for review. This requires that a Review process, containing Reviewers and Review managers, has already been defined. The Document is sent to the Reviewers for approval. When a Review is started, the Reviewers are automatically granted Read access to the item under Review. Reviewers are only added to the access control list if they do not already have Read or Modify access to the item. 69 User s Guide

70 User Guide There are 2 types of review options available - linear and nonlinear. In the linear review, the reviewers review one after the other, in the nonlinear review, all reviewers review at the same time. Whether a review is linear or nonlinear can be set up in the Review template in the Administration console. Review cycles have been added to the system allowing records to be sent for review to a predefined group of reviewers. Reviewers are notified when a document is sent to them for approval Send for Review 1. Open a document or create a new one. 2. In the menu, place the mouse cursor above Actions and select Get review. 3. A dialog is with 2 tabs is displayed: Templates and Ad-hoc. 4. If you click on the Templates tab, you can select a Review template from the list. 5. Select a Review - linear or nonlinear and click on OK. The item is saved and the Review started. The first Reviewer will receive a notification by , containing a link to the item to review. If a review is mapped to a case type or a form template in the Administration console, then it can be started automatically when the case or form are created. A message will appear asking if you want to start the review cycle when the user saves the case Ad-Hoc Review You can define the Review process on the fly by selecting an Ad-Hoc review option when the Review process is initiated. This allows you to select which users should review the record and in what order. It also allows you to select the type of review - linear (one after another) or nonlinear (all at the same time). User s Guide 70

71 GoPro.net Open the Document you wish to review. 2. Click on Get review from the Actions drop-down menu and select the Ad-Hoc tab in the Review dialog that is displayed. 3. Fill the required field and add Reviewers in the order you like. 4. Click on OK to start the Review process View Review Status 1. Open the Document being reviewed. 2. Click on the Review tab. 3. The review status is displayed, including an overview of Reviewers and Review managers. If the review is linear, the review status is displayed as seen in the screenshot below with reviewers reviewing one after the other: If the review is nonlinear, the review status is displayed as seen in the screenshot below with reviewers all reviewing at the same time: 71 User s Guide

72 User Guide The Review tab offers the following options to the current reviewer: a. To Approve or Reject the document under review. If the document is approved, a notification is sent to the next reviewer in line or, if the current reviewer is the last reviewer, to the person requesting the review. If the document is rejected, a notification is sent to the requester containing the comments you entered. To perform this action you need to be defined as a Reviewer in the review process being used. See the GoPro.net Administration Guide for further information. b. To Approve for all - the document is approved for all remaining reviewers. To perform this action you need to be defined as a Review manager for the review process being used. See the GoPro.net Administration Guide for further information. c. Add reviewer button - allows the current reviewer to add a new reviewer to the review either before or after the current reviewer by check marking the check boxes at the bottom of the dialog. d. Delegate button - allows the current reviewer to delegate the review to another user that will review the record in his/her place Substitute reviewer If the user has a substitute defined in the User profile, that substitute can review on the users behalf. The review will be visible in the My reviews view of the substitute user, also displaying the respective role of the substitute in the My role column. The substitute can approve or reject, add reviewers or delegate on behalf of the user. User s Guide 72

73 GoPro.net Notifications and Subscriptions You can notify fellow employees and others of particular documents. When a user sends a notification, the names of the recipients are logged in the history of the item. By subscribing to an item, you will get a notification each time the item or its sub items are updated, as well as when new sub items are created Send a Notification 1. Open an item (Memo, , Document etc.). 2. Place the cursor above Actions in the menu and select Send notification or click on the appropriate button in the button bar. 3. A combined Recipient/Message dialog is displayed. 4. In the Recipient part you can either click to Add responsible or Add caseworkers. To add caseworkers type in a search item in the search field and a drop-down list of contacts responding to the search criteria will appear. Hold down the CTRL button on the keyboard for multiple selection. 5. Fill in the Message part. 6. Change the Subject if necessary. 7. Enter a message if necessary. 73 User s Guide

