EDQM Extranet. User Guide

Transcription

1 EDQM Extranet User Guide

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3 Contents Get technical support... 3 By By telephone... 3 Access... 3 URL... 3 Login... 3 Logout... 3 Password reminder... 3 Language... 3 Adjust interface for working on a small screen... 4 My account... 4 Create your password... 4 Change your password... 4 Personal data... 5 Notifications... 6 My agendas... 6 Hyperlinks... 6 Zip download... 6 Search... 7 Simple Search... 7 Advanced Search... 7 Filters... 8 Launch a search Launch a comment overview Clear your search criteria Problems searching Results General layout Excerpts Commentability Queries Print/export results Print documents Download documents Document Open a document General Access a favourite document Add a document Remove from my favourite documents 14 New Expert document Commenting tool Search for commentable documents Make a comment Edit/Delete/ Validate a comment For adoption Filters Reports Save/Print commented documents/reports Exit commenting view Links Manage links

4 Get technical support By By telephone + 33 (0) (then line 1 for technical support) If phoning from outside France, do not include the "0" Access URL Login Type in your username and password Click on Login To remain authenticated the next time you visit: Tick the option Remember me in the login form Logout Click on the icon on the top right of your screen Click on your name Logout Password reminder Click on Forgot Password? at the login screen Enter your address Click on OK An with a link will be sent to your mailbox Click on the link to set your password - The link will expire after 60 minutes. After 60 minutes you will need to submit another request. - Your password must be a minimum of 8 characters and include at least one alphabetical and one numeric character Language You can change the language by clicking on the language button at the 3

5 top right of the screen Adjust interface for working on a small screen The site is optimised for screens with a resolution of 1280 x 1024 or higher. If connecting from a smartphone, tablet or computer with a small screen, you can collapse the top and bottom banners in order to access the central part of the screen more easily. Collapse the top bar by clicking on the expand/collapse tool Collapse the bottom bar by clicking on the expand/collapse tool You can re-establish the top and bottom bars easily by clicking on the expand/collapse tool. Opens the document in a new window to make it easier to read/navigate (especially for small screens). See Tools available for all documents for more information. My account Create your password When your EDQM extranet account was created, you received an . Follow the link given in your initial to define your password. Your password must be a minimum of 8 characters and include at least one alphabetical and one numeric character. Your login is the address you use with the EDQM. Change your password Log in Click on the icon on the top right of your screen 4

6 Click on your name My account Click on Change password at the bottom of the window Personal data By default, your contact information is visible to other members of your groups. To hide your personal data: Click on the icon on the top right of your screen Click on your name My account Untick Make my contact information visible to members of my groups 5

7 Notifications By default, you receive notifications for new documents once per day. If you want, you can change the frequency of these notifications or set up multiple notifications. Note that for urgent documents, your preference may be overridden and you may receive an immediate notification. Click on the icon on the top right of your screen Click on your name Notifications To add a notification: Click on Select the group and the frequency Click on OK Click on Close to close the dialog or Add new to add another notification To delete a notification: Scroll with the mouse over the notification you want to delete Click on Click on OK to confirm. To edit a notification: Click on the notification you want to edit Edit the notification Click on OK My agendas Hyperlinks Meetings with documents attached have a hyperlink to the list of documents Click on the link to open the agenda Click on the link in the agenda to open the documents Note: You can only open documents you have the right to access Meetings without documents attached have no hyperlink. Zip download Click on the zip download icon next to the name of an agenda to create a zip file containing all the document associated with the agenda 6

8 Search Simple Search The simple search tool searches over all content available to you. Located at the top left, it is accessible from all views. Advanced Search 7

9 Full text searches over all content available to you. Click on to enter additional criteria for your search. Select search operators AND, OR, Not when conducting multiple full text searches. Click on to configure specific search options You can use standard query syntax and wildcards - Quotation marks ( ) for an exact phrase search - Question mark (?) to replace one letter (ma?e - will retrieve the documents containing make, made, mate, mane, etc.) - Exclamation point (!) to replace zero or one letter (!ice - will retrieve the documents containing ice as well as mice, dice, vice, etc.) - Asterisk (*) to replace zero or more letters (*ice - will retrieve the documents containing ice as well as mice, twice, price, silice, etc.) Title searches all document titles (French, English, other languages) PA/PH reference searches for documents according to their official reference code Mono/GM number searches for documents according to their official European Pharmacopoeia monograph number Group code searches for documents according to the groups that were attributed access (i.e. group for action, group for information) By default you only see groups listed that you are member of. To see all groups, click on Display all groups. Filters The filters panel is located at the left. Use filters to narrow your search according to the following categories: Agendas Display documents associated with a specific meeting. You will have access to all documents posted for your group(s), even if you weren t at a meeting Documents can be associated with one or more agendas 8

