ProjectWebFM User Guide Version 4. Written by: Document Revision History:

Transcription

1 User Guide

2 Written by: Document Revision History: Revision 1.0 April, 2004 Revision 2.0 January, 2005 Revision 3.0 August, 2007 Revision 4.0 July,

3 Table of Contents SECTION 1: INTRODUCTION... 4 ProjectWebFM User Types... 5 ProjectWebFM Security... 5 New Users... 6 Logging In... 6 Web Interface... 8 Property Folder Display... 9 Navigation Tools Current Path Document Tools Document Pane SECTION 2: USER TOOLS Viewing Documents Downloading Documents Downloading Documents and CAD Reference Files Viewing Meta-Data Printing Document Lists Searching for Documents Optional Map Search Feature Filtering Documents Customizing the Switchboard User Profile Updating Discussion Forum SECTION 3: AUTHOR TOOLS Upload and Delete Document Tools Uploading Documents Upload Method in Microsoft Internet Explorer Upload Method in Microsoft Internet Explorer Notifying Team Members Deleting Documents Cutting and Pasting Documents Updating Documents Folder Security Folder Tools Adding New Folders

4 Modifying Folders Deleting Folders Reference Paths SECTION 4: PROJECT ADMINISTRATOR TOOLS Creating Project Team Assigning Property Security Project Admin Tools Auditing Project Access Creating New Discussions Moderating Discussions CONTACT US

5 Section 1: Introduction ProjectWebFM is a website that hosts property files for access by the client, consultants, contractor and trades to facilitate collaboration and communication by all. By using this tool, information transcends its historical use and boundaries. In short, information is: Available to all participants 24 hours a day / seven days a week Formatted to be viewable / printable by all who access the site regardless of the software the document was created in Secure to control who accesses sensitive data ProjectWebFM is designed so that it is customizable and is adaptable to any custom er s specific needs. Great care has been taken to ensure that the product is intuitive so that participation in the site is immediate. Features include: A customizable graphic user interface to address the clients corporate identity Secure log-in access that directs user to their specific projects A Team Members Address Book for easy reference and communication between participants Folder by folder access levels to control who may view or contribute content Viewing, uploading /downloading, modifying and printing functions for all documents User notification of site updates Audit Reports to track user activities. Map Search option to provide a visual interface search for documents based on a property key plan. The most powerful function behind ProjectWebFM is its ability to configure user access rights on the system. Administrators can assign rights to users to allow access to specified projects, even single folders within a tree. Users can also be given rights to upload documents to specified folders, or be given administrative rights to specific projects. Organizations can set up very precise security models on projects when users need to have specific rights or differing levels of control over different properties. 4

6 ProjectWebFM User Types ProjectWebFM has four levels of User access rights: Site Administrator, Project Administrator, Author and User. Each of these types has different levels of access rights and responsibilities based on their roles. Site Administrator is responsible for the overall management of the ProjectWebFM site. The Site Adm inistrator s role is to register new groups and users, create and customize new root-level property folders, audit system usage, and create and maintain folder templates. They are also responsible for selecting the Project Administrator for each project. Project Administrator has limited administrative rights and responsibilities on one or more projects in the ProjectWebFM site. They can add or remove groups and users from the properties that they manage, audit activity, as well as create or delete documents or folders from their complete property tree. Authors can upload, delete and modify documents to designated upload folders and have limited project administration rights. Users can download and view documents, and participate in user discussion forums within properties they have access to. ProjectWebFM Security Users must log onto ProjectWebFM each time they want to gain access to documents. A new user is required to be registered by an Administrator as a new member, provide a detailed profile, and be allowed access to one or more properties. When configuring the site, the Administrator creates security groups to define different companies, divisions, departments, or any other type of user groupings. These defined groups assist with the administration and management of the ProjectWebFM security system. Once a group has been defined, users can be associated with the appropriate group. Users can then be granted access to properties on an individual or group-by-group basis. However, defining access by user groups helps to simplify and quicken the security configuration of properties throughout the site. 5