74 User Guide 8. Click on OK to send the notification to the selected recipients. 9. The recipients receives an with the item s subject and a link to it in GoPro.net. You can also send a notification of a new case. When a case worker, responsible employee or involved party are added to a case, the user is prompted if he would like to send a notification to those users. If the top parent is not a case, then the Add responsible and Add caseworkers buttons are not visible. Duplicate s are removed. If the User has a Substitute named in the User profile, the Substitute will receive notifications on behalf of the User whenever there is a change, such as new instructions, to a case where the User is either a Responsible or Caseworker Subscribe to an Item The option to subscribe to an item is available in all major items within GoPro.net, such as Organisations, Contacts, Individuals, Cases, s and Documents. For instance, if you want to monitor the activity of a particular case, you can subscribe to the case. 1. Open an item in GoPro.net. 2. Click on the Follow-up tab. 3. Click on the + button next to the Subscribers field. 4. Your name is displayed underneath the Subscribers field. 5. Click on OK and close the item. 5.4 PDF Functionality GoPro.net currently offers various PDF functionality such as Open, Send or Print as PDF. Right-click on an item and the available PDF actions are displayed in the context menu Open Record as PDF 1. Right-click on record and select Open as PDF from the context-menu or open a record and select Open as PDF from the Actions drop-down menu. 1. The record is displayed in PDF format. User s Guide 74

75 GoPro.net Open Document as PDF 1. Select a Document in a subview. 2. Right-click on it and select Open as PDF from the context-menu. 3. The Document is displayed in PDF format Open Document Settings as PDF 1. Select a Document in a subview. 2. Right-click on it and select Open settings as PDF. 3. The Document record is displayed in PDF format Send Document as PDF. 1. Select a Document in a subview. 2. Right-click on it and select Send as PDF from the context-menu. 3. A GoPro.net record will open with the selected document as a PDF attachment Print Records as PDF 1. Select a Record and right-click on it and select Print from the context-menu or open it and select Print from the Actions drop-menu. 2. The Record is displayed and ready for printing. 3. Click on the Open as PDF button. 4. The record is displayed in PDF format and can be printed as a PDF file. , Documents and Memos are converted both on creation and update. The PDF functionality requires a license. 5.5 Calendar View The Calendar view in the Navigation pane displays different types of records and their deadlines. The records to be displayed in the calendar, such as Case type, Phase type, , Memo, Document and Task, and their respective color can be set up in the Administration console. For more information please view the GoPro.net Administration Guide. 1. To open the calendar click on Calendar in the Navigation pane. 75 User s Guide

76 User Guide 2. The calendar is displayed in a view. 3. You can choose to display it either in Daily, Weekly or Monthly format Calendar Filter The Calendar has a filter with several filtering criteria to display different types of records. 1. Open the Calendar view and click on Filter. 2. The Calendar Filter view is displayed with different filtering criteria. Filter by options: Type - The type of record to filter by. Case type - The case type if the record selected is case. Status - The status of the record. Date - The type of date set in the Administration Console, usually Deadline. If the the Filter by - Dates option is not visible in the Calendar filter, an Administrator needs to enable the Calendar.ShowFieldType.Filter setting in the Administration console. My filter - Check marking this will filter only by the users personal calendar. Responsible - Filter by responsible employee. User group - Filter by user group. Organisation unit - Filter by organisation unit. User s Guide 76

77 GoPro.net After you have selected your filtering criteria, click on the Apply filter button to apply the filter. The calendar will display only the records that you have filtered. 5.6 Target Groups and Mass mail To send mass mail, you need to define Target groups. GoPro.net works in conjunction with MS Excel or Word to manage Target groups and mass mail. Target groups are defined in GoPro.net and exported to Excel for further processing. It is possible to create Target groups dynamically. The Target groups can be created by selecting Clients from a list, selecting existing Target groups or by a search. The Target groups can then be exported to MS Excel where the user might use mail merge to create a Circular letter. See also the GoPro.net Administration Guide for further information Defining Target groups There are two different methods for defining and creating Target groups: Adding Clients to a Target group category. You can send directly from GoPro.net to members of these Target groups. Defining recipient lists by various criteria and exporting to Excel. Each method is explained below. Adding clients to a Target group category. Target group categories are created in the Administration console. Contact your Administrator for help. 1. Open a Client record. 2. Click on the Categorisation tab. 3. Click on the Groups button. 4. Check mark the Target group you want to add the Client to and click on OK. 77 User s Guide

