SIRE Solution Suite. WebCenter User Manual. A Publication Of

Transcription

1 SIRE Solution Suite An Official Manual of SIRE Technologies Document and Legislative Management Software Version 6.0 A Publication Of

2 SIRE Technologies Incorporated and its licensors. All rights reserved. If this manual is distributed with software that includes an end user agreement, this guide, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The information contained in this document is the property of SIRE Technologies. No part of this software or document may be reproduced or transmitted in any form or by any means without prior written consent of SIRE Technologies or its authorized representative. Portions of this software may use the Accusoft s ImageGear Product and holds copyrights for their products and reserves all rights thereof. SIRE, SIRE Administrator, SIRE Capture, SIRE CD Viewer, SIRE COLD, SIRE FileCenter, SIRE Pro, SIRE Solutions Suite, SIRE Workflow, SIRE Workflow Administrator, SIRE Agenda Plus, and SIRE WebCenter are property of SIRE Technologies. Windows is a registered trademark of Microsoft Corporation. Accusoft and ImageGear are registered trademarks of Accusoft. Outside In is a registered trademark of IntraNet Solutions. All other product names and logos are trade and service marks of their respective companies. The information contained in this document was accurate at the time of publication. All information contained herein is subject to change without notification. SIRE Technologies assumes no liability for direct or indirect damages resulting from discrepancies or other factors between the product and this document. Company Information: SIRE Technologies ph 2211 West 2300 South fx West Valley City UT training@siretechnologies.com

3 Contents 1 Basic WebCenter Tasks... 7 Introduction to Basic WebCenter Tasks...7 Tasks Accessed from Home Page Panels...7 Performing a Simple Search... 7 Performing a Full Text Simple Search... 8 Browsing Cabinet Contents... 9 Creating New Folders Using Cabinet Forms Using Agenda Forms Using Workflow Forms Filling out a Saved Form Deleting a Saved Form Accessing Workflow Queues Accessing Bookmarks Performing Saved Searches Tasks Accessed Through Home Tab Links...18 Setting User Preferences Changing a Password Using Bookmarks Adding Bookmarks Deleting Bookmarks Using Folder Packs Adding Folder Packs Editing Folder Descriptions in Folder Packs Deleting Folders from Folder Packs Deleting a Folder Pack Sharing a Folder Pack Exporting Folder Packs Synchronizing Exported Files Back Into SIRE Accessing the Inbox

4 4 2 Searching and Viewing Documents in SIRE WebCenter Introduction to Document Searches...33 Understanding Full-Text Searches...36 Using Operators and Connectors in Full-Text Searches Advanced Full-Text Search Options Creating and Performing Document Searches...40 Creating a Quick Search Performing a Quick Search Performing Limited Option Searches Performing Full Text Limited Option Searches Performing Advanced Option Searches Creating Saved Searches Performing Saved Searches Editing Saved Searches Deleting Saved Searches Performing Custom Searches Refining a Search Browsing Cabinets Search Results Tasks...54 Editing All Search Results Editing Folder Security for All Search Results Deleting All Search Results Exporting Search Results to Excel Export the Search Results Viewing Folders and Files Exported from a Search Managing SIRE Folders...60 Adding a Folder with Files Adding a Folder with s Adding an Empty Folder Opening a Folder Viewing Folder Contents Downloading a Folder s Contents as a PDF Printing Folder Contents... 70

5 5 Editing Folder Indexes Duplicating a Folder ing Folders Saving Folders to Disk Adding a Folder to a Folder Pack Bookmarking a Folder Deleting Folders Managing Folder Security Managing SIRE Files in the Folder View...82 Selecting a File to Launch in the Folder View Using the SIRE Web Viewer to View a File in the Folder View Printing Files in the Folder View Downloading Files in the Folder View Arranging File Order in the Folder View Adding Files and s to a Folder in the Folder View Renaming a File in the Folder View Deleting Files from a Folder in the Folder View Replacing a File in the Folder View Revising a File in the Folder View Viewing Revised Versions of Files in the Folder View Managing Individual File Security in the Folder View Cutting, Copying, and Pasting Files in the Folder View ing Files in the Folder View Saving Files to Disk Viewing File Properties in the Folder View WebCenter Workflow Introduction to SIRE Workflow Managing Workflow Items Accessing Workflow Items Using the Workflow Queues Menu Taking Action on a Workflow Item Adding a Workflow Note Viewing Workflow Attachments

6 6 Adding Workflow File and Attachments Using the Workflow Attachments Menu Arranging Attachment Order Viewing Workflow Status Using Out of the Office WebCenter Forms Introduction to WebCenter Forms Managing Forms Filling Out and Submitting Cabinet or Workflow Forms Filling out and Submitting an Agenda Form

7 1 Basic WebCenter Tasks Introduction to Basic WebCenter Tasks 7 WebCenter makes commonly used tasks available directly from the WebCenter Home Page, where users are first directed when they log into WebCenter. The tasks described in this chapter can be performed from the various panels on the WebCenter Home Page, or from the links immediately below the Home Tab (Preferences, Bookmarks, Folder Packs, and Inbox). Tasks Accessed from Home Page Panels Performing a Simple Search 1. From the WebCenter Home Page, select the cabinet that contains the desired documents from the Cabinet dropdown menu on the Simple Search panel. 2. Enter search criteria you will compare to index values of documents in the selected cabinet in the Search Text field. 3. Press the Search button. The search is performed against the selected cabinet. The Documents Tab > Search Results Page is displayed, which features links to any folders that match your input search criteria.

8 8 Performing a Full Text Simple Search When the cabinet you select to search includes folders that have undergone Optical Character Recognition (OCR), and are configured for full text searching, you can identify documents that contain text content that matches your search criteria. 1. From the WebCenter Home Page, select the cabinet that contains the desired documents from the Cabinet drop-down menu on the Simple Search panel. 2. Enter search criteria to compare to the text of documents in the selected cabinet in the Search Text field. 3. Check the Full Text checkbox. 4. Press the Search button. The search is performed against the selected cabinet. The Documents Tab > Search Results Page is displayed, which features links to any documents that contain text that matches your input search criteria.

9 9 Browsing Cabinet Contents Browsing the contents of a cabinet will return the most recent folders in the cabinet. The number of folders displayed is configured by the SIRE Administrator. 1. From the WebCenter Home Page, select the cabinet you will browse from the Cabinet dropdown menu on the Simple Search panel. 2. Press the Browse button. The Documents Tab > Search Results Page is displayed, which features links to folders contained in the selected cabinet.

10 10 Creating New Folders Using Cabinet Forms If forms have been configured in the SIRE system and a user has proper permissions the Cabinet Forms panel will be displayed on the Home page in WebCenter. From the Cabinet Forms panel a user can add a folder to a cabinet by filling out an electronic form. The information filled out on the form can be used to fill out indexes of the folder being created and can also be used to fill out a document that will be placed within the newly created folder. Each Cabinet Form can be configured differently, and training from a SIRE Administrator may be necessary to understand how each works. 1. If the Cabinet Forms panel on the WebCenter Home page is collapsed, click the downward arrow to expand the panel. 2. Select the name of the form to be filled out. The electronic form will appear in the Forms Tab. 3. On the Forms Tab page, enter values in the fields displayed. Yellow fields are required to be filled out. 4. Press the Next button. The input values may appear to confirm accuracy if configured to do so. If the input values are not shown for confirmation skip to step Press the Save and Continue button. A Form submitted successfully page is displayed. If a new file was created it will appear in the Files section of the page. 6. On the Form submitted successfully page, you can perform any of several operations: 6a. Click on any of the self-explanatory links to view the newly created folder or submit the form again. 6b. Import electronic files into the newly created folder using the Add Files link. 6c. Import and attachments into the newly created folder using the Add Mail link. 7. Press the Finish button. A page thanking you for filling out a SIRE Form appears.

11 11 Using Agenda Forms If Agenda Plus has been configured in the SIRE system and a form has been created to add items to an agenda the Agenda Forms panel will be displayed on the Home page of a user that has permission to add agenda items. The user will be able to select the placement of the item within an upcoming meeting. Each Agenda Form is configured differently. Depending on the configuration the information entered on the form can add the agenda item title, add other information into agenda fields such as details, or create a document such as a staff report that will be attached to the item. Training from a SIRE Administrator may be necessary to know how different forms function. 1. If the Agenda Forms panel on the WebCenter Home page is collapsed, click the downward arrow to expand the panel. 2. Select the name of the form to be filled out. A dropdown menu will appear in the Forms tab to select the meeting type the agenda item will be added to. 3. Select the Meeting Type the item will be added to. A new dropdown list will appear with all upcoming dates of the Meeting Type selected. 4. Select the date of the meeting the item is to be placed on. All of the items of the meeting selected will be displayed.

12 12 5. Click on the radio button next to the existing item that the new item is to become a child of, and press the Next button. An electronic form will appear. 6. Enter values in the fields displayed. Yellow fields are required to be filled out. 7. Press the Next button. The input values may appear to confirm accuracy if configured to do so. If the input values are not shown for confirmation skip to step Review the information entered and press the Save and Continue button. 9. The files page of the item that was just added is displayed. If a file such as a staff report was created based on some of the fields filled out on the form it will be displayed and can be opened. Additional supporting documents can be added for this item at this time either from or from electronic files saved on the users computer or network.

13 13 Using Workflow Forms The Workflow Forms panel will be displayed on a user s Home page if a form has been configured to start a workflow and the user has been granted permission to fill it out. Different forms can start different workflows that can accomplish a number of functions. Training from a SIRE Administrator may be necessary to know how different forms function. 1. If the Workflow Forms panel on the WebCenter Home page is collapsed, click the downward arrow to expand the panel. 2. Select the name of the form to be filled out. The electronic form will appear. 3. Enter values in the fields displayed. Yellow fields are required to be filled out. 4. Press the Next button. The input values may appear to confirm accuracy if configured to do so. If the input values are not shown for confirmation skip to step Press the Save and Continue button. A Form submitted successfully page is displayed. If a new file was created it will appear in the Files section of the page. 6. On the Form submitted successfully page, you can perform any of several operations: 6a. Click on any of the self-explanatory links to fill the form out again. 6b. Import electronic files into the newly created workflow using the Add Files link. 6c. Import and attachments into the newly created folder using the Add Mail link. 7. Press the Finish button. A page thanking you for filling out a SIRE Form appears.

14 14 Filling out a Saved Form The Saved Forms panel will be displayed on a user s Home page if at least one form has been configured and the user has been granted permission to fill it out. When a Cabinet, Agenda, or Workflow form is being filled out there is a Save button at the bottom of the form that can be pressed to save the progress of what has been filled out. This enables a user to partially fill out a form and come back later to finish it. 1. If the Saved Forms panel on the WebCenter Home page is collapsed, click the downward arrow to expand the panel. 2. Select the name of the form to be filled out. The electronic form will appear. 3. Enter values in the fields displayed. Yellow fields are required to be filled out. 4. Press the Next button. The input values may appear to confirm accuracy if configured to do so. If the input values are not shown for confirmation skip to step Press the Save and Continue button. A Form submitted successfully page is displayed. If a new file was created it will appear in the Files section of the page. 6. On the Form submitted successfully page, you can perform any of several operations: 6a. Click on any of the self-explanatory links to fill the form out again. 6b. Import electronic files into the newly created workflow using the Add Files link. 6c. Import and attachments into the newly created folder using the Add Mail link. 7. Press the Finish button. A page thanking you for filling out a SIRE Form appears.