7 New Users New users must request access to ProjectWebFM through a Client Representative, or be invited to the property once they register with the Site Administrator. Site Administrators create new user profiles on ProjectWebFM using a predefined e-form. Once registered, users are informed of their Username and Password. Once they have been associated to a property, a notification is provided by an automatically generated . Logging In When the user logs into ProjectWebFM they can only access the property folders that they have been granted access to. Each user can have differing levels of access rights to folders based on their needs and responsibilities. As such, a single user can fulfill many roles as a Project Administrator, Author and/or User on different projects. ProjectWebFM Log in Screen Users can have their login and password automatically ed to them by selecting the Request link. They can also view help for browser configuration requirements by clicking on the Technical Information & Troubleshooting link. Users can also request advanced help by clicking on the support address. 6

8 Project Switchboard Upon logging into the ProjectWebFM the user will first view the ProjectWebFM Switchboard. The Switchboard displays the properties that the user has access to, and all the recent activities of each of those properties. This information allows the user to quickly update themselves on all the recent property activities, as well as any issues that require their immediate attention. Project Switchboard To navigate directly to the newly updated documents in ProjectWebFM, the user simply selects the listed folder under the New Documents section, and they will be taken to the updated folder. The User can then sort the documents by last modified date or last upload date to view the most recent documents. 7

9 Web Interface Upon entering the ProjectWebFM portal a user is able to view the properties list that they have permission to access, and an empty document pane on the right side of the screen. Documents will only be displayed once the user has selected a property folder. ProjectWebFM Main View 8

10 Property Folder Display The Properties list displays all properties that the user has been granted access to. Users can simply expand subfolders to gain access to the documents that they seek. If needed, the ProjectWebFM Site Administrator and Project Administrator can customize the subfolder access rights to further restrict a user s access rights to folders and the documents listed inside of them. If a user has no rights to a folder, then the folder will not appear. If a user has rights to specific subfolders, then only the direct folder path will appear to that subfolder, with the higher level folders appearing to contain no documents. If a folder is no longer active, appears on the left of the folder s nam e. An archived project folder is a complete project that is a no longer active. No one other then a Site Administrator has access to an archived project folder. A user has to request a Site Administrator to archive a property that is no longer being updated. Once the folder is archived it can be removed from ProjectWebFM. There are two icons at the top of the projects list that are user project tools. The Go button allows user to go directly to a specified folder, for quick navigation. The Refresh button completely refreshes the website. 9

11 Navigation Tools The navigation tools enable users to return to the Switchboard, access the Help guide, update their profiles, view Team Mem ber s contact information or Logoff. Navigation Toolbar Switchboard returns the user to the Switchboard where all available properties and assigned tasks are listed for the user. Help assists any new users with the usage of the productivity toolset. Update Profile allows users to make changes to their profile. Team Members provides a list of all the users of the currently selected property folder. This allows users to easily access contact information and team membership through the web interface and assists in communication and coordination. Logoff closes the session and removes the security access for the current web session. Users are not able to use the Internet Explorer Back button to re-enter the site. Current Path The current path allows users to reference their location within the property folder hierarchy. They can easily navigate within the path hierarchy by clicking on the appropriate folder. 10

12 Document Tools The Document Tools enable users to control the document interface and perform actions on the system. The All Files icon displays all documents that are contained in the current folder. This is the default view when a user logs into ProjectWebFM and selects a property folder. The Selected Files icon allows users to filter a list of documents. Only documents that have been selected by clicking on the Select checkboxes will be displayed. The Filter icon allows users to design their own custom filter for manual document searching. This custom filter will allow users to manually search for documents that match the outlined criteria in the Filter form. The Download icon prompts the system to transfer the selected documents to the user s workstation or network location. The documents and their references files (if requested) will be compressed into a zip file for faster transfer and storage. The Refresh icon prompts the system to return to the All Files document listing of the current folder, even if the user is currently in another view. The Forum icon allows users to see the posted communications for the property. All users who have access to the property tree will be able to interact with and post messages to this forum. The Search icon enables users to search for documents. The documents that meet the search criteria are displayed in the resulting document list. The Print icon sends the current view or document list to the user s default printer. 11

