Rev. 02 Nov User Guide: Opening & Downloading Documents in Skandocs

Transcription

1 Rev. 02 Nov User Guide: Opening & Downloading Documents in Skandocs

2 Introduction Skandocs (Skanska Document Online Collaboration System) is a purpose-built document management & control system built by a dedicated group from the Site Applications team of Skanska s Information Technology Services Department (ITSD), together with Skanska s own site staff and construction industry professionals who have partnered us on some of our major projects. Skandocs is a web-based application, which means that as long as a user has a Skandocs account with the relevant security permissions to access one of the numerous projects on the system, the user can (with an internet or network connection with sufficient connection speeds) download the software onto a PC located anywhere in the world and work on a Skandocs database. This guide will explain how to: Open electronic files o From the listing area o From the Attachment area Download copies of documents out of the database o Download option o Save As option

3 Opening Electronic Files in the Database Electronic files can be opened from either the Document Listing panel or from the Attachments tab. Opening files from the Document listing panel Note 1: A paper clip icon next to a document summary in the Document Listing panel indicates that an electronic file has been uploaded against the document s meta-data. To open the electronic file A: Highlight the document in the Document Listing panel. Click on the right mouse button and select Open Latest Attachment(s) and Open. Note 2: If one is available, Skandocs will open the electronic file in the appropriate viewer (e.g..pdf files will be opened in an Adobe Acrobat Reader if this software has been installed locally on the PC; an.xls spreadsheet will be opened in MS Excel (again if the appropriate software has been locally installed). If appropriate viewing software has not been installed locally on the PC, the following warning message will appear on the screen. The user can alternatively view the document through the Autovue viewer that has been integrated with Skandocs (please refer to the Autovue user guide for more information).

4 To open the electronic file B: If a document is in.pdf,.doc,.xls or.tiff, users can Double click on a document in the listing area and the system will open the document using the built in file viewer. A.pdf file opened in Adobe Reader Note 3: Some projects upload multiple file types of the same document. If an attachment with multiple file types has been opened via the Document Listing panel, the system will open each file type of the document (if the appropriate viewing software is available). The latest revision of a document with three different electronic file types of the same document uploaded into the database

5 Opening files from the Attachments tab One advantage of opening an electronic file from the Attachments tab is that the user can view the file type(s) of an attachment before choosing to open it. Highlight the document in the Document Listing panel and click on the Attachments tab. In the Attachments tab, highlight the file that you wish to view. Double-click on the file to open (if it is a.pdf file) or click on the right mouse button and select Open from the menu. Again, the electronic file will open in the appropriate viewer (if one is available), or a warning message will be displayed on screen (see above) if no suitable viewer is available. If the situation arises, again the user can open the electronic file using the Autovue viewing tool (if this feature has been enabled in the user s security permissions please refer to the Autovue user guide). Hints & Tips PDF files that are opened using the double-click method will be opened in the Skandocs file viewer. To return to the Skandocs screen, click on the Documents tab found either at the top left or left side of the screen. Click on the Documents tab in the file viewer to return to the Skandocs database.

6 Downloading Copies of Electronic Files from the Database Electronic files can be downloaded via the Attachments area or via the Document Listing panel. Downloading files via the Document Listing area In this area, users are able to download electronic files from more than one document simultaneously. Select the document(s) listed in the Document Listing panel by clicking in the tickboxes at the left hand side of the panel. Select the chosen documents from the Document Listing panel by clicking in the tick boxes. Right-click on one of the highlighted documents, select Download from the menu and then select Latest Attachments, All Attachments or Latest By Extension from the subsequent menu. Latest Attachments; only copies of the latest electronic files uploaded against those documents will be downloaded. All Attachments; copies of all electronic files (both the latest and older files) uploaded against those documents will be downloaded from the database. By Latest Extension; only copies of electronic files by a specific extension will be downloaded (i.e..pdf,.dwg,.dwf)

7 Skandocs will create a Skandocs Downloads folder (to store the selected files) and the folder will be saved to the desktop by default. However, the user is free to save this folder elsewhere on the PC. Leave the file name entry as it is and click on Save to save the folder (entitled Skandocs Downloads) on the desktop Then wait while copies of the files are downloaded from the database. Once the download is complete, minimise the Skandocs window to view the Skandocs Downloads folder on the desktop.

8 Note: The desktop screen on some PCs may need to be refreshed to display the Skandocs downloads folder simply right-click anywhere on the screen and select Refresh from the menu. Open the Skandocs Downloads folder to view the items that have been downloaded from the database. Note: Again, the files can only be viewed if the appropriate viewing software has been installed on the PC. The files can be deleted at any time only copies of the files will be deleted, not the original files saved in the Skandocs database.

9 Downloading files via the Attachments area Highlight the document in the Document Listing panel and click on the Attachments tab. Highlight the file you wish to download (Note: you can only download one file at a time in the Attachments tab). Click the right mouse button and select Save As from the menu. In the Save As window, select where to save the file on the PC and click on the Save box: Select where to save the file on the PC and click on Save.