User Manual SAPERION Web Client 7.1

Transcription

1 User Manual SAPERION Web Clent 7.1

2 Copyrght 2016 Lexmark. All rghts reserved. Lexmark s a trademark of Lexmark Internatonal, Inc., regstered n the U.S. and/or other countres. All other trademarks are the property of ther respectve owners. No part of ths publcaton may be reproduced, stored, or transmtted n any form wthout the pror wrtten permsson of Lexmark.

3 Table of Contents 1 Introducton The Web Clent Characterstcs of the Web Clent... 1 The User Interface The Navgaton Area Folders Fast Access... 4 Creatng Fast Access... 4 Renamng Fast Access... 5 Restore Default Fast Access Favortes Flter The Work Area Informaton Area Results Lst Embedded Index Mask The Vewer (Prevew) The Default Vewer The Vrtual Vewer Workng wth the SAPERION Web Clent Loggng nto the Web Clent Changng the Password Dsplay Fles Lmtaton of the Maxmum Sze of Dsplayable Documents Data Upload Upload va [Browse...] Button Upload va Drag&Drop Upload va Context Menu Flng Documents Document Folders Creatng a Document Folder Usage Lst of fled Documents Outlner Applcaton Changng the Index Values Edtng Index Data n the Index Mask Download a Fle Download Structured Fles Check-In/ Check-Out Functon

4 10.1 Notes for Check-In Release of Documents Notes for Document Release Convertng Documents to PDF Revson Hstory Sendng Encrypted Weblnks Workng wth Vrtual Vewer User Interface of the Vewer Vewer Toolbar Annotatons Toolbar Status Bar Functons of the Vewer Save Document Zoom Ft to Wndow Magnfer Pan Rotate Invert Prnt Prevous Page Next Page Addng Annotatons Types of Annotatons Creatng Annotatons Creatng an Arrow Annotaton Creatng a Text Marker Annotaton Creatng a Post-It Note Annotaton Modfyng Annotatons Movng Annotaton Copyng and Pastng Annotaton Reszng Annotaton Rotatng Annotaton Deletng Annotaton Edtng Post-t Annotaton Changng Annotaton Optons Workflow Functons Workflow Inbox n the Navgaton Area Tasks Tasks - Group Tasks - Organzaton Unt... 39

5 4 Tasks - Represented Person Dsplay of the Workflow Process n the Vewer Startng a Busness Case manually Edtng Tasks Forward Remnder Delegatng Selectng Recpents Changng the Owner Comments Not Responsble Takng Over Tasks Hstory Edt Task/ Document Index Specfyng Substtute for Absence efle Electronc Fle Introducton Fles Electronc Fle Structure Project Fle Example Navgaton Area Functons Refresh Rename Delete Securty Create New Fle Workng wth efles Context Menu Commands Fle Vew Modfyng a Fle Refresh Upload new document Create New Regster Edt Propertes Securty Movng Documents Copyng documents wthn a fle Copyng documents between fles... 52

6 1 The Web Clent User Manual SAPERION Web Clent Introducton Ths user manual s wrtten wth the ntenton of famlarzng the user wth the most mportant functons of the SAPERION Web Clent n a compact form. It s amed at users workng wth the web-based clent. 1 The Web Clent The new SAPERION Web Clent meets the demands placed by users on modern Web applcatons: Ths ncludes functons such as drag & drop support durng flng, context menus avalable usng the rght mouse button and a flexble and ntutve user nterface. Addtonal Web 0 features such as context-senstve ntegraton of mash-ups, e.g., the ntegraton of Google maps to dsplay a vendor address or the ntegraton of XING to fnd a busness partner, are also components of the SAPERION Web Clent. The SAPERION Web Clent can be used wthout nstallaton drectly n a Web browser, and s lcensed as an request/ndex clent. The lcense s consdered as n use once logn takes place, and s released for use once the user has logged out or after a specfed nactvty tmeout has passed. 1 Characterstcs of the Web Clent As opposed to the Rch Clent, the Web Clent has characterstcs as noted below: It s possble to upload documents from a local drectory and arrange them n a smple structure (e.g. lstng). Documents can only be organzed n a smple structure (e.g., lst); t s not possble to create a substructure. Image fles can be dsplayed usng a thrd party Java applet; the Vrtual Vewer from Snowbound Software Corp. s supported. It s a Java applet whch s executed n a standard Java Runtme Envronment. Dsplayng and edtng annotatons, s possble usng ths vewer. The admnstraton of SAPERION - for example the user admnstraton - s not possble va the Web Clent. Ths can be executed wth the correspondng user rghts n the SAPERION Rch Clent. It s not possble to scan fles usng the Web Clent. The user can brng up a process log fle wthn the Web Clent. 1

7 2 The User Interface In the Web Clent, the syntax used n a search text feld depends on the type of database beng searched. For example, square brackets [ ] are wldcard characters n a LIKE search on an MS SQL database. If the strng you are searchng for contans square brackets, you wll have to escape these properly n your search strng, so they aren t nterpreted as wldcard characters. 2 The User Interface The new Web Clent has a program nterface and navgaton smlar to the Rch Clent so that users can operate both clents wthout much tranng. Fg. 2 1: Example: SAPERION Web Clent Interface The user nterface s dvded nto the followng functonal areas: Functonal areas of the Web Clent Area Descrpton Navagton area Work area The actual work area, whch may be defned ndvdually, contans n our example the nformaton area wth nput felds for search parameters and the results lst. Vewer Documents may be opened n the vewer for edtng and to add annotatons. Log area The user can brng up a process log fle wthn the Web Clent: Ths dsplays a log of all actons. The log fle can be opened by clckng the orange [arrow] con n the lower rght-hand half. These areas wll be ntroduced one by one n the followng secton. 1 The Navgaton Area The navgaton area dsplays a folder tree structure wth the folders avalable to the logged n user. 2

8 1 The Navgaton Area Bascally, there s a dfference between the personal and non-personal area of the workplace: Under "Personal folders" you have the faclty of creatng document folders and favortes accordng to your ndvdual needs. Ths area s wth respect to the structure confgurable. In the non-personal area further folders whch are created by your admnstrator are vsble. Ths area s not confgurable regardng the folder structure. Also the folder "Tasks" whch contans the workflow nbox belongs to the category of nonconfgurable area. Fg. 2 2: Example: Navgaton of the Web Clent 1 Folders The navgaton menu allows you to create folders or folder areas that are vsble to specfc users accordng to group-specfc access rghts. These folders are protected by an assocated access lst (ACL) so that users of these pre-defned lsts can access the folders accordng to a gven confguraton (e.g., read, modfy, etc.). Follow the descrbed steps to create a folder.! Please note that number of folders created n the frst folder level (root folder) wll affect performance. Experence has shown that a number of folders n excess of 500 wll begn to adversely affect performance. Clck the desred folder wthn whch the new folder s to be created. In the context menu, select the "Create new folder" entry. The "Create new folder" dalog appears. Enter the folder name n the text feld and clck [OK]. The folder s created and becomes vsble n the folder tree structure. As soon as more than 20 subfolders are created wthn a folder, t wll automatcally become a flter folder. The reason behnd ths behavor s that, from ths quantty of folders, the flter functon allows you to fnd subfolders n a faster and more targeted manner than by scrollng. 3

