CEDMS User Guide

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1 CEDMS User Guide Section Page # Section 1 User Interface 2 CEDMS DM Toolbar 2 Navigation Pane 3 Document List View Pane 3 Add-on Pane 3 Section 2 Saving and Importing Documents 4 Profile Form 4 Saving as a New Version or New Document 5 Importing Documents 6 Importing a New Version of an Existing Document 7 Importing s 7 Section 3 Opening Documents and Working with Templates 9 Opening and Previewing Documents 9 Templates 10 Section 4 Searching 10 Profile Search Form 10 Narrowing and Expanding Search Results 12 Saving Search Results 13 Section 5 Useful Features and Tips 13 Creating Folders and Workspaces 13 Relating Documents 14 Section 6 Customizing the Work Environment 14 For further assistance,

2 CEDMS User Guide 2 Section 1 User Interface The CEDMS Desktop is integrated with both Windows Explorer and Outlook To open the CEDMS Desktop, click on the CEDMS icon on your PC desktop or open Windows Explorer and click on the CEDMS icon in the navigation pane. CEDMS Toolbar Navigation Pane Document List View Pane Add-on Pane CEDMS DM Toolbar The CEDMS toolbar contains icons for quick access to documents and details. Some useful icons are: Import new documents (acquired via camera, CD, external drive, etc.) into CEDMS. View Recently Edited Documents. Search documents and folders in CEDMS. Edit details in the Profile form. Create a new message with selected document as an attachment.

3 CEDMS User Guide 3 Navigation Pane Click to open CEDMS Desktop. Open applications with CEDMS integration: MS Word, Excel, PowerPoint, Outlook, and Adobe Acrobat. View your last 30 new or edited documents and folders. Access available templates for MS Word, Excel, and PowerPoint. Access personal Workspaces. Open CITYDOCS to navigate the File Plan, access saved searches (Quick Searches), and navigate publicly shared folders. Document List View Pane The List View Pane displays all documents contained within a selected folder or the results of a document search. By default, the List View Pane displays in Details view. In Details view, columns (i.e. Doc #, Edit Date, Author ID, etc.) can be added or removed by right-clicking in the header and selecting Edit Columns. Alternately, the List View Pane can display a standard List view with only Doc # and Name visible. To change the list type, click View in the CEDMS Toolbar and select List or Details. Add-on Pane The Add-on Pane displays useful details about the selected document or folder. Click a tab at the bottom of the Add-on Pane to change the information being displayed: Profile Preview Thumb Viewer Versions Related View details in the Profile form. View a short preview of the content in the selected document. View a thumbnail image of the selected image file. Select multiple images in the Document List View Pane by Shift-clicking to view multiple thumbnails side-by-side. View and open past versions of the selected document. View a list of related documents.

4 CEDMS User Guide 4 Section 2 Saving and Importing Documents Profile Form When saving a document from an application that is integrated with CEDMS, the Document Profile form must be completed. Navigation Select an existing Workspace or folder to have the new document added to that folder when saved. Required Fields The following fields must be completed for all new documents: Title, Author, Document Type, Org Unit, and Classification Code. Entered By and Application are completed automatically.

5 CEDMS User Guide 5 Security By default, all City of Coquitlam documents are created with open security. This means that your document, by default, is open and editable by all other CEDMS Users. This is the security approach endorsed by the E-Team to maximize document sharing within and between departments. The narrower the access rights you assign, the more difficult it is to share information and the less efficient our document workflow process will be. Some documents, however, do need to be secured. If your document is being considered at a closed meeting of Council or Council Committee, is related to a Freedom of Information request or deals with human resources issues it should be restricted. For documents requiring user restrictions, check the box beside Restricted then click the Security button to open the Document Access dialogue box. Click on a Group to see the members of that Group displayed in the Users list. Double click a Group or User name to add it to the Current Trustees list. If you do have to restrict a document its best to restrict to a group rather than! an individual as the membership of groups can be updated as employees come and go from the organization Save as Type Click the Save as Type dropdown to change the file type being saved. For example: Available file types for Word 2010 are: Word Document (this is compatible with Word 2007 and up), Word Document, PDF, Rich Text Format, and Plain Text. Available file types for Excel 2010 are: Excel Workbook (this is compatible with Excel 2007 and up), Excel Workbook, Comma Delimited, Tab Delimited, and PDF. Saving as a New Version or New Document Edits made to a document opened from CEDMS can be saved as a new version of that document (keeping the same document number with a version suffix) or as an entirely new document (with a new document number). When choosing Save as from an application that is integrated with CEDMS, the Save As options dialogue opens.

