Merrill DataSite User Guide 1
CONTENTS Logging On 2 Logging On 2 Forgot Password? 2 Merrill Technical Support 4 Preferences 5 Change Password 5 Email Alerts 6 My Profile 7 Index 8 Favorites 9 Fileroom Summary 10 New Documents 10 Viewing the Index 11 Viewer Features (Java-based) 12 Print Files 14 Downloading Files 15 Search 17 Using Persistent Search 17 Search within a Folder in the Index with Persistent Search 18 Search within a Folder in the Index 18 Search within a Document 19 Search Results with Persistent Search 19 Advanced Search 20 1
Lo gging O n Due to the nature of the information available in the DataSite, you should exercise utmost care in managing your account information and your passwords. Your account is for your personal use only and should not be shared with others. If you have any difficulty logging on to the DataSite or need any assistance, please contact us. You will be required to provide your Challenge Response each time you call the Help Desk. Once you have entered the data room, utilize DataSite Online Help for additional information. To access Help, click the Help icon located in the upper right-hand corner of every Merrill DataSite screen. Logging On When your user account is established, you will receive an e-mail containing instructions to access the DataSite project and to create your login password. The email will also contain your username. The Challenge Question and Challenge Answer were created as part of the information supplied when registering for the user account. To login: 1. Go to https://datasite.merrillcorp.com. 2. Enter your Username. 3. Enter the Password you created upon clicking the link in your welcome email. 4. Click Login. 5. Once you have logged in, you will be directed to the My Dashboard screen. 6. Click on the Project Name. A new window will open with the DataSite project you selected. Forgot Password? If you should ever find yourself at a loss when trying to remember your password, utilize the Forgot Password? link to generate a new temporary password. 1. Click Forgot Password? 2. Enter your Username. 2
3. Click Submit. An email will be sent to you. Click the link in the email to create a new password. 3
Me r r ill T e chnica l Suppo r t For technical assistance available 24 hours a day, seven days a week, please email datasitesupport@merrillcorp.com, or call: U.S. and Canada: (877) 494-6777 Global: +1 651 632 4370 UK: 0800 024 6850 Australia: 1 800 218 351 Brazil: 0800 761 1521 Chile: 123 0 020 0592 China: 400 120 2992 Dubai/UAE: 800 032 0011 France: 0805 0805 34 Germany: 0800 723 8487 Hong Kong: 800 906 790 India: 000 800 100 8650 Indonesia: 0780 3321 8012 Italy: 800 176 835 Japan: 0800 888 0255 Malaysia: 1 800 817 280 Mexico: 001 855 222 1594 New Zealand: 0800 001 452 Philippines: 1 800 1855 0266 Russia: 8800 100 8518 Singapore: 800 101 3121 South Africa: 0800 992 432 South Korea: 0079 885 213 018 Spain: 900 838 588 Sweden: 020 889 838 Taiwan: 0080 149 1121 Turkey: 800 8529 7543 Thailand: 1 800 852 8324 4
P r e f e r e nce s "Preferences" are unique to each DataSite user, so editing these options only affects your individual DataSite settings. Preferences provide each user with several options for customizing the DataSite experience. These options include changing your password, receiving email alerts when new documents are added to the DataSite, and altering the viewer default settings to display color documents. To find out more about Preferences, click on the links below. The following options are available for you to customize: Change Password on page 5 Email Alerts on page 6 My Profile on page 7 Change Password If you do not know your current login Password, please go to https://datasite.merrillcorp.com and click Forgot Password? to reset it. You may elect to change your login Password at any time from within the DataSite. To change your password: From within DataSite, 1. Click on the Preferences link in the upper right-hand corner. 2. Click on the Change Password link in Account Information. 3. Enter your Current Password. 5
4. Create your New Password. Password Requirements: Must be at least 8 characters Cannot contain first or last name, company or login name, email address or the word "password" Must include at least 3 character types, upper case, lower case, numeric, or symbol Cannot match previous 10 passwords 5. Enter your New Password again for confirmation. 6. Click the Save button. Email Alerts DataSite offers the ability to receive an email when new documents are added to the DataSite. You may elect to turn on DataSite's Document Email Alerts. To turn on Email Alerts: From within DataSite, 1. Click on the Preferences button in the upper right-hand corner. 2. Click the Edit button in Preferences. 3. Select the desired frequency from the New Documents Uploaded drop-down menu. 4. Click Save. If no documents have been added during the selected time span, you will not receive an email alert. Email alerts are only sent when new documents have been added to the DataSite. To turn off Email Alerts: From within DataSite, 1. Click on the Preferences button in the upper right-hand corner or the link below the Index. 2. Click the Edit button in Preferences. 3. Select Never from the New Documents Uploaded drop-down menu. 4. Click Save. 6
