EDM Handy Folder, Aliases and Notes

Transcription

1 IT Training EDM Handy Folder, Aliases and Notes Version 3 February Introduction ithelp.port.ac.uk/ittraining Aliases are shortcuts to frequently used objects and can be useful as more documents areadded to Objective and the hierarchy grows. An alias can be created for any object you have the privileges to see. Items that appear on the Handy menu are actually aliases that are stored in the Handy folder. New folders can be created in the Handy folder to group aliases more effectively. Concise Notescan be used to provide extra information and can be added to any object. 2. Aliases Aliases can be created for any object in Objective. Create aliases when one copy of an object needs to be accessible from multiple locations. An alias is a shortcut to the original object. Multiple aliases can be created for an object. The original object can be moved or renamed without affecting the alias. Documents can be edited, released and published via their alias if appropriate privileges exist on the original object. An alias will show the same state as its original document object. An alias is an object in its own right. Alias properties relate to the alias object, not the object it points to.when an alias is deleted the original object remains intact. That is, the alias pointer to the object is deleted rather than the object itself. When the original object is

2 deleted, a warning message displays to advise that aliases exist. The alias icon changes to an indicating the original object has been deleted and that the alias now points to a nonexistent object. Alias Original To create an alias 1. Right click an object. 2. Select Make Aliasto create the alias in the same location as the original. 3. Drag the alias to the required destination. You can create an alias in the required destination in one step, by holding down ALT key while dragging the object to the new destination. To find the original object from an alias 1. Right click an alias. 2. Select Find Original. To delete an alias 1. Right click an alias. 2. Select Delete. 3. Your Home Folder All Objective users have their own Home folder. This location can be used to store your personal items or items relevant to your work such as aliases and searches. Each user s Home folder contains a Special Folder, which contains the following folders: Alert Folder Handy Offline EDM Handy Folder, Aliases and Notes 2

3 The Alert Folder You can use the Alert folder to track and monitor changes to an item in the system. When you place an alias in the Alerts sub-folder, Objective will display an Alert window whenever the original object is updated. The Offline Folder The Offline folder enables you to make changes to Objective documents when your laptop is not connected to the network. The Offline folder needs to be configured before it is available for use. The Home Folder To open your Home folder Do one of the following: Select the Homebutton on the toolbar. Select Handy > Home [your name] 4. The Handy Folder When you use the Send > Send To Handy (Make Alias) command, you are creating aliases in your Handy Folder. The Handy Folder is in the Special Folder of your Home Folder. You can also drag and drop aliases to the Handyfolder for documents and objects that you use frequently. The Handyfolder includes the Templatesfolder, where you can store aliases of most commonly used templates. EDM Handy Folder, Aliases and Notes 3

4 Handy Templates Handy folder in the Home window To open the Handy folder Select the Handy button on the toolbar. If you need to group your aliases in a logical manner, you can create additional folders in your Handy. For more information, see Creating Folders section. 5. The Handy Menu As well as listing aliases and other objects you have added to your Handy folder, the Handy menu includes: Documents being Edited A window displaying all documents you have in the edit state. Documents awaiting Approval A list of all documents that have been submitted to you and waiting for your approval. Recent Documents A list ofthe latest 20 documents you have viewed or edited. Objective commands are available to all documents on the Recent Documents list via the right click. EDM Handy Folder, Aliases and Notes 4

5 The Handy menu Recent Documents windows 6. Creating Folders New folders can be created in the Home window to organise aliases and other objects. Folders can be renamed if required. EDM Handy Folder, Aliases and Notes 5

6 Create New Folder window To create a folder 1. Right click the parent location. 2. Select New > New Folder to open the Create New Folderwindow. 3. Provide a Name for the folder. 4. Complete mandatory fields. 5. Click OKto add the folder. The Add button will create the folder and leave the Create New Folder window open, retaining all information entered and allowing additional folders to be created. To rename an object 1. Right click the object and select Rename to edit the name. 2. Provide a new name for the object. 3. Press Enter. Press F2 to rename an object. EDM Handy Folder, Aliases and Notes 6

7 7. Notes A note can be added to any object to provide additional information. All users with appropriate security can read a note. Note contents are retained with the properties even after the note is deleted. Note example Note For window To add a note to an object 1. Right click an object. 2. Select Notes > Add Note to open the Note for window. 3. Provide a comment about the object. 4. Click OK to add the note. Display note contents by placing the mouse on the note icon. To manage the note of an object, right click the object and selectnotes > Edit Note or Delete Note. EDM Handy Folder, Aliases and Notes 7