MetricStream Briefcase

Transcription

1 MetricStream Briefcase INSTALLATION AND USER GUIDE VERSION 6.1 MAY 2013 INTRODUCTION SYSTEM REQUIREMENTS INSTALLATION SETUP CONFIGURING MULTI-USER ACCESS TO BRIEFCASE HOW TO USE AND WORK ON BRIEFCASE

2 Copyright Notices Copyright 2012 MetricStream Inc., All Rights Reserved. The MetricStream Briefcase Installation And User Guide V6.1, as well as the software described within it, is furnished under license and may only be used or copied within the terms of that license. The information in this document is provided for informational purposes only, is subject to change without notice, and should not be construed as a commitment by MetricStream, Inc. MetricStream, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this document. Except as permitted by license, no part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means electronic, mechanical, recording, or otherwise without the prior written permission of MetricStream, Inc. Written and designed at MetricStream, Inc., 2600, East Bayshore Rd., Palo Alto, CA, 94065, U.S.A. Printed in the U.S.A. CAUTION This document contains proprietary, confidential information that is the exclusive property of MetricStream, Inc. If you do not have a valid contract with MetricStream for the use of this document, or have not signed a non-disclosure agreement with MetricStream, then you received this document in an unauthorized manner and are not legally entitled to possess or read it. Use, duplication, and disclosure are subject to restrictions stated in your contract with MetricStream, Inc. Use, duplication, and disclosure by the Government are subject to restrictions for commercial software and shall be deemed to be Restricted Rights software under Federal Law. Proprietary to MetricStream Inc., 1.0 Page ii

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4 Preface This guide provides information on the installation of the MetricStream Briefcase Installation And User Guide 6.1 application. The MetricStream Briefcase Installation And User Guide 6.1 application is a web-based application. For more information on the contents provided in this guide, refer to Table of Contents. Related Documents For more information on the MetricStream EGRCP, see the following documents: MetricStream 6.1 SP1 Portal User Guide MetricStream 6.1 SP1 User Guide MetricStream GRC Platform 6.1 Installation Guide Page iv 1.0 Proprietary to MetricStream Inc.,

5 Table of Contents Feedback... viii Chapter 1. Introduction About The Guide Chapter 2. System Requirements Requirements Deleting Temporary Files Deleting Cache Uninstalling Older Version of MetricStream Briefcase Briefcase Limitations Chapter 3. Installation Installing the MetricStream Briefcase Verifying Briefcase Installation Chapter 4. Setup Getting Started Changing MetricStream Briefcase Port Value Basic Configuration Briefcase Assignments Chapter 5. Configuring Multi-User Access To Briefcase Prerequisites Specific Directory Structures For Briefcase Users Chapter 6. Using Briefcase Downloading Work Assignments Working On Briefcase Assignments Working on Attachments Navigation Alert Working on RTF Editor Accessing RTF Editor Uploading Files Additional Functions of RTF Synchronizing Work Assignments Into Online Mode Assignments Status Messages Error Handling Chapter 7. Briefcase Audit Trail Accessing Audit Trail Proprietary to MetricStream Inc., 1.0 Page v

6 Chapter 8. Troubleshooting Directory Layout of MetricStream Briefcase Adding Missing.DLL/.OCX Files Adding MSSTDFMT.DLL File Adding MSWINSCK.OCX File Using MetricStream Briefcase With Personal Firewalls Administrative Access To Unlock Offlined Assignments Uninstalling MetricStream Briefcase Page vi 1.0 Proprietary to MetricStream Inc.,

7 Table of Figures Figure 1: Deleting Temporary Files Figure 2: Delete Browsing History Figure 3: Uninstall Option Figure 4: Installer Executable File Figure 5: Install MS Briefcase Application dialog box Figure 6: Briefcase installation setup wizard Figure 7: Briefcase installation wizard License Agreement Figure 8: Briefcase installation wizard Installation Folder Path Figure 9: AES Encryption Confirmation Dialog Box Figure 10: AES Encryption Confirmation Dialog Box Figure 11: Installation Details Wizard Figure 12: Installation Details Wizard Figure 13: Installation Details Wizard Figure 14: Registry Editor Dialog Box Figure 15: Registry Editor Window Figure 16: Briefcase 6.1 Installation Wizard Figure 17: Desktop Icon Figure 18: Welcome to MetricStream Briefcase Screen Figure 19: System Tray with the Briefcase icon Figure 20: System Tray Showing Briefcase options Figure 21: Change Port option Figure 22: Enter port number option Figure 23: Welcome Screen Figure 24: Briefcase Screen Figure 25: Online Application Login Screen Figure 26: Online Application Screen Figure 27: Interface Showing Online Assignments Being Moved To Briefcase Figure 28: The Assignments in the Briefcase Figure 29: Display of Briefcase Download Assignments Figure 30: Briefcase Interface Showing Online Assignments To User Figure 31: Briefcase Interface Showing Online Assignments To User Figure 32: State And Status Showing Assignment Removed From Briefcase Figure 33: Confirmation Pop-Up To Remove Briefcase Figure 34: Assignment State Changed To Removed Figure 35: Form/Assignment To Work On In Offline Mode Figure 36: The Actions in the Briefcase Figure 37: Revision History Figure 38: Remove Backup Button Figure 39: Deletion Confirmation Message Figure 40: Removal Of Backup Success Message Figure 41: Multi attachment and Single attachment fields Figure 42: Navigation Alert Message Figure 43: RTF W Icon Figure 44: RTF Editor Window Figure 45: Briefcase Interface Showing Ready For Sync Assignments Figure 46: Assignment Sent From Briefcase Mode Figure 47: MSSTDFMT.DLL file missing error Figure 48: MSWINSCK.OCX file missing error Figure 49: All Event Assignments Proprietary to MetricStream Inc., 1.0 Page vii