6 CEDMS User Guide 6! Content searches will only reference the latest version of a document. Saving as a new version or sub-version should only be done when edits warrant a new draft but not a new document. If a significant change is made to the content of a document, it should be saved as a new document rather than a new version. For instance, changing the addressee of a letter warrants that it be saved as a new document. Importing Documents To import a document into CEDMS use one of the following procedures: 1. With the CEDMS Desktop open, click the icon or go to File > Import Files in the CEDMS Toolbar. Browse to the document to be imported then click Open. Complete the Profile form as usual. OR 2. With Windows Explorer open, navigate to the location of the document to be imported into CEDMS. In the Windows Explorer navigation pane, click the CEDMS icon then CITYDOCS to access the File Plan. Open the File Plan tree to the appropriate Classification Code then drag and drop the document from Window Explorer s main view pane to the Classification folder in the navigation pane. Complete the Profile form as usual.

7 CEDMS User Guide 7 Importing a New Version of an Existing Document To import a document as a new version of a document already in CEDMS: In the CEDMS Desktop, search for (or navigate to) the document already existing in CEDMS. With that document selected, click on the Versions tab in the Add-on Pane. In the Versions view, right-click on the most recent version number and select Import Version from File. Browse to the document to be imported then click Open. Importing s To import an into CEDMS use one of the following procedures: 1. With Outlook 2010 open, select the to import then click the icon in the edocs CEDMS group of the Home tab. In the Save to edocs DM dialogue, if the has attachments, select the desired action from the Attachments dropdown. By default, attachments and messages will be saved into CEDMS separately to maximize the search functionality of CEDMS and to meet the City s records management standards.

8 CEDMS User Guide 8 At this stage you may also want to decide whether you want to save the and the attachments, only, or attachments only by using the drop-down menu. When attachments are saved separately from the message, separate Profile forms will have to be completed for each item unless you use the apply to all function If you check the apply to all box in the bottom left-hand corner of the profile form, each and attachment that you have selected to save will be saved into the File Classification Code you have selected with its natural title. When saving multiple s and attachments or importing multiple documents you can append words to the beginning of the title of each item by using the Comments field and an underscore at the beginning of a sentence.

9 CEDMS User Guide 9 OR 2. In the Outlook 2010 navigation pane, under edocs DM, open the navigation tree to the appropriate Classification Code then drag and drop an from the list view to that Classification folder in the navigation pane. Complete the Save to edocs DM dialogue as above.! s can be added to a folder or workspace at the same time as being saved into CEDMS by dragging the to the desired folder or workspace in the navigation pane. Section 3 Opening Documents and Working with Templates Opening and Previewing Documents Documents within CEDMS can be opened by searching for (or navigating to) the desired document in the CEMDS Desktop. Double click on the desired document in the Document List View Pane to open it. If you do not have appropriate security rights to edit the document or if the document has been made into a Record, you will see a message asking if you want to open the document in Read Only mode. If the document has multiple versions, the Select a Version to Edit dialogue will open. By default, the most recent version will be highlighted.

10 CEDMS User Guide 10 To view a preview of a document before opening it, select the document then click the Preview tab in the Add-on Pane for a one page content preview; or right-click on the document in the Document List View Pane and select View for a full preview.! The Viewer tab in the Add-on Pane will also display a full preview of the selected document; however, keeping the Viewer tab selected may significantly reduce CEDMS performance or even cause CEDMS to crash. To export a document for use outside of CEDMS (i.e. to add to a zipped folder or upload to QFile), rightclick on the document in the Document List View Pane and select Export. Templates In CEDMS, documents that are regularly reused as a starting point for new documents can be designated as templates and added to the Templates section in the Navigation Pane. This is available for MS Word documents, Excel workbooks, and PowerPoint presentations. Templates cannot be saved over and must be saved as a new document when opened. This aids in maintaining template version control. To have a new template added to the Templates section, contact Lauren Hewson. Section 4 Searching Profile Search Form To open the Profile Search form, click in the CEDMS Toolbar.