15 15 Deleting a Saved Form 1. If the Saved Forms panel on the WebCenter Home page is collapsed, click the downward arrow to expand the panel. 2. Select the Delete link immediately below the form to be deleted. The electronic form will be removed from the Saved Forms panel and cannot be retrieved. Accessing Workflow Queues The Workflow Queues panel is visible on the Home page of users and allows them to quickly view and take action on any business process items requiring their attention. Because workflows are designed around business practices for each individual organization training from a SIRE Administrator may be necessary to understand how each Workflow Queue functions. 1. If the Workflow Queues panel on the WebCenter Home page is collapsed, click the downward arrow to expand the panel. The Workflow Queue panel expands and displays the name of each workflow with a number to the right, in parentheses, indicating the number of instances of that specific workflow. 2. Click the workflow item you will access. The Workflow Item page appears, and displays all instances of the selected workflow. 3. Select the desired instance of the selected workflow item, and take action on it as described in the Workflow chapter of this manual.

16 16 Accessing Bookmarks The Bookmarks panel displayed on the WebCenter Home page lets you quickly access folders you have frequent need to view and have bookmarked. 1. If the Bookmarks panel on the WebCenter Home page is collapsed, click the downward arrow to expand the panel. 2. Click the Bookmark you will view. The bookmarked folder will appear.

17 17 Performing Saved Searches The Saved Searches panel displayed on the Home page of WebCenter allows users to perform frequently used searches that the user logged in has saved. See the Creating Saved Searches section of this manual for instruction on how to create a Saved Search. 1. If the Saved Searches panel on the WebCenter Home page is collapsed, click the downward arrow to expand the panel. 2. Click on the Saved Search to be performed. The search will be performed and the results displayed All folders found in the search will be displayed.

18 18 Tasks Accessed Through Home Tab Links Setting User Preferences 1. From anywhere within the WebCenter Home tab, click the Preferences link. 2. On the User Preferences page, check the boxes for all preferences you will set, including: Always open a new browser window when viewing from the search results window: WebCenter opens a new browser window when viewing documents. Don t auto save my last search: WebCenter will not retain the last search performed each time a new search is started in the Documents tab. 3. Press the Save Preferences button.

19 19 Changing a Password The password changed in the preferences is for the user that is signed in, and can only be changed if SIRE is managing the user s password for the system and not Active Directory. The new password will be used for logging into all SIRE modules by the user. 1. From anywhere within the WebCenter Home tab, click the Preferences link. 2. On the User Preferences page, click the Change Password link. The SIRE WebCenter Login page will appear. 3. Enter the old password in the Password field and the new password in the New Password and Confirm Password fields. 4. Press the Change button.

20 20 Using Bookmarks As detailed above, bookmarks let you quickly access folders you have frequent need to view. You can access bookmarks directly from the Bookmarks panel displayed on the WebCenter Home Page, or you can click the Bookmarks link beneath the Home Tab. 1. From anywhere within the Home Tab, click the Bookmarks link. The Bookmarks page appears. 2. On the Bookmarks page, if the Bookmarks panel is collapsed, click the downward arrow to expand the panel. 3. Click the Bookmark you will view. The bookmarked folder will appear.

21 21 Adding Bookmarks You can add a new Bookmark on the Search Results window or whenever the Folder View for a cabinet folder is displayed. 1. Perform a search, or browse to view the folder contents of a cabinet. 2. Click the Bookmark Folder icon ( ) located on the far right side of the Search Results page, beneath the Actions column, or choose it from the drop-down arrow next to the folder. A pop-up window appears. 3. On the pop-up window, enter a description for the new Bookmark. 4. Press OK. The new bookmark is created. You can confirm the creation of the bookmark by ensuring that the Remove Bookmark icon ( ) appears on the Folder View of the cabinet folder, in the location where the Bookmark Folder icon previously appeared. Additionally, the newly created bookmark appears on the Bookmarks panel on the Home Page or the Bookmarks Page. 5. An alternate way to add a bookmark is through the Folder View page. If on the Folder View page click on the Bookmark Folder icon ( ) above the indexes.

22 22 Deleting Bookmarks 1. On the Bookmarks panel on the Home Page or the Bookmarks Page, click the bookmark you will delete. The bookmarked folder appears. 2. Click the Remove Bookmark icon ( ) located above the indexes of the Folder View page. 3. When prompted whether you want to delete this bookmark, press the OK button. The bookmark is removed from the system and no longer appears on the WebCenter Home Page > Bookmarks panel or the Bookmarks Page.

23 23 Using Folder Packs Folder Packs allow you to group folders by project or similar classification for easy reference. For example, an accountant might be working on a project that requires review of all 2010 invoices, stored in various folders and cabinets throughout the SIRE system. The accountant first creates a folder pack called 2010 Invoices. Then, the accountant searches for all folders containing 2010 invoices and adds these folders to the 2010 Invoices folder pack. When folders are added to a folder pack, a user is actually creating shortcuts to these folders. The shortcuts appear in the folder pack. 1. From anywhere within the Home Tab, click the Folder Packs link. The Folder Packs page appears. 2. On the Folder Packs page, if the Folder Packs panel is collapsed, click the downward arrow to expand the panel. 3. Click the Folder Pack you will view. A table displaying all folders within the selected folder pack appears. 4. Click the green arrow to the left of the folder you will view to view the files contained in the folder.

24 24 Adding Folder Packs 1. From the Folder Packs page, click the Add Folder Pack link in the Folder Pack Tasks panel. A pop-up window appears. 2. On the pop-up window, enter a name for the new Folder Pack. 3. Press OK. The new folder pack is created, and appears in the list of folder packs displayed in the Folder Packs panel. To add folders to the newly created Folder Pack, refer to the Adding Folders to Folder Packs task, described below.

25 25 Editing Folder Descriptions in Folder Packs 1. On the Folder Packs page, click the Folder Pack from which you will edit the folder description. A table displaying all folders within the selected folder pack appears. 2. For the desired folder, click the Edit Description icon ( ) in the Actions column. A pop-up window appears to enter a new description for the folder. 3. Enter the new description of the folder and press the OK button. The description of the folder is changed.

26 26 Deleting Folders from Folder Packs 1. On the Folder Packs page, click the Folder Pack from which you will delete folders. A table displaying all folders within the selected folder pack appears. 2. For the desired folder, click the Remove Folder icon ( ) in the Actions column. 3. When prompted whether you are sure you want to remove this folder, press the OK button. The folder is removed from the folder pack.

27 27 Deleting a Folder Pack 1. On the Folder Packs page, click the Folder Pack from which you will delete folders. A table displaying all folders within the selected folder pack appears. 2. Click on the link located just above the table containing the folders. 3. When prompted whether you are sure you want to delete this Folder Pack, press the OK button. The Folder Pack is removed.

28 28 Sharing a Folder Pack A Folder Pack created by a user can be shared with other users. Once a Folder Pack is shared it will appear in the FolderPacks panel of the user(s) it was shared with. Sharing a Folder Pack does not give the user(s) that the Folder Pack is shared with any more rights to see or edit documents than they currently possess. For example, if a user does not have rights to see folders within a cabinet they will still not be able to see them just because a Folder Pack was shared with them. Only the originator of the Folder Pack can share it, and users that it has been shared with cannot share it with any additional users. Finally, users that have had a Folder Pack shared with them can delete it from their list of Folder Packs, but it will remain in the originators list and in the list of all other users it was shared with. 1. On the Folder Packs page, click the Folder Pack which is to be shared. A table displaying all folders within the selected folder pack appears. 2. Click on the link located just above the table containing the folders. A list of all SIRE users will appear. 3. Check the box next to each user the Folder pack is to be shared with and press the OK button.

29 29 Exporting Folder Packs You can export the contents of folders within folder packs to a location on your PC or Network. This may be done so that the files that are editable such as Microsoft Word or Excel documents can be revised and then synchronized back into SIRE. 1. On the Folder Packs page, click the Folder Pack which is to be shared. A table displaying all folders within the selected folder pack appears. 2. Click on the link located just above the table containing the folders. The FolderPack Export window will appear. 3. On the Folder Pack Export window, press the browse button ( ). The Browse for Folder window appears.

30 30 4. On the Browse for Folder window, navigate to the network location of the folder where you will export the selected folder pack to. Press the OK button. The Folder Pack Export window returns with the pathway to the folder selected in the address bar. 5. Check the Use File Descriptions checkbox to include the names of files in the exported folder pack. Check the Export Files as PDFs checkbox to convert all files to PDF format during the export process 6. Press the OK button. A pop-up window appears confirming that the Export was completed successfully. Press OK.

31 31 Synchronizing Exported Files Back Into SIRE Any files that have been exported from a folder pack and have had changes made to them can be imported back into SIRE by synchronizing them. 1. From the Folder Packs page, click the Sync FolderPack link in the Folder Pack Tasks panel. The FolderPack Sync window will open. 2. Navigate to the location of the folder that contains the files that were exported by clicking on the ellipse ( ). Select the folder and press OK. 3. A window will appear with a status of the files being synchronized. Press the OK button to close the window.

32 32 Accessing the Inbox The Inbox contains folders that have a task that need to be performed on them. In most cases these are folders that are due for an action to be taken regarding the retention of the documents. Follow the steps below to access the folders and files within the Inbox and then use the other sections of this manual to take the appropriate action. 1. From anywhere within the Home Tab, click the Inbox link. The Inbox Item(s) page appears. 2. Choose the Task Name that will be worked on by clicking the green arrow to its left. The Task Search Results page will open. 3. Make the changes necessary for each folder or file. Refer to the other sections of this manual for instructions on working with folders and files.

33 2 Searching and Viewing Documents in SIRE WebCenter Introduction to Document Searches Folders and files stored in the SIRE system can be easily retrieved using any of the search methods available in WebCenter, described below. All WebCenter searches are accessed through links immediately below the Documents Tab. Clicking on the Documents Tab directs users to the Documents > Search page by default, where a Limited Options or More Options Search can be performed. 33 Search - Limited Options The standard Limited Options Search appears by default when the Document Tab is clicked. This search features three options. The Search Folders option compares input search criteria to folder index fields. In a Search Folders Search, folders with index fields that match the search criteria are returned as search results. The Search Full Text option compares search criteria to the text content of files within designated folders, and returns files that contain text that matches the search criteria. Lastly, the Search Both option returns files with index fields that match the search criteria, and files that contain text that matches the search criteria.