8 Feedback MetricStream welcomes customers' comments and suggestions on the quality and usefulness of this document. Your feedback is important, and helps us to best meet your needs as a user of our products. For example: Did you understand the context of the procedures? Did you find any errors in the information? Does the structure of the information help you to complete your tasks? Do you need different information or graphics? If so, where, and in what format? Are the examples correct? Do you need more examples? If you find any errors or have any other suggestions for improvement, then please tell us. Send your comments to us using the electronic mail address: docteam@metricstream.com Please give your name, address, electronic mail address, and telephone number (optional). If you need assistance with MetricStream software, then please contact MetricStream Support Services at support@metricstream.com or reach us at If you require training or instruction in using MetricStream software, then please contact MetricStream office. A list of MetricStream offices is available on our Web site at Page viii 1.0 Proprietary to MetricStream Inc.,

9 Chapter 1. Introduction About The Guide This guide provides information on the steps to install, configure, and use the MetricStream Briefcase application. Briefcase Overview The MetricStream Briefcase allows end users to migrate their online tasks to the offline mode, work on the task while disconnected from the network and the MetricStream Web Application, and then synchronize back to the application whenever they are online. Briefcase Functions Following are the functions of the MetricStream Briefcase: While using the Briefcase, end users can work on the same forms that they are familiar with online forms. Therefore, there is minimal or no training or learning required. The ability to work in the offline mode is important for end users such as auditors, inspectors, and other road-warriors who have to collect information and enter this information in forms when they are in the field or traveling and have no network connectivity. This lack of connectivity may be due to a lack of physical internet connection or if they are in a place from where they cannot connect to their enterprise due to network security issues. When connected to the network, users can access the MetricStream application and download their assigned tasks to the Briefcase. The users can also download any file attachments that are already embedded in that task to the Briefcase. The user can download assignments or forms in an editable mode to enable update. Then, the users can work on their assignments by connecting to the network or offline. Later, they can synchronize data and files to the online application when they are connected to the network. The MetricStream Briefcase supports Multi-Lingual Support (MLS). The user can download assignment or forms from online to the Briefcase in the preferable language and work on them. The MetricStream Briefcase supports Advanced Encryption Standard (AES). It encrypts the data in the Briefcase. The AES helps organizations to maintain secure data. Proprietary to MetricStream Inc., 1.0 Page 1-1

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11 Chapter 2. System Requirements This chapter provides information on the system requirements for the installation of the MetricStream Briefcase 6.1 application on your system. The MetricStream Briefcase application is available through a Windows installer program. Version 6.1 of this application is certified on Windows 2003, Windows XP, and Windows 7 desktop and laptops. The System Requirements chapter consists of the following sections: Requirements Deleting Temporary Files Uninstalling Older Version of MetricStream Briefcase Briefcase Limitations Proprietary to MetricStream Inc., 1.0 Page 2-1

12 Requirements Type Requirement Internet Explorer IE 8, 9, 10 or Firefox 11,12,13 Operating System Windows XP (SP2 or higher) or Windows 7 SP1 Processor 1 GHz Dual Core or higher RAM 2 GB or higher (For more information on lower memory PCs, refer to the Briefcase Limitations section). Free Disk Space 1 GB or higher (Typical: 10 GB depending on document download sizes). More disk space is required depending on the size of content, including file attachments. Network Connection Broadband for remote access (at least 256kbps or higher). For lower bandwidth, the performance degrades proportionately when server synchronization is performed. EGRCP Version You must install the MetricStream Briefcase application on MetricStream Enterprise Governance Risk Compliance Platform (EGRCP) Version 6.1 SP1 Patch 2 and above. Page Proprietary to MetricStream Inc.,

13 Chapter 2. System Requirements Deleting Temporary Files If you have an older version of MetricStream Briefcase installed in your laptop or notebook and you want to upgrade the Briefcase to a newer version, perform the following steps: 1. Ensure that there are no assignments in your Briefcase. 2. Uninstall the older version of Briefcase. For more information on uninstalling the older version of Briefcase, refer to the Uninstalling Older Version of MetricStream Briefcase section. Deleting Cache After uninstalling the older version of Briefcase and before re-installing the newer version of Briefcase, perform the following steps to delete the cache: 1. Launch Internet Explorer browser, click Tools menu. 2. Click Internet options in the Tools menu. 3. Click General tab in the Internet Options window. 4. Click Delete in the General tab. Figure 1: Deleting Temporary Files Proprietary to MetricStream Inc., 1.0 Page 2-3

14 When you click the Delete Files button, the Delete Browsing History window appears. In this window, you can select the relevant checkboxes that you want to delete files. Figure 2: Delete Browsing History 5. Click Delete to remove all temporary internet files. Then, click OK in the Internet Options window to close the Internet Options window. Page Proprietary to MetricStream Inc.,

15 Chapter 2. System Requirements Uninstalling Older Version of MetricStream Briefcase If you have an older version of Briefcase and you want to upgrade to a newer version, perform the following steps: Synchronize back your existing assignments to the current Briefcase. Ensure that there are no assignments in your Briefcase. Uninstall the older version of Briefcase. To uninstall the MetricStream Briefcase application, perform the following steps: 1. Click button in the lower-left corner of your laptop or notebook. 2. Click Control Panel. Adjust your computer s settings window appears. 3. Click Uninstall a program under the Programs option. Uninstall or change a program window appears. 4. Select the older version of the MetricStream Briefcase application. 5. Right-click on the older version of the MetricStream Briefcase application and click Uninstall. Figure 3: Uninstall Option The older version of the Briefcase uninstalls from your laptop or notebook. After uninstallation, perform the following steps to install and setup the MetricStream Briefcase application. For more information on installing the MetricStream Briefcase 6.1 application, refer to the Installation chapter. While uninstalling, if you get the warning that certain sub-directories were not removed, then manually delete the Briefcase folder where it was installed. You can locate these sub-directories in the C:\Program Files\MetricStream\uninstaller location. Proprietary to MetricStream Inc., 1.0 Page 2-5

