WORKFLOW TRAINING. Reviewing an Agenda Item Through Laserfiche Client. Updated May 2017

Transcription

1 WORKFLOW TRAINING Reviewing an Agenda Item Through Laserfiche Client Updated May 2017

2 CONTENTS Reviewing an Agenda Item... 3 Updating Template with Word Document Open & Saving Document with Track Changes... 4 Updating Template without Opening Document... 6 Error Messages... 7 APPENDIX A... 9 CCD:170-10\lm\h:\common\rm\training\Workflow Training-Reviewer.doc Page 2

3 Reviewing an Agenda Item 1. Departments submit agenda items, which generate an from Laserfiche to Agenda Review. Agenda Review must go into Laserfiche, open the document and review it electronically. Note that an will be sent for each document that is ready for review. If attachments are separate, they will also generate an and need to be reviewed and template updated. 2. Log into Laserfiche using the login and password provided by Records Management. 3. Navigate to the document by double clicking on the folder. 4. Right-click on the document and choose Choose Check In/Check Out then choose Check Out. This will allow you to make changes and will lock anyone else from accessing the document at the same time You will be prompted to check the document out to a location on your computer. Click on the browse button and choose a location (i.e., Desktop ). This is a temporary location for the document as you edit it. Click OK. Always do this because the system CCD:170-10\lm\h:\common\rm\training\Workflow Training-Reviewer.doc Page 3

4 will default to the location where the document was last checked out to, which may be someone else s desktop Use Track Changes and edit document. (See Appendix A.) Updating Template with Word Document Open & Saving Document with Track Changes 9. When review is complete, fill out the template information for your department and save the document back into Laserfiche. a. To update the template information, click on Laserfiche Metadata. b. In the pop-up screen, complete the template data: Department Approval: choose from drop down menu Approved agenda item is approved as is, no changes required. Additional Info Needed agenda item needs changes and MUST to be resubmitted to Agenda Review. This re-review only goes to those Agenda Reviewers that select this status. Conditionally Approved agenda item needs minor changes but does NOT need to be resubmitted to Agenda Review. Department Notes add any notes (i.e., see page 3 or change account number) to assist the submitting department. Click OK. CCD:170-10\lm\h:\common\rm\training\Workflow Training-Reviewer.doc Page 4

5 c. After updating the Template, click on Laserfiche tab and click on Check in on the left-hand side. d. Click on OK on the Version Details Pop-up (do not need to write anything). e. Click Yes on next pop up window to close document. f. Click Yes or No on next pop up window, depending on whether or not you want to delete the copy you checked out. CCD:170-10\lm\h:\common\rm\training\Workflow Training-Reviewer.doc Page 5

6 Updating Template without Opening Document If you don t need to truly review the document (i.e., an attachment that doesn t pertain to the area that you are reviewing), you must still update the template information. This can be done without opening the document: a. Open Laserfiche. b. Browse to the correct folder. c. Right click on your document and choose Metadata. d. Update the template data. e. Click OK (for both Word and PDF documents). Once you are finished reviewing all of the documents, please remember to exit out of Laserfiche by going to File and choosing Exit or by clicking on the X in the upper right-hand corner. This will free up connections for other reviewers in your department. These steps are required for all Agenda Reports and Attachments. After you have reviewed the report or attachment, it will be removed from your Agenda Review folder. If YOUR Department selects Additional Information Needed for the approval, once the changes are made, you will receive the document back for a second review/approval. CCD:170-10\lm\h:\common\rm\training\Workflow Training-Reviewer.doc Page 6

7 After all updates from Agenda Review, all reports and attachments are sent through workflow to the City Clerk. Error Messages If you get a Security Warning about Macros along the top of your document, click on Options and choose Enble this content. This will allow the Laserfiche integration to work properly. If you do not do this, you will not have access to the Laserfiche functions through the Laserfiche tab at the top. Please note that if another Agenda Review Department has the document open, you will receive one of the following error messages: CLICK NO CCD:170-10\lm\h:\common\rm\training\Workflow Training-Reviewer.doc Page 7

8 Only one reviewer can open the document at a time. This is so all three reviewing departments can open and mark the changes required on a single document. The submitter will then receive one document, with changes from all three Departments, to update as required. If the Department Reviewer log ID has four open sessions, the fifth person to log in will not be able to and will receive this error message: Questions - call Laura Maguire (2165) CCD:170-10\lm\h:\common\rm\training\Workflow Training-Reviewer.doc Page 8

9 APPENDIX A (Courtesy of Colleen Hernandez and other Help Sources) Using Track Changes In Word Track Changes is a great feature of Word that allows you to see what changes have been made to a document. The tools for track changes are found on the Reviewing tab of the Ribbon. Begin Track Changes To keep track of the changes you ll be making to a document, you must click on Track Changes icon. To start Tracking Changes: Click Review Tab on the Ribbon Click Track Changes Make the changes to your document and you will see any changes you have made. Document Views There are four ways to view a document after you have tracked changes: Final Showing Markup: This shows the document with the changes displayed Final: This shows the changed document, without the changes displayed CCD:170-10\lm\h:\common\rm\training\Workflow Training-Reviewer.doc Page 9

10 Original Showing Markup: The original document with the changes displayed Original: The original document without any changes. To change the view, click the appropriate choice in the Tracking Group of the Review Tab on the Ribbon. The Show Markup feature allows you to view different items (comments, formatting, etc.) and choose to view different authors comments. Accept or Reject Changes When you view the changes in a document you can either choose to accept or reject the changes. This allows you to review the document by each change to accept or reject each change. Comments The New Comments icon also lets you add comments to the document. To add a new comment, put your cursor where you would like to add the comment and click on New Comment. CCD:170-10\lm\h:\common\rm\training\Workflow Training-Reviewer.doc Page 10