34 34 Search - Advanced Options The Advanced Options Search appears when a user clicks the More Options arrow at the bottom left of the standard Limited Options Search. The Advanced Options Search compares input search criteria against single or multiple index fields in one or more file cabinets, and allows more variety of search conditions than a simple search. You can search for index fields Equal To (=) or Greater Than (>) input criteria, and require search results to meet multiple criteria using And and Or operators. Full-Text Advanced Options Searches compare search criteria to the text content of files. Quick Search WebCenter lets you designate a single Saved Search as your Quick Search, which you can run easily by clicking the Quick Search link.

35 35 Saved Search WebCenter lets you save and perform commonly-used searches easily without having to input search settings and search criteria again. Saved searches are associated with individual users, and cannot be shared with other users. Custom Search Custom Searches are similar to saved searches, but are created by a SIRE Administrator using XML files, and are made available to multiple users of SIRE WebCenter.

36 36 Understanding Full-Text Searches Full Text searches require that files be input into the SIRE system using Optical Character Recognition (OCR). If you find that you cannot perform full-text searches, contact your SIRE Administrator and request that the file cabinets you will search be configured to allow for OCR. Full-text searches can be performed as Simple Searches, Advanced Searches, or Cross Cabinet Searches. Additionally, these three Full-Text search types can be saved as Saved Searches, and a user s designated Quick Search. Lastly, a Custom Search can be created by the SIRE Administrator as a Full-Text Search as well. A full-text search identifies folders that contain keywords or entire phrases within the text content of its files. Full-text searches can be configured to return only search results that contain all of the search criteria, at least one of the search words, or the exact search criteria phrase. Additionally, fuzzy logic, stemming, and phonic options increase search accuracy. Full-text searching can be used in a variety of ways. Simple full-text searches identify specific words or phrases within the text of a file, or within the text of annotations associated with a file. More complicated full-text searches identify specific words or phrases within the text of a file only when those words or phrases appear in conjunction with other specific words or phrases, or when they appear within a designated number of words before or after another word or phrase. Using Operators and Connectors in Full-Text Searches Full-text searching can sometimes seem complicated, because in order to create powerful searches that identify very specific combinations of text within files, multiple search criteria must be connected together. Full-text searching uses operators and connectors to do this. It is easiest to view the various operators and connectors as options that you can use to build pieces of an overall search. Operators and Connectors available for use in Full-Text Searches within FileCenter include: AND Use the AND connector in a search request to connect two search criteria, both of which must be found in any document retrieved. Examples: apple pie and poached pear would retrieve any document that contained both phrases. (apple or banana) and (pear w/5 grape) would retrieve any document that (1) contained either apple OR banana, AND (2) contained pear within 5 words of grape. OR Use the OR connector in a search request to connect two expressions, at least one of which must be found in any document retrieved. Example: apple pie or poached pear would retrieve any document that contained apple pie, poached pear, or both.

37 37 W/# (within) In the within connector, # represents a digit used to designate the number of words that one word or phrase must occur within of the other. Examples: apple w/5 pear would retrieve any document that contained apple within 5 words of pear. (apple or pear) w/5 banana would retrieve any document that contained either apple or pear within 5 words of banana. (apple w/5 banana) w/10 pear would retrieve any document that contained apple within 5 words of banana, and that same apple within 10 words of pear. Some types of complex expressions using the W/N connector produce ambiguous results and should not be used. The following are examples of ambiguous search requests: (apple and banana) w/10 (pear and grape) (apple w/10 banana) w/10 (pear and grape) In general, at least one of the two expressions connected by W/N must be a single word or phrase, or a group of words and phrases connected by OR. Examples: (apple and banana) w/10 (pear or grape) (apple and banana) w/10 orange tree NOT W/# (not within) The not within connector allows you to search for a word or phrase that is not within a certain number of words of a second word. Example: apple not w/20 pear retrieves any document that contains an apple that does not appear within 20 words of pear. Unlike the W/ operator, NOT W/ is not symmetrical. That is, apple not w/20 pear is not the same as pear not w/20 apple. In the apple not w/20 pear request, SIRE searches for apple and excludes cases where apple is too close to pear. In the pear not w/20 apple request, SIRE searches for pear and excludes cases where pear is too close to apple. AND NOT Use NOT in front of any search expression to reverse its meaning. This allows you to exclude documents from a search. Example: apple sauce and not pear would retrieve any document that contained apple sauce and did not contain pear. NOT standing alone can be the start of a search request. For example, not pear would retrieve all documents that do not contain pear. If NOT is not the first connector in a request, you must use either AND or OR with NOT: apple or not pear retrieves any document that contains apple or does not contain pear. not (apple w/5 pear) retrieves any document that does not contain apple within 5 words of pear.

38 38 () Using () around a search will set an order of precedence. Example: (apple or pear) and banana will retrieve any document that contains the words apple and banana or any document that contains pear and banana. Using quotes around a search to will make it an exact phrase search. Example: apple tree will retrieve only documents that have apple tree displayed exactly how it was entered in the search. Advanced Full-Text Search Options A WebCenter Advanced Search lets you use three powerful search options to address common problems in document creation and capture that can make full-text searching difficult. MATCHES? Using a question mark will match any single character. Example: apple? will find all documents with the words apple or apply. MATCHES * Using an asterisk will match any number of characters. Example: app* will find all documents with words that begin with app such as apple, apply, and application. STEMMING ~ Stemming extends a search to cover grammatical variations of a word. Example: dream~ will retrieve documents that contain dream, dreamer or dreaming FUZZY LOGIC % Fuzzy Logic identifies words even when those words are misspelled. Fuzzy searching can be useful when searching text that may contain typographical errors, or for text that has been scanned using optical character recognition (OCR). Examples: ba%nana: This fuzzy logic search would retrieve any document that contains a word beginning with ba and differs from banana by no more than one letter. b%%anana: This fuzzy logic search would retrieve any document that contains a word beginning with b that differs from banana by no more than two letters.

39 39 PHONIC # Phonic searching looks for a word that sounds like the input search criteria, and begins with the same letter. Examples: #Smith This search would retrieve any document that contains words such as Smith, Smithe, and Smythe. SYNONYM & Synonym searches will retrieve documents that contain words that are have a similar meaning as the word entered in the search. Example: fast& would retrieve documents that contain either the words fast or quick. NUMERIC RANGE SEARCH ~~ Using a numeric range search will retrieve documents that contain any number within the range that is specified in the search. Example: 18~~21 would retrieve all documents that contain any of the following numbers. 18, 19, 20, 21. VARIABLE TERM WEIGHT : When a search is performed for more than one word or phrase each search criteria is given the same priority. Using a variable term weight gives higher priority to different words or phrases when the search results are returned. Example: apple:4 and pear:1 would give apple 4 times more priority than pear when the results are returned making it easier to see all of the documents that contain apple first.

40 40 Creating and Performing Document Searches Creating a Quick Search 1. Click on the Saved Searches link immediately beneath the Documents Tab. The Saved Searches page appears, and displays a list of all saved searches. 2. On the Saved Searches page, check the radio button in the Quick Search column for the Saved Search you will designate as the Quick Search. Alternatively, click the down arrow to the left of the desired Saved Search and select Mark as Quick Search. The newly designated Quick Search appears with a green check mark in the Quick Search column. Performing a Quick Search 1. From anywhere within the Document Tab, click the Quick Search link. The designated Quick Search is automatically performed. The Search Results page appears, and displays all folders matching the search criteria of the Quick Search.

41 41 Performing Limited Option Searches A Limited Option Search, or Simple Search, compares input search criteria to index field values describing SIRE folders. This search can be performed from the Simple Search panel on the WebCenter Home Page, or from the Document > Search Page, as detailed here. 1. Click the Document Tab > Search link. Alternatively, simply click the Document Tab. The Document Tab > Search Page appears by default. 2. In the Search field at the top of the page, enter search criteria you will compare to index values of documents in one or more SIRE cabinets. 3. Check the appropriate radio button for the type of search you would like to perform. Options include Search Folders, Search Full Text, and Search Both. To compare input search criteria to index values of SIRE documents, check the Search Folders radio button. Full Text Limited option Searches are described in the following procedure. 4. Check the radio button to the left of each SIRE cabinet for which you would like to compare cabinet index fields to the input search criteria. 5. Press the Search button. The Documents Tab > Search Results Page appears and displays folders with index fields that match the input search criteria.

42 42 Performing Full Text Limited Option Searches When the cabinet(s) you select to search include folders that have undergone Optical Character Recognition (OCR), and are configured for full-text searching, you can identify documents that contain text content that matches your search criteria. 1. Click the Document Tab > Search link. Alternatively, simply click the Document Tab. The Document Tab > Search Page appears by default. 2. In the Search field at the top of the page, enter search criteria you will compare to the text of documents in selected cabinet(s), including any connectors, operators, and advanced full text search options (see the Understanding Full Text Searches section in this manual). 3. Check the appropriate radio button for the type of search you would like to perform. Options include Search Folders, Search Full Text, and Search Both. To compare input search criteria to the text content of cabinet files, check the Search Full Text radio button. To compare search criteria to document text and to index values of SIRE documents, check the Search Both radio button. 4. Check the radio button to the left of each SIRE cabinet for which you would like to compare document text to the input search criteria. 5. Press the Search button. The Documents Tab > Search Results Page appears and displays folders with files that match the input search criteria.

43 43 Performing Advanced Option Searches The Advanced Options Search appears when a user clicks the More Options arrow at the bottom left of the Limited Options Search. The Advanced Options Search compares input search criteria against one or more index fields in one or more file cabinets. You can specify how index fields must match search criteria using search operators. Additionally, Full-Text Advanced Option Searches compare search criteria to the text content of files, and additional search parameters identify documents by File Description, Annotation, or SQL criteria. 1. Click the Document Tab > Search link. Alternatively, simply click the Document Tab. The Document Tab > Search Page appears by default. 2. Click the More Options arrow at the bottom left of the standard Limited Options Search. 3. Scroll down the list of SIRE file cabinets, and click the radio button for each cabinet you want to search. The selected file cabinet(s) expands to display a list of associated index fields. Each index field includes a Condition drop-down menu, and a search Value field. Below this list of index fields, three additional search parameters are displayed: Search Full Text, Search File Descriptions or Annotations, and Search SQL.

44 44 4. For each SIRE cabinet you want to include in the search, complete the following: 4a. For each index field you want to include in the search, select the search condition you will use to compare the index field to the input search criteria from the Condition drop-down menu. Options include the following conditional statements: - Equal To ( = ) - Greater Than ( > ) - Less Than ( < ) - At Least ( => ) - At Most ( <= ) - Not Equal To ( <> ) - Starts With - Contains - Ends With - Does Not Start With - Does Not Contain - Does Not End With - Is Between 4b. To the left of the field names the connectors And and Or are visible. A connector links multiple search criteria together. To change between the two operators simply click on them. AND Use the AND connector in a search request to connect two index search criteria, both of which must be found in the indexes retrieved. Example: In a contracts cabinet if I search for Bob in my contract manager index And maintenance in my contract type index then I will only retrieve folders that have both Bob as the manager and maintenance as the contract type. If Bob is also the manager of some contracts that have a different contract type index value, such as service, they will not be part of the search results. OR Use the OR connector in a search request to connect two index search criteria, at least one of which must be found in the indexes retrieved. Example: In a contracts cabinet if I search for Bob in my contract manager index Or maintenance in my contract type index then I will retrieve all folders that have either Bob as the manager or maintenance as the contract type. I would see all of the folders where Bob was the manager listed in the contract manager index. I would also see all folders that had an index filled out for maintenance but had other managers listed in the contract manager index.