16 Briefcase Limitations Following are the limitations of MetricStream Briefcase. 512 MB RAM is sufficient for smaller work assignments. The recommended memory for notebook or laptop that executes the Briefcase application is 2 GB RAM. Typically, on systems that possess less memory, the user might require to shut down other applications such as Outlook, Office, and so on to accommodate the Briefcase. It is recommended to configure Internet Explorer (IE) on the notebook or laptop. When attachments are accessed in the application, IE helps them to save in the temporary folder and these applications are displayed to users. It is also applicable to use the web application in the online mode. The latest Briefcase installer (MetricStream Briefcase Application-6.1 Windows.exe) or higher supports attachments and rich text editing capabilities. By default, EGRCP is configured to handle attachment (put in via Briefcase or via Online) of maximum size 10 MB. Maximum file size is configurable and it depends on server settings. You can change these settings based on specific requirements. The installed Briefcase comes with a license that expires in five years from the time of release. When the license expires, contact your system administrator. Page Proprietary to MetricStream Inc.,

17 Chapter 3. Installation This chapter provides information on the step by step installation procedure of MetricStream Briefcase 6.1 application. The MetricStream Briefcase allows you to: Migrate online tasks to the offline mode Work on the tasks while disconnected from the network and the MetricStream Web Application Synchronize back to the Briefcase application whenever you are online The MetricStream Briefcase installer is available as an executable (.exe) file. This chapter consists of the following sections: Installing the MetricStream Briefcase Verifying Briefcase Installation Proprietary to MetricStream Inc., 1.0 Page 3-1

18 Installing the MetricStream Briefcase Perform the following steps to install and setup the MetricStream Briefcase application: 1. Download and execute the installer, or execute the installer from the media you have received. 2. Navigate to the location where you have saved the.exe file. Figure 4: Installer Executable File 3. Double click on.exe file. Install MetricStream Briefcase Application (TM) dialog box appears. 4. Click Yes to continue the installation of MetricStream Briefcase 6.1 version. Figure 5: Install MS Briefcase Application dialog box MetricStream Briefcase Application (TM) Setup confirmation wizard appears. 5. Click Next > to continue installation. Page Proprietary to MetricStream Inc.,

19 Chapter 3. Installation Figure 6: Briefcase installation setup wizard MetricStream Briefcase Application (TM) Setup license agreement wizard appears. 6. Select I accept the terms of the license agreement radio button in the MetricStream Briefcase Application (TM) Setup wizard and click Next >. Proprietary to MetricStream Inc., 1.0 Page 3-3

20 Figure 7: Briefcase installation wizard License Agreement MetricStream Briefcase Application (TM) Setup wizard with MetricStream Briefcase Installation Folder path appears. 7. Follow the on-screen instructions and click Next > in the installation folder wizard. Page Proprietary to MetricStream Inc.,

21 Chapter 3. Installation Figure 8: Briefcase installation wizard Installation Folder Path By default, the location to install MetricStream Briefcase application is C:\MetricStreamBriefcase. If you are not authorized to save the MetricStream Briefcase application in this location, choose a different folder in your system by clicking Browse button. AES Encryption option dialog box appears. 8. Select one of the AES encryption options: If you want to use AES encryption, click Yes and navigate to the AES encryption file location to select the file. If you do not want to use AES encryption, click No to move to the next installation wizard to continue with installation. It is recommended to click Yes in the Encryption Dialog box to navigate to the location of Encryption file. Proprietary to MetricStream Inc., 1.0 Page 3-5

22 Figure 9: AES Encryption Confirmation Dialog Box JKS and Properties file selection wizard appears. 9. Navigate to the locations of JKS file and Properties file by using Browse... button and click Next > Figure 10: AES Encryption Confirmation Dialog Box Installation details wizard appears. 10. Review the installation details and click Next > in the MetricStream Briefcase Application Install Details wizard. Page Proprietary to MetricStream Inc.,

23 Chapter 3. Installation Figure 11: Installation Details Wizard 11. The MetricStream Briefcase Application (TM) Setup Briefcase Installation progress wizard appears. If you click the Cancel button, then the Briefcase installation is cancelled. Therefore, do not click Cancel. Proprietary to MetricStream Inc., 1.0 Page 3-7

24 Figure 12: Installation Details Wizard The MetricStream Briefcase Application (TM) Setup Briefcase Installation Port wizard appears. 12. Click Next > in the Briefcase Application (TM) Setup Briefcase Installation Port wizard. Briefcase server should be on port During installation, you cannot change the port other than Page Proprietary to MetricStream Inc.,

25 Chapter 3. Installation Figure 13: Installation Details Wizard Registry Editor dialog box appears. 13. Click Yes in the Registry dialog box. Figure 14: Registry Editor Dialog Box Registry Editor window appears. 14. Click OK in the Registry Editor window. Proprietary to MetricStream Inc., 1.0 Page 3-9

26 Figure 15: Registry Editor Window MetricStream Briefcase Application (TM) Setup Briefcase Installation Completed wizard appears. 15. Click Finish in the MetricStream Briefcase Application (TM) Setup Briefcase Installation Completed wizard to complete the installation of Briefcase application. Figure 16: Briefcase 6.1 Installation Wizard After you click Finish, the MetricStream Briefcase Application (TM) Setup wizard closes and the Briefcase installs in your laptop or notebook. Page Proprietary to MetricStream Inc.,