My Profile Users have the ability to update their personal information or profile within DataSite. Editing profile information within one project will change that information for all projects; hence, you may think of it as a global profile. To Edit your profile: From within DataSite, 1. Click on the Preferences button in the upper right-hand corner. 2. Click the Edit button in Account Information. 3. Make changes to any information within your profile. 4. Click Save. Editing profile information within one project will change that information for all projects. 7
I nde x DataSi te Icons: What do they mean? Folder: Folders are used to organize documents in DataSite. Folders are listed in the left navigation pane. Document: Open documents by clicking on them in the right viewing pane. Placeholder: Placeholders can be used to indicate information that will be added to the DataSite or to direct your attention to information in other parts of the DataSite. Reviewed document: Once you have launched an item in the DataSite viewer, the icon will change to indicate that the item has been reviewed. Special Media: Special Media files must be downloaded to your computer and launched with the appropriate software. Click on the Special Media icon to initiate the download process. folder. Favorites: Documents can be marked as Favorites on page 9 and easily accessed in the Favorites Menu: Click this icon to display action options. How do I navigate in DataSite? Tab View DataSite sections are divided using navigational tabs. The tab or tabs available to you appear across the top of the DataSite screen. Index The DataSite Index serves as a table of contents listing the documents available to you within the DataSite. The index is organized in a folder hierarchy, meaning that documents are filed within folders. You must select a folder in the left navigation pane in order to view its contents in the right viewing pane. To access the Index: From within the Index tab, Click on a folder in the left navigation pane to view its contents in the right viewing pane. 8
Getting Help: Where do I go for help? The Help link is conveniently located in the upper right-hand corner of every Merrill DataSite screen. Clicking on Help will open a new window with information specific to the area you are working within. For example, if you are in the Search tab, Help will provide you with information about using the Search features. Favorites Documents may be added to your Favorites folder for quick access. There are several methods for marking an item as a Favorite. To access your Favorites: From within the Index tab, 1. Click the Favorites link in the left navigation pane. A list of your favorite documents will appear in the right viewing pane. From within the Document Viewer: 1. Click on the Add to Favorites button in the upper button bar. If you erroneously mark the document as a Favorite, click the Remove from Favorites button. To add multiple documents to Favorites: From within the Index tab, 1. Click the checkbox next to the documents. 2. Click the Add to Favorites button in the upper button bar. Folders can not be marked as a Favorite. If you use the Check All icon to select all of the items, it will select all of the documents and folders in the list. Only the documents will be added to the Favorites folder. To remove documents from Favorites: 9
From within the Favorites folder, 1. Select the items to be removed. 2. Click the Remove from Favorites button. When sorting favorites, the results will be grouped by fileroom. Fileroom Summary On the Index homepage, you will find a summary of each fileroom tailored to your specific DataSite activity. From within the Index tab, The summary of each fileroom appears in the right viewing pane. Document Total: The total number of documents available to you in the Fileroom. Page Total: The total number of pages available to you in the Fileroom. Documents Reviewed: The total number of documents that you have accessed. New Documents Added: Total number of documents added since your last login. Favorites Total: Documents can be marked as Favorites on page 9 and quickly accessed through the Favorites links. Documents that have been marked as Favorites are signified by a star icon. To view the Fileroom summary at any time, click on the Index tab. New Documents To see New Documents available for review: From within the Index tab, click New Documents. A list of documents added since your last login will be displayed in the right viewing page. To filter New Documents by date: 10