45 45 4c. In the Value field for the selected index field, input search criteria that will be compared (using the selected Condition) to the value of the index field. If you want to add additional fields to compare input search criteria to index fields not listed for the selected cabinet, click the Add Field link to the bottom right of the list of cabinet index fields. 4d. Search Full Text If you want to search the text content of documents in the selected file cabinet, click the plus-sign to the left of the Search Full Text option, and enter search criteria in the Full Text Criteria field. For a description of all the Full-Text operators that can be used to specify the full-text search criteria, click the question mark icon to the right of the Full Text Criteria field or see the Understanding Full Text Searches section of this manual. Note I: If a Full Text Search is performed and there are still values in any of the other search options then all criteria entered will have to be met for results to be returned. Note II: If folders in the selected file cabinet have not undergone Optical Character Recognition (OCR), and are not configured for full-text searching, the Search Full Text option will not appear. 4e. Search File Descriptions or Annotations If you want to search the Description and Annotations of documents in the selected file cabinet, click the plus-sign to the left of the Search File Descriptions or Annotations option, and enter search criteria in the File Description and/or Annotation fields respectively. Note I: If a File Description or Annotation Search is performed and there are still values in any of the other search options then all criteria entered will have to be met for results to be returned. Note II: Default descriptions that the system assigns a file such as File1, File2, File3, etc cannot be searched for. File Descriptions are only found if the file was imported into the cabinet and it retained its name or if the file is renamed after being added to the cabinet.

46 46 4f. Search SQL If you want to search documents in the selected file cabinet using SQL statements, click the plus-sign to the left of the Search SQL option, and enter search criteria in the Search * from [cabinet name] where field. Note I: If a SQL Search is performed and there are still values in any of the other search options then all criteria entered will have to be met for results to be returned. 5. When all search criteria have been entered, press the Search button. The input search criteria are compared to the folders in the designated file cabinets. The Search Results Page appears, and displays all folders that match the input search criteria.

47 47 Creating Saved Searches 1. Perform a search of any type, as described in the preceding and following task descriptions. The Search Results page appears. 2. On the Documents > Search Results page, click the Save Search icon ( ) in the upper right corner of the page. A pop-up window appears. 3. On the pop-up window, enter a description for the new Saved Search. 4. Press OK. A popup window appears, informing you that the search was saved successfully. Additionally, the new Saved Search appears in the list of saved searches displayed on the Documents > Saved Searches page.

48 48 Performing Saved Searches 1. From anywhere within the Document Tab, click the Saved Searches link. The Saved Searches page appears, and displays a list of all saved searches you have created. 2. Click the Open Search icon ( ) next to the saved search you will perform. Alternatively, click the down arrow to the left of the selected Search Name and select Open Search. The Search Criteria page corresponding to the type of the selected Saved Search appears, and contains the search criteria of the Saved Search. 3. On the Search Criteria page, modify any search criteria as desired and press the Search button. The Search Results page appears, and displays all documents matching the search criteria of the Saved Search.

49 49 Editing Saved Searches 1. From anywhere within the Document Tab, click the Saved Searches link. The Saved Searches page appears, and displays a list of all saved searches you have created. 2. Click the Open Search icon ( ) next to the saved search you want to edit. Alternatively, click the down arrow to the left of the selected Search Name and select Open Search. The Search Criteria page corresponding to the type of the selected Saved Search appears, and contains the search criteria of the Saved Search. 3. On the Search Criteria page, modify any search criteria as desired and press the Search button. The Search Results page appears, and displays all documents matching the search criteria of the Saved Search. 4. On the Documents > Search Results page, click the Save Search icon ( ) in the upper right corner of the page. A pop-up window appears.

50 50 5. On the pop-up window, enter the name of the Saved Search exactly as it was listed in the Saved Search page. The new criteria of the search will be saved over the top of the old criteria. 6. Press OK. A popup window appears, informing you that the search was saved successfully. Deleting Saved Searches 1. From anywhere within the Document Tab, click the Saved Searches link. The Saved Searches page appears, and displays a list of all saved searches you have created. 2. Click the down arrow to the left of the Search that is to be deleted, and select the Delete Search from the drop-down list. The search is deleted and removed from the Saved Searches list.

51 51 Performing Custom Searches 1. From anywhere within the Document Tab, click the Custom Searches link. 2. From the Custom Searches panel, click the link for the Custom Search you will perform. A page specific to the selected search appears. 3. On the selected search page, enter required input search criteria in all appropriate fields. 4. Press the Search button. The Search Results page appears, and displays all documents matching the search criteria of the Custom Search.

52 52 Refining a Search If a search does not return the results expected or there are too many results a search can be quickly refined without re-entering all of the search criteria. 1. Perform a search of any type, as described in any of the search task descriptions. The Documents > Search Results page appears. 2. Press the Refine Search button located above the table containing the search results. The Search Criteria panel will reappear displaying all criteria previously entered. 3. Refine the search by changing any of the necessary criteria. Press the Search button. The Search Results page displays the results.

53 53 Browsing Cabinets Users can display the contents of a cabinet without performing a search by browsing the cabinet. The number of folders displayed is limited to a number that is set by the SIRE Administrator. To increase the number of folders displayed when browsing folders or performing a search contact your SIRE Administrator. 1. Click the Document Tab > Search link. Alternatively, simply click the Document Tab. The Document Tab > Search Page appears by default. 2. Click on the ellipse to the right of the cabinet name to be browsed. The Search Results page will appear and the folders contained within the cabinet will be displayed.

54 54 Search Results Tasks After a search has been performed there are a number of tasks that can be performed on the folders returned in the search. These include editing all search results, editing folder security for all search results, deleting all search results, exporting search results to Excel, and export the search results. Editing All Search Results Once a search has been performed the indexes of the results can be edited. When editing an index using this functionality the value entered will be the same for each folder that was returned in the search. 1. Perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. 2. Press the Edit All Results icon ( ) on the right hand side of the Search Results page. The Edit Folders Indexes page will open. 3. Check the edit button next to each index that will be edited. A field will appear in the Value column. 4. Enter the new value that will be placed in the index of each of the folders returned in the search, and press the Update Folders button. The Search Results page will be displayed again with the new changes reflected in the indexes.

55 55 Editing Folder Security for All Search Results Folder Security can be configured for all folders retrieved in a search. Folder Security is explained in detail in the section entitled Managing Folder Security of this manual. 1. Perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. 2. Press the Edit Folder Security for All Results icon ( ) on the right hand side of the Search Results page. The Folder Security window will open. 3. Select the Everyone group and press the Add Group button.

56 56 4. Permissions must be given or taken away from the Everyone group. For users that already have rights to View, Edit, or Delete folders in this cabinet the appropriate box must be checked for them to continue using these permissions. If only a single group or user is going to be allowed to see a folder then all of the permissions of the Everyone group need to be unchecked. 5. Under either the Group Name or User Name section select the groups or users that will be allowed to View, Edit, or Delete the folder, and add them. Check the appropriate boxes for the permissions that need to be granted. Press the Save button. To remove a user or a group from having security set up for them click on their name. The Remove Group button will appear and can be pressed to remove them.

57 57 Deleting All Search Results Once a search has been performed all of the results can be deleted at one time. Once deleted the records cannot be retrieved. 1. Perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. 2. Press the Delete All Results icon ( ) on the right hand side of the Search Results page. A pop-up window will open asking if you want to delete the search results. 3. Press the OK button to permanently delete the records from the search performed. Exporting Search Results to Excel After performing a search the same information that is displayed on the Search Results page can be exported into an Excel worksheet. Only the Index information describing the folders is being exported and not the files contained within the folders. 1. Perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. 2. Press the Export Search Results to Excel icon ( ) on the right hand side of the Search Results page. A window will open asking if you want to open or save the file. 3. Press the Save or Open button.

58 58 Export the Search Results After a search has been performed all of the files contained within the folders that are returned can be exported and saved to location on a user s computer or on a network. An html file is also created that when opened will display a grid containing all of the exported folders and their indexes. Within the grid there is also a link to open the files that belong to the folder. 1. Perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. 2. Press the Export Search Results to Excel icon ( ) on the right hand side of the Search Results page. A window will open asking if you want to open or save the file. 3. On the SIRE CD Export window select the indexes that will be included in the grid that will be exported. 3a. Select the location to export the files to by clicking on the ellipse ( ) next to the Export Directory field.

59 59 3b. Select the type of file all of the files should be exported to by clicking the appropriate radio button at the bottom of the window. Choices include PDF, Multi Page TIF, and Native. 4. Press the Export button. A message box will appear to notify a user when the files are finished being exported or if there is an error. 5. Press the OK button to close the notification message box. 6. Press the View HTML or Open Export Folder links to view the exported folders and files. Press the Close button to close the SIRE CD Export window. Viewing Folders and Files Exported from a Search 1. Navigate to the folder that the exported files were saved to. 2. Double click any files that are to be viewed. The file will open. 2a. To view the grid that contains the folders, indexes, and links to files click on the index.htm file. A webpage containing the grid will open. 3. Click the View link under the File Name column of the folder to be viewed. The files contained within the folder will be opened.

60 60 Managing SIRE Folders SIRE folders are much like manila folders in a paper filing cabinet. The folders store documents and files relevant to your workplace activities. Indexes label the folder with descriptive information that is then used to easily retrieve desired files through various searches. Adding a Folder with Files To add a folder to a file cabinet, first determine the best location for the folder. Match the folder s content with the appropriate file cabinet to keep file retrieval efficient. 1. From anywhere within WebCenter click on the Documents tab and select the Add Document link. The Select Cabinet panel will appear on the left side of the screen. 2. Select the cabinet the new folder will be added to from the Select Cabinet panel. The index fields for the cabinet selected will appear. 3. Index the folder with descriptive information for the folder s content. Yellow fields are required. Grey fields cannot be edited. 4. Press the Next button to continue to the next step. The preview page will open. Alternatively, press the Check Spelling button to open the Spell Checker, or press the Reset button to clear all data entered in the indexes.

61 61 5. Review the information entered in the indexes, and Press the Save & Continue button to move to the next step. A message saying that the form was submitted successfully will appear, and the folder will have been created in the cabinet with the indexes. Alternatively, press the Back button to return to the previous page and make any corrections, or press the Cancel button to stop the submittal of the folder. 6. Click on the Add Files ( ) link to add files to the folder. The Add File window will open. 7. Click on the Select Files link, and navigate to the location of the files on the hard drive or network. 8. Select the files and press the Open button. The files selected will be listed on the Add File window. 9. Press the Start Upload button. The files will be added to the folder.