78 User Guide 5. The Client is added to the Target group as displayed in the record. Defining lists by criteria and exporting to Excel 1. In the main view go to Tools in the menu and select Target groups. 2. A window is opened where you can define Target groups using the buttons at the top left. a. Add clients. Click on the Add clients button. A Select client dialog is displayed where you can search a client by Name, ID number or Client number. Select a search option, fill in a search string in the Search field and click on the Search button. A list of clients is displayed in the Results section. Select the desired client and click on the Add button and the client is displayed in the Selected clients section. Click on OK. The Client is added to the list. b. Add criteria Click on the Add criteria button. Define the criteria (Account manager is Stacy Feldman) and click on the Add button. The criteria is added to the list below.»» Define additional criteria and add to the list (Country is ICELAND). User s Guide 78

79 GoPro.net Set the operator (AND). Select the Client types to return (only Organisation). Finally click on the OK button to retrieve clients fitting the criteria. A list of all clients that fulfil the criteria is displayed. c. Add target groups Click on the Add target groups button. A list of existing target groups is displayed. Check mark the Target group(s) you wish to add to the list and click on OK. Members of the selected Target group(s) are added to the list. These options for generating a list of clients can be mixed and matched. You can, for instance, first add a Target group and then add Individual clients before you export the results to Excel. d. Export to Excel When you have defined and configured the list you can export it. Click on the Export to Excel button. 79 User s Guide

80 User Guide A file download dialog is displayed. Click on Open to open the list directly in Excel. You can optionally save the file to a hard drive to work on later. For information about mail merge and sharing information between Excel and Outlook see the Excel or Outlook Help. There is an Organisation column in the Excel file generated, which contains the name of the Organisation that a Contact belongs to. The column is empty for rows that contain Organisations and Individuals. s or Letters sent to Target groups using Excel and Outlook, can be saved to GoPro.net later as explained in section 3.3 GoPro.net Desktop Send to a Target group 1. Select the Case or other item that you wish to create and store the under. 2. If you are not sending mass mail from a Case, you need to start by selecting a single recipient. 3. When the is displayed click on the Recipient button. If you are using Outlook for , the process is identical although the images may look different. 4. A list of existing Clients is displayed. 5. Click on the Target groups tab. 6. Check mark the Target group(s) you wish to send the to and click on OK. User s Guide 80

81 GoPro.net The selected Target groups are displayed in the BCC field to preserve the anonymity of the recipients. 8. Enter a Subject and finish the Click on the Send button. 10. The is sent to all members of the selected group. 5.7 Journal keys and Keywords Journal keys can be assigned to any Case, Phase, or Document. It is now possible to define a storing period and action for Journal keys Assign journal keys 1. Create an item or open an existing one. 2. Click on the + button in the Journal key field. 3. A dialog is opened. Click on the Journal key you wish to assign and click on OK. 4. The Journal key is visible in the item record and will be assigned after saving the record. When changing the Journal key for a Case, you are prompted to decide whether the Journal key should be pushed to all Sub items when you save the Case Remove Journal keys 1. To remove a Journal key. 2. Open the item (Memo, or Document) containing the Journal key you wish to remove. 3. Click on the - button in the Journal key field. You are asked to confirm whether you wish to remove the Journal key. Click on OK. 4. The Journal key is removed after saving the item Keywords Keywords can be assigned to any Case, Memo, or Document. You also have the option to add Keywords from a predefined Keyword list that has been added to all items except Organisation, Individual, Contact and Phase. 81 User s Guide

82 User Guide Assign Keywords to an item 1. Create a Case, Memo, or Document (or open an existing one). 2. Click on the Keyword button. 3. The Keyword dialog is displayed. 4. Select one or more Keywords from the list on the left and click on the right arrow to assign. The assigned Keywords are displayed on the right. 5. Click on OK to close the dialog. 6. The Keyword(s) will be assigned to the item after it has been saved. When selecting a Journal key for an item you can enter a Keyword and search for all Journal keys that match the Keyword. You can then select a Journal key from the search results and assign it to the item. Remove Keywords from an item 1. Open the Case, Memo, or Document containing the Keyword you wish to remove. 2. Click on the Keyword button. 3. The Keyword dialog is displayed. 4. In the list on the right, select the Keyword(s) and click on the left arrow to remove them. 5. Click on OK to close the dialog. 5.8 References You can create Reference documents in the system. The Reference items can refer to either external items like web pages or internal items like a Case or Memo Create a Reference 1. Select or open the item under which you wish to create a Reference. 2. Click on the New button or use the context menu by right-clicking on the item. 3. From the drop-down menu select Reference. 4. A Reference dialog is displayed. 5. Choose the type of Reference you wish to create (either internal or external or cross-reference) by checking the correct check mark box. User s Guide 82