27 Chapter 3. Installation Verifying Briefcase Installation After the MetricStream Briefcase application installation process is complete, you can verify the installation in the following methods: Verify whether Start MetricStream Briefcase shortcut icon is created on the desktop of your system. Figure 17: Desktop Icon If the icon is not created on your desktop, it indicates that MetricStream Briefcase application is not installed in your system, contact your system administrator to resolve this problem. When you double-click Briefcase icon on your desktop, if you get an error message stating MSSTDFMT.DLL or MSWINSCK.OCX file is missing, then you must add the missing file to run the Briefcase application. For more information on adding missing MSSTDFMT.DLL or MSWINSCK.OCX files, refer to the Adding Missing.DLL/.OCX Files section. If the Start MetricStream Briefcase shortcut icon is created on the desktop, doubleclick on the icon. When you double-click the Start MetricStream Briefcase desktop icon, Welcome to MetricStream Briefcase appears on the Internet Explorer. Proprietary to MetricStream Inc., 1.0 Page 3-11

28 Figure 18: Welcome to MetricStream Briefcase Screen If the Welcome to MetricStream Briefcase screen appears on the Internet Explorer, it indicates that the MetricStream Briefcase application is successfully installed in your laptop or notebook. Page Proprietary to MetricStream Inc.,

29 Chapter 4. Setup This chapter provides information on setting up the MetricStream Briefcase application. This chapter consists of the following sections: Getting Started Changing MetricStream Briefcase Port Value Basic Configuration Proprietary to MetricStream Inc., 1.0 Page 4-13

30 Getting Started On installation of the MetricStream Briefcase application, the Start MetricStream Briefcase shortcut icon appears on the desktop. To launch the MetricStream Briefcase application, double-click the shortcut icon. When you launch the MetricStream Briefcase application, a Briefcase icon ( the system tray, as shown below ) appears on Figure 19: System Tray with the Briefcase icon The MetricStream Briefcase application is a light weight web server running on the port specified during installation. The default port number is The default URL is The Briefcase stays running as long as the user does not shut it off by right clicking on the system tray and choosing the option Stop MetricStream Briefcase. If you attempt to start the Briefcase while the Briefcase is already running, then the user gets a browser window of the Briefcase. The Briefcase software ensures that only one instance is running at any point in time. When you right-click the Briefcase icon on the system tray, it displays the options, as shown below: Figure 20: System Tray Showing Briefcase options You can also access the browser window by right clicking on the Briefcase icon in the system tray and choosing Browse MetricStream Briefcase. Page Proprietary to MetricStream Inc.,

31 Chapter 4. Setup Changing MetricStream Briefcase Port Value User can change the port value other than the default value However, it is not recommended to change the value of the port, because the Briefcase can be launched from the online application where it will be configured to If you want to use a different port other than 8080, perform the following steps: 1. Right-click icon in the system tray. 2. Select the Change Port option. Figure 21: Change Port option 3. Enter the new port number. Figure 22: Enter port number option 4. Click OK. The MetricStream Briefcase runs on the port that you have changed. Proprietary to MetricStream Inc., 1.0 Page 4-15

32 Basic Configuration While using single sign-on, all configuration information is sent to the Briefcase through the browser on the laptop/desktop. Therefore, no additional configuration is required. Perform the following steps for the basic configuration: When you use the Briefcase application for the first time, double click the Briefcase icon ( ) that is available on the desktop. The welcome screen appears. Figure 23: Welcome Screen 1. Click the Click here to go to MetricStream Briefcase link. The Briefcase screen appears. Figure 24: Briefcase Screen 2. Login to the web application that has Briefcase embeded in it and click icon at the top-right corner of the page. Online application login screen appears. Page Proprietary to MetricStream Inc.,

33 Chapter 4. Setup Figure 25: Online Application Login Screen 3. Enter the credentials. Online application screen appears with Briefcase button. Figure 26: Online Application Screen Proprietary to MetricStream Inc., 1.0 Page 4-17

34 4. Click Briefcase button. The browser opens the Briefcase application that displays possible assignments that you can work offline. Figure 27: Interface Showing Online Assignments Being Moved To Briefcase This screen also displays one or more assignments that this user has in Assignments available for the Briefcase region. These assignments display the status as Ready for Download. If you cannot view a screen similar to the above, then contact your system administrator. If you want to view the online application, click the page. icon in the right-corner of the Assignment Details drop-down list available in the right-corner of the page includes the following information: Offline Events Waiting for Sync Deleted Events Sync Failed Page Proprietary to MetricStream Inc.,

35 Chapter 4. Setup Briefcase Assignments The following figure displays the assignments in the Briefcase. 1 2 Figure 28: The Assignments in the Briefcase 1. Briefcase link: Briefcase link beside the Logout link. Click this link to open a new browser window that has only Briefcase content. 2. Briefcase Icon: The Briefcase icon appears corresponding to the assignments that are moved to the Briefcase. The Briefcase icon indicates that the assignment is made offline and is worked upon by the user to whom the assignment is assigned to. Proprietary to MetricStream Inc., 1.0 Page 4-19

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37 Chapter 5. Configuring Multi-User Access To Briefcase This chapter provides information on specific scenarios where a Briefcase installation on a desktop/laptop should be shared by multiple users for access. This chapter consists of the following sections: Prerequisites Specific Directory Structures For Briefcase Users Proprietary to MetricStream Inc., 1.0 Page 5-1

38 Prerequisites Following are the prerequisites for configuring multi-user access to the Briefcase: 1. Separate windows accounts created for each of the users that will need to access their own copy of Briefcase 2. A Briefcase installed from one of the user s account having administrator privileges in default directory (C:\Program Files\MetricStream\Briefcase) Page Proprietary to MetricStream Inc.,

