BC6.3 User Guide (Part 1)

Transcription

1 BC6.3 User Guide (Part 1) Document Management and Searching C Sellar 27 May 2015 Version 1 BC

2 BC6.3 User Guide (Part 1) Document Management and Searching Executive Summary This is the BC User Training guide (Part1 Document Management and Searching). The aim of this document is to explain the key features of Business Collaborator (BC) relating to document management. This includes navigating around BC, adding and editing documents and searching. Formal document issuing and responding to issues, including using Brava!, are described in Part 2 of this Guide. These guides do not cover project administration such as setting up projects, adding members or specifying access rights which is described in the Project Administrator Guide. This guide can be used in conjunction with a BC training course or as a handy reference document. Full details of BC functionality are available in the Online Help. By default, new users use the simpler, less functional Graphite (core) interface. They may change to using the fully functional Graphite (advanced) interface at any time. The key benefits of using BC include: Central store of project documents Documents stored under version control BC is web-based and so is accessible from any location, requiring only Internet access BC is secure each user has a username and password and may only access (or indeed see) the project workspaces to which they have been invited o Project-based metadata fields (or tags) make documents easy to find. Tagging documents with metadata values is straightforward. The metadata fields which apply to a project are those defined by the project requirements. Events are recorded as users perform actions such as reading or editing documents, adding folders or documents, editing metadata values or sending or responding to issues. These events provide a searchable audit history for the project over time. Issuing documents records their distribution to different recipients see Part 2 of this Guide. The issue captures who the document as sent to, which version of the document was distributed, the recipient s comments on the document or the approval status they assigned to it, if appropriate. Documents may be issued to those who do not have a BC account to retain a record of the document being sent to them and whether they read it. It is possible to limit who can send or receive issues of a particular type or issues sent for a specific reason in order to control workflow processes May 2015 Version 1 BC i

3 Contents 1 Getting Started Account details Welcome pages 1 2 Logging in Server address Logging in Logging out Changing your password 3 3 The BC Page Introduction Glossary of useful terms The left-hand panel My Tasks My Projects Navigation Main panel Location line Navigating efficiently The Server Summary tab The Project Summary tab Interacting with the Listing tab Listing individual objects Fast-track icons Actions making changes Increasing the vertical space for displaying objects in a Listing 17 4 Overview of structure Configuring the structure Folders vs. Collections Security model Project membership May 2015 Version 1 BC ii

4 4.3.2 Access Rights Privacy 21 5 Locating and reading documents Filtering in collections Reading documents Downloading documents 24 6 Adding documents General Drag and Drop Adding a single document Document renditions Document Name Guidance Document Description Guidance 30 7 Updating metadata Editing metadata type Introduction Editing the metadata type of an individual document Editing the metadata types of several documents Editing metadata Introduction Editing metadata 33 8 Editing documents Version control Editing a document The File Monitor icon Revising a document 37 9 Searching Introduction The top bar search May 2015 Version 1 BC iii

5 9.3 Search portlets The Common Searches tabs Advanced search Creating an advanced search Saving an advanced search Other actions Copy, cut and paste Deleting objects Event notification Other types of object Appendix 1 Client-side installations Installing client-side components Installing the Drag and Drop Uploader Installing the File Monitor (Edit) component The MS Outlook and MS Office add-ins Installing Brava! Installing the Brava! (Java) applet Installing the Brava!.NET viewer Appendix 2 Working without ActiveX Uploading a hierarchy of files and folders Modifying documents manually Lock the document Download the document Change the document Revise the document Update the metadata Unlock the document May 2015 Version 1 BC iv

6 1 Getting Started 1.1 Account details To log into a BC server, you need a username and password and the web address of your BC server. This information will usually be provided to you by an administrator of the BC server. A system-generated message containing these details may be sent to you as confirmation when your account is set up. After you have logged in, you should change your password to something only you know. You may change your password at any time by clicking on Settings Change Password in the top right-hand corner of any BC page Note If you forget your password, you may use the link on the login page to change it 1.2 Welcome pages The first time you log in, you will be taken through the Welcome pages. Any information you provide here may later be changed using Settings Edit Details in the top right-hand corner of any BC page. The contact information on this page is available to other users. Figure 1 A Welcome page Supply a name to be displayed for actions you perform Your username and address Optionally, change your password Click Next to progress 27 May 2015 Version 1 BC

7 2 Logging in 2.1 Server address Log into BC by typing the address of the BC server you are using into your web browser. This will take you to the server front page. Notes The server address is not usually of the form < Take a moment to add the server address to your Favorites or make this the Home page in your web browser so that you can find it again easily. 2.2 Logging in Go to the server front page and click the login button. This will take you to the login page where you should type in your username and password. This page times out after a short while for security reasons. If this happens, refresh the page (using the Try Again link provided) and re-enter your details. Figure 2 The login page Obtain new password Notes Both your username and password are case sensitive May 2015 Version 1 BC

8 how BC 6.3 User Guide (Part 1) Document Management and Searching You may log in using your address and password. (This must be a username associated with your username on the server.) There is a limit on the number of unsuccessful login attempts you can make before your account is locked. If your account is locked, it may be unlocked by a system administrator. 2.3 Logging out When you have finished using BC, you should always log out to maintain the security of the information in the system. To log out, click on the log out link in the top right-hand corner of the page. (NB Closing your browser window will not log you out.) If you are inactive for more than a set length of time, BC will automatically log you out. For this reason, you should always make sure that you save any information you are providing as you go along. (The default session expiry setting is 30 minutes.) Note If your session times out, you will be given the opportunity to log back into the same session. Doing so should prevent you from losing unsaved data. 2.4 Changing your password If your password was assigned to you, you should change it the first time you log in so that no-one else knows it. (Remember that any actions carried out by another user while logged on as you would be recorded as events against your name.) Setting an appropriate password is a very important step in using BC securely. 1 Click on the Settings link in the top right-hand corner of any BC page and then on Change Password 2 You will be asked for your current password. 3 Then choose a new password, adhering to the rules displayed on the page. 4 You will need to enter your new password twice to ensure you haven t mistyped it. 5 If your new password does not satisfy the rules that apply, e.g. a requirement to include a number or a mix of upper and lower case letters, it will not be accepted and you will need to choose a new one. You should keep your password secret. Make sure you note whether CAPS LOCK is on or not when setting your password. Notes To make your password more secure, it should o be at least 8 characters long o contain a mixture of letters (upper and lower case) and numbers o not be the same as your user name o not be a word that is in the dictionary On some BC servers, you will be forced to abide by some, or all of, these rules. The rules which apply are displayed on the Change Password page May 2015 Version 1 BC