10 Date posted Display document according to when they were posted For comment Yes, still open shows all documents open to comment for your group or yourself Yes, previously open shows all documents previously open (but now closed) to comment for your group or yourself No shows all documents that were never for comment for your group or yourself Folders Some groups organise their documents in folders. If this applies to your groups, you will see the folders underneath the other filters. You can browse and select folders for searching. 9

11 Launch a search Standard search: Click on to launch a standard search. - If you enter no search criteria, all texts you have access to will be displayed in the search results, including texts for comment. - By default, the results will be sorted by the most recently posted text. Filters search: You can use filters to narrow down your results - Tick the filters and click on - Note: When you are on the results page, it is also possible to narrow your search results by clicking on the filters Launch a comment overview Click on to launch search over all texts for comment. If you enter no search criteria, the results list will display all texts open for comment or previously open to comment. By default, the results list displays most recently posted texts first. You can use filters to narrow down your results The results list provides a comment overview to help you easily find texts you and others have commented, to sort by most recently commented, etc. Clear your search criteria Before launching a new search, make sure you have emptied the advanced search form of all previous search criteria and that no filters are selected. Click on Clear to completely clear all the search fields in your advanced search Click on or to deselect a filter or all filters Problems searching If you don t get expected search results try clearing your search form and filters. If clearing your search form and filters doesn t work, refresh the web page. Results General layout After launching a search, you find yourself in the Results panel. By default, the results are sorted by most recently posted. 10

12 You can change the way texts are listed by clicking on Title / Reference number / Monograph number / Date posted or Comment deadline You can adjust the number of results ( ) shown on the page by clicking on Excerpts When searching by keyword, you can display results with text excerpts To show excerpts, click on and choose the excerpts length you want (short, medium, long, all excerpts) Commentability document is closed for comments document is open for comments A deadline for making comments may be indicated Queries It is possible to save searches you make frequently. Click on Save Query to save your search. You will be prompted for a name Click on Manage Queries to handle saved queries; you can edit their names, delete or run them The saved query will be available on the Home screen under Choose saved query Print/export results To print/export the results list: Tools > Print/export A popup window will allow you to configure specific options: - Order by: allows you to sort the results by Title, Reference, 11

13 Monograph number, Date posted, Comment deadline, in alphabetical or reverse order. By default, the results list is sorted by most recently posted - All results: prints/exports a list of all the documents retrieved by the query - Selected results: prints/exports the list of the documents selected in the Results view - Current page: prints/exports the list of the documents shown in the current page of the Results view Click on Cancel to return to the Results table. Click on OK to launch the print/export: - A printable results list will open in a new tab/window - Choose Print to send to a printer - To save the results to a file, use your browser s standard functionality to save the file in HTML format. Print documents The Print documents functionality does not print directly. Rather, it assembles the documents into a single PDF file which the user may then print or save to his computer. To print/export the documents in a results list: Tools > Print documents A popup window will allow you to configure specific options: - Order by: allows you to sort the results by Title, Reference, Monograph number, Date posted, Comment deadline, in alphabetical or reverse order. By default, the results list is sorted by most recently posted - All results: makes a PDF of all the documents retrieved by the query - Selected results: makes a PDF of the documents selected in the Results view - Current page: makes a PDF of the documents shown in the current page of the Results view Click on Cancel to return to the Results table. Click on OK to launch the assembly of the search results into a PDF document 12