13 Document Pane The Document Pane area displays the file list for the currently selected property folder and shows the file meta-data such as the document description, revision number, revision date and the file size. All the documents within the folder are displayed in alphabetical order with a convenient scroll bar to navigate large document lists. The documents can be resorted by clicking on any header title. The View File header enables users to view documents from within the web browser window. Clicking on the icon triggers a web plug-in for the associated viewing application, determined by a user s workstation default Microsoft Windows document association. Document Pane Area The Select 1 1+ checkboxes allow the user to select the document by itself (1 ) or the document and its associated reference files (1+). If the user checks the 1+ box then the interface will expand to display the docum ent s reference files. Once either of the select boxes is chosen for one or more documents, the user may then download them as per the Document Tools. Right clicking anywhere in the Document Pane initiates a pop-up menu that gives a user the option to Refresh the document view. This serves the same purpose as the document Refresh icon described under Document Tools. 12

14 Section 2: User Tools Section 2 will review specific tools and lessons for the User class in more detail. Users are allowed to download and view documents, post comments in the forum, and use the standard productivity and search tools. Generally, people who access ProjectWebFM will have standard User rights to at least a limited selection of folders. These users have all of the standard read-only tools and access rights. All other Team Member user types (Authors, Project Administrators and Site Administrators) will also have access to the same toolset. The advantage of being a read-only user is that there are a wide range of tools available and the easy-to-use interface requires very little or no training. This section provides an overview of the following tools: Viewing Documents Downloading Documents Downloading Documents and CAD Reference files Viewing Meta-Data Printing Document Lists Searching for Documents Filtering Documents Updating User Profile Participating in the Discussion Forum 13

15 Viewing Documents Users can view documents directly online using the view function of ProjectWebFM. By opening up a property folder users can view the documents contained within the folder. The user then clicks on the view button associated with the document. This triggers the view document tool, launching the docum ent within the host application on the user s workstation. A workstation generated view of the document takes a copy of the document and sends it to the user s workstation. The workstation then launches the default application to host the document for viewing. The default application is determ ined by the user s Windows Operating System file association table. The user is then able to view the document within the default application and save it to their local workstation. The viewing tool only permits viewing of a single document, not the document and its reference files. 14

16 Downloading Documents Users are able to download any number of documents to their workstation by selecting the check-boxes of documents under the Select 1 column and selecting the Download button. ProjectWebFM takes all the selected documents, packages them in a Zip file and allows the user to save it to their workstation or network directory. Select Download Type Users have the option to download the file(s) in single or multiple Zip files. These Zip files are then available for download, by clicking on the Zip file hyperlink shown below. File Download Screen The Zip files are stored on the site for 24 hours after the document download request. This allows user to come back to the site if they experience a slow Internet connection or the file transfer timed out during download. At the top of the document list the user can click on the Show Zips header to display the stored Zip files for (re)download. Once downloaded, a user then selects the Remove button to delete the Zip file off the site. 15

17 Downloading Documents and CAD Reference Files Similar to downloading single documents, user can also download documents and their associated CAD or Microsoft Office OLE reference files. With this option, a user simply selects the documents by checking the Select 1+ column and clicking the Download icon. ProjectWebFM takes all the selected documents and their reference documents, packages them in a Zip file and allows the user to save them to their workstation or network directory. As illustrated, the files 46cover.dgn, 46det01.dgn and its reference file m todbr.dgn would be downloaded into a zip file. Users should check the automatically generated manifest in the Zip file to ensure all the reference files have been uploaded to the ProjectWebFM site. If the reference files have not been uploaded to the site they will not be available for download, and the manifest will inform them of this error. Note: The referencing function can be enhanced through the Reference Path feature defined in Section 3. The reference path allows the system to search for reference files in the folders defined for each project. 16