39 Chapter 5. Configuring Multi-User Access To Briefcase Specific Directory Structures For Briefcase Users 1. Switch to first Briefcase user s home directory For example, C:\Documents and Settings\user1 2. Create directory Briefcase under user's home directory For example, C:\Document and Settings\user1\Briefcase 3. Create 2 new directories under the Briefcase directory For example, config and log are two directories Do the same for the other user accounts 4. Copy file bc_start.master.bat from Briefcase home directory to user s Briefcase directory (C:\Document and Settings\user1\briefcase) 5. Copy files servelets.offline.properties and offline_client.config.xml from briefcase installation config directory to user s Briefcase config For example, from C:\Program Files\MetricStream\briefcase\config to C:\Document and Settings\user1\briefcase\config) 6. Edit user s briefcase batch.file by doing the following: i. Add line: Set BC_USER_ROOT=C:\Documents and Settings\user1\briefcase ii. Replace BC_ROOT by BC_USER_ROOT in the last line of the batch file for access to servelet offline properties Enclose in double quotes when back slashes used in BC_USER_ROOT path. iii. Edit line SET PORT like SET PORT = Edit offline_client.config.xml 8. Edit user_home entity value to C:\Documents and settings\user1\briefcase, For example, <!ENTITY user_home "C:\Documents and Settings\user1\briefcase"> 9. Create convenient starting link in desktop and start directories to briefcase batch file. i. Open Windows explorer to C:\Document and Settings\user1\briefcase ii. Right click and while keeping the mouse pressed (right click. Not left) drag and drop bc_start.bat to the user desktop directory For example, C:\Documents and Settings\user1\Desktop and choose "Create shortcut here". The shortcut can be copied and pasted in C:\Documents and Settings\user1\Start Menu\Programs Now login as user1. You should see the Shortcut to bc_start.master.bat on the desktop. Double-click this shortcut to start the Briefcase, or select bc_start.master.bat from the Start menu. Proprietary to MetricStream Inc., 1.0 Page 5-3

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41 Chapter 6. Using Briefcase This chapter provides information on using the MetricStream Briefcase application. This chapter consists of the following sections: Downloading Work Assignments Working On Briefcase Assignments Working on Attachments Navigation Alert Working on RTF Editor Additional Functions of RTF Synchronizing Work Assignments Into Online Mode Proprietary to MetricStream Inc., 1.0 Page 6-1

42 Downloading Work Assignments Perform the following steps to download work assignments: 1. Connect to the web application, and then click the Briefcase link on the top-right to sign on to the Briefcase. Figure 29: Display of Briefcase Download Assignments You can download assignments that are assigned to you only. The assignments depend on the role. You cannot download assignments that are assigned to any other user or role. When you download the assignments in the Briefcase application, the assignments screen appears. Figure 30: Briefcase Interface Showing Online Assignments To User Page Proprietary to MetricStream Inc.,

43 Chapter 6. Using Briefcase 2. To offline and place assignments in your Briefcase, in the Assignments available for the briefcase region, select one or more check boxes in line with one or more assignments. The assignments that are available in the Assignments available for the briefcase region have Ready for Download state and In process or Started Work status. 3. Click the Put in the briefcase button. One or more assignments that you selected are moved to the section on the right side of the page under Briefcase content, as shown in the following image: Figure 31: Briefcase Interface Showing Online Assignments To User You have selected the Assignments that you want to work on. At this point, if you go to your online application by connecting a browser directly to the online application you cannot work on the downloaded assignment. The hyperlink for the downloaded assignment does not exist. When a user places assignments in the Briefcase, anyone in the online application cannot access and work on these assignments. The assignments are not released until the user who locked the assignment works on it and synchronizes back to the online world. Only the Administrator has the rights to access the assignment and unlock it, in critical situations. If you do not want to work on the Briefcase assignments and want to remove these assignments from the Briefcase, then click the Remove from Briefcase button, as shown below. Proprietary to MetricStream Inc., 1.0 Page 6-3

44 Figure 32: State And Status Showing Assignment Removed From Briefcase To remove the assignment from the Briefcase, click the checkbox against an assignment and click the Remove from Briefcase button, it displays a pop-up as below: Figure 33: Confirmation Pop-Up To Remove Briefcase Click OK to remove the assignments from the Briefcase, then the downloaded assignment state is changed to Removed, as shown below: Figure 34: Assignment State Changed To Removed Page Proprietary to MetricStream Inc.,

45 Chapter 6. Using Briefcase Working On Briefcase Assignments You can work on the downloaded work assignments in any mode whether connected to the online application or not, whether on the network or not. To work on the downloaded assignment, click on the link in the Briefcase content and a form will be presented that looks identical to the one you see in the online version, as shown in the following figure: Figure 35: Form/Assignment To Work On In Offline Mode You cannot create a new task or assignment while in the offline mode because you cannot access the MetricStream application in the offline mode. In case you are working offline, the Briefcase content section spans your entire screen. However, if you are connected to the online application it is available in the right of the Assignments available for the briefcase section. To work on downloaded assignments, perform the following steps: 1. Click on any of the assignment links in the Briefcase Content section and work on the assignment. You cannot access a few form elements in a form during offline mode such as LOV, MLOV and so on, because it requires querying the database. 2. Typically, the Briefcase assignment has a combination of the following actions. Figure 36: The Actions in the Briefcase The actions and the corresponding results are as explained in the following list: Proprietary to MetricStream Inc., 1.0 Page 6-5