14 Download documents The Download documents functionality makes a zip file of the documents contained in a results list. To download the documents contained in a results list: Tools > Download documents - All documents: downloads all the documents retrieved by the query - Selected results: downloads all the documents selected in the Results view - Documents in current page: downloads documents shown in the current page of the Results view Document Open a document Conduct a query Select a result The corresponding document appears in the Document panel. General The document panel presents a toolbar above the document. Tools available for all documents Previous document in results list Next document in results list Adds the document to My favourite documents at the bottom of the homepage Document has been added to My favourite documents at the bottom of the homepage Shows the document s metadata (title, monograph number, direct link, associated agenda and folder) 13

15 Opens the document in a new window to make it easier to read/navigate (especially for small screens). Tools available for HTML documents only Save current document) Print document Previous highlight in document Next highlight in document Toggle highlights in document Tools available for documents for comment only See/make comments Decrease/Increase font size Access a favourite document Click on the document s name under My favourite documents on the main page to access a document directly Click on the link My favourite documents to open a results list containing all your favourite documents. Add a document Open a document Click on Click on Add to favourites The star icon turns yellow Remove from my favourite documents Click on the Link of the document you want to remove Click on the Click on Remove from favourites The star icon turns blue New Expert document Some groups have a list of key documents (useful especially for new experts). If a group has New Expert documents associated with it, a 14

16 document icon is displayed next to the group s name icon to open the list of documents.. Click on the Commenting tool Search for commentable documents Tick Yes, still open in the For comment filter Click on search Or Click on By default, 25 results are listed per page, sorted by date posted. You can adjust the number of results ( ) shown on the page by clicking on You can sort the results list by - Title/Reference/Monograph number - Comments: total number of comments made on the text. - Files: total number of files uploaded. - My Comments: number of comments you made on the text. - My Files: number of files you uploaded. - Last comment: Date of the last comment - Comment deadline Make a comment Click on the name of the text to open it in Document view Click on Click on the number of the line you want to add a comment to A comment box opens : 15

17 Insert your comment or upload a file. You can type your text directly or copy and paste from an external document. Use the various style buttons presented by the HTML editor if desired. Note: If you copy and paste from an external document and the formatting does not appear correctly, one solution is to paste your text without formatting into the comment box (i.e. using Notepad) and apply styles if necessary Select your country in the drop down menu - Select the comment type Technical: to make a comment about the document content Editorial: to make a comment about the syntax Decision: reports the final decision concerning a commented part of a document. This option is only available for EDQM. For adoption: used when a document or part of a document is to be adopted. This option is only available for EDQM. To upload a file click on Upload file. A box opens allowing you to browse to the file you wish to post. You will be prompted to save your comment Click on Apply to see a preview of your comment Click on Save Edit/Delete/ Validate a comment To edit, delete or validate a comment you have already published Click on To modify a comment, select Edit. To validate your comment, click on Validate Note: After expiration of the comment deadline, EDQM considers all comments as validated, even those which have not been validated by clicking on the button To unlock a validated comment, click on To delete a comment or an uploaded file, select Delete. You will be prompted to confirm. For adoption Users have two possibilities to vote: Accept: - Click on Accept Note: There is no possibility to add a comment. 16

18 - Click on OK - Click on Validate or Delete and confirm by clicking on the corresponding button in the pop-up screen. Requires revision: - Click on Requires revision - Enter your comment or upload a file. Note: You are obliged to enter a comment. If the comment field is left blank your vote won t be taken into account. - Click on Apply to see a preview of your comment - Click on Save 17

19 Filters The Filters allow you to define views for viewing all or some comments only. You can choose to see all comments or your comments only, technical or editorial comments, decisions, etc. The document content remains visible. Click on Comments and the type of comment you want to view To show only comments of a certain group or individual: Click on Group views and select the group(s) Click on Clear to clear your selection Click on OK to confirm Reports The Reports menu is similar to the Comments menu, except that you do not see the document content. You see only the comments and their corresponding line number. Click on reports Save/Print commented documents/report s The File menu allows you to Save or Print the document with the chosen Report or Comments view. Click on File Save to save the document/report Click on File Print to print the document/report 18

20 Exit commenting view Click on to return to the document view Links Manage links There are fixed links to the most commonly used EDQM databases: European Pharmacopoeia Pharmeuropa Standard Terms Ph.Eur. Reference Standards Knowledge database You can add links to other EDQM data bases by clicking on - Tick the link you want to add - Click on OK 19