18 Viewing Meta-Data By clicking on the file under the File Name column, users are able to drill down into the documents extended meta-data fields. Meta-data is the extended document property or project information that is associated with each document. This provides descriptive information, allowing for better coordination and collaboration between team members. Users can also drill down further to view the project s m eta-data fields by clicking on the Project hyperlink. File Meta-Data Screen The Document Description, Revision, Size and Modified Last fields in the document list are important meta-data fields that provide information to user. The Document Description field captures the title block information of a document. The Revision field shows the current revision of the document being posted. The Modified Last field shows the last time a user modified the document. Printing Document Lists Users are able to print out a document list of all the documents and their primary meta-data fields by clicking on the Print icon. This prints a list of the documents in the currently selected folder. 17

19 Searching for Documents Users can use a keyword Search to locate specific documents within a folder, folder tree, or across the entire site. Users can search under a number of different criteria as shown in figure below. Search Options Screen 18

20 Optional Map Search Feature An optional Map Search feature is available to enhance the search capabilities in ProjectWebFM. Map Search allows finding documents based on the building area and document discipline by using visual search interface. The Map Search screen is selected by clicking the Map Search icon located above the Project Folder Display area. This optional Map Search icon can be added to a specific project to allow users to perform interactive searches. 19

21 To initiate the keyplan search users select the discipline(s) by clicking the checkboxes on the left of the discipline categories for the documents they would like returned. Users may select one or multiple disciplines at a time by checking the appropriate boxes or select all available disciplines by checking the Select All checkbox. Once one or more disciplines are selected the part of the building where the documents are located is picked. Each area on the map gets highlighted when the mouse hovers over it; to select the area and start the search the user clicks on it. Users are able to select only one map area at a time. After the search has been executed the users are automatically taken back to the ProjectWebFM page where the document pane displays all the documents that meet the search criteria. Clicking the Site button on the map takes users back to the ProjectWebFM site without performing a search. Filtering Documents Using the Filter command, user can display only documents matching a set of criteria. Therefore, the user can outline display parameters for documents, and manually search through folders for documents that match the display criteria. Only documents that match the criteria are displayed. Filter Criteria Display The document searching and filter functions both support wildcard inputs for specifying docum ents. Users can place a * at the end of an input field search field string. The wildcard applies a search or filter to look for corresponding documents to the field entry / entries that match the parameters. For example, searching for documents with the File Nam e of ab* will return all docum ents that start with the characters ab ). 20

22 Customizing the Switchboard Users can customize the Switchboard by saving favourite properties and contacts to the list of favourite items in the switchboard to make them more easily accessible. Users can store frequently accessed property folders in a list of Favourite Folders for quick access later - without having to navigate through the folder system in ProjectWebFM. By right-clicking on a project folder and clicking on the Mark as Favourite, users can add the selected project folder to the Favourite Folders list. The message Folder Added is displayed after clicking on Mark as Favourite and the property is added to the list. User can view the marked folder in the Favourite Folders list by clicking on the Switchboard and clicking on that project folder to navigate to it. Property folders can also be removed from the Favourite Folders in the Switchboard by right-clicking on the folder and clicking on the Remove from Favourites. A Folder Removed message is displayed and the folder is removed from the Favourite Folders list. Similar to adding folders to the Favourite Folders, users can mark property team members as favourite contacts for the currently selected property folder. This enables users to compose messages to their favourite contacts quickly and easily. To add Team Members to the Contact List users must first select a property and click on Team Members on the Navigation Toolbar to display the list of team members of the currently selected project. Rightclicking on the star (*) sign next to the Team Mem ber s nam e and clicking on the Add to Favourites List adds the selected member to the Contact List. After the Add to Favourites is clicked the message Contact Added is displayed and the star sign beside the team m em ber s nam e becom es black to signify that the member is in the list. A user can view the added contact s nam e in the Contact List under the selected project in the Switchboard. To send this contact an the user just needs to click on the contact s nam e link and the untitled m essage window will be displayed with the contact s nam e in the To box. 21