9 2 The User Interface Select the newly created folder and select the "Securty" context menu entry to assgn an access lst. The "Select access lst" dalog appears. 5. Open the desred access lst by clckng the correspondng entry. 6. Clck the [OK] button. The folder s protected by the selected access lst. 2 Fast Access To quckly brng up specfc folders, ths area contans the standard fast access flters, dvded nto the followng areas: Fast access Fast Access Descrpton Workspace The "Workspace" area s automatcally dsplayed when you start the SAPERION Web Clent. Ths s the your man vew for all exstng work areas. My Tasks The "My Tasks" area contans all workflow relevant folders. Personal Folders All baskets, folders, and forms allocated to the user n queston are dsplayed n the "Desktop" area. Ths s your personal secton to whch only you have access. Document Folders The "Document Folders" area contans all folders whch the user has personally appled for collectng and sortng requred documents. (see also chapter "Document Folders"). Favortes If you carry out the same queres on a regular bass, you can create favortes for these queres. Favortes are stored queres that are automatcally executed when accessed. 1 Creatng Fast Access If necessary, you can create more fast access lnks as follows: Select the element n the folder tree structure to whch you want to create a fast access lnk. In the context menu, select the "Add to fast access" entry. The system creates a new fast access lnk to ths folder. 4

10 1 2 The Navgaton Area Please note that, once created, a fast access lnk wll cease to functon f you move or rename the target folder. For the sake of clarty, we recommend deletng ths fast access lnk and creatng a new lnk to the moved target folder. Renamng Fast Access For the purpose of ndvdualzaton you have the faclty of renamng exstng fast accesses. Select the fast access you want to rename. Clck the entry "Rename" of the context menu. The text feld wll be edtable. Enter the requred name and clck [Rename]. 3 Enterng an already exstng name the text feld wll be hghlghtened n red. As t s not allowed to save the name n ths case duplcate entres are avoded. Restore Default Fast Access Wth the "Restore default buttons" functonalty, the default fast access can be restored. Clck n the free area beneath the fast access wth your rght mouse button to actvate the "Restore default buttons" button, then clck t. 5

11 2 The User Interface Fg. 2 3: Restore Default Fast Access 3 Favortes Commonly executed queres can be saved as favortes; ths accelerates searches for specfc documents, as the correspondng query can be run smply by clckng the saved query to dsplay the current result. The "Favorte" functon s only avalable when your admnstrator has actvated t. Proceed as follows to create a favorte for a query commonly executed n your work routne. Frst, carry out the query as usual. After the query successfully completes, all found documents wll be dsplayed n the results lst. Clck the [star] symbol above the results lst. The "Enter favorte name" dalog appears. Enter the desred name n the text feld and clck [OK]. The newly created favorte appears n the "Favortes" area. 4 Flter Wth the "Flter" feature t s possble to flter the results lst by flter terms. You can search for document name but also for date or tme. The "Flter" functon s only avalable when your admnstrator has actvated t. Please note the followng: When you have entered a search term the flter wll be performed n all exstng columns of the results lst. In order to flter n a certan column enter the column name and the search term as follows: "<Column name>: <search term>". Please notce the correct spellng of the column name (upper case and lower case). Example "Language: German" In ths example the flter effects only the column "Language", the search term s "German". 6

12 2 The Work Area In order to flter tme (e.g, 12:15:08 h) the resp. search term has to be stated wth quotaton marks ("12:15:08"). 2 The Work Area As mentoned prevously, the work area s freely confgurable and may dsplay sgnfcant dfferences regardng the arrangement of modules and the vsble functon areas. Dependng on your company's specfcatons, a largely personalzed screen may appear. The two man components of a work area are the nformaton area wth text felds to nput search parameters and the results lst. Fg. 2 4: The Web Clent work area 1 Informaton Area Ths area contans nput felds to enter search parameters n order to specfy your search for archved documents. For example, you can enter a tme perod to lmt results to ths range of storage dates. A button s avalable to start the search acton. If you have the possblty of a text retreval n your query mask, please bear n mnd that the entry of a connected search strng need to be tagged by quotaton marks, e.g. "nvoce fscal year". Calendar (Archvng date) In order to restrct your search, t s possble to defne the archvng date of documents. By clckng to the [Calendar]-symbol the calendar opens wth the current month. The calendar s only avalable f actvated n the mask desgner. 7

13 2 The User Interface Fg. 2 5: Calendar n the ndex mask Wth a clck to the name of the month an overvew of the months of the recent year opens. Here you can select the desred month. Wth a clck to the year an overvew of years opens for selecton. 2 Results Lst After runnng a query, the found documents are lsted n the results lst nsde the query form. The lst contans predefned columns wth document nformaton. You can rearrange these columns regardng ts wdth and sort order as necessary. Every document s addtonally labeled wth status cons. Results Lst Icons Icon Meanng Edt Opens the selected document n a pop-up for vew. Multple revsons are avalable. Clckng the con opens the "Revson hstory" dalog. The document was checked-out; nformaton on the user name and check-out date can be found n the tool tp. The document contans objects (e.g., annotatons). A busness case has been started on ths document. The workflow task has been taken out of the group folder. The busness case has been stopped. The workflow task contans comment(s). The workflow task s beng resubmtted. The workflow task s beng escalated. The workflow task has been taken out of the substtute folder. Multvalue Felds Index data felds may contan several data values whch are lsted and separated by confgured separators. 8

14 3 The Vewer (Prevew) In the results lst such multvalue felds are lmted to 250 characters regardng ts dsplay. If the feld contans more than 250 characters clck the feld to open a pop-up wth all data. 3 Embedded Index Mask If an ndex mask s embedded the user has the faclty of edtng ndex data of selected documents. In ths example the ndex mask can be opened by clckng the tab "Index data". Clck to the button [Edt ndex] n order to edt the text felds. Clck to the button [Save] to save your changes. Fg. 2 6: Example: Embedded Index Mask 3 The Vewer (Prevew) SAPERION provdes a smple tool (Default Vewer) for the prevew and download of document fles. If you need to edt documents the use of the Vrtual Vewer whch s actvated by default s necessary. 1 The Default Vewer The Default Vewer, contrary to the Vrtual Vewer (see below), can only dsplay a small con as placeholder and the correspondng fle name. Clckng to the symbol by the Web Clent user the browser tres to open the document. If not possble the dalog "Download/ Open" opens. 9

15 2 The User Interface Fg. 2 7: Default Vewer 2 The Vrtual Vewer The Vrtual Vewer s ntegrated n the SAPERION Web Clent by default. Wth ths applcaton you have addtonally the faclty of makng or edtng annotatons on documents. Fg. 2 8: Vrtual Vewer The document selected n the results lst s dsplayed on the "Prevew" tab. You also have the opton to optmze the vew n the vewer accordng to your requrements (e.g., color and resoluton). Va the cons n the menu bar you can zoom n/ out, rotate etc. the dsplayed document. 10

16 1 Loggng nto the Web Clent Underneath the document dsplay the document structure s vsble, here, you wll have the overvew of all fles whch are ncluded n ths document. 3 Workng wth the SAPERION Web Clent 1 Loggng nto the Web Clent In order to work wth the Web Clent you smply need a standard browser. Start your browser. The logn wndow appears after enterng the URL to the SAPERION system (avalable from your admnstrator). Enter the followng logn data: your user name and password user type (ndex or query) mandant (f avalable) language The followng nne languages are part of the standard SAPERION nstallaton: German, Englsh, Arabc, French, Italan, Polsh, Russan, Spansh and Turksh. If the logn was successful, the Web Clent user nterface wll open n the browser. 2 Clck the [Logn] button. Changng the Password As Web Clent user you have the possblty of changng your password at any tme. Please follow the descrbed steps for ths purpose: Log n regularly usng your recent logn data. As you clck on your user name n the upper area on the rght sde, the "User profle" dalog opens. 11