9 3 The BC Page 3.1 Introduction BC pages have a standard layout. It is therefore important to understand what information can be found in different parts of the page. It is also useful to understand the associated terminology so that BC documentation, and the BC system itself, are as comprehensible as possible. This section describes the layout of standard pages and, in the following sub-section, provides a glossary of useful terms. 3.2 Glossary of useful terms In BC, a document is any electronic file which can be uploaded using Add Document e.g. Microsoft Word, Adobe PDF or AutoCAD DWG files. A workspace is a project area where information can be exchanged with other project members. It is an area which collects together all project-related information. For convenience, the information in a workspace is divided between folders and/ or collections. Folders are used to separate information into meaningful divisions just like the folders on your computer. Collections are like folders in that they contain documents (and issues). Instead of being subdivided as a folder might be into sub-folders, documents in collections are retrieved using the metadata labels associated with them. A collection would also be used where a folder structure was either not appropriate or not required. Metadata is a set of predefined document types and labels to make categorising and retrieving information easier. You may think of metadata as labels or tags associated with documents to make it easier to find them again later. Metadata includes attributes such as the name and description of a document and may also include project-defined labels such as Project Number, Discipline or Manager s Name. Metadata values may be specified as part of the process of adding a document see section 6.2 or 6.3 or changed on existing documents as described in section 7.2. Using metadata to find documents is described in section 3.4.5, section 5.1 and section Examples of document types might be Agenda, Drawing or Report. Members are the people who are working on a project and who have access to it. In BC, a project is defined as a workspace with an associated metadata schema, i.e. a workspace where project-defined categories for different document types, metadata labels etc. exist. Issuing is a method of formally directing a set of documents to a number of people for a particular purpose. For instance, a set of reports may be sent to two people for checking and to a third for information. Issuing documents and responding to these issues is described in Part 2 of this Guide. Rendition - a representation of a document in a different format. Renditions may be associated with documents that are stored in BC. 3.3 The left-hand panel The left-hand panel can display one of a number of views. The name of the view currently being displayed is shown in the heading at the top of the panel. To change the view, click on the name of an alternative view at the bottom of the panel. (Only one view may be open at once.) 27 May 2015 Version 1 BC

10 Figure 3 Controlling the left-hand panel The current view Choose a different view You can reduce the size of the left-hand panel, in order to display more information in the main panel by moving your mouse over the divider between the left-hand panel and the main panel. The cursor will change to display as and then you may drag the divider to make the left-hand panel the size you wish. (There is a minimum width for the lefthand panel beyond which you cannot drag the divider.) Alternatively, click on the left-pointing arrow on the divider to collapse the left-hand panel completely. Figure 4 Altering the size of the left-hand panel Drag to reduce the size of the left-hand panel Click to close the left-hand panel My Tasks This is a tally of all the issue-related tasks you have received, or sent out, which are still active. It is often referred to as your Global dashboard because it includes contributions from all the projects you are working on. Clicking on one of the numbers shown will search for all the relevant tasks as described in Part 2 of this guide May 2015 Version 1 BC

11 Figure 5 The My Tasks panel Column counting document tasks Column counting issue tasks Total number of outstanding document tasks to respond to Total number of active issue tasks sent out Number of tasks sent out which are ready for you to complete My Projects The My Projects panel contains a list of all the workspaces to which you have access. Project workspaces are grouped together under headings representing the Project Categories. Setting the Project Category is beyond the scope of this guide. It is covered in the Project Administrator Guide. Clicking on a heading displays the names of the workspaces in this category. Clicking on the workspace name takes you into the workspace and displays its contents in the main panel. Notes You will only see a heading if you are a member of at least one workspace in that category. Workspaces which do not have a schema associated with them or which have had no category assigned to them are displayed under the No Category heading. These headings do not represent locations where documents or folders may be added they are simply useful groupings of similar types of project May 2015 Version 1 BC

12 Figure 6 The My Projects panel Filter for projects and/ or categories Projects. Click on the name of a project to go into it. Project Categories. Click on the name of a project category to view the projects it contains Navigation To go into a workspace, click on its name in the My Projects panel. Remember that BC is a (sophisticated) website so you only need to single click on links to open them. Inside a workspace, the Navigation panel shows you the structure of the project workspace you are currently in and so you can use it to move between the folders inside a workspace. Click on the icon beside a folder s name to see the subfolders it contains. The Navigation panel also contains icons to take you to; Your waste bin where all the objects you have deleted are kept until you undelete or destroy them see section 10.2 Your bag where all the objects you have copied or cut are stored until you move them into a different location see section 10.1 Your Home the detailed listing of all the high level workspaces to which you have access May 2015 Version 1 BC

13 Figure 7 The Navigation panel The current location is highlighted Containers within the current location Navigate to your Home page, waste bin or bag. Use the More menu to navigate to special locations such as your Saved Searches area 3.4 Main panel Location line Beneath the row of menus, the Location line tells you where you are currently. (The Navigation panel see section also highlights your current location.) Figure 8 The Location line The current location View the Members page The current project The path to the current location from your Home 27 May 2015 Version 1 BC

14 Use it to: Identify the project you are in this is shown first after the icon. Recognise exactly what folder or collection you are inside Navigate back up the project hierarchy by clicking the down arrow to expand the full path and then clicking on the name of a location to go into it. Access the Members page by clicking on the icon beside any container the project hierarchy see section for more details Navigating efficiently You should avoid using the web browser s Back button as it does not provide the most efficient method of navigating when using BC. Instead: To move from inside one project to another, click on My Projects in the left-hand panel and then on the name of the project into which you wish to move. To navigate up the hierarchy, use the links in the Navigation panel (if visible) or the drop-down list in the Location line as described above. From special locations like Search Results pages or your waste bin or bag (see sections 10.2 and 10.1 respectively) click on the drop-down list in the Location line and click on the Back to link at the bottom to get back to your previous location. From a page where you are interacting with BC, e.g. Add Document or Edit Metadata, click the appropriate button to save your information and return to the previous page or corner of the page to return without saving any changes. in the bottom left-hand The Server Summary tab When you log in via the server front page (after the first time), you will be taken directly to the Server Summary tab see section The Server Summary tab includes a number of portlets containing useful information about the server as a whole. The information in several of the portlets is personalised for each user. The number, location and contents of the portlets will vary depending on the configuration of the BC server. These portlets may include: News database which can be used to display information of interest to all users My Recent Projects a list of the projects you have been working on recently click on a project s name to go directly into it My Global Day File a list of all the tasks received across the entire server in a number of pre-defined timeframes. (For more information on Day Files and My Tasks dashboards, see Part 2 of this Guide.) Click on the BC Six logo in the top left-hand corner of the page to return to the Server Summary tab at any point. Note The Global Day File is not displayed in the Graphite (core) interface May 2015 Version 1 BC

15 3.4.4 The Project Summary tab Going into a project will display the Project Summary tab by default. Figure 9 The Project Summary tab Every project workspace in BC has a Project Summary tab equivalent to the Server Summary tab but only containing portlets of relevance to the project, such as: Project Information by default this includes the project name, description and list of owners (users with additional rights). It may be customised to include a project photo or logo. Project Search search within the project using system-defined criteria such as created date or modified by [person]. This search may be customised to include project-defined metadata fields, e.g. Drawing Number or Manager s Name. Project Tasks a dashboard of your outstanding tasks both incoming and outgoing relating to the project. (For more information on Day Files and My Tasks dashboards, see Part 2 of this Guide.) Project Totals a count of all the documents and issues belonging to this project, grouped together by their types. (You will not necessarily have access to all of these documents and issues, e.g. if they are private.) To return to the Project Summary from anywhere within the project, click on the Project Summary tab May 2015 Version 1 BC