62 Press one of the following links or buttons if needed. Finish Button: Pressing this button will return the user to the Add Document page where a cabinet can be selected to add a folder to. Go to Folder: Clicking this link will open the Folder View of the newly created folder. Fill out this Form again: Clicking this link will return the user to the page that displays the index fields so a new folder can be added to the same cabinet. Fill out this Form again with same values: Clicking this link will return the user to the page that displays the index fields so a new folder can be added to the same cabinet. The same values that were just submitted will be filled in automatically.

63 63 Adding a Folder with s To add a folder to a file cabinet, first determine the best location for the folder. Match the folder s content with the appropriate file cabinet to keep file retrieval efficient. 1. From anywhere within WebCenter click on the Documents tab and select the Add Document link. The Select Cabinet panel will appear on the left side of the screen. 2. Select the cabinet the new folder will be added to from the Select Cabinet panel. The index fields for the cabinet selected will appear. 3. Index the folder with descriptive information for the folder s content. Yellow fields are required. Grey fields cannot be edited. 4. Press the Next button to continue to the next step. The preview page will open. Alternatively, press the Check Spelling button to open the Spell Checker, or press the Reset button to clear all data entered in the indexes. 5. Review the information entered in the indexes, and Press the Save & Continue button to move to the next step. A message saying that the form was submitted successfully will appear, and the folder will have been created in the cabinet with the indexes. Alternatively, press the Back button to return to the previous page and make any corrections, or press the Cancel button to stop the submittal of the folder.

64 64 6. Click on the Add Mail ( ) link to add to the folder. The Add File window will open. 7. A warning may appear from Microsoft Outlook notifying the user that a program is trying to access their . Check the Allow access for checkbox and choose a time from the dropdown box to allow the system access to the user s . Using this setting will also allow the user to add additional mail, without being prompted for access, for the time selected. Press the Allow button. The SIRE Import window will open and load the user s s.

65 65 8. Use the functionality of the SIRE Import window listed below to find the (s) to be added to the folder. Read/Unread Filter: Select read, unread, or both to display s that have been read or not. Attachments Filter: Select attachments, no attachments, or both to display s that contain an attachment or not. Search Messages: Only s containing the word or phrase entered in this field will be displayed. Refresh: Press the refresh button to load any new s that have been added to the user s since the SIRE Import window was opened. 9. Select one or more s to add to the folder. Hold down the CTRL or Shift keys to select more than one at a time. The body and all attachments will be displayed in the panel on the right of the SIRE Import window.

66 Select the body and/or attachments to be added to the folder. Hold down the CTRL or Shift keys to select more than one or attachment at a time. 11. Make sure the Use file name as description checkbox is checked if the title of the or the name of the file being attached needs to be retained for the file. Press the OK button. The or attachment will be added to the folder. 12. Press one of the following links or buttons if needed. Finish Button: Pressing this button will return the user to the Add Document page where a cabinet can be selected to add a folder to. Go to Folder: Clicking this link will open the Folder View of the newly created folder. Fill out this Form again: Clicking this link will return the user to the page that displays the index fields so a new folder can be added to the same cabinet. Fill out this Form again with same values: Clicking this link will return the user to the page that displays the index fields so a new folder can be added to the same cabinet. The same values that were just submitted will be filled in automatically.

67 67 Adding an Empty Folder 1. From anywhere within WebCenter click on the Documents tab and select the Add Document link. The Select Cabinet panel will appear on the left side of the screen. 2. Select the cabinet the new folder will be added to from the Select Cabinet panel. The index fields for the cabinet selected will appear. 3. Index the folder with descriptive information for the folder s content. Yellow fields are required. Grey fields cannot be edited. 4. Press the Next button to continue to the next step. The preview page will open. Alternatively, press the Check Spelling button to open the Spell Checker, or press the Reset button to clear all data entered in the indexes. 5. Review the information entered in the indexes, and Press the Save & Continue button to move to the next step. A message saying that the form was submitted successfully will appear, and the folder will have been created in the cabinet with the indexes. Alternatively, press the Back button to return to the previous page and make any corrections, or press the Cancel button to stop the submittal of the folder.

68 68 6. Press one of the following links or buttons if needed. Finish Button: Pressing this button will return the user to the Add Document page where a cabinet can be selected to add a folder to. Go to Folder: Clicking this link will open the Folder View of the newly created folder. Fill out this Form again: Clicking this link will return the user to the page that displays the index fields so a new folder can be added to the same cabinet. Fill out this Form again with same values: Clicking this link will return the user to the page that displays the index fields so a new folder can be added to the same cabinet. The same values that were just submitted will be filled in automatically. Opening a Folder Opening a folder in WebCenter opens the Folder View page where the files contained within the folder are visible and can be worked with. 1. To find the folder(s) to be opened perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. The Search Results page will appear. 2. Press the green arrow ( ) to the left of the folder to open the Folder View page. Alternatively, select Open from the drop down menu to the left of the folder. The Folder View page will appear.

69 69 Viewing Folder Contents Using the View option will open the contents of the folder(s) in the SIRE Web Viewer. 1. To find the folder(s) to be viewed perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. The Search Results page will appear. 2. Select the folder(s) to be viewed. Select multiple folders by holding down the Ctrl key while selecting each folder s row. 3. Select View from the drop down menu to the left of the selected folder(s). Alternatively press the magnifying glass icon to the left of a single folder to view its contents. The folder(s) contents will be displayed in the SIRE Web Viewer. Pressing CTRL while clicking on the magnifying glass icon opens a file in a second Viewer. Pressing Shift while clicking on the magnifying glass icon opens a file in a third Viewer. Downloading a Folder s Contents as a PDF When downloading a folder s contents from the Search Results page SIRE will attempt to convert and combine all of the files into one PDF file. Note that not all file formats can be converted to PDF. 1. To find the folder(s) to be downloaded perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. The Search Results page will appear. 2. Select Download from the drop down menu to the left of the folder. The folder s contents will be converted and opened as one PDF file.

70 70 Printing Folder Contents WebCenter allows a user to print the contents of a single folder or multiple folders within a file cabinet. 1. To find the folder(s) to be printed perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. The Search Results page will appear. 2. Select the folder(s) to be printed. Select multiple folders by holding down the Ctrl key while selecting each folder s row. 3. Select Print from the drop down menu to the left of the folder. The SIRE Printing window appears.

71 71 4. On the SIRE Printing window check the checkbox to the right of each file you will print. If you will print all files in a folder displayed check the box to the right of the folder. By default all of the pages of a file will be printed, but can be changed in the Pages box that appears when the file is selected for printing. 5. In the layers panel, on the right of the window, select the layer(s) to be printed on the files. Check the Print Comments and/or the Print Text Annotations checkboxes if needed. 6. Press the Next button. 7. Press the Print button. 8. Select the printer and change any preferences needed. 9. Press the Print button.

72 72 Editing Folder Indexes At some point a user may need to make changes to a folder s index information. A user is unable to edit index fields by simply clicking on an index field within the SIRE Search Results page. They must first unlock the Index Window. One or more folders can have their indexes edited at a time. Editing Indexes for Individual Folders 1. To find the folder to be edited perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. The Search Results page will appear. 2. Select Edit from the drop down menu to the left of a folder. Alternatively, click on the Edit Folder icon ( ) in the Actions column of the folder to be edited. The Edit Folder Indexes page will appear. 3. Make the necessary changes to the indexes and press the Update Folder button. The Search Results page will be displayed again with the new changes reflected in the indexes. Note that you cannot edit unique index fields without first duplicating the folder. See Duplicating a Folder for more information.

73 73 Editing Indexes for Multiple Folders 1. To find the folders to be printed perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. The Search Results page will appear. 2. Select the folders to be edited. Select multiple folders by holding down the Ctrl key while selecting each folder s row. 3. Select Edit from the drop down menu to the left of the folder. The Edit Folders Indexes page will appear. 4. Check the edit button next to each index that will be edited. A field will appear in the Value column. 5. Enter the new value that will be placed in the index of each of the folders, and press the Update Folders button. The Search Results page will be displayed again with the new changes reflected in the indexes. Note that you cannot edit unique index fields without first duplicating the folder. See Duplicating a Folder for more information.

74 74 Duplicating a Folder WebCenter allows users to copy a folder along with its contents and place them in the same file cabinet as the original, or in a different file cabinet. 1. To find the folder to be duplicated perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. The Search Results page will appear. 2. Select Duplicate from the drop down menu to the left of a folder. The Duplicate Folder page will appear. 3. Select the cabinet the newly duplicated folder will be placed in from the Cabinet Name drop down field. If a different cabinet is selected than the original the system will place the index values into the new cabinet s indexes to the best of its ability. 3a. Select the Cabinet View, if applicable, from the Cabinet View drop down field. 3b. Make any necessary changes to the index values. 3c. Press the Duplicate button to duplicate the folder and its contents. Alternatively, press the Duplicate and Delete button to duplicate the folder and delete the original. The Search Results page will be displayed again.

75 75 ing Folders Users can one or multiple folders from WebCenter. 1. To find the folder(s) to be duplicated perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. The Search Results page will appear. 2. Select the folder(s) to be ed. Select multiple folders by holding down the Ctrl key while selecting each folder s row. 3. Select from the drop down menu to the left of a folder. The SIRE window will open. 4. Select the format the files within the folder should be ed as. The choices include PDF, Multi Page TIF, and Native. Also select the checkboxes next to each of the Annotation Layers that should be burned into the files being ed. Note that Annotations can only be burned in on PDFs and Multi Page TIFs. 5. Press the OK button. The user s default program will open a new message with the contents of the folder(s) as attachments. 6. Compose and send the as normal.

76 76 Saving Folders to Disk Saving a folder to disk allows users to save the files within the selected folder to a location on their hard drive or network. 1. To find the folder(s) to be saved perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. The Search Results page will appear. 2. Select the folder(s) to be saved. Select multiple folders by holding down the Ctrl key while selecting each folder s row. 3. Select Save As from the drop down menu to the left of a folder. The SIRE Save Files window will open. 4. Click on the ellipse ( ) to navigate to the location the files will be saved to. The Browse For Folder window will open. 5. Select or create a folder the files will be saved to, and press the OK button. The location of the folder the files will be save to will be in the address bar of the SIRE Save Files window. 6. Check the Open folder path upon completion checkbox to open the folder containing the saved files immediately after pressing the OK button. 7. Press the OK button. The files will be saved in the folder chosen.

77 77 Adding a Folder to a Folder Pack When a folder is added to a Folder Pack a shortcut is actually created to the folder and the folder remains in its cabinet. 1. To find the folder to be added to a Folder Pack perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. The Search Results page will appear. 2. Click the Add this Folder to a Folder Pack icon ( ) in the Actions column of the folder to be added to a Folder Pack. Alternatively, select Add to Folder Pack from the drop down to the left of the folder to be added. The Add to Folder Pack pop-up window appears. 3. On the pop-up window, enter a description of the folder to be added to the folder pack in the Description field. 4. Select the Folder Pack to which the folder will be added from the Folder Pack drop-down menu. 5. Press the Add button. A second pop-up window appears, informing you that the folder was successfully added to the Folder Pack. Alternatively, folders can be added to a Folder Pack from within the Folder View. Simply click on the Add this Folder to a Folder Pack icon above the indexes, and follow steps 3-5.