83 GoPro.net For an External reference: a. Select the type of path from the path drop-down menu - file:, FTP:, HTTPS: or other b. Fill in the path itself in the field. c. Fill in the Name field. 7. For an Internal reference and cross-reference: a. Click on the Target button. b. A Select item search dialog is displayed. c. Type in a part of the name of the target document in the Search for field, select a type of record to search in from the Search in drop-down menu (the search can be carried out either in a specific record such as Case, Client or Document or in all types of records). Add date range, Journal key and Keyword if necessary. d. A list of items is displayed. e. Select the target item and click on OK to close the dialog. f. The target document is added and you can open it by clicking on the Open target button. Click on Save or Save and close and the Reference is created. 5.9 Reports The different types of reports created in GoPro.net are visible in the Reports view in the Navigation pane. The reports are set up in the Administration console so for more information please view the GoPro.net Administration Guide. 83 User s Guide

84 User Guide 5.10 WhereIs The WhereIs view is an overview of the attendance of different users from different organisations and organisational units. WhereIs displays information about the user such as Name, Work phone, Mobile phone, Department and Location and In/Out Status. To find a user in WhereIs: 1. Go to the WhereIs view. 2. Write the name of the user you wish to find in the Name field. 3. Select the Organisation of the user from Organisation drop-down menu. 4. If you wish the user to be displayed under his organisational unit, check mark the Group by organisational unit option. 5. Press Enter. 6. The user is displayed in the view. See screen below. In order for a user to be displayed in the WhereIs view, the Administrator has to check the Include in WhereIs checkbox in the User profile when creating it Actions available in the WhereIs view There are several actions available in the WhereIs view such as logging a user in or out, sending an e- mail to a user, viewing a users calendar or filtering users by department. To send an to a user: 1. Open the WhereIs view. 2. Find and select the user you wish to send an to. User s Guide 84

85 GoPro.net Right-click on the user and select Send an from the contextmenu. 4. An dialog is displayed. 5. Write a subject for the and fill in the body. 6. Click on Send. The is sent to the user. To view a users calendar, the WhereIs Synchronization should be set up in the Administration console. For more information view the GoPro.net Administration Guide Deleting Items Delete a Client, Contact or Case 1. In a view, select the Client, Contact or Case record you wish to delete. 2. Place the cursor above Actions in the menu and select Delete. 3. A dialog is displayed prompting you to confirm the deletion. Click on OK. 4. The record is removed. Deleting a Client, Contact or Case record also deletes all the record s sub items. For added security deleting items does not really delete them. Instead the items are moved to a view which is accessible only to administrators. An administrator decides whether to permanently delete an item or restore it. 85 User s Guide

86 User Guide Delete multiple cases You can delete multiple cases at once. 1. Select multiple cases by a. holding down the CTRL button on the keyboard and click on individual cases to select them or b. clicking and dragging in the view to select a group of cases 2. Right-click on one of the selected cases and select Delete 3. A warning is displayed stating that the selected items and sub items will be deleted. Click on OK to delete all the selected cases and linked documents Sharing The sharing functionality in GoPro.net offers the opportunity to share cases and documents with external systems such as GoPro Self Service. To share a case, the relevant case type should have sharing Enabled and an external system added to it. For more information see the GoPro.net Administration Guide. A licence is required to display sharing actions in the context-menus, views and subviews. Documents marked confidential documents can NOT be shared. See administration Guide for further information. User s Guide 86

87 GoPro.net To share a case and documents: 1. Open the Cases or My cases view and select (or create) a Case (of a case type that has sharing enabled) and one or more Contacts and Documents created under it. 2. Right-click on the Case and select Share from the context-menu or select Share from the Actions drop-down menu in the Case. 3. A two-part Share dialog is displayed: Contacts - this part of the dialog contains the Contacts under the case which the user can share with. The Contacts address is required for sharing. Documents - this part of the dialog contains a list of documents under the case and the user can select which documents to share. 4. Select with which contacts to share which documents and click on the Share button. 5. A message stating that the operation is complete is displayed. You can also share just a document from the subview by clicking on it and selecting the Share option from the context-menu. The cases and documents will be shared to the external system and are visible in the Shared subview under the case. 87 User s Guide