16 Note The Project Day File is not displayed in the Graphite (core) interface Interacting with the Listing tab The Listing tab displays the list of objects within the current location. It is also used to display the results of searches. Details of the presentation of listed objects are given in the following section. When you first log in, clicking on the Listing tab from the Server Summary tab will show a list of all the projects and folders in your Home all the high-level project workspaces and folders to which you have access. You will probably find it more convenient to navigate into a workspace using the links in My Projects in the left-hand panel Pagination The Listing tab is paginated - no more than 25 items are shown on any page. You may use the page controls (such as ) to move to other pages. Navigating between pages can be laborious. It is therefore more efficient to reduce the number of objects, ideally so that they fit on a single page. To do this, use the filter boxes beneath the column headings. Figure 10 The Page Control line Move between pages When listing was last updated Refresh listing Number of filtered objects out of the total in this location Shared / personal view Filtering You may filter the objects displayed in the Listing to reduce the number of items presented. This is done using the filter boxes below the heading for each column. Depending on the type of information being displayed, this may be a drop-down list, a type-in box, a date range etc. Filters are remembered between visits to the page see section May 2015 Version 1 BC

17 Figure 11 Filtering by metadata fields and (metadata) type Filtering by part of the name using a wildcard Click on a column heading to sort by this field Filtering by (metadata) type Currently applied filters are highlighted Event icons indicating actions carried out The more values you specify in these headings, the more you will narrow down the results because only objects matching all the criteria will be returned. If a icon appears beside a filter box when you start to type into it, the box is governed by BC s keyword language, the main rules of which are: Searches are for whole words by default. Therefore, if you wish to search for part of a word, you should use wildcards. * represents several letters whereas? represents a single letter, e.g. searching for train* would find train, trains, trainer, training etc. but searching for train? would only find train or trains. Objects will only be returned on filtering if they match all of the keywords specified. Figure 12 Filter options in a collection 27 May 2015 Version 1 BC

18 When you have specified your filtering criteria, click on Apply Filters (in a folder) or Apply Filters to Entire Collection. To clear all of the currently selected filters and list all of the objects in the current location click on Show All. (Clear Values clears all of the currently selected values so that you can specify new filter criteria but does not run a search.) Sort order The order in which objects are displayed on the page is also under your control click on a column heading to sort by this attribute. To reverse the sort order, click on the same heading again. To return to the default sort order, choose Reset to default from the drop-down list Shared/ personal column view By default you will see the Shared view of the container the same set of columns as other members of the location. This view may be altered by the project administrator. Alternatively, you may personalise your view to display the columns which are relevant to you by clicking on Personalise This will create a personal view which only you can see. To edit the view again, ensure you have Personal selected and then click View/ Change Columns. You may then filter the Listing using the additional metadata fields you have chosen to display Displaying metadata details If any paragraph metadata fields contain more than the permitted character limit (usually 150), the content will be truncated and (more ) displayed. Paragraph metadata fields may be configured to use Rich Text formatting. Nonstandard formatting is also not displayed in a Listing and (more ) displayed. Clicking on (more ) opens a small, secondary window displaying the full contents of the field IMPORTANT - Caching of filters The filters which you have applied are cached remembered by BC. When the page was last updated is displayed as a reminder. After a period of time (usually 2 hours) these filters will be reapplied to the container. If you return to the container before this time, you will see exactly the same view of the Listing as before and will not necessarily see objects which have been added recently. If you return to the container after this, you will see an updated view which may contain different objects but you will be taken to the same page. After a further time (usually 12 hours), all your filter caches will be cleared and you will need to re-apply your filters manually. This is equivalent to clicking Show All in all your containers. Filters which are currently applied (and displayed on the Listing page) are highlighted to draw your attention to them. Click Apply Filters (or Apply Filters to Entire Collection) to re-apply the filters you defined previously to the objects currently in this location. Alternatively, click Show All to clear the current filter settings, show all the objects in the current location and return to the first page. Notes Filtering only looks through the current location. It would not, for example, look through sub-folders May 2015 Version 1 BC

19 The threshold after which filters are automatically reapplied and the one for clearing filter caches completely are controlled by static server settings Listing individual objects For each object which is displayed on the Listing tab, the details below are typically shown. Note that different columns may be displayed. For example, specific project-defined metadata may be displayed to make it easier to filter for objects using this information. tick this box to select this object. Any action from the Selected menu, e.g. Copy, Cut or Delete, you then click on will be applied to the objects you have selected in the current location,, indicates a document s MIME type, e.g. MS Word or Adobe PDF or its BC object type, e.g. Folder or Collection action menu contains the actions you can currently apply to this object. The content of this menu depends on a number of factors see section <object name> click to go into this location if the object is a folder, collection or workspace, say. Click to download or read if the object is a document. If the object name is not clickable, you are not permitted to go into it/read it. [0.1], latest [0.4] beside documents, this indicates the document s version number. Bold text indicates the current, active version of the document. Grey text indicates a superseded version. A number of icons may indicate the document state o o o o o private but you are permitted to read the document private and you are not permitted to read the document. To gain access to the document, you will need to request that its privacy is changed or it is issued to you. the document is locked. This indicates that someone else is changing the document. You will still be able to read it (if you could before) but you will not be permitted to change it. This status is temporary, while the document is being changed. the document has invalid metadata. In almost all cases, this indicates that a required field has no value. It is likely that the actions available on the document will be restricted. the document has been issued. Click on the icon to see details of who received the issue and when it was sent. Type the metadata type applied to the object, e.g. Agenda, Drawing or Report Description a free text description associated with the document, usually supplied by the person who uploaded it, providing further details about it. Events - icons indicating what has happened to the document in the past. Full details of all the events which have occurred on this document are available from its More Info page. Creator the name of the user who originally uploaded the document. Click on this to see more details about this person. Modified the date on which the last significant alteration to the document took place, e.g. when it was renamed or revised May 2015 Version 1 BC

20 Notes Certain actions only appear on the action menu, e.g. Edit, some only appear on the Selected menu. e.g. Cut and others appear on both, e.g. Edit Metadata. Hovering over the icon for a document displays its size and file type, e.g. Microsoft Word Fast-track icons The function of the Drag and Drop icon is described in section 6.2. Dragging and dropping allows you to add many documents to BC at once. This icon will not display if you are not permitted to add documents in this location. The other Fast Track icons speed up carrying out some of the most common actions. By default, the other fast-track icons are: Add Document add a single document to the current location (see section 6.3) Add selected to Issue create an issue from the selected documents (see Part 2 of this Guide) Add new Issue add an issue to the current location (see Part 2 of this Guide) Cut remove objects from this location with a view to moving them somewhere else (see section 10.1) Copy copy objects (see section 10.1) Paste optionally paste objects if you have any selected in your bag (see section 10.1) Download download objects (see section 5.3) Delete delete objects from this location (see section 10.2) Notes The fast-track icons relating to issuing may be configured by the project administrator. If the fast-track icons to be displayed cannot be fitted on one line, a drop-down menu will appear at the far right-hand side of the fast-track bar May 2015 Version 1 BC