1. Select the arrow next to the Load Date header in the window header bar. 2. Mouse over Filters and From, then select a date on the calendar to show all documents loaded from that date to present. 3. The To selection can be used to narrow the time frame and the On selection can be used to specify one day. Once the documents appear in the right hand viewing pane, click on the document to launch it within the DataSite viewer. If you would like to receive email alerts when new documents are available, visit Preferences and set your Email Alerts preference. Viewing the Index To get a view of the entire index, utilize the View Index option. This will open a new window containing a list of all the items available to you. This list can be printed or downloaded in an Excel worksheet. To view the complete index: From within the Index tab, 1. Right-click on the fileroom and select View Index. A new window opens containing the complete index. 2. Use the provided drop-down menus to filter the index. 3. Type keywords into the Title field and hit Enter to search for specific items. 4. Choose to print the index or download it into an Excel worksheet using the Print and Download Spreadsheet buttons in the upper button bar. Changing the sort order: Results can be sorted by any heading. 1. Left-click on the heading to be sorted. 2. The results will appear in ascending order for that heading. 3. Left-click on the same heading again and the results will switch to descending order. Viewing Documents 1. Click on the title to launch the document in the DataSite Viewer. 11
Printing or Downloading Documents from the View Index 1. Check the box next to each document that you would like to print or download. 2. A Print/Download bar will appear at the bottom of the page indicating the number of files and pages choosen. 3. Click the Print button to print the selected documents. 4. Click the Download button to download the selected documents. This function works the same on folders; right-click and select View Index at the folder-level to generate a report of the current folder index. Viewer Features (Java-based) DataSite features two document viewers, each designed to provide maximum functionality depending on the Internet browser you use to access DataSite. If you use Internet Explorer version 9 or lower, your viewer is Java-based. Any other browsers (Chrome, Firefox, Safari) utilize an HTML 5-based viewer. The following description summarizes your viewer attributes if your browser is IE9 or lower. The viewer is distributed as a signed Java applet to your PC the first time you attempt to view a document. With this signed Java applet, you may get a security message that asks you if you want to download and run the viewer. Please check the box that reads "Always Trust Content from..." and select Yes so that you will be able to view images. To v i ew documents: From within the Index tab, Click on a folder in the left navigation pane. Click the document title or icon in the right viewing pane. The image viewer launches, displaying the selected document. The document viewer has a variety of functions to assist you in reviewing information. To see a description of each icon in the document viewer, position the mouse pointer over the icon When you have finished viewing the document, close the document viewer window to return to the DataSite Index. 12
Document Vi ewer Functi ons The document viewer offers many functions to enhance document review. Each of these is described in detail below. To see a description of each icon in the document viewer, position the mouse pointer over the icon. Upper Button Bar: Page Navigation: Use the navigation buttons to move forwards and backwards through the documents. Add to Favorites: A document can be added to the Favorites list by clicking on this button. Favorite documents can be easily access in the Favorites folder. Print (if available): Click this button to print the document. To learn more about printing documents on DataSite, click here. Download File (if available): Click this button to download a copy of the document. The file may then be saved to your own computer. To learn more about downloading documents from DataSite, click here. Left Button Bar: Magnifying Glass: Click the icon to quickly zoom into a small section of the image. The magnifier window can be enlarged by clicking the button. Zoom In and Out: Size document to different magnifications by using the zoom buttons on the image viewer toolbar. Key Board Shortcuts The document viewer supports the following key board shortcuts: Key Stroke Action Page Down Next page Page Up Previous page Home First page End Last page Right Arrow Scroll right Left Arrow Scroll left Up Arrow Scroll up Down Arrow> Scroll Down> Keypad + (or) Shift = Zoom-in 13