88 User Guide You can see which cases have been shared by adding the Shared column to the Cases or My cases view. Shared cases are displayed with true, cases that have not been shared with false Unsharing Documents To unshare the shared documents and cases: 1. Go to the Shared subview under the case. 2. Select the Contact for which you wish to unshare documents and right-click on it. 3. Select Remove sharing from the context-menu. All documents will be unshared for this Contact. If you want to unshare just a specific document, right-click on it and select unshare from the context menu and only this document will be unshared for the contact Printing Items Printing individual Items Individual documents and other items can be printed by: Opening a record and printing from the Print menu action or button. Right-clicking an item and selecting Print from the context-menu. The documents or items will open in a new tab where you can select the Default printing language and click on Print Printing multiple documents It is also possible to print multiple documents from the All view and also in flat lists in the subviews. Print documents from All view 1. Open the All view 2. Select multiple documents a. Hold down the CTRL button on the keyboard and click on individual documents to select OR User s Guide 88

89 GoPro.net a. Click and drag to select a group of documents from the list 3. Click on the Print icon. 4. The items selected for printing is displayed as a list in a new tab. You can select to directly print the list or you can click on the Create PDF button and print them in PDF format. 5. Click the Start button to print the files. Print documents from subviews 1. Open any view that contains a subview 2. Select to display the subview items in a flat list. 3. Position the mouse cursor above the Print icon and select Print files from the context menu. 4. A window displays the files in the subview. Check mark the ones you want to print and click on the OK button. 5. A dialog is displayed stating that the selected files will be printed by opening the relevant program and printing the files using the default printer. 89 User s Guide

90 User Guide 6. Click the Start button to print the files. Printing languages supported are English and Icelandic by default Keyboard shortcuts Press Ctrl Shift C to create a Case Press Ctrl Shift O to create an Organisation Press Ctrl Shift I to create an Individual Press Ctrl Shift N to create a Contact. Press Ctrl Shift M to create a Memo. Press Ctrl Shift E to create an . Press Ctrl Shift D to create a Document. Press Ctrl Shift A to create an Agenda item. Press Ctrl Shift F to create a Folder User s Guide 90

91 GoPro.net Copy and Paste items 1. Select the item you wish to copy and paste. 2. Right-click on it and select Copy from the context-menu. 3. Go to the destination where you wish to paste the item. 4. Right-click and select Paste. If the item has sub-items, you are asked whether you wish to copy all sub-items. 5. Click on Yes or No. The item is pasted under the selected destination, with or without descendants depending on your choice. 91 User s Guide

92 User Guide User s Guide 92

93 GoPro.net Searching GoPro.net provides several methods for locating records. You can even combine search methods to narrow your search even more. Section 6.1 Search methods gives a general description of the various Search methods while Section 6.2 Searches leads you through different specific searches. 6.1 Search methods There are several methods for finding records in GoPro.net. The methods are listed and briefly explained in this section with a more detailed explanation later in this chapter Quick Search in Views The Quick Search is located at the top right corner of the Caseworker console. It is used to quickly find records by using the drop-down menu and selecting a search option. The available search options in the different views are: 1. Cases and My cases view - All visible columns (for example Name, Status, Case number, Created, Responsible, Deadline and Journal key etc.) 2. Clients and My clients view - All visible columns (for example Name, Phone number, , Status, Account manager etc.) 93 User s Guide

94 User Guide 3. All documents view - All visible columns (for example Name, Type, Status, Created etc.) 4. My reviews view - All visible columns (for example Name, Type, My role, Review, Started, Current reviewer etc.) 5. My favorites view - All visible columns (for example Name, Type, Status, Author etc.) The Quick Search context-menu displays all the columns visible in the current view. If you want additional columns to be displayed in the context-menu, you need to add the columns to the view. The Quick Search can be displayed as a panel in the Navigation pane. This is controlled in the Administration console. For more information view the GoPro.net Administration guide Quick Search in Subviews The Quick Search in subviews is located at the top left of the Subview next to the Tree and Flat subview options. The Quick search is carried out by entering the first few letters of the name of the record and clicking on the Search button. In the Clients view you can also search linked cases by checkmarking the Search linked cases option next to the search field Advanced Search The Advanced Search is located at the top right corner of the Caseworker console next to the Quick Search. It has Google-like search functionality with various search options. User s Guide 94