21 Figure 13 Listing showing menus and fast-track icons Select all icon Drag and Drop icon Selected menu action Fast track icons Selected documents and Selected menu action Actions making changes The most frequently used actions are discussed in later sections. The general principles are outlined here. Immediately above the location line is a set of menus - Add, View/ Change, Selected, User, Search and Help. The actions on the Add and View/ Change menus apply to your current location May 2015 Version 1 BC

22 Some actions, such as copying, deleting or issuing, are typically performed on several objects at once. These actions are available on the Selected menu. To indicate which items the action should be applied to, tick the checkbox beside their names. Any selected objects are clearly highlighted. Clicking the icon beside an object s name displays the actions currently available for you directly on this object. The specific actions available for you at any time depend on a number of factors, including: your access rights see section the local privacy settings see section where you are, e.g. you can only add documents or issues to a Collection see section 4.2 whether the action is possible, e.g. you can only Paste when there is at least one document selected in your bag see section 10.1 if the action is relevant to this type of object, e.g. issues and discussions cannot be edited using Edit if this version of the document has been superseded, the set of actions will be reduced see section 8.1 if the object has invalid metadata, this will often reduce the set of available actions see section 7.2 if the document has been issued, it is immutable and many actions will be prevented see Part 2 of this Guide. However, it may be possible to edit the values of certain metadata fields which have been defined to be mutable even after issuing. Also, some individuals may have been given additional rights to correct metadata values of documents even after they are issued see the Online Help. Some actions, such as Edit Metadata appear both on the Selected menu and on the menu for individual objects. Note To select all the objects in your current view, click on the icon in the line containing the column headings Type, Name etc. 3.5 Increasing the vertical space for displaying objects in a Listing The maximum number of objects which may be displayed on a page is 25. However, it is often not possible to see all of these objects at once on a page because not all of the BC page is used for listing objects. Controls are also displayed for interacting with BC. It is possible to increase the proportion of the screen which is used for listing objects by hiding specific parts of the page. Hide parts of the page by clicking on the icon towards the top of the page, directly beneath the banner containing the top search panel. Doing this will hide most of the high-level functionality in the Listing May 2015 Version 1 BC

23 4 Overview of structure 4.1 Configuring the structure A project workspace should contain all the information related to the project in the form of documents, issues, s etc. Structuring the information in a project is a complex process which should involve all of the relevant parties. UNIT4 can provide assistance with configuring project structures and specifying the associated metadata definitions. When setting a new project, the following factors should be considered: The variety and type of information to be stored. The levels of access required versus the confidentiality of the information. The familiarity of the project participants with BC or other methods of sharing project information. The structure of similar projects that the project participants may have worked on in the past. Document types and fields which would be useful for tagging and locating documents Workflow of project information and possible restrictions to who can send what types of issue 4.2 Folders vs. Collections Folders and collections may be used to subdivide projects. Folder Collection Sub-dividing Folders may have sub-folders which can make documents difficult to locate. A collection is a single entity. This means there is only one place to look for documents Appropriate for managing large numbers of documents Good Better Store other types of object Can store many kinds of BC object including documents, folders, discussions, web links, websites and relational databases. Can only store documents and issues. (Issues must be stored in a collection.) Metadata Metadata may be used in folders Using metadata is vital in collections Familiarity Very familiar Less so but applications are increasingly using metadata Choosing a location Especially difficult when a document should be in 2 folders, e.g. Engineering and Key Documentation. To avoid duplication, a web link may be used Tag a document with 2 or more metadata fields (e.g. Engineering and Key Documentation) so that it can be found when searching for either May 2015 Version 1 BC

24 between locations but this increases the maintenance requirement. Membership Members may be added directly to folders. Members may not be added directly to collections. Security Sub-folders may have different levels of access rights defined. Privacy may be used. Increased maintenance can be required if access rights are made too complex. Privacy is often used to restrict access for certain users often by company. Filtering Filter by headings only Filter by headings or Filter tab Document listing The Master document is displayed, containing the previous revisions of the document. Individual versions of a document are listed separately. Cut, Delete May only be applied to the Master document Should only be applied to the most recent version of the document Notes Use the icon in the left-hand Navigation panel to navigate quickly through a folder structure to find the appropriate folder. Then click on the folder name to display its details in the main panel. For technical reasons, the Creator and [Date] Modified columns can be used to filter the listing in a folder but not a collection. 4.3 Security model When a new project workspace has been created, the appropriate users are given access to it and their permissions are set. The mechanisms for adding members and setting permissions are beyond the scope of this document see the Project Administrator Guide Project membership The members of a project are those who have access to it. The Members page is displayed by clicking on the members icon beside a location s name in the drop-down list in the Location line see section It is possible to filter for specific users in a Members page by name, address etc. Members have access to the folder structure at the level they were added and downwards, subject to Access Rights or privacy Access Rights Setting Access Rights is beyond the scope of this document - see the Project Administrator Guide. Access Rights would usually be set by the Project Administrator. However, users may view the access rights which are currently applied May 2015 Version 1 BC

25 Every document, workspace etc. in BC has a More Info page containing useful information about the object including the access rights which apply to it. Click on More Info and then the Access Rights tab to see this page for an object. (Alternatively, the Access Rights for a container such as a folder or collection may be checked by clicking View/ Change More Info from inside the container.) The Access Rights Table on the More Info page is a grid of users names displayed against the available groups of actions. A yes in the row beside a user s name shows that the user is permitted to carry out the actions listed in that column. If a no is shown instead, the user will not be permitted to use the actions listed and will usually not see the actions on the relevant menu. Note Different rights may pertain in different locations and to different documents. Figure 14 The Access Details table 27 May 2015 Version 1 BC

26 4.3.3 Privacy Privacy restricts who may read a document (or issue). Privacy may be used in conjunction with Access Rights, i.e. Access Rights may be used to restrict specific actions and privacy may limit who can read a document. Privacy is often used to protect documents until they are ready to be circulated (by issuing them). When documents are added to BC their privacy settings are assigned automatically with values defined by the local settings. When privacy is not in use on a project, anyone who has access to the folder or collection where the document was added may read it, i.e. it is public. When privacy is in use on a project, there are 3 possible settings: Owners and Issued the only person who may read the document initially is the person who created it. Later, anyone to whom the document has been issued may also read it. (Alternatively, other users may be made owners of the document to gain access to it but this is less common.) Owners, Company and Issued initially, the document may be read by the person who created it and anyone in the company on whose behalf they are working. Subsequently, anyone to whom the document is issued will be able to read it. Note that each user has a primary company to them but may be seconded to a different company in a particular project. (This is probably the most common default setting for privacy.) Everyone privacy does not restrict who may read the document. You can recognise the privacy applied to a document from the icon displayed beside it: If a document is private and you do not have access to it, this is indicated by Where you are prevented from reading a document, the document s name is not a clickable link. If a document is private but you do have access to it, this is indicated by Clicking on the icon will provide more details of who else has access to the document. This icon is useful to remind you that not all project members automatically have access to this document. No icon is displayed beside documents where the privacy setting is Everyone. The privacy of a document (or issue) may be changed On the Edit Metadata page for a document (see section 7.2) by editing the value of the Privacy field By issuing the document to people who previously did not have access to it (see Part 2 of this Guide) By changing the privacy of the issue when defining its Distribution List (see Part 2 of this Guide) 27 May 2015 Version 1 BC