23 A user can remove a contact from the Contacts List of the selected property by right-clicking on the star (*) sign next to the selected name and clicking on the Remove from Favourites List. The Contact Removed message is displayed and the star sign will become greyed out to indicate that the team member is not in the Contact List of the selected property. User Profile Updating Users can update their own Profile information if their contact information is incorrect or missing. This is found under the Update Profile section in the Navigation Tools. This allows user to pass useful contact information to other team members for closer project coordination. Updating the default notification status is also facilitated here. Discussion Forum Each property has its own Discussion Forum. The Forum is an open discussion area where users can post and read messages relating to their project. Posting is permitted for all users on the system, and posts are sorted by date. The message content is displayed by clicking on the discussion thread. Users can create their own threads, comment to specific posted messages or contribute comments to the general discussion thread. To enter the Discussion Forum the user first selects a property that they want to comment in, and then presses the Forum icon. This takes them to the Discussion Forum, displaying the major discussions. The user can open any of the major discussions and either enter in a new thread or comment on an existing thread. 22

24 Section 3: Author Tools Section 3 will review specific Author tools in more detail. Authors have access to all the standard user productivity and search tools (as detailed in Section 2), as well as the ability to upload or delete documents to specified folders. Authors also have some limited administrative capability to create sub-folders where needed. These sub-folders can be created to support reference files and other file structures. Upload and Delete Document Tools The Upload and Delete document tools are automatically displayed to the left of the Document Tools in the main Document Pane for any Author. Authors have special access rights and administrative capabilities on either the whole property or on specific subfolders. For example, if a user is an Author on a property folder the Upload and Delete tools will be visible. If the same user is a user on another property folder, then the Upload and Delete tools will not be available. The Upload documents icon allows the Author to upload documents to the selected property folder. The Delete Doc icon allows the Author to delete documents from the selected property folder. 23

25 Uploading Documents The upload process consists of several steps: uploading files to ProjectWebFM, registering the files metadata and sending an notification. To upload documents Authors select the property folder to upload the documents to and click the Upload button. After the Upload tool initiation the Classic and IE7 (ActiveX) buttons appear allowing Authors to select the appropriate upload method depending on their Internet Explorer browser version. When the Internet Explorer versions are used both Classic and IE7 (ActiveX) options can be selected. The IE7 (ActiveX) button is clicked when the ProjectWebFM upload page is opened in an Internet Explorer 7 browser. Upload Method in Microsoft Internet Explorer 6 Clicking the Classic button displays the upload screen shown below: File Upload Screen The site can be configured to restrict uploads so that files with specific extensions cannot be uploaded. If Authors need to upload executable or otherwise restricted documents, they can save it in a Zip file, upload it to the site and uncheck the unzip ZIPPED files option. This saves the document in its encapsulated zip file format. When checking the unzip ZIPPED files option on document upload, all the documents will be unzipped. Note: When creating a Zip file, ensure that the local full path to the file is not saved. ProjectWebFM cannot replicate the folder structure on the website and the file will be rejected. 24

26 Files can then be cut and pasted or dragged and dropped from any location on a local workstation or network into the white upload area as illustrated below. Note: Windows 2000 operating system and earlier does not support the drag and drop function into the upload screen, so Authors must cut and paste files into the upload box. To continue uploading the files the Author clicks the Submit button. The Author clicks YES in the upload confirmation message. 25