78 78 Bookmarking a Folder Bookmarks are used to mark folders that are accessed often. Bookmarking a folder lets a user retrieve it more easily than searching for it again, or locating it using the SIRE Explorer window. 1. To find the folder to be bookmarked perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. The Search Results page will appear. 2. Click the Bookmark Folder icon ( ) in the Actions column of the folder to be bookmarked. Alternatively, select Bookmark from the drop down to the left of the folder to be bookmarked. A window will open to enter the Bookmark description 3. Enter the description of the Bookmark that will appear in the Bookmarks panel accessed from the Home tab. 4. Press the OK button. The Bookmark will be created and can be access from the Bookmarks panel.

79 79 Deleting Folders 1. To find the folder(s) to be deleted perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. The Search Results page will appear. 2. Select the folder(s) to be deleted. Select multiple folders by holding down the Ctrl key while selecting each folder s row. 3. Select Delete from the drop down to the left of the folder(s) to be deleted. Alternatively, click the Delete Folder icon ( ) in the Actions column of the folder to be deleted. Using the icon will only delete the folder of the row it is in. A window will open asking if you are sure you want to delete the folder(s). 4. Press the OK button. The folder is permanently deleted and cannot be retrieved.

80 80 Managing Folder Security Security can be set up for an individual folder so that only select users or groups can see that folder in a cabinet. Note that once Folder Security is used it overwrites all other permissions for the selected folder and everyone that needs to be given permission will need to be granted it again by following these steps. 1. To find the folder(s) to manage the security for perform any kind of search as outlined in the Creating and Performing Document Searches section of this manual. The Search Results page will appear. 2. Select the folder(s) to manage security for. Select multiple folders by holding down the Ctrl key while selecting each folder s row. 3. Select Folder Security from the drop down to the left of the folder(s) to manage the security for. The Folder Security window will open. 4. Select the Everyone group and press the Add Group button.

81 81 5. Permissions must be given or taken away from the Everyone group. For users that already have rights to View, Edit, or Delete folders in this cabinet the appropriate box must be checked for them to continue using these permissions. If only a single group or user is going to be allowed to see a folder then all of the permissions of the Everyone group need to be unchecked. 6. Under either the Group Name or User Name section select the groups or users that will be allowed to View, Edit, or Delete the folder, and add them. Check the appropriate boxes for the permissions that need to be granted. Press the Save button. To remove a user or a group from having security set up for them click on their name. The Remove Group button will appear and can be pressed to remove them.

82 82 Managing SIRE Files in the Folder View When a search is performed the folders returned can be opened to the Folder View to see a list of files and their status. Within the Folder View all of the files within the folder can be managed. See the Opening a Folder sub-section of the Managing SIRE Folders section of this manual. The following table explains the columns of the files grid. Column Description Displays the order of the files. When rearranging files the original number remains in the column until after the changes have been saved. Shows if a file has been marked as confidential with a Displays the name of each file. icon. Shows if a file has been revised with a icon. Clicking on the icon will allow the user to view or save previous versions of the file. Shows if a file is checked out with a icon. Hovering over the icon will display the user that checked the file out. Displays the extension of the file. Displays the date the file was added to the agenda item. Shows if OCR has been performed on the file with a icon. Shows if Full Text has been performed on the file with a icon. Shows if the file has been converted to PDF with a Displays the number of pages in the file. icon.

83 83 In addition to managing the files within the Folder View there are also some actions that can be performed on the folder. The Folder Information icons above the index grid are used to perform the actions on the folder. The name of each icon will appear when hovering over it. The steps to perform each action on a folder are detailed in the Managing SIRE Folders section of this manual. Icon Description Opens the contents of the folder in the SIRE Web Viewer. Prints the contents of the folder. Edits the indexes of the folder. Duplicates the folder. Deletes the folder and all of its contents. Downloads the contents of the folder as a PDF. Downloads the contents of the folder as a Multi-Page TIF. Downloads a range of pages within the folder. Manages the security of the folder. Add the Folder to a Folder Pack. Bookmarks the folder.

84 84 Selecting a File to Launch in the Folder View When a file is launched it is opened in its native application and can be edited if allowed. After any necessary changes are completed it can be replaced or revised. 1. From the WebCenter Folder View page, click the down arrow to the left of the selected document, and select Launch. The file will open in its native program. Using the SIRE Web Viewer to View a File in the Folder View The Viewer must be installed on a user s computer for this option to work. 1. From the WebCenter Folder View page, click the down arrow to the left of the selected document, and select View. Alternatively, click on the Viewer icon ( Description to be opened. The file will be opened in the Viewer. ) to the left of the File

85 85 Printing Files in the Folder View 1. From the WebCenter Folder View page, click the down arrow to the left of the selected document, and select Print. 2. On the SIRE Printing window check the checkbox to the right of each file you will print. If you will print all files in a folder displayed check the box to the right of the folder. By default all of the pages of a file will be printed, but can be changed in the Pages box that appears when the file is selected for printing. 3. In the layers panel, on the right of the window, select the layer(s) to be printed on the files. Check the Print Comments and/or the Print Text Annotations checkboxes if needed. 4. Press the Next button. 5. Press the Print button. 6. Select the printer and change any preferences needed. 7. Press the Print button.

86 86 Downloading Files in the Folder View 1. From the WebCenter Folder View page, click the down arrow to the left of the selected document, and select Download > File, PDF, or All files as PDF. Download > File: The selected file can be downloaded and opened in its native application or saved Download > PDF: The selected file will be converted to a PDF and opened in Adobe Reader. Download All as PDF: All files within the currently selected folder will be converted to PDF files and opened in Adobe Reader. Arranging File Order in the Folder View The order of files displayed in a folder can be changed as follows: 1. From the WebCenter Folder View page click and hold the arrange icon ( ), to the left of the File Description of the file to be moved, and drag and drop the file to anywhere in the list of files. 2. After rearranging files press the Save Arrange icon ( ). The selected file is saved in the designated position.

87 87 Adding Files and s to a Folder in the Folder View Files can be added to a folder in two ways in WebCenter. They can be added either at the end of the list of existing files or can be added between existing files in the list. s can be added to the end of the list of files in the folder. Adding Files to the End of the List of Files 1. From the WebCenter Folder View page, click the Add Files link ( ) above the File Description column. An Add File pop-up window appears. 2. On the Add File pop-up window, press the Select Files link. A Windows Explorer window appears. 3. Navigate to and select the file(s) you will add to the folder. Press the Open button. The name of the selected File(s) appear on the Add File window. 4. Press the Start Upload button. The file appears at the bottom of the list of files in the folder.

88 88 Adding Files Between Existing Files in a Folder 1. From the WebCenter Folder View page, click on the down arrow next to the file in the list that the new file will be added before or after. 2. Select Add > Before or After. The Add File pop-up window will appear. 3. Click on the Select Files link. Navigate to and select the file(s) you will add to the folder. Press the Open button. The name of the selected File(s) appear on the Add File window. 4. Press the Start Upload button. The file(s) will appear either before or after the file that was selected in step 1.

89 89 Adding s to the End of the List of Files 1. From the WebCenter Folder View page, click the Add Mail link ( ) above the File Description column. 2. A warning may appear from Microsoft Outlook notifying the user that a program is trying to access their . Check the Allow access for checkbox and choose a time from the dropdown box to allow the system access to the user s . Using this setting will also allow the user to add additional mail in other folders, without being prompted for access, for the time selected. Press the Allow button. The SIRE Import window will open and load the user s s.

90 90 3. Use the functionality of the SIRE Import window listed below to find the (s) to be added to the folder. Read/Unread Filter: Select read, unread, or both to display s that have been read or not. Attachments Filter: Select attachments, no attachments, or both to display s that contain an attachment or not. Search Messages: Only s containing the word or phrase entered in this field will be displayed. Refresh: Press the refresh button to load any new s that have been added to the user s since the SIRE Import window was opened. 4. Select one or more s to add to the folder. Hold down the CTRL or Shift keys to select more than one at a time. The body and all attachments will be displayed in the panel on the right of the SIRE Import window.

91 91 5. Select the body and/or attachments to be added to the folder. Hold down the CTRL or Shift keys to select more than one or attachment at a time. 6. Make sure the Use file name as description checkbox is checked if the title of the or the name of the file being added needs to be retained in the folder. Press the OK button.

92 92 Renaming a File in the Folder View 1. From the WebCenter Folder View page, click the down arrow to the left of the file you will rename and select Edit > Rename. The Rename File pop-up window appears. 2. On the Rename File pop-up window, enter the new name of the selected file and press the OK button. The selected file is renamed, and appears with its new name in the same location on the list of displayed files in the selected folder.

93 93 Deleting Files from a Folder in the Folder View 1. From the WebCenter Folder View page, click the down arrow to the left of the file you will delete and select Edit > Delete. The Message from Webpage pop-up window appears. 2. On the Message from Webpage pop-up window, confirm that you want to delete the selected file by pressing the OK button. The selected file is deleted and no longer appears on the list of displayed files in the folder.

94 94 Replacing a File in the Folder View Using the Replace File option allows a user to remove the old file and replace it with another one. Caution needs to be used when replacing files because once a file is replaced the original is removed from the system. 1. From the WebCenter Folder View page, click the down arrow to the left of the file to be replaced and select Edit > Replace. The Replace File window will open. 2. Click the Browse button. A window will open to select the file that is replacing the original file. 3. Browse to the location that the new file is located. Select the file and press the Open button. The location of the new file will be placed in the address bar of the Replace File window. 4. Press the Upload button. The new file will replace the original file.

95 95 Revising a File in the Folder View Files can be revised with another file that is in electronic format and is saved in a location the user can access. A file can be revised as many time as necessary. The advantage to revising a file is that both the original and each revision is saved in the system. 1. From the WebCenter Folder View page, click the down arrow to the left of the file to be revised, and select Edit > Revise. The Revise File window will open. 2. Click the Browse button. A window will open to select the file that is revising the original file. 3. Browse to the location that the new file is located. Select the file and press the Open button. The location of the new file will be placed in the address bar of the Revise File window. 4. Press the Upload button. The new file will revise the original. The file revision icon ( ) will appear in the Revisions column of the file that has been revised.

96 96 Viewing Revised Versions of Files in the Folder View Users can tell that a file has been revised by looking for the Revised File icon next to files that are displayed in the Folder View Mode. By clicking on this icon all previous revisions of the file can be viewed. 1. From the WebCenter Folder View page, click on the Revised File icon ( ) in the Revisions column of the file whose revisions need to be reviewed. The File Revisions window will open. All previous versions of the file are listed in the File Revisions window. The original file is listed as number zero. Note that what is listed are only the previous versions of the document. The most current version is not listed in this window and can be viewed by launching the file or opening it in the SIRE Web Viewer. 2. Press either the Open in SIRE Web Viewer icon ( ) or the Download File icon ( ) to view the file. The Download File icon will open the file in its native application.