95 GoPro.net Search examples Find a Case, Client or Document using the Quick Search Find a Case 1. Open the Cases or My cases view. 2. Go to the Quick Search and select a search criteria from the Search by drop-down menu, for example Created. 3. Fill in the date range and click on the Search button. The search results is displayed in the view. Find a Client 1. Open the Clients or My clients view. 2. Go to the Quick Search and select a search criteria from the Search by drop-down menu, for example Write the address in the search field and click on the Search button. The results is displayed in the view. 95 User s Guide

96 User Guide Find a Document 1. Open the All documents view. 2. Go to the Quick Search and select a search criteria from the Search by drop-down menu, for example Type. 3. Write for example Phase in the search field and click on the Search button. 4. The results are displayed in the view: You can also use the Advanced search to search for document subject or text in the document. See Section To clear results of searches and perform new ones, click on the Clear results link Find Records using the Quick Search in the Subviews 1. Go to the Cases or Clients view. 2. Select a Case or Client. 3. The records created under the Case or Client are visible in the Subview. 4. To search for a specific record, write the name or part of the name of the record in the Quick Search field located in the Subview next to the view options, switch to the list view and click on the Search button. The results are displayed in the subview Find any Item using Advanced Search The Advanced search functionality depends on Full text indexing being active on the SQL server. Advanced search can search in text based attachments such as Word and Text documents. Searching in PDF documents requires setting up an ifilter. Check with the System administrator if necessary. User s Guide 96

97 GoPro.net Click on the Advanced search button next to the Quick Search. The Advanced search window is displayed. There are several search options available to narrow the search, you can use any or all of them. Here are the options: 1. Search for field - where you can enter text to search for. 2. Search in field - where you select for which record type or types to carry out the search in. If Document is selected, Advanced search also searches inside attachments (Word, Excel, Text documents etc.) provided the the server is configured for that. 3. Author - where you can search for a specific user. 4. Date from/date to field - where you can restrict the search to a specific timeframe. 5. Deadline from/deadline to - where you can search for deadlines on different records (case, phase, document, etc). 6. Journal key: - where you search for records by Journal key. 7. Keywords: - where you can search for records by Keyword. The advanced search in GoPro.net is designed as a Google-like search, meaning that the user can narrow down the search results by adding different Search operators. Here is a list of search operators that can be used: AND OR - + * Examples: 1. Use the search operator AND to find records containing all terms separated by the operator. If records containing e.g. two words like Contract and expired is the desired result set then the search string Contract AND expired can be used. If the search set should be reduced further then additional words can be added to the search string. 2. Use the search operator OR to find records that contains one or more terms seperated by the operator. If the result set should e.g. contain all records were users John or Wendy have created, then the search string John OR Wendy can be used. The search set can be expanded by adding additional terms. 3. Use quotation marks to search for exact set of words that appear in sequential order. If records containing the words Contract expired are the desired result set then the search string can be Contract expired. The search result would not include word phrases like Contract has expired. Capitalization isn t taken into consideration. 4. Use the search operator - to find records that do not contain particular word. If records 97 User s Guide

98 User Guide containing the word Contract but not expired is the desired result set then the search string can be Contract -expired. 5. Use the search operator + to find records that must contain particular word. If records containing the word Contract and must have the word expired is the desired result set then the search string can be Contract +expired. 6. Use the search operator * to find records that contain particular word parts. If records containing all creators named John Smith without knowing the middle name is the desired result set then we can use the search string John*Smith to find all variations of users named John Smith. The result sets for the above scenarios can be reduced by using the additional metadata fields found in the advanced search. Example of this would be to add date to/from criteria on scenario 1 to find all contracts containing the words Contract and expired that were created in a particular date range. For more information on which metadata fields are searchable, see Appendix 1 - Searchable fields. Search for text in a Document If you don t remember the name of the Client, Case or Document, you can search for text found in the document: 1. Go to the Advanced search. 2. Enter text found in the Document you wish to find in the Search for field. 3. From the Search in drop-down menu select the type of record to search in. You can check all types of records to search in. 4. If applicable, select an author from the Author drop-down menu. 5. Add other criteria as needed. 6. Click on the Search button. 7. The results are displayed in the view. User s Guide 98