27 In the next step the Author registers associated descriptive meta-data to the documents: Description, Revision, Revision Date and Issued for. Note: If the Description field is left blank the description of the file will default to the file name. To complete the final upload step the Author clicks the Finish button. After the upload is complete the Author has the ability to send notifications to team members. Refer to the Notifying Team Members section for information about sending an notification. Upload Method in Microsoft Internet Explorer 7 To upload files in an Internet Explorer 7 browser the IE7 (ActiveX) button should be clicked. Selecting this button will install the Active X component on the user workstation and open the document selection screen. Note: To use the ActiveX upload component, Microsoft Internet Explorer browser settings have to be configured. Click the Click here for Help link in step 1 of the upload process for detailed information about configuring the browser. 26

28 The site can be configured to restrict uploads so that files with specific extensions cannot be uploaded. If Authors need to upload executable or otherwise restricted documents, they can save it in a Zip file, upload it to the site and uncheck the unzip ZIPPED files option. This saves the document in its encapsulated zip file format. When checking the unzip ZIPPED files option on document upload, all the documents will be unzipped. Note: When creating a Zip file, ensure that the local full path to the file is not saved. ProjectWebFM cannot replicate the folder structure on the website and the file will be rejected. The Author first selects the required files from appropriate folders and moves them from the Files list box to the Files to upload list box by clicking the right arrow button. To continue the upload process the Author clicks the Upload selected files button. See figure on the next page. The Author then clicks OK in the Upload Results confirmation message. The Submit button in the file selection screen becomes enabled and the Author has to click Submit to continue the upload. 27

29 The application prompt window displays asking the author for the upload confirmation. The Author clicks YES to finish the upload or NO to cancel it. After clicking YES in the message above the Author registers associated descriptive meta-data to the documents: Description, Revision, Revision Date and Issued for. Note: If the Description field is left blank the description of the file will default to the file name. To complete the final step the Author clicks the Finish button. Once the files are uploaded the Author has the ability to send notifications to team members. Refer to the next section, Notifying Team Members, for information about sending an notification. 28

30 Notifying Team Members When new files are uploaded to ProjectWebFM using either the Classic or IE7 (ActiveX) method the Report screen appears allowing the Author to inform team members by of the update and posting. Notifying Team Members of newly registered or updated documents occurs by simply clicking the button. The Author is prompted to select or deselect team members from the notification list by checking and unchecking the boxes on the left of the team member s nam es.an notification message can also be typed. File Update & E -mail Notification Clicking the Selected Users button finishes the notification process and displays verification and confirmation messages. 29

31 Note: The Author can also notify team members about an update after files have already been uploaded to ProjectWebFM. The Author selects the required file by checking the 1 or 1+ checkbox in the Select column and right-clicks on the file. Selecting the Notify option from the right-click pop-up menu brings up the Mass er screen that allows the Author selecting team members for notification: 30

32 Deleting Documents By checking the check boxes under the 1 or 1 + column and selecting the Delete Document icon, Authors can delete documents within their authorized property project folder. Note: Selecting 1 + will not delete reference files associated with the master file being deleted. Cutting and Pasting Documents To help facilitate the faster movement of documents within the ProjectWebFM site, the Cut, Copy and Paste pop-up options are available within the Document Pane. Authors can select documents by selecting either t he 1 or 1+ Right Click Document Tools checkbox, and then simply right-clicking anywhere within the document pane. This will trigger a pop-up menu enabling Authors to Cut or Copy the selected documents to another folder. This function also retains the meta-data information of those documents when pasted to the new directory. Updating Documents Authors can update the meta-data of registered documents by clicking the File Name link of a specific document. This allows the Author to drill-down into the documents meta-data fields, and open the fields for new data association. Once the meta-data has been assigned to the fields, the Author simply clicks the Update button to save the changes. This updated information is now available for all users on the site. 31