17 3 Workng wth the SAPERION Web Clent Frst, enter your current password n the text feld provded for ths. Enter your new password and confrm by enterng t a second tme n the approprate text felds. You wll be nformed n cases your new password does not comply wth the drectve of your company. Due to the reason that the password polcy s ndvdually defned you have to contact your admnstrator for gettng detaled nformaton. 5. Set optonally your presence status by actvatng the checkbox "Present". 6. Confrm your settngs by means of the [OK] button. 3 Dsplay Fles After an executed query you can dsplay sngle documents of the results lst n the vewer. 1 Frst, select the requred applcaton n the navgaton tree and execute a query. The result wll be shown n the results lst. Mark the document that you want to dsplay n the vewer. In cases a vewer s beng embedded n the mask the document s dsplayed here. Otherwse clck the rght mouse button to open the context menu. Select the entry "Vew". The document wll be vewed n a pop-up wndow n the confgured vewer. Lmtaton of the Maxmum Sze of Dsplayable Documents Your Web Clent can be confgured by your admnstrator so that huge documents are not vewed from a defned maxmum sze on. In cases a document exceeds ths maxmum sze, you are offered the faclty of downloadng and openng t n another applcaton. PDF or mage fles are frst loaded drectly by your browser, subsequently they can also be downloaded. It s also confgurable that documents that can be vewed by the browser (e.g., PDF, PNG, JPG) are not vewed frst. In ths case you may download documents drectly. 12

18 3 Dsplay Fles If documents are not dsplayable they are marked approprately n the structure wndow of the vewer. Addtonally, the document sze s stated. Fg. 3 1: Marker of not dsplayable Documents For structured documents wth multple fles of dfferent sze the system determnes the frst dsplayable document wthn the structure and dsplays t automatcally (see fgure above: n ths example the frst fle s too bg for vewng so that the next dsplayable fle s vsble). Under certan crcumstances the sze of an element s not known. Ths may be for example the case, when multpage TIFFs are archved wth "Orgnal format" opton n the Web Clent or Rch Clent. When you try to vew a document that exceeds the defned maxmum sze, a dalog opens to ask you f you wsh to download the fle. Clck the [YES] button when you want a download. 13

19 3 4 Workng wth the SAPERION Web Clent The download dalog of your browser opens where you can select the download destnaton for the document. Data Upload Wth the Web Clent you can upload fles from your local drectory and enter ndex data for the purpose of archvng. Ths faclty s only avalable for ndex user wth the accordng user rghts.the upload s processed n the upload area or comfortably va drag&drop. Generally the upload area s dsplayed when you have selected a vald mask and sub-folder of vald masks. Upload facltes va the [Browse...] button n the upload area va drag&drop to the to the upload area va context menu of the upload folder n the navgaton area 1 Upload va [Browse...] Button Follow the steps to upload a data fle: Clck to the requred target folder n the navgaton area. The upload area wll be dsplayed below the fast access area unless the selected folder s vald. Clck the button [Browse...] to specfy a fle n your local system. The standard selecton dalog opens. Select the requred data fle and clck [Open]. The correspondng ndex mask opens. Please note that n case of mult-selecton only one fle s consdered for the upload. Enter now the ndex data and clck [OK]. The uploaded fle s saved n the target folder wth the entered ndex data. 14

20 Data Upload You can check all upload processes n the log area at any tme and for example fnd out the target folder of uploaded fles. Upload va Drag&Drop Clck to the requred mask n the navgaton area. The upload area wll be dsplayed below the fast access area unless the selected folder s vald. Select a fle n your local drectory, keep the left mouse button pressed, drag the fle to the upload area and release the mouse button. The correspondng ndex mask opens. Enter now the ndex data and clck [OK]. The uploaded fle s saved n the target folder wth the entered ndex data. 15

21 3 Workng wth the SAPERION Web Clent The second faclty of data upload s va drag&drop to the upload area. 3 Upload va Context Menu Alternatvely the upload of documents can be processed va the context menu of a vald target folder n the navgaton area. The approprate entry s "Upload new document". Select n the navgaton area the target folder n whch you want to add the uploaded document. In cases the folder s vald for an upload the command "Upload new document" wll be offered n the context menu. Clck to ths entry. The standard selecton dalog opens. Select the requred data fle and clck [Open]. The correspondng ndex mask opens. Please note that n case of mult-selecton only one fle s consdered for the upload. 5. Enter now the ndex data and clck [OK]. The uploaded fle s saved n the target folder wth the entered ndex data. 6. You can check all upload processes n the log area at any tme and for example fnd out the target folder of uploaded fles. 5 Flng Documents The repostory of one document n several folders - whch s necessary for example n efles or document folders (see below), can be processed from a results lst va drag&drop. 6 Carry out a query. All found fles wll be lsted n the results lst. Select the requred document fle and and drag t to the desred folder symbol n the navgaton area by pressng and holdng the left mouse button. Keepng the left mouse key pressed stay on the folder symbol. Further sub-folder wll then be opened, f exstng. By ths means you can open all exstng sub-folder levels. Release the left mouse button when the approprate folder opens. Document Folders Documents are loaded once nto the SAPERION system (e.g., by scannng or loadng the fle) and then stored n the archve together wth ther ndex data. However, because a sngle document often belongs to multple dfferent busness processes, t must be correspondngly allocated to or stored n the dfferent fles. Ths s a method whch nvolves placng lnks to the correspondng orgnal document n the dfferent fle folders, so the document s not saved multple tmes. 16

22 6 Document Folders Wthn the personal area there s by default a document folders folder for the purpose of collectng documents as you need t. Ths means that you have the faclty of complng documents from dfferent folders. Documents can only be fled n the document folders or n the efles. 6.1 Creatng a Document Folder You have the possblty of creatng addtonal document folders. Select the "document folders" folder n the navgaton area. Clck the entry "New document folders" n the context menu of your rght mouse button. The dalog "New document folders" opens. Enter the folder name for your document folders and clck [OK]. The new document folders s now appled to the navgaton tree below the document folder. Carry out a query. 5. Select the requred document n the results lst and draw t va drag&drop n your collecton folder. 6.2 Usage Lst of fled Documents In the dalog "Documents used n folders" you wll be nformed about the usage of a document, here you have an overvew of all folders the document s lnked n. You have also the possblty of removng a document from certan folders. Select the requred document n the results lst after processng a query. Clck the entry "Document used n folders" n the context menu of the rght mouse button. The dalog "Usage Lst" opens. Here you have an usage lst of the document - all folders are lsted n whch the document s fled. 17

23 3 7 Workng wth the SAPERION Web Clent Clck the [Red cross]-con to remove the document from the correspondng folder. Outlner Applcaton If n the Rch Clent the outlner applcaton s appled you have the possblty of searchng documents va the outlner n the Web Clent. Wth the outlner the nput and admnstraton of herarchcally structured documents can be easly processed. You can clck through the dfferent levels of the herarchy. Va drag&drop and also the context menu varous functons are avalable for edtng the outlner. Fg. 3 2: Example: Outlner applcaton n the Navgaton Tree In the context menu of the rght mouse button the followng commands are avalable: Refresh Makes an update on your outlner applcaton. Create new folder Creates a new folder under the outlner applcaton. Rename For renamng the outlner applcaton the dalog "Folder name" opens. Please enter the requred name n the text feld and clck [OK]. Delete 18