Keypad - (or) Shift - R L G Z M F9 F10 F11 E Zoom-out Rotate clock-wise Rotate Anti-clockwise Go to page - Opens as a popup window Actual Size Open the Magnifier popup Fit to width Fit to window Full screen Enhance Search Bar: The document viewer has an integrated search toolbar that may assist you in locating specific information within the document. For more information on Search, click here. Print Files There are three options for printing documents on DataSite. You may select to print from within the Index, you may choose to print the document within the DataSite viewer or you can print from the View Index report. Printing rights may be restricted by document. As a result, you may not be able to print every document within your DataSite. Documents are marked with a printer icon to indicate that you have access to print. To print a document: From within the Index tab, 1. Select the document to be printed. 2. Click the Print button. From within the View Index Report, 1. Select the document to be printed 2. Click the Print button on the bottom grey bar. To print an individual document as you are Viewing it: From within the Index tab, 14
1. Click on a document to launch the DataSite viewer. 2. From within the DataSite viewer, click the Print button. Downloading Files If download access is granted to a document created from an electronic file (Word, Excel, PDF, etc.), a file extension will appear in the "File Type" column of the viewing pane. If the file was a scanned item, and download access is granted, then a PDF extension type will be listed. If download access is not granted, then no file extension will be displayed for both the electronic or scanned items. Download rights may be restricted by document. As a result, you may not be able to download every document within your DataSite. To Download a Copy of the Electronic File: From within the Index tab, 1. Click the file extension listed in the File Type column. A new window will appear. 2. Select Open to view the document or Save to save a copy on your computer. From within the DataSite viewer: 1. Click the Download button. A new window will appear. 2. Select Open to view the document or Save to save a copy on your computer. Download Multiple Files From within the Index tab, 1. Click a fileroom or folder in the left-hand navigation pane, to display contents you'd like to download in the main viewing pane. 2. Use check boxes to select the folders and/or files you'd like to download. 3. Click Download in the upper banner bar. 4. Select Open to view the documents or Save to save copies on your computer. 15
Water mar ked PDF Downl oad Depending on the options your Site Managers have chosen, your downloads may be delivered as watermarked PDFs (regardless of source file type). In this instance, if your download is 5,000 pages or less it will be delivered immediately as a zip file that can be downloaded or saved. If more than 5,000 pages, your download will be delivered to your My Downloads link, located in the upper portion of the left hand navigation pane, in the Index tab. Downloads accessed from the My Downloads link: May require extra processing time, depending on page count Can be downloaded once the processing status is Done Will remain accessible for download for up to 7 days Can be downloaded one time only (if a request is not downloaded in 7 days it will expire, and must be resubmitted) Allow you to continue working on the DataSite as they compile and process 16
Se a r ch The DataSite Search function can be launched in a number of ways to assist you in locating information on the site: Search the entire DataSite using Persistent Search: Use the search box in the upper right corner to search for terms. Search within a Folder: Right-click on any folder in the Index and select Search. This right-click function allows you to easily focus your search on a specific group of documents without leaving the Index tab. Search within the document: Use the Search bar at the top of the DataSite viewer to search for information within the open document. Using Persistent Search Enter the word or phrase to be found in the upper right-hand search box. Hit Enter. Search results will appear. Adjust search criteria as needed: Select Search Documents to return search results from document contents Select Search Titles to return search results from document titles Select Include English Synonyms to find similar meanings for English terms If all options are deselected, the search will default to Search Documents. Hit Enter. The results will display on the page. Click on the title of the document you would like to view. Search Results Documents that match your criteria will be displayed on the page. Each occurrence of the searched term(s) is called a match. Click on the title to launch the document in the DataSite Viewer. 17