33 Properties Update Screen 32

34 Folder Security Users may have different rights in different properties or within sub-folders of a folder tree. When a user has Author access to folders, ProjectWebFM displays new control Icons to the left of the main Document Tools. These tools allow Authors to upload or delete documents from the property folder. Authors also have the administrative power to not only configure and design a folder structure, but to also configure the security system and access rights. When granting permission to property project folders using the Add or Modify Folder option, the Author adds groups and their members to be either User or Authors of the folder. They can also propagate these permissions and access rights down to all the subfolders for easy project administration. Folder Tools The Add, Modify and Delete Folder tools are automatically displayed above the folder list for any Author. These users have special access rights and administrative capabilities on specific property folders. For example: if a Team Member is an Author on a property project folder the Add, Modify and Delete Folder tools will be visible. If the same Team Member is a User on another property project folder, then the Add, Modify and Delete Folder tools will not be available. The Add Folder icon allows the Author to create new sub folders beneath the currently selected folder. The Modify Folder icon allows the Author to configure the currently selected property folder. The Delete Folder icon allows the Author to delete the currently selected property folder. 33

35 Adding New Folders The Add Folder icon prompts for the Folder Name, Description, and User Access Rights. These are the basic tools to create new folders on the system. Folder Security Access Screen The User Access Rights membership of available users is automatically inherited from the parent folder. Therefore, access rights must be modified by the Author or higher level user if a change is required. When creating sub-folders, the Authors can assign access rights to users who have been granted access to the property. Only groups and users that have been assigned to the property branch (root level folder) by the Site Administrator will be available to be assigned access. Note: if the Author feels that additional groups or users should be enabled for their project, they must contact either the Project Administrator to add any existing users or groups, or the Site Administrator to create a new group or user that is then associated to the project. The Author will then be able to assign these users or groups to their property folder or sub-folders. The Author enables their access by selecting the Add/Edit button of either the user or Author section, selecting the group to be added and then either selecting all the group members or individual users. The rights of these users can easily be propagated to all further sub-folders in the property by clicking on the Propagate Access Rights To ALL Subfolders checkbox. Alternatively, user or groups can be assigned access only to a specified project or a project sub-folder, by setting the access rights of these folders without propagating the access rights. 34

36 Modifying Folders Similar to adding a new folder to the folder tree, the Author can configure the folder security and other settings of folders or sub-folders at any time. In most cases if there has been a new group added to a property by the Project or Site Administrator, the Author will need to assign them access to a project folder. If, however, a new user is added to a group that already has access to folders, the user will automatically be assigned the same access rights as that group. Deleting Folders Authors delete folders by selecting the folder and clicking on the Delete icon. This will delete the currently selected folder from the site. To delete a folder all sub-folders and documents under the selected one must first be removed. Reference Paths Reference Paths is a tool that defines alternate reference file paths into the ProjectWebFM file system. In essence, ProjectWebFM will first look in the current directory for any reference files, and if not found will check the secondary locations outlined in the Reference Paths field. This function supports reference file calls from AutoCAD, MicroStation, Solidworks, and certain types of reference file calls from Microsoft Office documents. Specifying a Reference Path To enable this referencing capability, an Author clicks on the Add/Edit button and selects the appropriate root-level folder. If the required folder is a sub folder of the root, the Author continues to step through the sub folders under the required folder is selected. Reference Path Linking This is generally used for any kind of reference files that are stored in 35

37 different folder branches. Normally the master file would not find the reference files stored in a different folder structure as the Master files are set up to search a fixed path. As the fixed path is different on the ProjectWebFM site the reference location would not be supported. However, with Reference Path the Author can prompt the system to search for the reference files in the selected locations. 36