24 8 Changng the Index Values Deletes rrevocably the outlner applcaton after a further confrmaton. 8 Changng the Index Values Index values of SAPERION documents that have already been ndexed can be changed va the Web Clent. Dependng on f your clent has an embedded ndex mask the data can be edted n an pop-up or n the embedded ndex mask 8.1 Edtng Index Data n the Index Mask Proceed as follows to change ndex data for a document: Carry out a query. Select the document of whch you need to edt the ndex data. Clck the entry "Document Index..." n the context menu. In the ndex mask (n a pop-up or embedded) you wll see the accordng ndex data of the selected document. If your Web Clent has no embedded ndex mask, a pop-up wth the correspondng ndex felds wll appear. Now edt the ndex data. 5. If there s a mult-value feld, that means that you may enter more than one value, then clck to the [Magnfer glass]-symbol. A dalog for enterng the values opens. 19

25 3 Workng wth the SAPERION Web Clent 6. Enter the value n the left hand feld and clck [>>] to add the value to the lst on the rght sde. 7. Clck [Save] to save all your changes. 9 Download a Fle You can download documents and save them on your local computer. It s also possble to select multple documents n the results lst by means of the [Ctrl]-key for downloadng. In ths case the documents are automatcally packed n a ZIP-fle whch can then be stored. Structured documents are also packed automatcally n a ZIP-fle for downloadng. Ths functon s also avalable n the Workflow task lst. 9.1 Mark the requred document n the results lst. Clck the "Download" command n the context menu. The standard download dalog opens n whch you defne the storage locaton and the fle name. Clck [OK] to save the document as requred. Download Structured Fles For the purpose of downloadng structured documents dfferent buttons are avalable n the structure wndow of your vewer. Fg. 3 3: Buttons n the structure wndow Icons n the Structure Wndow Icon Functon Download of all fles Download of all selected fles Selecton of all fles 20

26 10 Check-In/ Check-Out Functon Downloaded fles are automatcally stored as ZIP-fle at the storage locaton that you have defned. 10 Check-In/ Check-Out Functon SAPERION documents can be checked out for the purpose of edtng whch means that all other users are not able to edt t untl you have checked t n. You can then download ths document for edtng as usual and subsequently check t n. After each process of edtng and check n a new revson s created. Wthn the check n process you are also able to add or remove fles. Va the Web Clent only applcaton fles can be checked out. Mark the requred document n the results lst. Clck the command "Check out" n the context menu. The document wll be locked for edtng by other users. The justly checked out document s respectvely marked n the results lst. Now you can download the document va the approprate command n the context menu and edt t locally. Afterwards, clck the "Check n" command n the context menu. The "Check n" dalog opens. 5. Here, followng optons are avalable: Check-In commands Icon Functon Delete a fle: When you want to remove a fle make a clck on ths con. The selected entry s then marked by a [red pont] for deleton and wll be removed when confrmed wth [OK]. 21

27 3 Icon Workng wth the SAPERION Web Clent Functon Replace a fle: Exstng fles can be replaced. Clck on ths con to open the dalog for fle upload. Note: Replacng a fle requres that the name of the new fle s dentcal to the orgnal name. Add a fle: Clck ths con to add a new fle. The dalog for fle upload opens. the respectve entry s marked by a [green cross] con and wll be added after confrmed wth [OK]. 6. If you want to add or replace a fle the dalog for upload opens. Select the requred fle and clck [Upload]. 7. Enter a verson comment f requred nto the text feld and clck [OK]. The document s now checked n and a new revson s now avalable Notes for Check-In Please consder the followng notes regardng check-ins: Annotatons When recheckng the document the prevous verson wll be overwrtten and exstng annotatons are no longer enclosed. But va the revson hstory you can look at the prevous revson of the document ncludng all exstng annotatons. Image fles Image fles can nether be deleted nor be replaced when checkng n. The approprate cons n the "Check-n" dalog are therefore deactvated. 11 Release of Documents SAPERION offers the "Release documents" feature that enables the controlled access of a document. Ths means that, a document can be released only to selected users (authors, such as edtors, nspectors). After the release, an expanded crcle of users may be allowed to receve read access to the document. Intally, a document s protected by an ACL whch permts access to defned authors. In cases the release s carred out for ths document, a respectve state and an addtonal pre-defned ACL s set. By means of 22

28 12 Convertng Documents to PDF the addtonal ACL the access for users wth readng permsson s controlled. Ths ACL must therefore be confgured n a manner that readng permsson and not edt permsson s avalable for the requred group of users. From the pont of release on, ths group can access the document whle authors may edt and generate a new revson of the document further on. The modfcaton and thus the new revson of the document are not vsble to readers untl a new release has been carred out. To release a document proceed as follows: Select n the results lst the document that you want to release. Select the entry "Release...". A dalog opens where you can enter a revson comment. Clck fnally the [OK] button. Now all users wth read permsson can access ths document. 11 Notes for Document Release Please consder the followng notes regardng the release functon: The release s lmted to the document. Index data of released documents correspond always to the current state of revson so that for the reader the current ndex s always vsble. Only the current verson of a document can be released; the release of prevous revsons s not possble. Vewer A document n dsplay mode of a vewer corresponds always to the lately released revson regardless of the user's access rghts. If the user s able to edt a document he wll see the most recent revson. Workflow Wthn the process defnton for a workflow release, tasks can also be defned for release. The release functon descrbed here should n no case be confused wth the workflow-relevant release task.! Because the document release functon also works wth workflow, and the released document s the verson that s always vewed (not the most recent verson), be careful when releasng the document n a workflow. 12 Convertng Documents to PDF Ths functon s only avalable when your admnstrator has actvated t. 23

29 3 Workng wth the SAPERION Web Clent Documents that are marked n the results lst can be converted to PDF n the Web Clent. In a pop-up wndow you are then allowed to prnt or download the PDf fle. Carry out a query. All documents found are lsted n the results lst. Now mark the requred documents from the lst to be converted to PDF. Clck the "Prnt documents as PDF" entry n the context menu The converted PDF fle s dsplayed n a pop-up wndow. You can then prnt or download the fle. 5. You wll be nformed f not all elements can be converted. Although you can convert possble elements by clckng the [Yes] button. 24

30 13 6. Revson Hstory If the selected document's format s not supported for converson the followng message appears: The max. amount of elements to be converted depends on the confguraton through your admnstrator. 13 Revson Hstory Documents wth multple revsons are approprately marked n the results lst.you have the faclty to vew the revson hstory of each document and keep track of all revsons regardng creaton date, creator and optonally comments. Carry out a query of an applcaton. Documents wth multple revsons are marked by the [Multple revsons avalable] con n the results lst. Mark the requred document n the lst to whch the revson hstory s of nterest to you. Clck the con [Multple revsons avalable] or alternatvely the command "Revson hstory" n the context menu. The dalog "Revson hstory" opens. The overvew contans the followng elements: Dsplay ndex data: Clck to obtan ndex data of the selected revson. Dsplay document: Clck to obtan the document of the selected revson n a vewer. Creaton date Name of the creator Comment Verson 25