27 how BC 6.3 User Guide (Part 1) Document Management and Searching 5 Locating and reading documents 5.1 Filtering in collections The contents of a collection may be filtered using the filter boxes beneath the column headings as described in section In addition, collections have a Filter tab which may also be used to help locate items in the collection. (Filtering specifically for issues in a collection is described in Part 2 of this Guide.) The Filter tab: Provides a mechanism for filtering on all metadata fields pertaining to the objects in the collection, irrespective of which columns are displayed on the Listing tab. Controls settings, e.g. whether all versions or only the latest version of a document are displayed and whether documents with valid and/or invalid metadata are displayed. To find a document in a collection, click on the Filter tab. Use any combination of the options indicated below to identify the document(s) you are interested in: 1. Results Type make sure this is set to Document 2. Optionally, specify in the Keywords field, a word to search for. This search includes the name, description and all metadata fields. It is governed by the rules of the keyword language see section Document Type contains a list of all of the document types available in the collection. A number after the name of the document type shows how many documents of this type are in the collection. Optionally, select a document type. 4. Optionally, click to reveal any Document Metadata fields. It will only be possible to specify a value for those fields which apply to the document type you have already selected. Where a metadata field displays the icon beside it when you start to type into it, this field is controlled by the keyword language see section Issue Type leave this set to Any Type Issuing Criteria do not unfold this as it is seldom relevant for this kind of search. 7. To run your search, click Apply Filters. The search results are displayed on the Listing tab and may be spread over several pages. To clear your search and redisplay all the documents in the collection, click Show All. Notes All of the search criteria you specify must be matched by items returned in your search. The search criteria specified on the Filter tab are added to those supplied on the Listing tab. The Keywords box may be used to locate objects with keywords in different metadata fields including the Name and Description, e.g. one keyword may be part of a document s name and another may occur in one of the project-defined metadata fields. If the Results Type is set to Issue then issues will be displayed instead of documents. Filtering for issues is described in Part 2 of this Guide. The number of objects of the type Default Object type in this location is not shown after this type May 2015 Version 1 BC

28 You can control which versions of documents matching your search criteria are returned by selecting one of the options All display all versions Latest - the latest matching revision Current only non-superseded matching revisions see section 8.1 for more details about version control. Figure 15 The Filter tab in a collection Available document types indicating how many documents of each type are in the current location Choose which revisions of documents to display Click Apply Filters to Entire Collection to filter using the specified criteria Filter criteria type, keywords and/ or metadata values 5.2 Reading documents To read a document, click on its name. In order to read a document that is stored in BC, you usually need to download it and open it in the appropriate application, e.g. Microsoft Word for a Word document. You may be prompted to Open or Save depending on your local (web browser and computer) settings. Choose Open to display the document immediately. The application you have associated with this type of document on your local PC will open and you will be able to read the document. This is a good way to read a document, e.g. to check that you have just added the correct one or to print out the document. But it is not a good way to change a document. If you need to modify a document then you should use Edit - see section May 2015 Version 1 BC

29 how BC 6.3 User Guide (Part 1) Document Management and Searching If you do not have an appropriate application for viewing this kind of document, you will not be able to open it. For a variety of document types, e.g. drawings, MS Office, MS Project and Adobe PDF documents, the Brava! viewer is available for viewing the contents of files. If a document may be viewed using Brava!, the option View with Brava will be available for documents of this type (subject to other restrictions such as Access Rights). You may also be able to view and comment on documents using the Brava! viewer when they are issued to you see Part 2 of this Guide. Note You may not be permitted to read a document in a location to which you have access. Access Rights (see section 4.3.2) or Privacy (see section 4.3.3) may also prevent you from doing reading a document. 5.3 Downloading documents Occasionally, you may wish to save a document to your computer perhaps to read at a later date. Remember that the definitive version of the document is the one in BC, not the one on your PC. To save a document to your local computer, you should 1. Right click on the document's name and 2. Either, in Microsoft Internet Explorer, choose "Save Target As...", or 3. in Firefox, choose Save Link As 4. Choose a destination on your local computer where you want to save the document and Save it. Notes Reading or downloading a document does not remove it from the server. You may download several documents at once by selecting them and clicking Selected Download or by clicking on the download fast-track icon. (This action is subject to a size limit intended to prevent unrealistically large downloads from being attempted.) Even if you have downloaded a document previously, you should always obtain the up-to-date version from the server in case someone else has changed it in the meantime May 2015 Version 1 BC

30 6 Adding documents 6.1 General Uploading a document, by any mechanism, does not remove the original from your local computer. However the document in BC is now the definitive version as it is accessible to other project members. A document s MIME type indicates whether it is a Microsoft Word document, an AutoCAD DWG drawing etc. It specifies the icon to display beside the document. The MIME type of a document is usually set automatically when the document is uploaded. It may restrict which metadata types may be assigned to the document. For example, the project settings may state that only AutoCAD DWG and AutoCAD DWF files may be categorised as Drawings. Subsequently changing the MIME Type does not convert the file from, say, a Word document to an Excel document. It simply changes the icon associated with the file in BC and may affect which application on your local PC tries to open the document. When documents are added to BC, they will have a Name and Description by default. These will be visible to other participants in the project and so should be as detailed as possible. Most projects will also define additional metadata fields to make it easier to find documents. When documents are added to BC, you will usually be prompted to provide initial values for these metadata fields. These metadata values may be edited later, as described in section Drag and Drop Important Note A new Drag and Drop uploader is available with BC 6.1. All users will need to install this see section The quickest way to get documents into BC is using Drag and Drop. As the Drag and Drop uploader uses an ActiveX component installed on your PC, you will need to install this first. The installation of the Drag and Drop uploader is described in section Once it has been installed, it will be available permanently on your PC. Because BC compresses the files automatically as they are uploaded, Drag and Drop is a very efficient method for adding documents. As well as categorising the document, the document type defines the applicable metadata fields. Until values have been supplied for the required metadata fields, the document s metadata will be invalid, indicated by. The actions which are possible on an object with invalid metadata are usually restricted. You should therefore specify the metadata type and provide metadata values for a document when adding one or do so immediately afterwards. Changing the metadata type and metadata values associated with an existing document are described in Section May 2015 Version 1 BC