46 Save When you click Save, the data is saved to the Briefcase. The Status displays as Downloaded and In Process. At this point, even if you shut down your system, the saved assignment will be available for future use. When you start your system later, the assignment that you saved before is available for you to work on. You can save multiple copies of the same form. This maintains version control and it is helpful in tracking revision history. For example, when you login for the first time, open the offline form, perform any changes in the form, and save the form. The second time, you can open the same form, perform any changes, and save it again. Therefore, every time you save the form, a copy of the form is saved as an updated content. In the above example, it retains or saves two copies of the same form. Therefore, the system allows you to save the form up to five times Figure 37: Revision History Page Proprietary to MetricStream Inc.,

47 Chapter 6. Using Briefcase For example, as shown in the Revision History image, the user has performed changes to the form for two times and whenever the user has made changes to the form, the form is saved. Therefore, you can see two copies of the form, with a radio button provided corresponding to each form. To view a particular saved form, click the radio button against any of the forms and click Retrieve assignment information from selected saved list button, the form opens and you can view that particular form. For example, you can perform any changes in the form and save the form for the sixth time, the data that was saved for the first time would be removed from the system. Therefore, this utility is used to maintain only up to last five saved forms. However, you can change the number of saved forms from five to any number (n) and this number is configured in the configuration property file, as shown here: <PROPERTY NAME="BACKUP_SIZE">n</PROPERTY>, Where n must be greater than zero Save & Sync The data is saved. When you synchronize with the online application, the subsequent assignments, if any, are not triggered. After this operation, an assignment is locked for sync and is not available anymore for changes. Therefore, you can perform this operation only when you are about to go online and synchronize the Briefcase content. You should review all related content before performing this operation. The status changes to Ready for sync and the Status remains as In Process. Save, Sync & Continue When you click this button, the form is saved, and it is in the Briefcase mode. After this operation, the form is not closed and you can still continue to work on the same form. The difference between clicking Save& Sync and Save, Sync & Continue buttons is that clicking on Save & Sync button closes the form whereas Save, Sync & Continue performs the operation keeping the form open. Save & Put Online When you click this button, the form is saved and it is synchronized back to the online mode. The form is no more available in the Briefcase content. The user should be online to continue working on this form. Cancel The data entered, if any, after a save is lost and the form is closed. The status remains as Downloaded and the status remains as In Process. Now, you are ready to synchronize back your work items or assignments to the online application. When an assignment displays the Ready for sync status, you cannot perform any modifications to that particular assignment in the offline mode. Proprietary to MetricStream Inc., 1.0 Page 6-7

48 Sometimes, to reduce the memory usage, you might want to remove the backups associated with a form. To perform this, select the checkbox against that particular form for that you want to remove backups and then click the Remove backup button: Figure 38: Remove Backup Button A confirmation message appears. Figure 39: Deletion Confirmation Message Click the OK button, the following success message appears: Figure 40: Removal Of Backup Success Message Page Proprietary to MetricStream Inc.,

49 Chapter 6. Using Briefcase Working on Attachments When connected to the network, you can access the MetricStream application and download their assigned tasks to the Briefcase. You can upload a file or document. The attached file or document appears as a hyperlink in the form or in the assignment. You can also download any file attachments that are already embedded in that task to the Briefcase. Two types of attachment options are available in a form or in an assignment: Single attachment Multi attachment Figure 41: Multi attachment and Single attachment fields Single attachment: It allows the user to upload only one file or document. Multi attachment: It allows the user to attach more than one file or document in the same field. For security reasons, all file attachments are encrypted while uploading. When a user downloads the attachment, the file content is decrypted. Based on requirements and system administrator configurations the attachable file type might differ. By default, the system displays all attachment types to the users and they can download them. You can restrict the file types that users can download by using the Proprietary to MetricStream Inc., 1.0 Page 6-9

50 expand_files custom property file. If you mention any file type in this custom property file, users can download only the files that you have mentioned. For example, if you have mentioned expand_files=jpeg; gif; png; bmp; doc ; then users can download only jpeg, gif, png, bmp and doc files. The system displays only these file types to the users. Page Proprietary to MetricStream Inc.,

51 Chapter 6. Using Briefcase Navigation Alert When a user clicks Cancel or other buttons inadvertently, navigation alert reminds the user about unsaved changes in the current page. Alert message includes these buttons: OK: It allows you to navigate away from the current page without saving the data. Cancel: It allows you to remain in the same page. Figure 42: Navigation Alert Message Navigation alert pops up when a user clicks: Cancel button in the unsaved form Briefcase tab in the form Online user icon ( ) Expanding backup list Proprietary to MetricStream Inc., 1.0 Page 6-11

52 Working on RTF Editor Rich Text Format (RTF) editor is an interface for editing rich text within a web browser. It is not a replacement for desktop document editors. You should use RTF function only for authoring documents with a reasonable size. The size of the document should not exceed 20 pages or 150Kb. If you use larger documents, you might experience browser limitations. By using the RTF editor you can: Enter, format, and save information Attach external documents and images Enter and edit comments Accessing RTF Editor To work on the RTF editor, click the W icon adjacent to the RTF form field in a form. Figure 43: RTF W Icon Page Proprietary to MetricStream Inc.,

53 Chapter 6. Using Briefcase The RTF editor window appears: Figure 44: RTF Editor Window Uploading Files In the RTF editor window, by using the attachment ( ) icon you can upload: Images Files Documents Images: You can attach common image formats such as JPG, GIF, JPEG, PNG, TIF and so on. The uploaded image is available as an embedded image in the RTF editor window. The attachable image formats might differ based on requirements and system administrator configurations. Files and Documents: User can upload a file or document. The attached file or document appears as a hyperlink in the RTF editor window. Proprietary to MetricStream Inc., 1.0 Page 6-13