97 97 Managing Individual File Security in the Folder View Security can be set up for an individual file so that only select users or groups can see that file in a folder. Note that once File Security is used it overwrites all other permissions for the selected file and everyone that needs to be given permission will need to be granted it again by following these steps. 1. From the WebCenter Folder View page, click the down arrow to the left of the file to be replaced and select Edit > Security. The File Security window will open. 2. Select the Everyone Group and press the Add Group button. The Everyone group is added to the Groups section of the window.

98 98 3. Permissions must be given or taken away from the Everyone group. For users that already have rights to View, Edit, or Delete files in this cabinet the appropriate permission must be checked for them to continue using those permissions. If only a single group or user is going to be allowed to see a file then all of the permissions of the Everyone group need to be unchecked. 4. Under either the Group or User sections highlight the groups or users that will be allowed to View, Edit, or Delete the file and press the appropriate Add button. Check the appropriate permissions that need to be granted. 5. Press the Close Window button or the x in the upper right hand corner to exit. All changes are saved automatically.

99 99 Cutting, Copying, and Pasting Files in the Folder View Cutting Files As with many other computer programs files can be cut so they can be moved to another folder using the paste option. 1. From the WebCenter Folder View page, select the file(s) to be cut, click the down arrow to the left, and select Cut. The file will be remain in its current folder until it is pasted. Copying Files Copying a file allows a user to place a copy of the file in another folder without it being removed from the original folder. 1. Select the file(s) to be copied from the WebCenter Folder View page, click the down arrow to the left, and select Copy.

100 100 Pasting Files The pasting option allows users to paste one or more files that have been cut or copied from one folder to another. 1. Use either the cut or copy functions. 2. Navigate to the folder the files will be pasted in. 3. On the Search Results page click the down arrow next to the folder the file(s) will be pasted in and select Paste Files. Alternatively, open the folder and click on the Paste Files icon ( ) located with the rest of the Folder Information icons located above the Index grid. The Paste Files icon is only visible when files that have been cut or copied are available for pasting.

101 101 ing Files in the Folder View 1. Select the file(s) to be ed from the WebCenter Folder View page, click the down arrow to the left, and select Copy. The SIRE window will open. 2. Select the format the files within the folder should be ed as. The choices include PDF, Multi Page TIF, and Native. Also select the checkboxes next to each of the Annotation Layers that should be burned into the files being ed. Note that Annotations can only be burned in on PDFs and Multi Page TIFs. 3. Press the OK button. The user s default program will open a new message with the contents of the folder(s) as attachments. 4. Compose and send the as normal.

102 102 Saving Files to Disk Saving files to disk allows users to save one or more files within the selected folder to a location on their hard drive or network. 1. Select the file(s) to be saved from the WebCenter Folder View page, click the down arrow to the left, and select Save As. The SIRE Save Files window will open. 2. Click on the ellipse ( ) to navigate to the location the files will be saved to. The Browse For Folder window will open. 3. Select or create a folder the files will be saved to, and press the OK button. The location of the folder the files will be save to will be in the address bar of the SIRE Save Files window. 4. Check the Open folder path upon completion checkbox to open the folder containing the saved files immediately after pressing the OK button. 5. Press the OK button. The files will be saved in the folder chosen.

103 103 Viewing File Properties in the Folder View 1. From the WebCenter Folder View page, click the down arrow to the left of the file for which you will view properties, then select Properties. The File Properties pop-up window appears. 2. Review file properties as desired. To exit the File Properties pop-up window, and return to the Folder View page, press the Close (X) icon in the upper right corner of the File Properties pop-up window.

104 104 3 WebCenter Workflow Introduction to SIRE Workflow In a business environment where employees perform multiple tasks simultaneously, processes are often delayed and sometimes sidelined altogether when distractions or larger priorities preoccupy employee attention. Even a process as simple as submitting and approving an expense report can involve multiple steps, staff members and departments. Any of these steps represents a risk the business flow will stop. SIRE WebCenter includes the SIRE Workflow module to address the problems inherent in this situation. Workflow allows organizations to initiate business process flows that route documents to users for action and authorization. Workflow items appear in user Workflow Queues until the items are addressed, ensuring they are not delayed, misplaced, or neglected. Workflow items can be directed to users based on workload, and re-routed easily to meet changing business priorities. To route workflow items to the workflow queues of users, SIRE Workflow utilizes graphical templates that model the movement of documents, actions, and authority during a business process. Every time a new workflow is created from one of these templates, it is called a Workflow Instance. An instance of a workflow can be initiated when any of multiple events occur, including adding or updating a document in SIRE FileCenter or WebCenter, submitting a SIRE Form, or by adding or updating an agenda item in SIRE Agenda Plus. Users can access their workflow items in the Workflow Queue panel from two locations within the SIRE WebCenter application: 1) from the Workflow Queue panel within the WebCenter Home tab, and 2) from the Workflow tab itself. From within the Workflow tab, users can receive flow notifications, take action on individual workflow items, complete items in the workflow queue, and even view a graphical template of the selected workflow.

105 105 Managing Workflow Items Accessing Workflow Items Whenever a workflow is initiated, workflow items appear in the Workflow Queues of users to whom specific workflow steps are assigned. A user s Workflow Queue can be accessed, and workflow items reviewed, from within the SIRE WebCenter application. 1. From anywhere within SIRE WebCenter, click the Workflow tab. The Workflow Queues page appears, and displays a list of workflows with a number to the right, in parentheses, indicating the number of instances of that specific workflow the user needs to take action on. 2. Click the workflow to be accessed. The Workflow Item page appears, and displays all instances of the selected workflow. 3. To sort workflow instances by Start Date, Queue Caption, Item Name, or Previous User click the down arrow in the column headings. By default, workflow instances are sorted by Start Date, displayed in ascending order. 4. Click on the green arrow ( ) to the left of the workflow instance that is to be opened. Alternatively, press the down arrow and select Open Item. The workflow will be opened and action can be taken on the item. When a workflow item is routed to a role, instead of an individual user, the item appears in the Workflow Queue of all users assigned that role. Workflow Queues can also be accessed from the Home Tab. See the Accessing Workflow Queues section in chapter 1 of this manual.

106 106 Using the Workflow Queues Menu The drop-down menu that appears when a user clicks the down arrow to the left of a workflow instance displayed on the Workflow Queues page enables a variety of functions related to workflow instances. Not all of the options may be available, and depend on the configuration of the workflow. Menu Item Open Item Function Opens the selected workflow instance View Running Flow Status Flow History Delegate Mark as Read/UnRead / Take Ownership/ Relinquish Ownership / Approve Reject Displays a graphical representation of the selected workflow instance, with the current workflow step highlighted in yellow Displays a list of completed workflow instance steps. It also displays the time and date they were completed. Opens a window to select another user to delegate the workflow instance to. The users that an item can be delegated to are managed by a SIRE Administrator. Changes the font of the workflow instance from bold to normal (Mark as Read), or from normal to bold (for Mark as UnRead) The Take Ownership function removes the workflow instance from other users Queues, if the selected instance appears in multiple user s workflow queues simultaneously. The Relinquish Ownership function returns the selected instance to the workflow queues of other users who had it in their queues prior to the user taking ownership of it. Quickly approves the selected workflow instance without having to open the instance, allowing it to proceed to the next step of the workflow process Quickly rejects the selected workflow instance without having to open the instance, ending the workflow process, or redirecting it to the appropriate step for additional review and changes, as designated by the formatting of the workflow itself

107 107 Taking Action on a Workflow Item Once you have a list of items in your Workflow queue, you can open them, view any associated attachments, add attachments, and complete the item. 1. From the Workflow Queue Item(s) page of the selected workflow, click the Open icon ( ) for the specific workflow instance on which you will take action. The Workflow Queue Item page appears for the selected instance. 2. On the Workflow Queue Item page, complete required actions for the selected workflow instance, including filling out fields and adding attachments. The available actions depend on the formatting of the workflow item, as performed by your SIRE Administrator. Workflow specific training may be necessary for different workflows. 3. Use the buttons at the bottom of the page to navigate the workflow. Button Function Removes the workflow instance from other user s Queues if the selected instance appears in multiple user s workflow queues simultaneously. Returns the selected instance to the workflow queues of other users who had it in their queues prior to the user taking ownership of it. Removes any changes a user has made to fields in the workflow. Cancels all changes made and returns the user to the Workflow Queues page. Checks the spelling in fields within the workflow. Navigates to the next page of a workflow of there are multiple pages. Navigates to the previous page of a workflow if there are multiple pages. Saves all changes to the workflow the user has made and returns the user to the Workflow Queues. Saves all changes to the workflow the user has made and opens the next workflow instance.

108 108 Adding a Workflow Note Notes can be added to a workflow instance that will be carried throughout each step of the workflow and viewed by all users that will have the instance in their queue. Notes are not saved when the workflow ends. 1. On the Workflow Queue Item page click the Add Note link in the bottom left corner. The Add Note window will open 2. Enter the note and press the Save button. The new note will appear in the Notes section of the Workflow Queue Item page along with the user s name and the date and time the note was added.

109 109 Viewing Workflow Attachments Attachments associated with a workflow item can be viewed as part of the process by which you take action on the workflow item. The list of attachments associated with a workflow item are displayed in the upper right portion of a Workflow Item. If the workflow is associated with an agenda in the SIRE Agenda Plus system, two different sets of attachments are displayed: Workflow and Agenda. This distinction helps users distinguish between attachments that are intended for use throughout the workflow process itself, and those that are meant for inclusion in the agenda. To view either the Workflow or Agenda attachments click on the appropriate button in the Attachments panel. Additional files can be attached to a workflow item as part of the actions you take on the item, as documented in the Adding Workflow Attachments section. 1. On the Workflow Queue Item page, click the down arrow to the left of the attachment you will view and choose either Launch to open the file in its native application or View to open it in the SIRE Web Viewer. Alternatively, the file can be opened in the SIRE Web Viewer by pressing the Viewer icon ( ) next to the attachment. Note that, if the Workflow Attachments area is not visible in the right section of the Workflow Item page, press the down-facing double arrow icon ( ) to show the Attachments Pane. Also note that, in order to view attachments, you must have View File permissions assigned to you by your SIRE Administrator. Additionally, to view files within the SIRE Viewer, you must have the SIRE Viewer installed on your workstation.

110 110 Adding Workflow File and Attachments Adding File Attachments 1. On the Workflow Queue Item page, click the Add Files link in the Attachments Panel. The Add File window appears. 2. On the Add File window, click on the Select Files link, then navigate to the network location of the file(s) you will add as attachments to the workflow. Select the file(s), and press the Open button. The file(s) appear in the Add File window. 3. Press the Start Upload button. The selected file(s) appear in the list of attachments in the Attachments Panel. Each file added using this method will be placed at the end of the list of attachments.

111 111 Adding Attachments 1. On the Workflow Queue Item page, click the Add Mail link in the Attachments Panel. 2. A warning may appear from Microsoft Outlook notifying the user that a program is trying to access their . Check the Allow access for checkbox and choose a time from the dropdown box to allow the system access to the user s . Using this setting will also allow the user to add additional mail in other workflow items, without being prompted for access, for the time selected. Press the Allow button. The SIRE Import window will open and load the user s s.