31 how BC 6.3 User Guide (Part 1) Document Management and Searching Go to the location in BC where you want to add the documents check your Current Location is correct 1 Find the documents you want to upload using Windows Explorer and select them you can even select folders. 2 Drag them over the icon, holding the mouse down until the cursor becomes a sign then let go. 3 Depending on the configuration of the folder or collection where you are adding the documents, there may be options. The most common ones are: a b c Add More Files. Clicking OK allows you to select further documents to add to the set to be uploaded. When you are ready to upload, choose one of the other options. Just Upload. Clicking OK adds the files to the current location, with the default metadata type for this location assigned to them. Upload and Process. Clicking OK adds the files to the current location and then takes you directly to specify the appropriate metadata types for them see section A dialog box will be displayed indicating the progress of the upload. The time to upload the documents will depend on how many files you have selected and how big they are. (The number of documents you can upload simultaneously in this way will be limited by their size and by your Internet connection.) 5 When the upload has completed, the page will refresh. (The newly added documents will be displayed subject to the filters you have applied, the sort order of the objects in the Listing etc.) 6 The possible metadata types for a newly created document depends on the workspace configuration. If you have not already done so, you should now specify the metadata types of these documents see section 7.1. You may need to click on Show All and/ or reorder the current page to see the documents you have just added, depending on the option you chose at Step 3 above see section Notes There is a limit, usually 200Mb, on the size of documents which can be uploaded at once when using the Drag and Drop uploader. Dragging and dropping a document into a location containing a document with the same name and MIME type (e.g. MS Word 2007) will prompt you to revise the document see section May 2015 Version 1 BC

32 Figure 16 Dragging and Dropping Drag and Drop icon Location where files are to be uploaded Local file(s) to be uploaded 6.3 Adding a single document There is an alternative method for adding individual documents to BC. (This method would be useful if, for instance, you have been unable to install the Drag and Drop uploader or you are using Firefox.) 27 May 2015 Version 1 BC

33 how BC 6.3 User Guide (Part 1) Document Management and Searching Move into the location where you wish to add a document and click on Add Document. The resulting form prompts you for details about the document to be uploaded. 1 Essential - Click on the Browse button next to the Send local file box and select the document you wish to add. 2 Alternatively create a document from a template see section of the Online Help. 3 Optional upload associated renditions documents see section of the Online Help 4 (You should not need to specify a MIME type this should be set automatically from your browser.) 5 Optional Supply a different name for the document in BC if the local file name is not going to be clear to other users. If you choose to rename the document, make sure that you retain the document s suffix, e.g..doc or.xls. 6 Essential Click on Upload Document The page will refresh to show the Edit Type page where you should choose the most appropriate metadata type for your document see section 7.1. Figure 17 Adding a single document Document is being added to this location Optionally choose a document from your local network. Optionally, upload document renditions at the same time as the primary document. Confirm upload Optionally, choose a different name for the document from its name on the local network If a local document was not chosen, create a document from an existing template May 2015 Version 1 BC

34 Notes The MIME-type option on the Document Upload page rarely needs to be used. It should only be used if you are uploading a document where you do not have the appropriate application installed to open that type of document on your local PC. Otherwise, the MIME Type will invariably be set automatically. It is only possible to add one document at a time to BC using this method. Documents are not zipped during upload when this method of adding a document is used. BC does not impose a limit on the size of document which may be uploaded using this method. Adding a document using Add Document into a location containing a document with the same name and MIME type (e.g. MS Word 2007) will automatically revise the document (if permitted) see section 8.4 without prompting you. Using document templates is described in the Online Help. 6.4 Document renditions Renditions are designed to hold the same information as the primary document but in alternative file formats. Up to 10 renditions may be associated with any document. Renditions associated with a document are indicated by the icon in the status column beside the document. Further details of renditions are available in section 8.6 of the Online Help. 6.5 Document Name Guidance You should give documents names and descriptions that will make sense to other users and inform them of the content and purpose of the document. The name given to a document is, by default, the name it had on the local computer of the user who uploaded it. The document may be renamed when it is uploaded or at a later date by entering more descriptive text for its name. A more descriptive name helps other users to understand the document s nature and usage. The more detailed the information that is included in the document s name and other metadata fields, the more likely it is that other users will be able to find the document by searching (see section 5.1 or section 9). More information about the document may also be provided in the document s description see section 6.6. Some projects may define project naming conventions. These may simply be procedures which are published and should be adhered to by project participants or may be enforced by customisations of the behaviour of BC to ensure that document names adhere to certain patterns. Notes Important - Make sure that the document name includes the appropriate document suffix - doc, xls, gif etc. The extension will help Microsoft Windows handle the documents effectively. BC does not impose naming conventions but, by default, these guidelines will be helpful when documents are later downloaded: o o avoid spaces in document names - use underscore, '_', instead avoid "special" characters such as / & ' \ and " in names 27 May 2015 Version 1 BC

35 6.6 Document Description Guidance The document description provides further details to other project members about the purpose and contents of the document. For a Drawing the description may contain the Title block of the drawing. For a Report it might contain the sub-title or part of the executive summary. It will be used for finding documents and distinguishing similarly named documents in a Listing. The document description need not include any data or words that would needlessly repeat other metadata. Notes You should pay attention to spelling words correctly in the names and descriptions of documents as this will help yourself and other users to retrieve the documents later. The document Name and Description, along with other metadata fields, may be configured as Rich Text fields which support spell-checking on input May 2015 Version 1 BC

36 how BC 6.3 User Guide (Part 1) Document Management and Searching 7 Updating metadata 7.1 Editing metadata type Introduction Assigning metadata to documents when you add them to BC makes it easier to find them again later. As well as classifying a document, the metadata type defines the metadata labels which apply to it. The choices available to you depend on your current location and the metadata definitions which apply there. The metadata types of objects already in BC are shown in the Object Type column. The metadata type and associated metadata values of a document cannot be changed after the document has been issued or revised. (There may be exceptions to this rule to enable certain users to correct errors in metadata see the Online Help.) Finding documents of a given metadata type in a collection is described in section 5.1. Note In BC, documents, folders, collections, issues, discussions, web links and saved searches may all have metadata attached to them. In the following sections, the process for changing the metadata type or metadata values for documents is described and it is the same as for other objects Editing the metadata type of an individual document Immediately after adding a document using Add Document (as described in section 6.3) or using the Upload and Process option of Drag and Drop (see section 6.2) you will be taken to the Edit Type page. You can also change the type of an existing document by going to the same page. To change the metadata type of a single document: 1 Click Edit Type for the document. 2 On the resulting Edit Type page, select an option from the drop-down list. (For each type, the description of the type explains when it should be used.) 3 (Optionally) click on Save Type to save your choice you can return to specify the metadata values later. 4 More usually, click Save Type and Edit Metadata to save your choice then edit the document s metadata values immediately. If you click on Save Type, the listing will refresh to show the new metadata type beside the document. Clicking on Save Type and Edit Metadata will display the Edit Metadata page see section Note The document s current type is shown on the Edit Type page above the drop-down list Editing the metadata types of several documents You can Edit Type for several documents at once in BC. You might do this, for instance, if you had not specified the metadata type of the documents when they were initially uploaded May 2015 Version 1 BC