99 GoPro.net You can use the same method as when searching for a Document to find any other record. Custom forms are also searchable with advanced search. When the advanced search reaches the limit of number of items that can be returned the user is notified with a text in the top of the view. In the text the user is also advised that he should narrow his search. 6.3 Filters Set up a filter Filters are used to narrow down which items are displayed in a view. For example, when viewing Cases in a view you might want to focus only on those Cases for which you are responsible. Or when viewing Organisations, you might want to narrow them down to Type of business, City or even Postal Code. A few examples of filtering: Display only cases that you are Responsible for: 1. Select the Cases view. 2. Right-click on the Columns bar and select the Responsible column from the list. 3. The Responsible column is displayed in the view. 4. Click on the title of the Responsible column to sort by it. 99 User s Guide

100 User Guide 5. Enter the first few letters of your name in the Quick Search panel and click on the Search button. 6. Only Cases for which you are responsible are displayed. 7. Right click on your name in the column and select Filter Selected column. 8. The items in the view are filtered according to the one you selected. The columns for Modified and Modified by can also be used for filtering. Display only clients that you are Account manager for: 1. Select the Clients view. 2. Find the item you wish to filter by. 3. Right-click on the item and select Filter Selected column. 4. The items in the view are filtered according to the one you selected. Items in the All view can be filtered by journal keys like any other column in the view Save filter as a view 1. To save a filtered view as a personal view, right-click again in the view and select Filter- Save User s Guide 100

101 GoPro.net current filter as a view. 2. Enter a name for the view in the dialog box and click on OK. 3. The filter is saved as a view and displayed in the My views panel in the Navigation pane. By adding a new filter to an already filtered view you can narrow down the results of your search even more. This can be applied as many times as needed. Each user can save and re-use his/her own filters Filter by date range 1. Right-click on a date field in a view and select Filter... Range. 2. A dialog is displayed where you can specify a Start (From) date and End (To) date, respectively. 3. Select the dates and then click on OK. Only items that fall within the specifed range are displayed in the view. 101 User s Guide

102 User Guide Any date field can be filtered in this way, for example the Created, Modified, Deadline and custom date fields Clear filter To clear a filter and display all items: 1. Right-click on any item in the view and select No filters. 2. The filter is cleared and all items in the view are displayed. User s Guide 102

103 GoPro.net Access 7.1 About access in GoPro Access to records can be configured in different ways and can involve User profiles, Roles, Groups and Privileges. For simplification access can be split into one of 2 access types; explicit or indirect access. Examples: Explicit access is when a particular user is granted explicit access to a particular record. Indirect access is when a user has access to a record through a role or as a member of a group or organisation, that has access to the record. The access is checked when needed. Records with direct access are/should be always accessible to a particular user but indirect access is dynamic and can change if for instance a user is removed from a group that has access to a particular record. By default all users with the Case worker role have both Read and Modify access for any record in Go- Pro.net. This access can then be modified in the record iself, be it a Client, Contact, Case, Phase, Folder, Document, or Memo, through the use of Roles and/or Privileges* in the user s profile. On a larger scale, access can be configures for user groups and even whole Organisations. Having Read access means users can open and read items but not make changes. Having Modify access means users can open and edit items. * User profile here does not refer to the User profile accesible ny Case worker, it only refers to user profiles accessible from the administration console. Modify access always includes Read access. 103 User s Guide

104 User Guide 7.2 User access To change access to an item in GoPro.net: 1. Open the record. 2. Click on the Settings tab. 3. The Access fields are displayed. 4. By clicking the relevant tab in the upper left corner you can manage access for: a. Users that have access to the record (currently selected in the image below). b. Roles. c. Groups. d. Organisation. Access can furthermore be fine-tuned using Privileges in individual users profiles in the Administration console. 5. Users (Roles, Groups or Organisation) that have only Read access are displayed in the upper field on the right. Users that have Modify access (which includes Read access) are in the lower field on the right. 6. To add a User, Role or Group, select it in the field on the left and click on the right arrow button in front of the relevant field. The User, Role or Group, is added to the field. You can search for specific users by entering text in the search field, selecting a user and clicking on the Search button. User s Guide 104