112 Use the functionality of the SIRE Import window listed below to find the (s) to be added to the workflow item. Read/Unread Filter: Select read, unread, or both to display s that have been read or not. Attachments Filter: Select attachments, no attachments, or both to display s that contain an attachment or not. Search Messages: Only s containing the word or phrase entered in this field will be displayed. Refresh: Press the refresh button to load any new s that have been added to the user s since the SIRE Import window was opened. 4. Select one or more s to add to the workflow item. Hold down the CTRL or Shift keys to select more than one at a time. The body and all attachments will be displayed in the panel on the right of the SIRE Import window.

113 Select the body and/or attachments to be added to the workflow item. Hold down the CTRL or Shift keys to select more than one or attachment at a time. 6. Make sure the Use file name as description checkbox is checked if the title of the or the name of the file being added needs to be retained in the workflow item Press the OK button.

114 114 Using the Workflow Attachments Menu The drop-down menu that appears when a user clicks the down arrow to the left of a workflow attachment enables a variety of functions related to workflow attachments, as follows: Download Add Edit Confidential Menu Item Function Downloads the selected attachment to the client workstation. Once downloaded the attachments can be saved. The file can be downloaded in either its native format (Download > File) or as a PDF document (Download > PDF). Selecting the Download > All Files as PDF option downloads all of the workflow attachments in PDF format. Adds a file to the Attachments Pane, as described in the previous procedure, but can be added before (Add > Before) or after (Add > After) the selected workflow attachment. This functionality is useful if there are a large number of attachments and the order they appear in is important. Modifies the selected file attachment as designated by the sub-menu item selected. Options include: - Rename: Renames the selected file attachment - Delete: Deletes the selected file attachment - Replace: Activates the Replace File pop-up window, where users can browse to and select a file to replace the current one. - Revise: Activates the Revise File pop-up window, where users can browse to and select a revised version of the selected file for upload. The revision icon will appear next to the attachment and can be clicked on to see all previous versions of the file. Marks the attached file as confidential so that when the agenda is compiled it will only be included in a confidential packet.

115 115 Arranging Attachment Order 1. On the Workflow Queue Item page, click and hold the arrange icon ( ), to the left of the File Description of the file to be moved, and drag and drop the file to anywhere in the list of files 2. After rearranging files press the Save Arrange icon ( ). The moved file(s) are saved in the designated position. Viewing Workflow Status By clicking on the Status link under the Workflow Tab a user can view a report with the status of the workflows which that user had started. 1. From anywhere within WebCenter press the Workflow Tab. 2. Click on the Status link below the Workflow Tab. The Status Report will appear.

116 116 Using Out of the Office The Out of Office feature allows a user to cover for another user that is not available to move workflow instances through their queue. Based on the permission given by the SIRE Administrator, either a user can put themselves Out of Office, or can put any user in the system Out of Office. 1. From anywhere within WebCenter press the Workflow Tab. 2. Click on the Out Of The Office link below the Workflow Tab. The Out of the Office panel will appear. 3. From the Out of the Office panel press the Start New button. 4. Fill in the appropriate data in each of the fields as follows. User out of the office: Select the user that will be out of the office from the dropdown list. This option will not be available if permission is not given to select any user in the system. Covering User: Select the user that will cover for the user that will be out of the office. Start Date: Select the date and time for Out of the Office to start. End Date: Select the date and time for Out of the Office to end.

117 4 WebCenter Forms 117 Introduction to WebCenter Forms The Forms module available in SIRE WebCenter replaces paper forms previously required to gather information for business purposes with electronic forms created by your SIRE Administrator. These forms can be offered within an organization or to the public to be completed and submitted over the internet or intranet. Because all data submitted to these forms is already in digital format, they can be quickly and accurately processed by the SIRE system and used to execute workflow processes, or stored within the SIRE cabinet structure for later retrieval and use. Managing Forms Forms are available through the SIRE WebCenter application in three distinct formats: Cabinet Forms, Agenda Forms, and Workflow Forms. Cabinet forms allow users to enter values for index fields describing a folder, which is then added to the SIRE System when the form is submitted. Agenda Forms are used to add new items to meetings in the SIRE Agenda Plus system when the form is submitted. Agenda Forms are described in greater detail in the SIRE Agenda Plus Meeting Management Manual. Workflow Forms are used to start a workflow for a business process that does not require a folder to be created when the form is submitted, like with a Cabinet Form, or add an item to an agenda when submitted, like with an Agenda Form. Additionally, the forms available to an individual SIRE user depend on the cabinets and SIRE applications to which that user has permission. Filling Out and Submitting Cabinet or Workflow Forms 1. From anywhere within SIRE WebCenter, click the Forms tab. The Forms Home page appears, and displays the Cabinet Forms, Agenda Forms, or Workflow Forms panels in the upper left corner of the page. These panels display the name of all forms to which you have access based on your permissions. The Forms can also be accessed on the Home Tab as detailed in the Using Agenda Forms in chapter one of this manual. 2. Click the desired form. The Form Entry page appears.

118 On the Form Entry page, enter data in the appropriate fields to complete the form. Yellow fields are required. Use the scroll bar at right to see fields below the viewable area, or tab to the fields in sequence to access lower fields. 4. Use the buttons on the bottom of the page to navigate the form, and press the Save & Continue button. The Data Confirmation page may appear if configured to by the SIRE Administrator. If it does not appear skip to step 6. Removes any changes a user has made to fields in the form. Saves all changes to the form the user has made. A new panel will appear on the Forms page that contains all saved forms. Saves the current data entered in the form fields and will automatically fill the same data in future forms being filled out. Checks the spelling in fields within the form. Navigates to the next page of the form if there are multiple pages. Navigates to the previous page of the form if there are multiple pages. Shows a preview of what a document will look like if one is being created using the information entered in the form. Cancels all changes made and returns the user to the Forms page. Saves all changes made to the fields and submits the form. 5. On the Data Confirmation page, ensure that all index values are correct, and press the Save and Continue button. The Form Submitted Successfully page appears.

119 On the Form Submitted Successfully page files and s can be added to the newly created folder or workflow by following the instructions below. Adding Files 7. Click on the Add Files link located above the File Descriptions. The Add File window will open. 8a. On the Add File window, click on the Select Files link, then navigate to the network location of the file(s) you will add. Select the file(s), and press the Open button. The file(s) appear in the Add File window. 8b. Press the Start Upload button. The selected file(s) appear in the list of files.

120 120 Adding s 9. Click on the Add Mail link located above the File Descriptions. 9a. A warning may appear from Microsoft Outlook notifying the user that a program is trying to access their . Check the Allow access for checkbox and choose a time from the dropdown box to allow the system access to the user s . Using this setting will also allow the user to add additional mail in other forms, without being prompted for access, for the time selected. Press the Allow button. The SIRE Import window will open and load the user s s.

121 121 9b. Use the functionality of the SIRE Import window listed below to find the (s) to be added to the form. Read/Unread Filter: Select read, unread, or both to display s that have been read or not. Attachments Filter: Select attachments, no attachments, or both to display s that contain an attachment or not. Search Messages: Only s containing the word or phrase entered in this field will be displayed. Refresh: Press the refresh button to load any new s that have been added to the user s since the SIRE Import window was opened. 9c. Select one or more s to add to the form. Hold down the CTRL or Shift keys to select more than one at a time. The body and all attachments will be displayed in the panel on the right of the SIRE Import window.

122 122 9d. Select the body and/or attachments to be added to the form. Hold down the CTRL or Shift keys to select more than one or attachment at a time. 9e. Make sure the Use file name as description checkbox is checked if the title of the or the name of the file being added needs to be retained. Press the OK button. 10. After all necessary files and s have been uploaded there are several links and buttons located immediately below the Form submitted successfully header the user can choose from to do next. Go to Folder (Only available on a cabinet form) Directs you to the newly created folder, where you can access all files uploaded to the folder. Fill out this form again Takes you back to the Form Entry page with blank fields to complete an additional form. Fill out this form with the same values Takes you back to the form entry page with your previously entered values populating the fields. This allows you to submit a new form that might have many of the same values with some exceptions, so you can use values you had previously entered and modify other values to submit a new form. SIRE Forms will alert you of double-entries in the required fields of the form. Finish button Takes the user back to the Forms page to select another form to fill out.

123 123 Filling out and Submitting an Agenda Form 1. From anywhere within SIRE WebCenter, click the Forms tab. The Forms Home page appears, and displays the Cabinet Forms, Agenda Forms, or Workflow Forms panels in the upper left corner of the page. These panels display the name of all forms to which you have access based on your permissions. The Forms can also be accessed on the Home Tab as detailed in the Using Agenda Forms in chapter one of this manual. 2. Select the name of the form to be filled out. A dropdown menu will appear in the Forms tab to select the meeting type the agenda item will be added to. 3. Select the Meeting Type the item will be added to. A new dropdown list will appear with all upcoming dates of the Meeting Type selected. 4. Select the date of the meeting the item is to be placed on. All of the items of the meeting selected will be displayed.

124 Click on the radio button next to the existing item that the new item is to become a child of, and press the Next button. An electronic form will appear. 6. Enter values in the fields displayed. Yellow fields are required to be filled out. 7. Use the buttons at the bottom of the page to navigate the form. Button Description Removes any changes a user has made to fields in the form. Checks the spelling in fields within the form. Navigates to the next page of the form if there are multiple pages. Navigates to the previous page of the form if there are multiple pages. Cancels all changes made and returns the user to the Forms page. Saves all changes made to the fields and submits the form. 9. Press the Next button. The input values may appear to confirm accuracy if configured to do so. If the input values are not shown for confirmation skip to step 10.

125 Review the information entered and press the Save and Continue button. 11. The files page of the item that was just added is displayed. If a file such as a staff report was created based on some of the fields filled out on the form it will be displayed and can be opened. Additional files or s can be added at this time. Adding Files 12. Click on the Add Files link located above the File Descriptions. The Add File window will open. 12a. On the Add File window, click on the Select Files link, then navigate to the network location of the file(s) you will add. Select the file(s), and press the Open button. The file(s) appear in the Add File window. 12b. Press the Start Upload button. The selected file(s) appear in the list of files.

126 126 Adding s 13. Click on the Add Mail link located above the File Descriptions. 13a. A warning may appear from Microsoft Outlook notifying the user that a program is trying to access their . Check the Allow access for checkbox and choose a time from the dropdown box to allow the system access to the user s . Using this setting will also allow the user to add additional mail in other forms, without being prompted for access, for the time selected. Press the Allow button. The SIRE Import window will open and load the user s s.

127 127 13b. Use the functionality of the SIRE Import window listed below to find the (s) to be added to the form. Read/Unread Filter: Select read, unread, or both to display s that have been read or not. Attachments Filter: Select attachments, no attachments, or both to display s that contain an attachment or not. Search Messages: Only s containing the word or phrase entered in this field will be displayed. Refresh: Press the refresh button to load any new s that have been added to the user s since the SIRE Import window was opened. 13c. Select one or more s to add to the form. Hold down the CTRL or Shift keys to select more than one at a time. The body and all attachments will be displayed in the panel on the right of the SIRE Import window.