37 how BC 6.3 User Guide (Part 1) Document Management and Searching To change the metadata type of several documents: 1 Select the documents first by ticking the checkbox beside their names and click Selected Edit Type. 2 Or, optionally, select all the objects in your current view, by clicking on the icon in the line containing the column headings Type, Name etc. 3 On the resulting Edit Types page, select an option from the drop-down list for each document. 4 (Optionally) click on Save Types to save your changes. 5 More often, save your changes then edit the objects metadata values immediately by clicking on Save Types and Edit Metadata. If you click on the Save Types button, the listing will refresh to show the new metadata types beside the documents. Clicking on Save Types and Edit Metadata will display the Edit Metadata page see section Figure 18 Editing the types of several documents Select a type for each document from the available choices Optionally, copy the top selection to all the documents Optionally, copy the top selection to all the documents...more usually, save your changes and then progress to setting the metadata values Note To give all of the documents listed the same metadata type, select the type for the top document then click on the icon which will copy down this value to all of the documents below May 2015 Version 1 BC

38 how BC 6.3 User Guide (Part 1) Document Management and Searching Editing metadata Introduction Documents with different metadata types usually have different metadata fields associated with them. (A document s Name and Description see section 6.5 and section 6.6 are metadata fields.) Some of the metadata fields are likely to be required, i.e. mandatory. If no value is provided for such fields, the metadata is invalid. The icon indicates objects with invalid metadata. Only restricted actions will usually be possible on objects with invalid metadata. It may not even be permitted to read documents until they have valid metadata. Remember that metadata values can be used to find objects later see section 3.4.5, section 5.1 and section Editing metadata The Edit Metadata page may be accessed from the Edit Type page as described in the previous section. Alternatively, the metadata of documents which are already in BC may be changed directly. To edit the metadata of a single document: 1 Make sure that the document has the correct metadata type first see section Click Edit Metadata for the document 3 Metadata fields may take a variety of forms checkbox, text box, drop-down list, date picker etc. Enter the values you wish to apply from each of the metadata fields. Those metadata fields marked * are mandatory fields. 4 Click on Save Metadata to save the metadata values you have set. (Alternatively, you may Save Metadata and Issue to proceed directly to the issuing process.) The listing will only change if the relevant metadata field is displayed. The metadata of several documents may be edited by selecting all of the documents whose metadata is to be changed and then clicking on the Selected Edit Metadata action. The metadata values should then be provided on the resulting page as described above for a single document. Notes Required fields are indicated by a *. Not providing a value for a required field will result in the document having invalid metadata. Typically, invalid metadata limits the actions available on the document. To give all of the documents displayed the same metadata value for a particular metadata field, select the value in the field for the top document then click on the icon which will copy down this value to all of the documents below. Paragraph metadata fields may be configured to support Rich Text formatting. Various formatting tools will be available for such fields to format the text. Headings may be configured to divide the page into sections. On Edit Metadata pages for individual documents, static text and web links may also be included in the page. Such formatting is controlled by the person who configures which metadata fields are associated with each object type. To rename several documents, select them and edit their metadata simultaneously. The document name is editable on the Edit Metadata page May 2015 Version 1 BC

39 It is possible, but not necessary, to progress to issue documents from the Edit Metadata page. Figure 19 Editing the metadata of 2 documents Provide the metadata values for the documents Optionally, copy top value down to all documents of the same type Heading configured Save metadata and return to the location containing the documents, or......often, save metadata and progress to the issuing process Rich Text formatting on appropriately configured paragraph metadata fields 27 May 2015 Version 1 BC

40 8 Editing documents 8.1 Version control Version control ensures that previous versions of the document can be retrieved in addition to the latest version and that it is easy to distinguish between the most recent and superseded versions of documents. Documents are automatically stored under version control in BC so that they are not overwritten when they are modified - they are simply updated. Important features of version control include: The version number of each revision is shown after its name so that it may be easily recognised, e.g. [0.2]. The version number of the current version is shown in black text but for superseded versions is shown in grey. Depending on the project configuration, the format of the document version number may be different, e.g. A- 1, A-2, B-1, B-2 All of the document versions are listed independently in collections. When displaying the versions of documents under version control, 3 options are available which can be controlled using the Filter tab of the collection as described in section 5.1. (Similar control is available for an Advanced Search - see section over the way in which versions of documents are displayed.) Each version of the document is stored as a separate document in its own right. Only a limited set of actions is available on superseded versions. Events are recorded against individual versions of the document. Version Info shows each version of the document along with its name, version number, version history, change comments, any metadata values associated with it and the events which have happened to it. Superseded and issued versions of documents cannot be changed except by certain individuals to correct mistakes in metadata - see the Online Help.) 8.2 Editing a document Important Note A new File Monitor is available with BC 6.1. All users will need to install this - see section To make changes to a document in BC, you should Edit it. You will need an appropriate local application for editing this kind of file. For instance, for MS Word 2007 documents, you will need Microsoft Word 2007 or later installed on your PC. In order to use Edit (the File Monitor functionality) you will need to install an ActiveX control on your local PC - see section If you are unable to use the File Monitor feature, you can still edit a document - see section 12.2 The File Monitor prevents other users from changing the document while you are editing it and prompts you to save the document directly back to BC once you have finished editing it. Other users will still be able to read or download the document. Saving the document back to BC automatically creates a new revision of the original document. The new revision does not have any metadata values associated with it until you apply them. If you do not have a suitable local application for editing a document, you may still be able to view the document or respond to issues with which the document is associated by using the Brava! viewer if it is available - see Part 2 of this Guide May 2015 Version 1 BC

41 how BC 6.3 User Guide (Part 1) Document Management and Searching Move to the location containing the document to be edited. 1 Click on the Edit menu item for the document you wish to change. You will be asked whether you wish to proceed with editing the document. 2 (If you have edited this document before, you will be informed whether the document has been changed since you last edited it and offered the chance to use your local version if up-to-date.) 3 The document opens in its parent application for example a.doc file will open in Microsoft Word. (The document has now been downloaded to a temporary location on your PC.) 4 Simultaneously, BC locks the document to you so that nobody else can make changes at the same time. The padlock icon is displayed beside the document in BC. Hovering over the padlock shows the name of the person who is currently editing the document. 5 Edit the document and save your changes in the usual way. 6 You will be prompted to upload the document to BC and to unlock it. 7 Once the new revision has been uploaded, you will be prompted to supply metadata values for it. Those values which were applied to the previous version will be suggested. Simply click OK to accept these suggestions. 8 The document in BC will be revised and unlocked. The new revision will display in the original location with its version number beside it. Important Notes If the page from which you edited the document is still open, it will not refresh automatically when the new revision is created. You will need to refresh the page to make the padlock icon disappear and the new revision appear. You may refresh the page by clicking on the padlock icon. Do not choose Save As when saving your edits as this will create a new document, unconnected with BC and will not prompt you to upload your changes. If a document has Rich Text metadata fields associated with it, the value of these fields may not be edited using the File Monitor. Instead, the values of these fields will be taken from the previous revision and you may edit them manually using Edit Metadata. 8.3 The File Monitor icon When you Edit a document, the File Monitor starts to monitor the document. The File Monitor keeps track of all the documents which you edit using Edit. It is accessed via the icon that appears in the taskbar in the system notification tray in the bottom right-hand corner of your screen (near your computer clock). If you need to make further changes to a document you have edited recently, use the File Monitor as a shortcut to open it for editing. This saves time navigating to the file on BC. If the File Monitor is not already running, it will be started when you click on the Edit action for a document. The monitor will occasionally prompt you about documents which you have been tracking for more than a week. These are taking up space on your local PC. If you know that you will not want to edit the document again, you can remove it from the list of documents being monitored by right clicking its name in the File Monitor and then clicking Remove. The File Monitor will close automatically when no more documents are being monitored May 2015 Version 1 BC