31 3 Workng wth the SAPERION Web Clent Wth the [Close] button the dalog can be closed. 14 Sendng Encrypted Weblnks You can create a weblnk to each document of a result lst for the purpose of dspatch. The weblnk's recever can use the encrypted URL for a download of the accordng document. If requred, you can also provde a weblnk whch enables the recever to open the document drectly n the Web Clent. For ths, he needs vald regstraton dates to log nto the Web Clent. Generally a created weblnk can have one of the pecularty: Internal Download-Lnk The nternal download-lnk requres an authentcaton of the recever. He must provde user name and password before the document can be downloaded. External Download-Lnk The external download-lnk can be used by every recever because no authentcaton s requred. Web Clent Lnk Ths knd of weblnk enables nternal users to open documents n a Web Clent by means of the sent lnk. In ths case edtng s possble as well. Please note that ths functonalty s only avalable when your admnstrator has confgured and actvated the opton of creatng weblnks. Follow the descrbed steps to create a weblnk for dspatch: Mark the requred document n the results lst after a query. Clck the entry "Weblnk" n the context menu. Then select the knd of weblnk. Now a further dalog opens where you can copy the generated weblnk for dspatch. The coped lnk can then be sent va your standard mal applcaton. 26

32 15 Workng wth Vrtual Vewer Close the dalog by clckng on the [OK] button. 15 Workng wth Vrtual Vewer Ths chapter explans how to work wth the Vrtual Vewer, mplemented n the Web Clent User Interface of the Vewer Fg. 3 4: User Interface of the Vrtual Vewer The Vrtual Vewer offers a toolbar wth fle, annotatons and mage edtng symbols whch facltate the handlng. The user nterface conssts of the followng components: Edtng wndow 27

33 3 Vewer toolbar Annotatons toolbar Status bar Structur wndow 15.1 Workng wth the SAPERION Web Clent Vewer Toolbar Fg. 3 5: Vewer Toolbar The followng table lsts the functons of each con: Functons n the Vewer Toolbar Icon Functon Save document Zoom n Zoom out Ft to wndow Magnfer Zoom rubber band Pan. The mage must be frst zoomed-n to actvate the "Pan" feature. Counter clockwse 270 Counter clockwse 90 Invert pxels Prnt document ncludng annotatons Prevous page Next page 15.2 Annotatons Toolbar The annotatons toolbar dsplays buttons that you can use to draw annotatons. The followng table lsts the functons of each con: Annotatons Toolbar Icons Icon Descrpton Arrow Text marker (hghlghted rectangle) 28

34 15 Icon Workng wth Vrtual Vewer Descrpton Post-t note 15.3 Status Bar The status bar dsplays followng nformaton: The page number for the document dsplayed The percentage that the document s magnfed The dmensons of the document The fle name of the document Fg. 3 6: Status Bar To select a dfferent page n the status bar, enter the page number or select the [Next page] or [Prevous page] button. To select a specfc percentage of magnfcaton, enter the percentage on the status bar Functons of the Vewer 15.1 Save Document To save the document that s opened n the current wndow, select the [Save] button n the vewer toolbar Zoom Zoom In You can use the "Zoom n" tool to magnfy the sze of mages as they appear n the edtng wndow. Only the level of magnfcaton used to vew the mage s changed. You cannot select a specfc area to enlarge. The "Zoom n" tool affects the entre mage. To enlarge a specfc area, select the [Magnfer] button (see below). Zoom Out You can reduce the sze of mages as they appear n the edtng wndow by usng the "Zoom out" tool. Only the level of magnfcaton used to vew the mage s changed. You cannot select a specfc area to mnmze. The "Zoom out" tool affects the entre mage. Zoom "Rubber Band" You can use the "Zoom rubber band" tool to magnfy the mage and dsplay a requred secton. The "Zoom rubber band" tool affects the entre mage. 29

35 3 Workng wth the SAPERION Web Clent To enlarge and select a requred secton, proceed as follows: Select the [Zoom rubber band] symbol n the vewer toolbar. Then mark the requred secton on the mage whle holdng the left mouse key. The entre mage wll be enlarged, but only the selected secton s dsplayed Ft to Wndow You can dsplay mages to match the wndow sze. Images are reszed to dsplay n the full wndow and mantan ther heght and wdth rato. To dsplay mages usng the full wndow sze, select the [Ft to wndow] button from the vewer toolbar Magnfer By means of the [Magnfer] button t s possble to zoom n on a partcular area of focus n the mage. Whle movng the mouse ponter, the magnfer wndow wll also move wth the mage data nsde the magnfer wndow refreshng automatcally. Fg. 3 7: "Magnfer" Tool To magnfy parts of an mage, proceed as follows: Select the [Magnfer] button from the vewer toolbar. The magnfer wndow wth the magnfed area s dsplayed n the center of the mage. When you select the [Magnfer] button, the button s pressed n to ndcate that the magnfer wndow s actve. The magnfer wndow now stays actve as long as the [Magnfer] button s selected. Drag the magnfer wndow over dfferent sectons of the mage whle keepng the left mouse key pressed to vew the area that you want to magnfy. 30

36 Workng wth Vrtual Vewer If necessary, resze the magnfer wndow by draggng the wndow's borders. Clck the [Magnfer] button or any other tool when you have fnshed usng the magnfer wndow and no longer want to dsplay t on the screen. The magnfer wndow s deactvated when another tool or operaton s selected. The [Magnfer] button wll no longer dsplayed as pressed n to ndcate that the magnfer wndow s not actve. Pan By means of the "Pan" feature you can navgate to the requred mage areas. Clck frst the [Zoom n] button n the vewer toolbar. The mage s then magnfed. Clck then the [Pan] button. Navgate as requred to the area of the mage whle holdng the left mouse button Rotate! Contrary to modfed resp. added annotatons, the rotaton wll not be saved n the document. So that durng the renewed openng of the document you wll fnd the orgnal vew but wth the added or modfed annotaton. To rotate an mage clockwse, select the [Rotate clockwse] button. To rotate an mage counter clockwse, select the [Rotate counter clockwse] button Invert You can nvert a document dsplayed n the vewer. The actual colors are then nverted so that an orgnally brght background s darker and the formerly dark font color s brghter Prnt You can prnt to any resoluton supported by your prnter. Prntng s compatble wth any ndustral or commercal prnter that s supported by your operatng system. If you are experencng problems tryng to prnt, check that you have the latest prnter drver nstalled. Proceed as follows to prnt mages: From the vewer toolbar, select the [Prnt] button to dsplay the "Prnt" dalog. 31

37 3 Workng wth the SAPERION Web Clent In the "Name" feld select the prnter where you want the document to prnt. In the "Prnt range" secton, select by actvatng the correspondng radobutton "All" or "Pages". Please note that the prntng of a predefned selecton s not supported. In the "Copes" feld, select the number of copes that you want to prnt. 5. Clck [OK] to prnt the document Prevous Page To move back to the prevous page of a mult-page fle, select the [Prevous page] button n the vewer toolbar. The [Prevous page] button s grayed out for one page documents Next Page To advance to the next page of a mult-page fle, select the [Next page] button n the vewer toolbar. The [Next page] button s grayed out for one page documents. 16 Addng Annotatons If, for example, you want to add a note to a document, you can do so usng the Vrtual Vewer Types of Annotatons The Vrtual Vewer s offerng dfferent methods for makng up text and attachng notes and comments to mages. These annotatons can be n text or graphc format. 32