105 GoPro.net To modify (remove or add) Read or Modify access for a User, Role or Group, a. select it in the relevant field on the right and b. click on the left arrow button. 8. The User, Role or Group, is removed from the field. 9. Click on Save and close to save the access changes and close the item. When adding users to the access control of an item, you are notified if any of them already exist in the access control Changing access to subitems When access has been changed for an item, the user is prompted if he would like to update the access of all subitems accordingly. If accepted, then the access changes will be applied to the subitems as well, resulting in all the items having the same access. Please note that if you do not have access to all the subitems you ll be informed that you are not authorized to change access to all the subitems. 7.3 Group access Using Groups for managing (changing the default) access is highly preferable over changing access for individual users. Groups in Read and Modify access fields, are indicated by green letters. To change access for a group, click on the Groups tab in the access dialog discussed in step 4 above. User groups are defined and managed in the User groups part of the Administration console. 7.4 Role Access Access can be changed for each User or Group or it can be changed for a Role. If access to an item is granted to a particular role, all users who are assigned that particular role, will have access to the item, even if they are not granted access as individual users or as members of a group. The default roles in GoPro.net are: 105 User s Guide

106 User Guide Administrators Case worker Access Modifier Citizen Enterprise administrators Process designer User Manager Archivist Agent Manager Roles, in Read and Modify access fields, are indicated by blue letters in the access control settings. To change access for a role click on the Role tab in the access dialog mentioned in step 4 in section 7.1 User access above. See GoPro.net Administration Guide for further information about Access. User s Guide 106

107 GoPro.net Changing access to multiple records In GoPro.net it is possible to change access to multiple records at the same time in the caseworker console. This option is available only to users with the Enterprise Administrator, Administrator and Access Modifier roles. Changing access to multiple cases 1. Open the Cases or My cases view. 2. To select multiple cases to change access to, hold down the CTRL key on the keyboard while clicking on the desired cases. 3. Right-click on them and select the Change access settings option in the context-menu. 4. An Access control dialog wil open. 107 User s Guide

108 User Guide 5. The dialog has two parts: Add permissions to read and modify access fields - Select users on the left and click on the arrows to add to the relevant field. Entries will be added to the read and modify fields only if they do not previously exist in the access of the selected cases. See also note on the Overwrite... option below. Remove permissions from read and modify access fields - Entries will be removed from the read and modify fields only if they already exist in the access settings of the selected cases. If the Overwrite... access option is check marked, the corresponding Remove field below becomes unaccessable. 5. Make the necessary changes and click on OK. 6. When you click on OK a notification dialog will appear asking you if you want to set the same access to the sub-items of the cases. If you select Yes, then the modified ACLs will overwrite the existing ACLs of the sub-items of the record. The changes will be seen in the Settings tab of the selected cases. The Case history should reflect and be updated with the changes in the access. Modify access of Enterprise Administrators and Administrators CANNOT be removed. User s Guide 108

109 GoPro.net Handover Module GoPro.net now has a Handover module, where completed cases can be archived. Only users with the Archivist role have access to the Handover module. 8.1 Handover views The Handover module has 4 handover views: Completed, Ready for handover, Handed over and Not for handover Completed View The Completed view displays the completed cases where you can select the ones ready for handover. 1. Select a case from the Completed view. 2. Right-click on it and select the appropriate action from the context-menu. There are three handover actions available: Status for handover, Mark ready for handover and Not for handover. Status for handover When selected this option displays the status of the case and it s sub-items for handover. 109 User s Guide

110 User Guide A Handover status dialog is displayed, containing information about the case. Case number Case subject Case PDF status If there is a checkmark next to the PDF status that means that a PDF version of the case has already been uploaded. A red circle next to the PDF status means there is no PDF version of the case uploaded and you need to click on the Upload link. Click on the Select new PDF file button in the Upload PDF version dialog that will appear and then click on the Upload button when the file has been added to the dialog. Case journal key status If there is a checkmark next to the journal key that means that it has been added to the case.. If there is a question mark next to the journal key that means that it is missing and you need to click on the Change link and add a journal key from the Journal key dialog that will appear. Apply the same options to any sub-items of the Case. When the Case and sub-items all have a checkmark next them, the Case is ready for handover and you can close the dialog. User s Guide 110

111 GoPro.net Mark ready for handover After cases are marked ready for handover, they are moved to the Ready for handover view. 1. Select a Case in the Completed view and right-click on it. 2. Select Mark ready for handover from the context-menu. 3. A Handover number dialog will appear. 4. Select a number for handover to add to the case and click on OK. The handover number has been added to the case. Mark not for handover If you still need to work on a case before it is handed over, you can select the Not for handover option from the context-menu and the case will be moved to the Not for handover view Ready for handover view This view contains all cases that are ready for handover. 1. Select a case from the view and right-click on it. 2. Select Mark as handed over from the context-menu. 3. The case is moved to the Handed over view. 111 User s Guide