42 how BC 6.3 User Guide (Part 1) Document Management and Searching To edit documents that you already have listed in the File Monitor: 1 Click on the File Monitor icon to see a list of the documents currently being tracked. 2 Double click on the name of any file listed in the File Monitor. If you are not logged in, you will be prompted to do so. 3 The File Monitor will check to see if the document has been updated in BC since you last edited it. You will only be informed that the document in BC has changed if someone else has changed the document since you did. Even if The File Monitor tells you that the document has not changed on the BC server since you last read or updated it, you will be given the opportunity to download the latest version from the server. The document will open in the appropriate application and the document in BC will be locked to you. Edit and upload the document as described above. If you have started to edit a document but have not yet uploaded your changes to BC, you should read the prompts from the File Monitor carefully. You do not wish to overwrite your changes with the previous document from BC. Notes To make the File Monitor open whenever you start your PC, click on its Options menu and tick Load on Startup. You may choose the location where files are stored on your local PC by opening the File Monitor, clicking on its Options menu and changing the Download Location. If you have checked out a document to edit it and have not yet uploaded your documents, the latest revision is on your local PC. In this case, you should not choose to download the document from BC as this will overwrite any changes you have made. 8.4 Revising a document The previous sections described how to modify a document which is already on BC to create a new revision. Under some circumstances, this is not appropriate. For instance, drawings may be updated outside of BC. To update an existing document with one from outside BC: Go to the document s current location and Drag and Drop a file with the same name and MIME Type into BC. (You will be prompted about whether you want to revise the existing document or not.) Alternatively, click on Revise beside the document name in BC and choose the document on your local network with which you wish to revise it. If you use this approach, the local document need not have the same name as the document on BC. Revising a document in this way relies on you ensuring that you have based your changes on the latest version of the document May 2015 Version 1 BC

43 9 Searching 9.1 Introduction BC offers a number of different ways to search for documents and other objects. This section describes the searching methods and indicates the particular benefits of each. When searching, bear in mind that, the more specific you are about where you search, the more quickly you are likely to have your results presented to you and the fewer results are likely to be returned. Your search results will not include items to which you would not normally have access, e.g. objects in a folder with restricted access rights or in another user s waste bin (see section 10.2). Search results are presented on the Listing tab in the usual way so that it is possible to filter within the results to restrict them further. On a Search Results page, the Location column indicates the exact location containing the objects returned by the search and provides a link directly to this location. Note The Search Results page is not a location within a project. It is a parallel location and it is easy to move back into the project from this page using the drop-down list in the Location line. However, the project rules, e.g. custom columns, do not apply on this page and there is no Common Searches tab on this page. 9.2 The top bar search The search box in the top toolbar searches the names, descriptions and project-defined metadata (see section 7.2) of objects for the word(s) entered in the text box. Searches carried out using this search box obey the rules of BC s keyword language (see section 3.4.5). The search location can be specified to be: Whole system searches all the areas you have access to.; an appropriate option if you really don t know where something is located or even if it exists at all Current location searches from the current location down the hierarchy; suitable if you have some idea of the location of the item you are looking for Locations that match... would be applicable if, say, your projects all contain a Correspondence folder and you only wish to search within these Figure 20 The top bar search Search location Searching for part of a word using a wildcard 9.3 Search portlets There is a System Search portlet on the Server Summary tab see section and a Project Search portlet on the Project Summary tab see section May 2015 Version 1 BC

44 The System Search portlet permits searching within the whole system, i.e. all of the system that you have access to, or within locations that match. The Project Search portlet permits searching within the project or a specific location within the project. Both searches offer by default searching based on: Keywords searches Name, Description and project-defined metadata fields Creator Anyone, My Company or Me Modified date range specified by dates or choosing from a drop-down list of pre-defined ranges Both searches may be customised to offer searching based on metadata fields or metadata types. The System Search portlet may only be customised to include Global metadata fields, i.e. those which apply to all metadata schemas. Therefore, the Project Search portlet will offer greater benefits when customised to include the project s metadata fields or types. Carrying out this customisation (for the project search portlet) is described in section of the Online Help and may only be done by Project owners. As the Project Search portlet can be accessed on the Summary tab from any page within the project, it provides an ideal mechanism for project members to search across the project, particularly when customised to include project metadata. Figure 21 The Project Search portlet Search location Search for parts of words using a wildcard Custom search criteria, based on the project metadata 9.4 The Common Searches tabs The Common Searches tab gives you an easy way to perform more complex searches. These searches are predefined so that the most you have to do is select an option from a list and click a button. The majority of these searches are designed to retrieve documents which have been formally issued by or to you or to take you directly to the issues themselves. Common Searches search within your current location and down the hierarchy May 2015 Version 1 BC

45 Common Searches make it easy to run searches such as Issues which have been sent to anyone within the specified date/time range by me in the last 7 days without having to configure an advanced search. Limitations of common searches are that they can only search within predefined time windows and cannot be used to search for actions by specific users (except yourself). Note After running a Common Search, it is necessary to click Show All before carrying out any more filtering. Figure 22 The Common Searches tab 9.5 Advanced search Creating an advanced search More complex searches may be defined using the options on the Advanced Search menu. Advanced searches are more configurable than other search mechanisms. For instance, you could look for all of the Microsoft Word documents in a particular project which were created by one of your colleagues in a particular time range. Advanced searches are usually built up by combining several search criteria. As a result of the potential complexity of the searches which may be constructed, the Advanced Search page looks somewhat daunting at first sight. (The full list of possible search criteria is tabulated below.) Notes By default a keyword search term is displayed. To exclude this term from the search, deselect the Keywords checkbox. No results will be returned if you include a blank Keywords search term in your search. The different terms added to the Advanced Search form are added together by default, i.e. results must match all of the criteria. If you want to look for objects which match either one term or another, select as well as those matching from the list box between the search terms. In the Where to search section of the page, you will very seldom need to select any option under Project this is why it is folded in by default. This is only useful if you wish to search for objects associated with a particular workspace and schema but located somewhere else May 2015 Version 1 BC