11 CEDMS User Guide 11 It is possible to search by single or multiple fields. Some useful fields for searching are: Title By default, searching with the Title field will only produce results where the search terms are identical to a title. For example, typing CEMDS Guide into the Title field will only produce results where the title is identical to CEMDS Guide. When an exact title is not known, put an asterisk ( * ) around search terms. For example, typing * CEDMS * Guide * into the Title field will produce results where the title contains the words CEDMS and Guide. Author & Entered By These fields will search by CEDMS Author ID. If the ID is not known, click the ellipsis beside the field to open the name lookup dialogue. In the By field, enter all or part of the last name of the author you wish to search for, and then click the Search button. Select a name from the list and click OK. Application Comments Content Searching Search For Use the ellipsis beside the Application field to select an application to search by. The Comments field can be used for documenting the names of staff contributing to the writing of a particular report or for describing the help required from a CEDMS Records Administrator. It also is useful for tracking the titles of s when, over the course of a number of messages, the topic deviates from the subject line. Cut and paste the subject line from the Title field into the Comments field and then give the a more meaningful title.! Do not use this field for key information about a document s subject. Because it is not a mandatory field, people do not always think to search for data in it. Place such information in the Title field. The Search For field will search for terms within the content of a document. Clicking on the triangle beside the field will reveal available search term separators: For example, searching for CEMDS edocs AND user guide will return this document in the search results.

12 CEDMS User Guide 12 History Date Created & Edited Clicking the ellipsis beside the Date Created or Edited fields will reveal available terms for searching a date range: A few useful search examples are: TODAY Example: 01/01/13 TO %TODAY Returns results between January 1, 2013 and today s date. TO Example: 01/01/13 TO 05/01/2013 Returns results between January 1 and May 1, CALENDAR! Select to open the calendar date picker. When searching, use date format MM/DD/YY. Any search will return a maximum of 500 results. If a search returns more than 500 results, try refining the search criteria to narrow the results. Narrowing and Expanding Search Results Searches performed during the current CEDMS session are saved temporarily and can be edited in order to narrow or expand on the results. To find the temporarily saved search session: 1. In the CEDMS Desktop Navigation Pane, open CITYDOCS then Quick Searches. 2. Find the search criteria to edit. Right-click and select Edit.

13 CEDMS User Guide In the Quick Search dialogue, click the Edit dropdown and select Criteria. 4. This will reopen the Search Form. Add, remove, or change search criteria from any desired fields and click OK. Saving Search Results A search session can be saved by right-clicking on the session in Quick Searches and selecting Save. The session icon will change from to - indicating that the search session has been saved. Section 5 Useful Features and Tips Creating Folders and Workspaces Folders and workspaces are useful for organizing documents that are regularly accessed. Workspaces are private containers that documents and folders can be added to. They can be created and deleted freely but cannot be shared. Folders are containers that can be public or private. They can be created freely but can only be deleted by an Administrator. Folders have their own Doc # and their contents can be shared by ing a reference to the folder. To create a new workspace: 1. Click Workspaces in the CEDMS Toolbar. Select New Workspace. 2. In the New Workspace dialogue, enter a name and description if desired, and then click OK. 3. The new workspace will be added to the Workspaces section of the Navigation Pane. 4. To add a document or folder to the workspace, drag it from the Document List View Pane to the workspace in the Navigation Pane.! Right-click on a workspace to delete it or change the workspace name.

14 CEDMS User Guide 14 To create a new folder: 1. Click Folder in the CEDMS Toolbar. Select New Folder. 2. In the Folder Profile dialogue, enter a Title, Document Type, and Org Unit (Comments are optional), and then click Save. 3. The new folder can be found in Recently Edited Documents or through a title search. From the Document List View Pane, drag the folder to a workspace in the Navigation Pane to add it to that workspace or drag it to a Public Folder if the contents of the folder should be shared. 4. To add a document to the folder, double click on the folder then click Add in the Folder dialogue window. Or, drag a document from the Document List View Pane to the folder in the Navigation Pane.! Relating Documents To remove a document from a folder, right-click on the document, hover your cursor over Folder, then select Remove From folder name. If a Folder is no longer needed, rename the folder and use it elsewhere; or, give it a temporary name (i.e. Empty Folder) and save it until a future time when a new folder is required. Creating a relationship between documents is useful for quickly locating all documents that are connected. To create a new relationship, right-click on the first document and select Related In the Related dialogue, click Add. In the Quick Retrieve dialogue, browse to the related document and click OK. Click OK in the Related dialogue when all related documents have been added. To view a document s relationships, click the Related tab in the Add-on Pane. To open a document from the Related tab, right-click and select Open Section 6 Customizing the Work Environment The Document Profile form can be set up with some default values that will automatically populate fields. This is useful for individuals who, for example, only save to one Org Unit or document type. To set up Profile form defaults: 1. Click Options in the CEDMS Toolbar. Select Defaults 2. In the Default dialogue, open the Profile Entry folder and select <Primary>. Click the Defaults button.

15 CEDMS User Guide In the Document Profile dialogue, enter in default values as desired and click Save.

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