Rev. 06 Nov User Guide: Downloading and Logging into Skandocs

Transcription

1 Rev. 06 Nov User Guide: Downloading and Logging into Skandocs

2 Introduction Skandocs (Skanska Document Online Collaboration System) is a purpose-built document management & control system built by a dedicated group from the Site Applications team of Skanska s Information Technology Services Department (ITSD), together with Skanska s own site staff and construction industry professionals who have partnered us on some of our major projects. Skandocs is a web-based application, which means that as long as a user has a Skandocs account with the relevant security permissions to access one of the numerous projects on the system, the user can (with an internet or network connection with sufficient connection speeds) download the software onto a PC located anywhere in the world and work on a Skandocs database. This guide will explain how to: Download the Skandocs software onto the PC Log onto the System Select a Project in Skandocs Select a contract in Skandocs

3 1 Downloading the Skandocs Software. The Skandocs executable file is approximately three mega-bytes in size and is easily downloaded from the Skandocs web-site. To download the software: Open Internet Explorer (or other internet browser) and type in the following address in the address bar to open the Skandocs home page: The Skandocs Home Page Users who have Windows 2000, Windows XP or Vista operating systems installed on their PCs: Go to the download box on the left hand side of the screen and either click on the Download Skandocs (Executable File) title or the Download Skandocs (ZIP File) title. Note: If the ZIP file option is selected, the file (once downloaded) will have to be unzipped before the Skandocs application can be opened. At the file download prompt, select Save. Rev 2.0

4 2 In the Save As window, select Desktop in the Save In field and then click on the Save button. Save the Skandocs application to the Desktop A download window will appear on screen, displaying an estimated time it will take to download the software to the desktop, and when the download is complete: Once the software has been downloaded, click on the Close box, close the Skandocs homepage and navigate to the desktop. Rev 2.0

5 3 If the Download Skandocs (Executable File) was selected from the Skandocs homepage, the Skandocs icon should now be visible on the desktop: The Skandocs icon. Note: If the Skandocs icon is not visible on the desktop screen, right-click anywhere on the screen and select Refresh from the menu to refresh the icons on the screen (the screen should now display the Skandocs icon). If the Desktop does not display the Skandocs icon (after the software has been downloaded from the Skandocs home-page), right-click anywhere on the screen and select Refresh from the menu. If the Download Skandocs (ZIP File) option was selected a Skandocs ZIP file icon will be displayed on the Desktop after the software has been downloaded. Double-click on the icon and follow the instructions to unzip the file. Once the file has been unzipped, drag and drop the file to the desktop. Users who have Windows NT, 95, 98 or ME operating systems installed on their PCs: Please contact a member of the Skandocs Team. Rev 2.0

6 Logging onto Skandocs Note: A user will not be able to log on to Skandocs until an account has been created for them and a User Name and Password has been set (either by the Skandocs team or the ITSD Helpdesk team). Double-click on the Skandocs icon on the desktop. The Skandocs Logon window will appear on screen: Fill in the User Name and Password fields, and select the county Skanska UK (if the system has not defaulted to the correct country). Note 1: Users from Skanska use their employee (BC) numbers as their Skandocs user name. Users from external companies will use their address to log on Note 2: Skandocs tends to pick up the logon information used to log onto the computer network and automatically display it in the user name field in the Skandocs logon window. For example, if a Skanska user logs onto the network using their BC number, this number will be automatically displayed in the user name field in the Skandocs logon window. Since the Skanska user s BC number is also used to log onto Skandocs, the user only has to complete the password field (and select the country, if necessary) to log onto the system. When a user from an external company opens the Skandocs logon window, the user will probably see the logon details that they used to logon to their computer network. This user name will not match the Skandocs user name that was created for them, therefore, these users must delete this default information from the user name field and replace it with their address. For further information please refer to the Skandocs User Guide New Account, available on the web page. Click on OK after the logon details have been completed. (Note: There will be a brief time delay as the server authenticates the logon details)

7 Setting a New Skandocs Password (Logging on for the first time or after a password reset by the Skandocs team) Double-click on the Skandocs icon to display the Skandocs logon screen. Complete the user name Check that the country is Skanska UK Leave the password blank Click on the Change Password box. Type in a new password in the New Password field. The password must have 8 characters and include a Number. Confirm the new password details in the Confirm New Password field and click OK. Complete the New Password and Confirm New Password fields A confirmation window will appear if the password has been successfully changed. Click on OK to enter the Skandocs System. Confirmation that the password has been changed successfully.

8 Changing the Skandocs Password To change the password: Double-click on the Skandocs icon to display the Skandocs logon screen. Complete the user name and password fields (using the original password created for that account). Check that the country is Skanska UK Enter in the old password in the Password field Click on the Change Password box. Type in a new password in the New Password field. The password must have 8 characters and include a Number Confirm the new password details in the Confirm New Password field and click OK. Complete the New Password and Confirm New Password fields A confirmation window will appear if the password has been successfully changed. Click on OK to enter the Skandocs System. Confirmation that the password has been changed successfully.

9 The Release Notes Screen The Skandocs team release regular system upgrades. Release notes always accompany a new upgrade, which describe any new features that have been added to the system and/or any fixes that have been made. These release notes will be displayed in a notification window which will appear after the user has upgraded and logged onto the new version of Skandocs (the notification window will also be displayed the first time a user logs onto the system). The Notification Window Note: If a user does not want to see this notification window each time they log onto Skandocs, they can click in the Don t show this again check-box (ringed in red above) and then click on Close to enter the Skandocs system.

10 Selecting a Project Unless a default project is selected (see below), the first project listed in a user s project menu will automatically open. To select a different project: Click on Project in the menu bar in the Skandocs window. Select a project from the project drop-down menu. If a user regularly works on a specific project, they can set that project as a default project in the system, where this project will automatically open each time the user logs onto Skandocs. To set a default project: Select the required project from the project drop-down menu. Click on Defaults in the menu bar in the Skandocs window and select Set as Default Project. At the next logon session, the default project will open automatically. Select the desired project, click on Defaults and Set as Default Project.

11 Selecting a Contract within a Project Database In Skandocs, a project database can consist of more than one contract. A user can only work in one contract at a time. If it is the first time a user has logged onto the system, all contracts held within a project database will appear in a light grey colour and the user will not be able to enter any of the categories (folders) held within that contract (even though the categories will be visible in the system navigation tree). All inactive contracts (and the categories held within them) will appear in a light grey colour. To activate a contract, simply double-click on a contract title. The contract title and category names will change from a light grey colour to a bold black colour and the folder icons next to the category names will be coloured. Click on one of the categories to enter the database. To change contracts, simply double-click on the new contract title to activate it. Double-click on the contract title to activate it. An activated contract will display a contract title (and category titles) in bold, and the folder icons will be coloured.