38 16 Addng Annotatons Text annotatons allow you attach comments. Graphc annotatons allow you to vsually mark areas. These annotatons nclude - dependng on the confguraton by your admnstrator - rectangles and arrows. You can place annotatons anywhere on mages. There are several optons that talor the annotatons to a partcularly style or format. Under certan system condtons (32 bt system) stamps that are appled n the Rch Clent are dsplayed n the Web Clent vewer but wthout any modfcaton possbltes Creatng Annotatons To create annotatons, use the annotatons toolbar. By default, the "Repeat annotaton mode" exst for creatng annotatons. Ths means that you can select an annotaton button and you can repeatedly create annotatons of that type wthout pressng the annotaton button agan.! We recommend not to create annotatons that extend beyond the page boundary because unexpected behavor may result. After carryng out a query, select the document for whch you want to make an annotaton from the results lst. Clck the [Edt] symbol for the correspondng document. The document appears n a popup wndow for edtng. Edtng optons appear on the left-hand sde of the vewer for selecton: Arrow Marker Post-t Note 33

39 3 Workng wth the SAPERION Web Clent After you have made an annotaton you can edt t. Select the respectve object and clck the rght mouse button. Dependng on the selected object you wll fnd the followng commands n the context menu. 5. Clck the [Save] button to save your changes. In the status bar below the dsplay you wll be nformed that the annotaton s saved. 6. Clck the [Close] button to close the pop-up wndow Creatng an Arrow Annotaton To create an arrow annotaton, select the [Arrow] button n the annotatons toolbar. Left-clck on the mage where you want to start the arrow. Whle holdng down the left mouse button, drag the mouse over the area n whch to add the object. Release the mouse button to add the object. 5. Save the modfcaton that have been appled to the mage Creatng a Text Marker Annotaton To create a text marker annotaton (hghlghted rectangle) select [Text marker] button n the annotatons toolbar. 34

40 16 Addng Annotatons Left-clck on the mage where you want to start the hghlghted rectangle. Whle holdng down the left mouse button, drag the mouse over the area n whch to add the hghlghted rectangle. Release the mouse button when the hghlghted rectangle s complete. 5. Save the modfcaton that have been appled to the mage Creatng a Post-It Note Annotaton To create a post-t note annotaton, select [Post-It Note] button n the annotatons toolbar. Left-clck on the mage where you want to start the post-t note. Whle holdng down the left mouse button, drag the mouse over the area n whch to add the post-t note. Release the mouse button to add the note. 5. Add the text for the note and save the appled annotaton Modfyng Annotatons Rght-clckng on an annotaton object brngs up the correspondng context menu that you can use to select dfferent propertes of an annotaton object. Each opton s detaled below. Fg. 3 8: Context Menu Commands 35

41 Workng wth the SAPERION Web Clent Movng Annotaton To move annotatons, proceed as follows: Select the annotaton that you wsh to move. Rght-clck the annotaton to open the correspondng context menu. Select the "Move" command n the context menu and poston the cursor where you want the new locaton. Drag the annotaton to the new poston. 5. Save the modfcaton that have been appled to the annotaton Copyng and Pastng Annotaton In order to copy and paste an exstng annotaton to the document proceed as follows: Select the annotaton that you wsh to copy. Rght-clck the annotaton to open the correspondng context menu. Select the "Copy" command n the context menu. The object s coped. Make a rght-clck agan and then clck the "Paste annotatons" command. The annotaton object s pasted at the orgnal object. 5. Select now the newly added object and clck the "Move" command n the context menu. Now you can move the newly added element to the requred document area. 6. Save the modfcaton that have been appled to the annotaton Reszng Annotaton To resze annotatons, proceed as follows: Select the annotaton that you wsh to resze. Rght-clck the annotaton to open the context menu. Select the "Resze" command n the context menu. The annotaton wll have a box wth handles. Clck on one of the boxes at the outsde edge of the object and drag to resze. 5. Release the mouse button when the object s the desred sze. 6. Save the modfcaton that have been appled to the annotaton Rotatng Annotaton To rotate an annotaton object, proceed as follows: 36

42 16 Select the annotaton that you wsh to rotate. Rght-clck the annotaton to open the context menu. Select the "Rotate" command. The annotaton object wll be rotated 90. Save the modfcaton that have been appled to the annotaton Addng Annotatons Deletng Annotaton To delete annotatons, proceed as follows: Select the annotaton that you wsh to delete. Rght-clck the annotaton to open the context menu. Select the "Delete" command n the context menu so that the annotaton wll be deleted. Save the modfcaton that have been appled to the annotaton Edtng Post-t Annotaton To edt post-t annotatons, proceed as follows: Select the annotaton that you wsh to edt. Rght-clck the annotaton to open the context menu. Select the "Edt text" command n the context menu. Edt the text as necessary. 5. Save the modfcaton that have been appled to the annotaton Changng Annotaton Optons To change font, lne weght, or color of the annotaton objects, proceed as follows: Select the annotaton that you wsh to change. Rght-clck the annotaton to open the correspondng context menu. Select the "Propertes" command. The "Annotaton Propertes" dalog opens. Followng optons are avalable: Propertes Optons Opton Descrpton Font Sets font attrbutes for text annotatons. Lne Sets the thckness of the lne. 37

43 4 Workflow Functons Opton Descrpton Foreground color Changes the color for the followng objects: Fll-n color for rectangles. Hghlght color for hghlghted rectangles. Sets the text color n Post-t, text, and cloud annotatons. Background color 5. 4 Changes the fll color for post-t notes. To close the "Annotaton Propertes" dalog, select the [OK] button to save the changes that you made or select the [Cancel] button to cancel the operaton wthout makng any changes. Workflow Functons The "My tasks" area s the control center for busness case processng. Ths area dsplays all tasks and task pools n lne for processng, regardless of whether the workflow n queston s structured or ad-hoc. Task processng s closed when the busness case s forwarded; correspondng entres are avalable n the context menu to complete ths task. You can enter a comment when forwardng the busness case. If you cannot complete your task for techncal reasons, you normally have the opton of delegatng ths task to another employee. If ths opton s not avalable, you can turn down the task by enterng a reason and sendng the task back to the owner. 1 Workflow Inbox n the Navgaton Area The "My tasks" area contans the followng subfolders, whch are dsplayed for you dependng on the processng status of the busness tasks. Each folder has a counter - dsplayed n brackets behnd the respectve folder name - whch nforms the user about the amount of exstng tasks. Fg. 4 1: Example: "Tasks" n the Navgaton Area In the case of a new nstallaton of your system, the workflow subfolders wll only become vsble to you once you have receved approprate workflow tasks, or generated them yourself. 38

44 2 1 Dsplay of the Workflow Process n the Vewer Tasks In ths folder all personal workflow tasks of the web user s dsplayed. The followng subfolders are avalable by default: Workflow subfolders n the navgaton area Folder Descrpton Overdue Tasks Ths folder contans busness cases that you must process mmedately because they have exceeded the specfed tme lmt for processng. Remnders Ths folder contans tasks for whch you have assgned a later due date for processng. Completed Tasks Ths folder contans tasks that you have completed. Owned Tasks Ths folder contans busness cases for whch you, as the owner, are responsble. 2 Tasks - Group In the folder "Tasks - <Group>" are all tasks that are assgned to the group the web user belongs to (n our example the user belongs to the group "Web user" therefore the respectve folder s vsble). 3 Tasks - Organzaton Unt In the folder "Tasks - <Organzaton unt>" are all tasks that are assgned to the organsaton unt the web user belongs to (n our example the user belongs to the organsaton unt "Orgunt02" therefore the respectve folder s vsble). 4 Tasks - Represented Person In the folder "Tasks - <Represented person>" are all tasks that are assgned to represented person who has defned the user as hs/her representaton (n our example the user represents the person Wendy Smth therefore the respectve folder s vsble). In ths folder are all tasks that the represented person has receved before hs/ her absence notfcaton. Tasks that are assgned after the absence notfcaton are lsted n the folder "My tasks" of the representaton. 2 Dsplay of the Workflow Process n the Vewer Whle workng on a workflow task the user has the faclty of dsplayng the the process n the vewer. Hereby he gets a clear overvew of the prevous and future process but also an overall context of hs tasks. The current status of the process s hghlghted n colour. Please note that the dsplay s only supported when the processed s modelled by SIGNAVIO and when t s confgured by your admnstrator. 39

