Quick Guide to CtrlPrint

Transcription

1 Quick Guide to CtrlPrint For Administrators May 2016 Jump to table of contents

2 Table of contents Logging in and passwords 3 Logging in to CtrlPrint 4 Changing your password 5 Logging in as an administrator 6 Administrating users 7 Creating new users 8 Show/Change user information (including resetting passwords) 9 Deleting a user account 10 Creating projects 11 Creating a new project 12 Adding chapters to a project 13 Setting permissions 14 Adding users to a project 15 Setting user permissions to access documents 16 Permissions for TrackChanges (accepting changes) 17 Making other users administrators 18 Other functions 19 Unlocking a document for a user 20 Deleting chapter versions 21 Deleting chapters 22 Deleting comments 23 Contact Support 24 Click on a topic to jump to that page. Return to the table of contents by clicking on the CtrlPrint logo found in the top left corner of each page. Check list for setting up a project with CtrlPrint Here is a check list you can use when starting a new project with CtrlPrint. (This list takes into account that all user credentials have already been created and issued.) Click on a link below for more information. 1. Create a project Add chapters to a project Add users to a project Set user permissions to access documents 5. If you use TrackChanges, set permissions for users who will be accepting/rejecting changes 2

3 Logging in and passwords 3

4 Logging in to CtrlPrint URL address The URL address to CtrlPrint is (A good tip is to add this as a bookmark in your web browser.) User credentials To log in to CtrlPrint you will need a username and password. If you haven t received these or don t know where they are: Contact CtrlPrint Support. 1. Password The first time you log in to CtrlPrint you will need to request a password from the system. Navigate to and click on the link under the text which reads Do you need a new password?. Here you can enter your username and the address associated with your account to be sent a password. We recommend that you change this password the first time you log in. Forgot your password? 1. Click on the link under the text which reads: Do you need a new password?. Fill in your username and the address associated with your CtrlPrint account. Click on Send me a new password. A new password will now be sent to you. We recommend you change this password after you log in. 4

5 Changing your password Log in to CtrlPrint and click on your company folder. Click on the menu called Team and choose Change user information. Enter your old password and a new one. Click Update to save your changes. 5

6 Logging in as an administrator To log in as an administrator you must first log in as a user. Follow these steps to log in as an administrator 1. Under the Help menu choose Log in as administrator. 1. If this is the first time you are logging in as an administrator (or you have lost your password) you will need to click on the link that says here to be sent a password. Enter your administrator s password and click Log in. 6

7 Administrating users 7

8 Creating new users As an administrator you can create new user accounts for the companies you administrate. Remember that all new users created will not have access to documents until they have been added to projects and given the correct permissions. More information can be found in this PDF under the section Setting permissions. 1. Log in as an administrator and follow these steps to create a new user account: 1. Click on the user s company on the left side of the window and then on the Company menu. Choose Add user. Fill in the form with the user s details - including a username and their level of access (user, project manager or system manager). Note that the fields marked with a red asterisk are obligatory. When you have completed the necessary fields click on the Add button. 8

9 Show/Change users If you need to change a user s information - including which level of access they have (as a user or administrator) you can do so using Show/Change users. Here you can also reset their password. After logging in as an administrator follow these steps to update a user s information: 1. Click on the user s company on the left side of the window and then on the Company menu. Select Show/Change users and then click on the user s name from the list that appears. Change the information in the form that appears. (Note that you cannot change a user s username.) Click on the button that reads Update / Change user rights to save your changes. 5. As an administrator you can also set which companies other users can administrate. (These users will first need to be given the role of System manager ). More information about this can be found in the section called Making other users administrators. 1. 9

10 Deleting a user account For security reasons it is highly recommended that you keep the list of users who have access to projects in CtrlPrint up-to-date. For example, you should delete a user s account if they no longer work for a company that is using CtrlPrint. After logging in as an administrator follow these steps to delete a user s account: 1. Click on the user s company on the left side of the window and then on the Company menu. Select Show/Change users and then click on the user s name from the list that appears. At the bottom of the form that appears click on the button that reads Delete user. 10

11 Creating projects 11

12 Creating a new project After logging in as an administrator follow these steps to create a new project: 1. Click on the company name where you want to add the project from the left side of the window. 1. From the Project menu choose Add project. Enter a project name. Enter an order number. Order numbers determine where projects appear in the list found under a company on the left side of the screen. We recommend that you use increments of 10 (project one being 10, project two being 20, etc). This way you can easily add a new project between two existing projects if necessary without needing to change additional order numbers. 12

13 Adding chapters to a project When you create a project you also need to create place holders where you can add the InDesign documents. This is done by adding chapters to the project. 1. After logging in as an administrator follow these steps to add a chapter to a project: 1. Choose the company where the project resides from the list on the left side of the screen. Choose the project found under the company name. Click on the Chapter menu. Choose Add chapter. 5. Enter a name for the chapter. 6. Enter an order number. Order numbers are used to determine in which order the chapters will appear in various places in the system - including the order used when creating combined PDFs of multiple chapters. We recommend using increments of 10 (chapter one being 10, chapter two being 20, etc.). This way you can easily add a new chapter between two existing chapter if necessary without needing to change additional order numbers Here you can see a list of all chapters in the project and their order numbers. Users who have Edit layout permissions for these chapters can now use Add document in InDesign to upload files to the system. 13