When viewing the document contents, each occurence of the searched term will be highlighted in yellow. Click the find next arrow to move to the next match. Click the find previous arrow to go back to the previous match. Search Results Documents that match your criteria will be displayed in the right viewing pane. Each occurrence of the searched term(s) is called a match. The document index number and title are displayed, along with the Relevance. Click on the title to launch the document in the DataSite Viewer. When viewing the document contents, each occurrence of the searched term will be highlighted in yellow. Click the find next arrow to move to the next match. Click the find previous arrow to go back to the previous match. Search within a Folder in the Index with Persistent Search From within the Index tab, Right-click on a folder and select Search. A new Search grid opens. Enter the word or phrase to be found. Choose search criteria. Hit Enter. The results will be displayed on the page. Click on the title to launch the document in the DataSite Viewer. To search the entire Fileroom, right-click at the fileroom level. Search within a Folder in the Index From within the Index tab, Right-click on a folder and select Search. A new Search window opens. Enter the word or phrase to be found. Choose search criteria. 18
Click Search. The results will be displayed in the right viewing pane. Click on the title to launch the document in the DataSite Viewer. To search the entire Fileroom, right-click at the fileroom level. Search within a Document From within the document viewer, Enter the word(s) to be found. Click Start. Each instance of the term, or match, will be highlighted in yellow. Use the find next arrow to move to the next match. Use find previous arrow to go back to the previous match. Search Results with Persistent Search Documents that match your criteria will be displayed on the page. Results will be sorted by Relevance. Relevance identifies how closely the string of characters found in the document matches the string of characters searched for. Items ranked higher include: Documents that have more instances, or hits, of the search term. Documents with a higher concentration of terms (e.g. 5 instances of the term on a document containing 50 words would have a higher relevance than 5 instances on a document containing 500 words.) For multiple words searches: Documents that contain more of the query's terms (in comparison to documents with fewer query terms). Documents that contain infrequently found, or rare, terms. Changing the sort order: Results can be sorted by any heading. 19
1. Left-click on the heading to be sorted. 2. The results will appear in ascending order for that heading. 3. Left-click on the same heading again and the results will switch to descending order. Reviewing Results: 1. Click on the title to launch the document in the DataSite Viewer. 2. When viewing the document contents, each occurrence of the searched term (match) will be highlighted in yellow. Click the find next arrow to move to the next match. Click the find previous arrow button to go back to the previous match. Advanced Search The DataSite search tool utilizes several advanced modifiers to assist you in locating information. These options are available at the Project level, and must be entered into the main Search field (located in the upper right corner of the DataSite screen) in order to return relevant results. Terms A search query is broken up into terms and operators. There are two types of terms: Single Terms and Phrases. Single Term: a single word, such as "fiscal" or "year". Phrase: a group of words surrounded by double quotes, such as "fiscal year". Multiple terms can be combined together with modifiers to form complex searches (see below). Stop Word: a commonly used word (such as "the") that a search engine has been programmed to ignore. Stop words are deemed irrelevant for searching purposes because they occur so frequently. Term Modifiers Wildcard Searches Wildcards replace a specific character(s) with an unknown character(s). DataSite search supports single and multiple character wildcard searches within single terms. You cannot use wildcards as the first character of a search. 20
? (Question mark): performs a single-character wildcard search. The single character wildcard search finds terms that match with the single character replaced. For example, to search for "text" or "test," use the search: te?t * (Asterisk): performs a multiple character wildcard search. Multiple character wildcard searches find terms that match with 0 or more characters replaced. For example, to search for "test", "tests" or "tester", use the search: test* Wildcard searches can also be added in the middle of a term: te*t Proximity Searches A proximity search finds words within a specific distance from the search term. Add a tilde ~ symbol followed by a distance value (a number) to the end of a Phrase to perform a proximity search. For example, to search for "employment" and "agreement" within 25 words of each other in a document, use the search: "employment agreement"~25 21