45 4 Workflow Functons For gettng the overvew please clck to the tab "Sgnavo Vew". 3 Startng a Busness Case manually Proceed as follows to manually start a workflow: Complete a query, go to the results lst, and select the document for whch you would lke to start the work process. Select the "Start busness case" entry from the context menu. If you have already started busness cases n ths Web sesson, the system wll lst them once agan for selecton. You can also select a dfferent busness case usng the "Select" entry. The "Busness Cases" dalog appears. Select the busness case you want to start and clck [OK]. Dependng on the process defnton, ether the frst task of a work process s sent to a prespecfed recpent, or you must specfy the recpent. The "Select user..." dalog appears. Select the approprate recpent and clck [Add]. 40

46 4 Edtng Tasks If the dalog closes as soon as you clck [Add], ths ndcates that the process has been defned so that only one recpent s permtted. Ths also starts the work process. 4 Edtng Tasks Busness cases are dsplayed n your workflow nbox once they have been assgned to you. When you clck a folder, all of the busness cases n that folder appear n the task lst. The "Descrpton" column dsplays a concrete descrpton of the task (e.g., "Release"). Fg. 4 2: Example: Workflow Task Lst You can process the contents by dsplayng or processng the base document or by callng the ndex form of the orgnal document (e.g., as an applcaton form). Only once he or she has fnshed the requred work can the processor forward the busness case. Dependng on the defnton n the process, the processor can forward the busness case usng dfferent entres n the context menu. These wll be descrbed n more detal n the followng. Dependng on the type of actvty and your authorzatons, the context menu of the task entry provdes you wth dfferent functons for task processng. In the example task lst (mage above), you can see the context menu for a workflow task of an owner. The frst two entres ("To Step 2" and "To End") are admnstratvely defned workflow exts,.e., they were defned n ths way n the process defnton. 41

47 4 1 Workflow Functons Forward "Forward" s a standard context menu entry. Wth ths command the user completes the actvty and forwards the process. 2 Remnder Whle you are processng a workflow, you may notce that you are mssng mportant nformaton that s expected at a later tme. In ths case, you can mark the task wth a remnder so that t s dsplayed n your tasks lst at a later tme specfed by you. Durng ths tme, you can fnd ths task n the "Remnders" folder. From here, you can change or delete the remnder tasks After reachng the remnder date the actvty wll be moved automatcally to the folder "My tasks". The tme for the remnder s specfed n the "Remnder" dalog: Select the task n the tasks lst for whch you requre a remnder. You can also choose multple tasks by selectng them whle holdng the <Crtl>-key. Select the "Remnder" entry from the context menu. The "Remnder Date" dalog appears. Enter the desred date for the remnder and clck [OK]. The workflow task s stored n the "Remnders" folder. 3 Delegatng If you cannot process a task for certan reasons, you have the opton to transfer ths task to another processor. The user s authorzaton wth regard to delegaton s specfed n the process defnton. A selecton dalog appears, allowng you to specfy the recpent. You can select the user n queston n the "Select user..." dalog. 4 Selectng Recpents If the workflow task s defned such that you as the recpent have the opton to specfy further recpents to process the work step, the "Select Recpents" menu entry wll be avalable to you. 42

48 4 Edtng Tasks The "Selected Recpents" command s based on the task defnton, not on the role of the recpent (as for "Delegate," see above). 5 Changng the Owner Usng the menu tem "Change User" the current owner of ths workflow can specfy another user as the owner (only one person can be entered here). 6 Comments Va the [Show comments] con you can vew exstng comments to a selected workflow case. Clck to the [Show comments] con of a chosen workflow case n the results lst. The dalog "Comments" opens. Here, you can vew all exstng comment(s) to ths workflow case. Clck [Cancel] to close the wndow. If you need to enter a comment to a workflow case choose the requred entry n the results lst. Clck the "Comments..." command n the context menu. The "Comments" dalog opens. 43

49 Workflow Functons Enter the comment text and save by means of the [OK] button. Not Responsble If you receve a workflow task for whch you are not responsble, you can use ths opton to return the workflow to the owner or the party n charge of the actvty. Ths person s responsble for decdng how to proceed. Ths person can ether process the workflow themselves or delegate t to another processor. It may be necessary to enter a comment (the "Enter Comment" dalog wll appear automatcally n ths case). 8 Takng Over Tasks If you would lke to process a task from a group folder or from the substtutons folder, you must frst actvely transfer ths task. The "Assgn Task to Me" menu tem s avalable for ths purpose. The task you have selected wll then be moved to your tasks folder, where you can process t and forward t accordng to the process defnton. 9 Hstory Selectng "Hstory" n the context menu allows you to dsplay the progress of the current workflow n a table. The overvew table wll appear n the "Workflow Informaton" dalog. Fg. 4 3: "Workflow Informaton" Dalog 10 Edt Task/ Document Index Dependng on the workflow process desgn Web Clent users have the possblty of modfyng the task resp. document ndex. Please process as follows to modfy a document ndex: 44

50 5 Specfyng Substtute for Absence Mark the requred task n the task lst. Clck the "Edt document ndex" command n the context menu. The "Edt propertes" dalog opens. Make the requred modfcatons and clck [Save]. As usual a new revson wll be generated. For edtng the task ndex, process adequate - the approprate dalog opens for ths purpose. 5 Specfyng Substtute for Absence As a SAPERION user, you have the opton to specfy a substtute to take over your workflow tasks n your absence. Normally, your substtute s able to access your tasks folder automatcally. Ths substtuton folder s vsble n hs or her task pool ("Substtuton" area). Ths folder contans all tasks that you have receved but not yet processed. Your substtute can now take over and complete ndvdual workflow tasks. Tasks that you receve durng your absence are saved drectly n the "Tasks" folder of your substtute and marked wth the approprate con (cog con wth stylzed user). In order to specfy a substtute for your absence please follow the steps descrbed below: Clck on your user name n the upper area on the rght sde, the "User profle" dalog opens. 45

