SmartOffice Library Step-by-Step Guide

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2 CONTENTS Overview... 2 Key Takeaways... 2 SmartOffice Library UI... 3 Invoking the module... 4 Creating a folder... 5 Uploading a document... 8 Deleting a document...11 Open in SharePoint...14 Opening a document...15 Difference between opening a document and checking out a document...15 Document opening process...16 Checking out a document...18 Check Out Process...19 Checking in a document...21 Discard Check out...23 All rights reserved Page 1 of 26

3 OVERVIEW The SmartOffice Library section of integreat4tfs is the module that is used to manage documents stored on the associated SharePoint Site of a Team Project. This guide demonstrates how to use the SmartOffice Library module in integreat4tfs. KEY TAKEAWAYS Individuals will learn how to perform the following tasks from this tutorial: Invoke the module Create a folder Upload documents on SharePoint Site Delete documents from the site Checkout documents for editing Check in documents after editing All rights reserved Page 2 of 26

4 SMARTOFFICE LIBRARY UI The SmartOffice Library's user interface is divided into four sections as highlighted in the following image: Explorer Panel Selected folder name Main Toolbar Document Details Panel This panel is used to: View the list of folders and sub-folders that are used to manage documents. Create new folders and sub-folders This section shows the name of the folder \ sub-folder selected in Explorer Panel This toolbar is used to: Upload documents on associated SharePoint site Open the SharePoint site to show the contents (uploaded files) Delete documents from the SharePoint site Open the selected document Check out the document for editing Check in the document after editing This panel shows the details of the documents in the selected folder All rights reserved Page 3 of 26

5 INVOKING THE MODULE Users can invoke SmartOffice Library by clicking on SmartOffice Library option (below the Team Project Name), in case another module is currently active. The landing page (i.e. Document Management folder) of SmartOffice Library module is displayed. All rights reserved Page 4 of 26

6 CREATING A FOLDER 1. The SmartOffice Library comes with a default folder (called Document management) for each Team Project. All folders / sub-folders are managed under it. 2. All folders / sub-folders created by users appear as child folders of the Document Management folder. All rights reserved Page 5 of 26

7 3. To create a folder / sub-folder, follow these steps: o Skip to step 3 in case the new folder is to be created directly under the Document Manager folder. 4. Navigate to the folder under which the new sub-folder is to be created. 5. Click the New option in Explorer Panel. All rights reserved Page 6 of 26

8 1. Enter the name of the folder and click the OK Button. The folder is created. The same process is used to create sub-folders in a folder. All rights reserved Page 7 of 26

9 UPLOADING A DOCUMENT Uploading a document to the SmartOffice Library means that the user saves it on the SharePoint Site associated with the relevant Team Project. This site is created with the creation of the Team Project. After a document is uploaded by a user, all the team members can access it using SmartOffice Library. Since the documents are maintained on SharePoint, proper check-in and check-out operations are possible with these documents. All main file formats of MS-Office (e.g. docx, xlsx, pptx, etc.) are supported. Additionally, some other common formats e.g. jpg/jpeg, png etc are also supported. To upload a document, follow these steps: 1. Navigate to the desired folder in the Folder Explorer. All rights reserved Page 8 of 26

10 2. Click the Upload Document option. The desired file can also be dragged-and-dropped in the Document Details Panel (if allowed by the browser). 3. Click the Select File Button. All rights reserved Page 9 of 26

11 4. Navigate to the desired file and double-click on it. The selected file is uploaded and becomes available in SmartOffice Library. All rights reserved Page 10 of 26

12 DELETING A DOCUMENT Users can delete undesired documents from the SmartOffice Library using the process described below. 1. Navigate to the desired folder and select the document that needs to be deleted. 2. Click the Delete option. All rights reserved Page 11 of 26

13 A warning message appears. 3. Click the OK Button. All rights reserved Page 12 of 26

14 The selected document is deleted. All rights reserved Page 13 of 26

15 OPEN IN SHAREPOINT This option is used to show the contents of the folder in SharePoint. The contents are shown in a new tab in the browser Once opened, the contents can be managed as per requirements using the SharePoint UI 1. Navigate to the desired folder in the relevant Team Project. 2. Click the Open in SharePoint option. All rights reserved Page 14 of 26

16 The contents of the folder are opened in SharePoint. OPENING A DOCUMENT A user can open any document that has been uploaded to the SmartOffice Library and he has proper rights to access that particular document. When a user opens a document, using the relevant option in SmartOffice, the document is automatically opened in the relevant application (If the application is installed on user's computer). DIFFERENCE BETWEEN OPENING A DOCUMENT AN D CHECKING OUT A DOCUMENT When a user opens a document, the file can be checked out by any other user. In that case, the other user can edit the document and then check-in the document to save the updates on SmartOffice Library. When a user checks out the document, it becomes locked for editing by the user who has checked it out. While the file is checked out, other users can't check out the same file. In case any other user s open the file and update it; the changes are not saved on SmartOffice Library. All rights reserved Page 15 of 26

17 DOCUMENT OPENING PROCESS 1. Navigate to the desired folder in the relevant Team Project. 2. Select the desired document. All rights reserved Page 16 of 26

18 3. Click the Open option. 4. Select the desired option from the dialogue box. All rights reserved Page 17 of 26

19 The selected document is opened in the relevant application, after performing the desired actions that the user selected in previous step. CHECKING OUT A DOCUMENT SmartOffice Library enables proper check-in and check-out for documents that have been uploaded to it. This scheme prevents editing conflicts between different users. When a user checks out a document, it becomes locked for editing. Other users can't check out the same document, until it is checked-in back by the user. The Checkout process does not physically place the document on the user's computer. It only locks the document so that only the user who has checked out the document would be able to upload the updated version of the document to the SmartOffice Library. To get the document onto their computer, a user should open it using the process described in the previous section, and if there are changes to be made, then it should be checked out immediately afterwards. To get the document uploaded on SmartOffice Library, user has to perform the upload option. All rights reserved Page 18 of 26

20 CHECK OUT PROCESS 1. Navigate to the desired folder in the relevant Team Project. 2. Select the desired document. All rights reserved Page 19 of 26

21 3. Click the Check Out option. The selected document is checked out. All rights reserved Page 20 of 26

22 CHECKING IN A DOCUMENT After a document has been checked out, it can be modified by the user who checked it out. The updated document is then checked in back to the SmartOffice Library. The steps to check in a document are described below. 1. Navigate to the folder of the checked out document and select the relevant document. 2. Click the Check In option. All rights reserved Page 21 of 26

23 3. Click the Select File Button. 4. Navigate to the desired file and double-click on it. All rights reserved Page 22 of 26

24 The document is checked in. DISCARD CHECK OUT If a user does not want to save the updates done in a checked-out document, then he has the option to discard the checked-out document. This process does not delete the document from SmartOffice Library, instead the local copy of the checked-out document is deleted. The lock placed on editing the checked-out document is removed The check-out status is also reverted back to checked- in for the selected document. After a user discards a checked-out document, other users are allowed to check out the relevant document. This option can only be applied on a checked-out document. The process is described in the following steps: All rights reserved Page 23 of 26

25 1. Navigate to the desired folder in the relevant Team Project. 2. Select the desired checked out document. All rights reserved Page 24 of 26

26 3. Click the Discard Check Out option. A warning message appears. All rights reserved Page 25 of 26

27 4. Click the OK Button. The checked- out status of the document is ended, and all changes done after check out are discarded. All rights reserved Page 26 of 26