38 Section 4: Project Administrator Tools Project Administrators have administrative capabilities for projects that they manage. The administrator rights enable Project Administrators to assign User and Author access rights to users on selected root projects or subfolders. Project Administrators also have access to all the standard user productivity and search tools, upload functions and subfolder privileges of Authors. Project Administrators can access the Project Navigation Tools Project Admin Button Administrator section using the Project Admin link located in the Navigation Tools. The Project Admin link will only appear for properties that the user has Project Administrator access to or if they are Site Administrators. Creating Project Team To compile a project team, the Project Administrator first selects the property and clicks on the Project Admin link. Selecting a group from the left hand pane and individual users from the right hand pane and pressing the Save Project Admin User Assignment button adds these users to the selected project team. After the changes have been saved successfully the indicator next to the group name becomes green to signify that at least one member has been added to the group. To remove the user from the project team, uncheck the selected checkbox and save. Project Administrators can also notify a user of property access by ing the user their username and password. Checking the box under left of the corresponding user name will send the user the property notification message. on the Assigning Property Security Once new users or groups are assigned to a specified property, the Author, Project Administrator or Site Administrator can allow these groups and users to access the property folders using the Add or Edit Folders tools. The reason for this two-step security process is to ensure there is a division of responsibilities between the more common Author class while allowing a Project Administrator greater control over the entire security of the property. Project Administrators should usually allow access to users and groups by assigning these access rights at the root of the folder tree (the topmost 37

39 folder). This will allow the users to have their rights propagated through all the sub-folders, using the Propagate Access Rights To ALL Subfolders checkbox at the bottom of the Folder Security area. However, if the assigned users or groups are to only have access to a limited number of sub-folders, then the Project Administrator should only enable their rights for the specific sub folders. Important: If the Propagate Access Rights To ALL Subfolders is checked all the previously applied user settings will be automatically overwritten with the new user access settings. The Project Adm inistrator shouldn t propagate user rights to subfolders if the existing user permissions need to be saved. Project Admin Tools The Project Administrator also has some of the capabilities and tools of the Site Administrator for administering their properties. The reports icon provides a way of accessing activity and generating usage reports The Audit icon allows the Project Administrator to report on all property activity. By altering the report criteria several different audit reports are possible. The All allows the Project Administrator to send an message to all members of the property at once. The interface also permits the Administrator to select or deselect individual groups or users to include or exclude from the communication. Auditing Project Access To Audit a Property s activity the Project Adm in runs a structured query using the simple criteria of Project Name, Date Range, and specific username. This will generate a report of the activity based on the desired criteria. The report can be easily printed by clicking on the Print icon located in the Administrator Toolbar. Audit Trail Query Screen 38

40 Creating New Discussions Project Administrators and Site Administrators can both create new Discussions within the Discussion Forum. Discussions are the major forum headings for users on the site. Each Discussion can be dedicated to major topics or issues that are relevant to the current property. Users and Authors can only enter in new threads or respond to threads within each major discussion topic. Discussion Forum Moderating Discussions Due to the nature of Internet forum discussions, there is a need for Project Administrators or Site Administrators to occasionally remove, alter or stop discussion threads that are judged to be inappropriate for the site. Inappropriate threads can be anything from vulgar language, slanderous / libel comments, to competitive information or trade secrets. Typically, a moderator will step in to control comments where user responds in an inappropriate manner to another posting. Moderating discussions can also be used to move discussion threads to a more appropriate discussion forum topic. This is in order to centralize liketopics under the most appropriate discussion. To perform discussion moderation, the Project Administrator enters the Discussion Forum area and selects the Edit Discussions button. They are then able to change the discussion name, move the discussion threads, or delete the discussion. 39

41 Discussion Editing Tool Before deleting any discussions, useful threads should be moved to another discussion area. 40

42 Contact Us For more information on ProjectWebFM contact a service representative at: Sales Cion Corp. Robert Edwards Manager, Business Development 175 Bloor Street East North Tower, Suite 301 Toronto, ON M4W 3R8 Sales: sales@cion.com CION (2466) ext. 5 Direct: rob.edwards@cion.com Support Cion Corp. Scott Blunden 175 Bloor Street East North Tower, Suite 301 Toronto, ON M4W 3R8 Support: support@cion.com CION (2466) ext. 6 Direct: ext scott.blunden@cion.com 41