51 5 efle Electronc Fle When changng your presence status by deactvatng the checkbox "Present" the [Substtute] button becomes actve. Clck the [Substtute] button. The "Select user..." dalog opens. Select the desred substtute by double-clckng the correspondng user name. The name appears n the dalog feld on the rght. 5. If the checkbox "Substtute has access to tasks" s actvated your substtute wll have access to your personal "Task" folder f there are any tasks n t. 6. Clck the [OK] button. The here specfed substtute s remans saved untl another substtute s defned as descrbed above. 5 efle Electronc Fle 5.1 Introducton SAPERION 7.1 now provdes the opton to create electronc fles. Electronc fles (efles) provde a central pont for busness nformaton. In one sngle applcaton employees are able to access all structured and unstructured nformaton necessary for makng decsons. Wth the SAPERION efle functonalty, you can archve n a legally secure manner. In addton, the complete DMS functonaltes lke check-n/check-out and the ntegraton and synchronsaton of master data are avalable to you. Contrary to paper fles, the access can be dfferentated: by assgnng ACLs to certan senstve data, you can control access to (parts of) a document. 5.1 Fles A fle generally contans documents that functonally and organzatonally belong together. It represents a defned vew of a part of a document storage. For the user, the fle s a herarchcal representaton of the fle content, structured by regsters. A fle contans the followng elements: 46

52 5.2 Electronc Fle Structure Fle Cover The fle cover defnes the contents of the fle. For example, a department project fle mght lst the project number, customer name, descrpton, name of employee responsble, etc. Fle Plan A fle plan s bascally a template: by usng a pre-confgured fle plan, you ensure that each new fle s created wth the dentcal fle structure. Ths way, documents are consstently stored n the same structure and can easly be retreved. Documents defned n a fle plan can also be coped to a new fle. You can also create fle plans yourself, f ths feature s enabled for you by means of ACLs. Please keep n mnd that the maxmum number of regsters appled n parallel on one level s The fle plan s an optonal feature that your admnstrator must actvate. Fle Documents You can collect documents as requred n a fle; for example, a leasng fle mght contan the leasng contract, documents about the leased product, leasng condtons, etc. 5.2 Electronc Fle Structure In many companes and departments, fles are stll n paper format. Searchng for these fles, managng and mantanng them s - contrary to the efle - very elaborate. Also, the access cannot be reasonably controlled. Wth the SAPERION efle functonalty, you can admnster dfferent document formats (mages, MS Offce, etc) wthn the fle. Fles - ncludng ther regster structures - can be mported and sent, whle documents can be coped nto dfferent fles. Usng an example of departmental fles, we would lke to ntroduce you to efles and how to create and manage such fles. 5.1 Project Fle Example To create an electronc fle applcaton, you need tables and forms whch you or your admnstrator have to create. Dependng on the sze of your company and ts structures, varous formats are possble. These are descrbed n detal n the "Forms Desgn" chapter n the Admnstrator manual. It s only possble to create efle applcatons and fle plans n the Rch Clent. The followng screenshot shows how a project fle can be structured wth regsters: Fg. 5 1: Example Fle Structure wth Regsters Wth an electronc fle, t s possble to ntate repettve or automatc processes, such as: Creatng a new project for a customer Managng purchase orders HR processes such as staff apprasals 47

53 5 efle Electronc Fle Legal processes such as managng contracts wth vendors These processes can be modelled by the admnstrator, usng the process desgner as a template. The person responsble for the project or fle can trgger ad hoc processes usng routng slps (see the Workflow chapter n ths manual for more nformaton). The man advantages of an electronc fle are that senstve data can be archved safely, and found quckly and easly. Fg. 5 2: Sample Fle wth Documents When the desred tables and forms are avalable to you and a fle applcaton and fle plan have been created for you, you can create new fles and regsters, as well as add documents to your fle(s). These ponts are explaned n the followng sectons. 5.3 Navgaton Area Functons Once the fle applcaton has been created, the followng functons are avalable n the context menu of the rght mouse button: Fg. 5 3: Fle n the Navgaton Tree 48

54 Workng wth efles Refresh Choosng Refresh from the context menu updates the dsplay of the efle applcaton, for example, to refresh the lst of fles n your applcaton. 5.2 Rename To rename your efle, choose "Rename" from the context menu. Then enter the new name n the "New folder name" dalog and clck [OK]. 5.3 Delete You can delete your efle by clckng "Delete" n the context menu and confrmng. 5.4 Securty Clckng "Securty" n the context menu opens the Select Access Control Lst dalog, where you can choose an access lst to be assgned to the efle. 5.5 Create New Fle You can create a new fle n your exstng efle project. When you choose "Create new fle" from the context menu, the "Create new fle" dalog opens, where you enter the desred ndex data. In the sample project, you have to enter a descrpton, as ths s a mandatory feld n ths example. You can enter nformaton n other felds f desred; these are optonal. 5.4 Workng wth efles Usng the Web Clent, you can search for, and then open and work wth several efles at the same tme. Dfferent tabs show you whch efles are open. A clck on the tab moves the correspondng form to the foreground. The appearance of a search form depends on how t has been desgned n the efle applcaton. The pcture shown below s only an example. Fg. 5 4: Fle Lstng To search for efles: Enter the search parameters (f any) n the query text felds and ntate the search by clckng the [Result] button. To search for all fles n a fle applcaton, clck [Result] wthout fllng n any of the felds. All found fles wll be lsted n the "Result" lst. Select a fle by clckng t. The correspondng fle cover wth all nformaton s vsble. 49

55 5 5.1 efle Electronc Fle Context Menu Commands Once you have selected a fle n the Results lst, you can perform certan operatons on t. The followng commands are avalable n the context menu: Open fle When you open the fle, you see an overvew of all avalable documents n the fle (for more nformaton, see the next secton, "Fle Vew"). Edt fle Wth ths command you can edt the ndex data of the selected fle n the "Edt propertes" dalog (also see the secton "Modfyng a Fle"). Delete fle Ths command s used to delete the selected fle. Start process Use ths command to select or start a workflow process. 5.5 Fle Vew When openng a fle va the "Open fle" command, the query form wthn the selected fle appears. You can search for documents by enterng search parameters or by usng a full text search. It s also possble to navgate through the fle n the navgaton tree, and swtch between regsters. The followng mage shows the documents and regsters avalable n the "project1222" efle: Fg. 5 5: Example: Fle Vew In the fle pctured above, varous regsters are avalable: "marketng_materals" wth a "product_descrptons" regster nsde t; "sales_reports", and "presentatons" wth a "roadmap" regster nsde t. The number of documents fled n each regster s represented n parentheses after the regster names. To see the documents nsde a partcular regster, clck the regster to hghlght t, then clck the [Results] button n your query form. Only the documents located nsde that partcular regster wll be lsted. Each tme you open a fle, t s added to the lst n the navgaton panel. 5.6 Modfyng a Fle Exstng efles can be modfed by for example addng regsters, or addng new documents (such as an applcaton for leave or a new contract to an HR fle). To modfy an efle, select the efle you want to modfy, and clck t to brng up the context menu. The followng entres are avalable: 50

56 5.6 Modfyng a Fle Fg. 5 6: efle Commands Refresh Use ths command to update the selected efle, for example after addng or deletng a document Upload new document To upload a new document: In the dalog that appears, select a document for upload and clck [Open] to choose t. Next, fll n the pertnent felds n the ndex form ("Upload new document" dalog) and clck [OK]. The document s stored n the fle. To upload a document nto a partcular regster, smply clck the regster and brng up the context menu there. Note that the context menu for regsters contans an addtonal command, Delete, whch enables you to delete the regster Create New Regster Ths command brngs up the "Create new regster" dalog, where you enter the name of your new regster and clck [OK] Edt Propertes The dalog "Edt propertes" lets you enter or change ndex data for the selected fle, or add a pcture, dependng on how your ndex form has been set up. Ths command s also avalable n the Results lst of the efle search Securty You can assgn an access lst to the efle n the Select Access Control Lst dalog. 51