54 Additional Functions of RTF This table describes about the icons and their functions in the RTF editor window. Icon Description Comment Use this function to enter comments. Toggle Comments Use this function to filter the comments between All, Open and None. By default the value is All. Visual control characters On/Off Use this function to identify unnecessary spaces between lines, tab characters, and so on. Cut Use this function to cut selected text. Copy Use this function to copy selected text. Paste Use this function to paste selected text. Find Use this function to find a specific word or statement in the typed content. Find/Replace Use this function to find a specific word or statement in the typed content and replace it with another suitable word or statement. Undo (Ctrl+Z) Use this function to cancel the last activity performed in the editor and revert it to an older state. This function cancels typing, color changes, and alignment. However, it does not cancel functions such as replace, apply style, and insert image. You cannot use this function repetitively. Redo (Ctrl+Y) Use this function to redo the last operation. You Cannot use this option repetitively. Save (Ctrl+S) Use this function to save the text that you have typed. Close Use this function to close the work. Paragraph - Use this function to apply one of the available formatting styles. Font Family Use this function to change the font. Font Size Use this function to change the font size. Bold (Ctrl+B) Use this function to apply boldface to the selected text. Italics (Ctrl+I) Use this function to apply italicize the selected text. Underline (Ctrl+U) Use this function to underline the text. Page Proprietary to MetricStream Inc.,

55 Chapter 6. Using Briefcase Strikethrough Use this function to apply strikethrough formatting. Align left Use this function to align text at the left margin. Align center Use this function to align the text at the center. Align right Use this function to align text at the right margin. Align full Use this function to align text at both left and right margins. Unordered list Use this function to create a bulleted list. Ordered list Use this function to create a numbered list. Outdent Use this function to place the text to the extreme left, closer to the margin. Indent Use this function to place the text further to the right, separating it from the other surrounding text. Select text color Use this function to change text color. Select background color Use this function to change background color of the text. Subscript Use this function to make text subscript. Superscript Use this function to make text superscript. Insert/edit image Use this function to insert or edit an image from an external source. Insert a new table Use this function to insert a table with the relevant rows and columns. Table row properties Use this function format the table rows. Table cell properties Use this function to format the table cells. Insert row before Use this function to insert a row before the selected row. Insert row after Use this function to insert a row after the selected row. Delete row Use this function to delete the selected row. Insert column before Use this function to Proprietary to MetricStream Inc., 1.0 Page 6-15

56 insert a column before the selected column. Insert column after Use this function to insert a column after the selected column. Remove column Use this function to delete the selected column. Split merged table cells Use this function to split the single merged cell into individual cells, row wise or column wise. Merge table cells Use this function to merge more than one individual cell in a row or a column into one single cell. Insert horizontal ruler Use this function to set up margins, tab stops, and paragraph indents at a convenient place. Remove formatting Use this function to remove formatting from the selected text. Insert page break Use this function to insert a page break. Insert custom character Use this function to insert special characters. Insert/edit link Use this function to insert or change a link. The editor allows you to link to a URL or FTP site, an anchor in the text, or an address. Unlink Use this function to remove the link that was set for any specific word or statement. Insert/edit anchor Use this function to insert or edit an anchor. When you are entering a large amount of information, you can use an anchor to link to a location in another part of the current page. Page Proprietary to MetricStream Inc.,

57 Chapter 6. Using Briefcase Synchronizing Work Assignments Into Online Mode You can synchronize the Briefcase assignments back to the online application by logging on to the online application. To logon to the online application, you should click on the icon. To invoke the Briefcase application, click the Briefcase button and click the Synchronize Now button. All the event assignments with status Ready for sync are synchronized and uploaded back to the online application. When all the events synced successfully, they move from Briefcase content section to Assignments available for Briefcase section. Figure 45: Briefcase Interface Showing Ready For Sync Assignments When the state of assignment changes to Ready For Sync, you can select the checkbox corresponding to that particular assignment and click the Synchronize now button, as highlighted in the image. This will synchronize the form back to the online world. Proprietary to MetricStream Inc., 1.0 Page 6-17

58 The following figure is an example of the assignment that is moved from the Briefcase to the online world. Figure 46: Assignment Sent From Briefcase Mode You can proceed to make additional changes in the online mode or you can click the Submit button and trigger downstream workflow. Assignments Status Messages The following table defines the different status messages that appear in the Briefcase User Interface along with what each status message indicates: Assignment Status Message Downloaded Ready For Sync Ready For Download In Process Removed Indicates That the assignment is downloaded into the Briefcase and is now available to work on. That the assignment is now available to be synchronized back to the online mode. This status message appears when the user works on the offline assignment and clicks on save &sync or save, sync &continue That the assignment is ready to be moved into Briefcase. That the assignment is in process when the user has started to work on an assignment in Briefcase That the assignment is removed from the Briefcase and is moved to the online world Error Handling In case a work item/assignment does not synchronize, it appears as an error item (in red color). If you mouse over the work item/assignment link, a specific reason appears. Typically, this happens when the work item/assignment that is offline is reassigned to someone else in the online application. Page Proprietary to MetricStream Inc.,

59 Chapter 7. Briefcase Audit Trail Chapter 7. Briefcase Audit Trail The auditing capability within Briefcase plays an important role in tracking each offline assignments throughout its lifecycle. The MetricStream Briefcase application has an inbuilt auditing capability that records every action that takes place to an assignment in the offline mode. The audit trail helps not only for internal analysis but also for understanding the complete history of the offline assignment. The audit trail consists of information such as offline user name, from which the IP address the assignment was taken offline, the assignment name, the action type (assignment downloaded to Briefcase, assignment synchronized to online application), and the time stamp of these actions. The audit trail information is captured in the following database tables: SI_BRIEFCASE_AUDIT SI_BC_ATTACHMENTS Accessing Audit Trail Briefcase audit trail report is available in the System Management Console (SMC). You can access the SMC in online application under the system monitoring and troubleshooting module. The audit trail report consists of the audit data captured in the database tables mentioned above. System administrator can access the audit trail report to track the offline activities. Proprietary to MetricStream Inc., 1.0 Page 7-19