14 Setting permissions 14

15 Adding users to a project After you ve created a project, and added chapters to it, you will need to add the users. 1. Choose the company where the project resides from the list on the left side of the screen. 1. Choose the project found under the company name. Click on the Project menu. Select Add users to project. 5. You will now see one or more lists: A: The list of users who are already part of the project B: The list of users in the selected company who are not part of the selected project C: The list of users in other companies you administrate who are not part of the selected project. Remove and Add users where necessary. A. B. C. 15

16 Setting user permissions to access documents After adding users to a project you will need to give them the correct permissions needed to able to download documents for the appropriate application. Users who are part of a project will not be able to access documents if this is not done. 1. Follow these steps to set user permissions for a project: 1. Select the company and project and then choose Set permissions under the Project menu. Initially the grid will be black indicating that no user permissions have been set. Click on a square to change access based on the following options: None: The user is part of the project but has not access to the chapter. Read and comment: The document can only be opened as a PDF. Read and comment+: The document can be opened as a PDF and in InCopy but the user will not be able to edit the texts. Edit Text: The document can be opened in InCopy for editing texts. Edit Layout: The document can be opened in InDesign for typesetting. You can also change permissions for a whole row (a user) or column (a chapter) at the same time by clicking on the buttons labelled ALL. You can hide a chapter or user (if you are working with a large table) by using the check boxes. Note that this does not delete users or chapters. 5. Click on this icon to display all chapters and users which are hidden

17 Permissions for TrackChanges (accepting changes) TrackChanges is activated by CtrlPrint, if you need this function added contact us at with the name of the project. More information about TrackChanges can be found here. For a user to be able to accept/reject changes in a document an administrator must first set their permissions to enable this. Follow the steps below to enable a user to accept/reject changes in a project: 1. Select the project from the list on the left side of the window. Click on the Project menu. Select Change settings for TrackChanges. Using the dropdown menu set a user s ability to accept/ reject changes as Enabled or Disabled. (Note you can also designate user colours here as well.) 5. Click on Update to save your changes

18 Making other users administrators As an administrator you can make other users administrators. You can also determine which companies they are administrators for. Follow these steps to make another user an administrator: 1. After selecting the company from the list on the left side of the window, choose the Show/Change users option under the Company menu. (Information about this is in the section called Show/change users.) From the list that appears click on the user s name. Change the user role to System manager (if they are not already set as an administrator) and click Update / Change user rights. From the list that appears you can choose which companies the user will be able to administrate. By default these are set as Not authorized. Click on the dropdown menu found on the right and set it as Authorized to make the user an administrator for that company. Click on Update to save your changes. 18

19 Other functions 19

20 Unlocking a document for a user Only administrators have the ability to unlock documents which are locked by other users. This should be done sparingly and only in cases where the user who has the file locked has agreed to it. Once a document is unlocked the user will no longer be able to save any work they ve done to the server. (Note that all users have the ability to unlock documents which they themselves have checked out. Information about this can be found here.) Follow these steps to unlock a chapter: 1. After selecting the project from the list found on the left side of the window, choose View/edit chapter found under the Chapter menu. You will be presented with a list of all the chapters in the project, chapters which are locked will be indicated by a red padlock icon. To unlock the chapter either click on the red padlock or on the chapter name. (If you click on the chapter name you will come to a screen with more information as well as a red padlock you can click on to unlock the chapter.) On the next screen you will find an Unlock button to the bottom right. Clicking here will unlock the chapter. 5. The chapter can now be accessed by other users. 20

21 Deleting chapter versions On occasion you may need to delete one or more versions of a chapter. As an administrator you can delete the latest version of a chapter, and by repeating this remove the versions needed to make the correct version the latest one. Note that you can only remove one version at a time. Follow these steps to delete a chapter version: 1. After selecting the project that contains the chapter from the list found to the left of the window, click on the Chapter menu and select View/edit chapter. From the list that appears click on the chapter name which contains the version(s) you need to delete. Click on the Chapter menu. Select Delete chapter version. Click on the link labelled Delete to remove the latest version. 21

22 Deleting a chapter Deleting an entire chapter will delete all versions and remove all files associated with it. If you just want to delete the latest version of a chapter please see the information found in the section called Deleting a chapter version. Note that only chapters which have all comments marked as Done can be deleted. Information about how to delete comments, if needed, can be found in the next section called Deleting comments. Follow these steps to delete a chapter: 1. After selecting the project that contains the chapter from the list found to the left of the window, click on the Chapter menu and select View/edit chapter. From the list that appears click on the chapter name which you want to delete. Click on the Chapter menu. Select Delete chapter. Select the chapter(s) and click Delete. 22

23 Deleting comments Comments can only be deleted if they have the status: Under review, Done or No action taken. You will need to change the status if a comment has the status Not done. Follow these steps to delete one or more comments: 1. After selecting the project that contains the chapter from the list found to the left of the window, click on the Chapter menu and select View/edit chapter. From the list that appears click on the chapter that has the comment(s) you wish to delete. Click on the Chapter menu. Select Delete comment. Select the comment(s) and click Delete. 23

24 Contact Support Office hours: Weekdays 08:00-17:00 (GMT) Between late January and April we have increased opening hours. More information can be found on our support site during that time. Tel: support.ctrlprint.net 24