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61 Chapter 8. Troubleshooting This chapter provides information on various methods of troubleshooting of the MetricStream Briefcase. It also describes about the uninstallation steps of the MetricStream Briefcase from your system. This chapter consists of the following sections: Directory Layout of MetricStream Briefcase Adding Missing Files in Briefcase Using MetricStream Briefcase With Personal Firewalls Administrative Access To Unlock Offlined Assignments Uninstalling MetricStream Briefcase Proprietary to MetricStream Inc., 1.0 Page 8-1

62 Directory Layout of MetricStream Briefcase The file system layout of Briefcase is given below (assuming default installation locations were used). As needed, please retrieve and return log files and Configuration files to MetricStream support as required. Page Proprietary to MetricStream Inc.,

63 Chapter 8. Troubleshooting Adding Missing.DLL/.OCX Files If you are a Windows 7 Operating System (OS) user, you might encounter "systray1" error in the following scenarios: When you double-click the Briefcase icon When you try to change the Briefcase port To resolve this error you must install the missing MSSTDFMT.DLL or MSWINSCK.OCX file in your system according to the error message appear on the computer screen. Following are the error messages that appear on the screen: Figure 47: MSSTDFMT.DLL file missing error Figure 48: MSWINSCK.OCX file missing error Contact your system administrator to register the missing dll or ocx files in your system. Proprietary to MetricStream Inc., 1.0 Page 8-3

64 Adding MSSTDFMT.DLL File If the dll file is missing, perform the following steps to register the file: For 64-bit machine: 1. Copy the MSSTDFMT.DLL file to C:\Windows\SysWOW64 location. 2. Right-click cmd.exe and click Run as administrator. A command prompt appears. 3. Type the following command: Regsvr32 C:\Windows\SysWOW64\ MSSTDFMT.DLL 4. Press Enter. Regsvr32 registers the missing DLL file in the Windows 7 OS. 5. Restart the system. 6. Install the MetricStream Briefcase application again and change the port. For 32-bit machine: 1. Copy the MSSTDFMT.DLL file to C:\Windows\System32 location. 2. Right-click cmd.exe and click Run as administrator. A command prompt appears. 3. Type the following command: Regsvr32 C:\Windows\System32\ MSSTDFMT.DLL 4. Press Enter. Regsvr32 registers the missing DLL file in the OS. 5. Restart the system. 6. Install the MetricStream Briefcase again and change the port. After changing the port, ensure that MSSTDFMT.DLL file exist in the C:\Windows\SysWOW64 location (for 64 bit machines) and MSSTDFMT.DLL file exist in the C:\Windows\ System32 location (for 32 bit machines). Page Proprietary to MetricStream Inc.,

65 Chapter 8. Troubleshooting Adding MSWINSCK.OCX File If the MSWINSCK.OCX file is missing, perform the following steps to register the file: For 64-bit machines: 1. Copy the MSWINSCK.OCX file to C:\Windows\SysWOW64 location. 2. Right-click cmd.exe and click Run as administrator. A command prompt appears. 3. Type the following command: Regsvr32 C:\Windows\SysWOW64\ MSWINSCK.OCX 4. Press Enter Regsvr32 registers the missing OCX file in the OS. 5. Install the MetricStream Briefcase application again and change the port. For 32-bit machines: 1. Copy the MSWINSCK.OCX file to C:\Windows\System32 location. 2. Right-click cmd.exe and click Run as administrator. A command prompt appears. 3. Type the following command: Regsvr32 C:\Windows\System32\MSWINSCK.OCX 4. Press Enter. Regsvr32 registers the missing OCX file in the OS. 5. Install the MetricStream Briefcase application again and change the port. After changing the port, ensure that MSWINSCK.OCX file exist in the C:\Windows\SysWOW64 location (for 64 bit machines) and MSWINSCK.OCX file exist in the C:\Windows\ System32 location (for 32 bit machines). Proprietary to MetricStream Inc., 1.0 Page 8-5

66 Using MetricStream Briefcase With Personal Firewalls Personal firewalls installed in the desktop may block the MetricStream Briefcase software. To overcome personal firewall settings, perform one of the followings: Most of the personal firewalls allow the users to configure rules to override the default behavior. For more information on configuring firewall rules, refer to your organization specific firewall software documentation and create a rule to enable inbound access for the port that MetricStream Briefcase uses (default 8080). Disable the personal firewall. Page Proprietary to MetricStream Inc.,

67 Chapter 8. Troubleshooting Administrative Access To Unlock Offlined Assignments After a work item/assignment is offlined (moved to the Briefcase) by a user, it cannot be accessed in the online application by anyone, including the administrator. Typically, one would need to access these offlined assignments for several reasons, such as the PC / laptop on which the assignment was offlined gets reformatted, or is not accessible, the user who had offlined the assignment does not work for the company any more, and so on. In that scenario, administrators (users with Assignment Manager privilege) of the system navigate to the Assignments tab on the web application and click the Unlock link in the Offline Status column. After unlocking, the assignment can be accessed and assigned to some other user. This is the sample figure of the Unlock Offline Assignments status link. Figure 49: All Event Assignments If an administrator unlocks the assignment and after that the user who had offlined the assignment tries to synchronize it back, the attempt of the user fails and the user loses all the work that might have been performed. In that scenario, unlocking should only be done in extreme circumstances as listed above. Proprietary to MetricStream Inc., 1.0 Page 8-7