DreamTeam Document Manager User Guide Product Usage and Best Practices Guide By Adam Buxbaum September 10, 2009
Table of Contents Introduction... 3 Document Manager Views... 4 Working with Folders... 5 Working with Documents... 6 Sharing Folders & Documents... 12 Filtering Capability... 16 Additional Functionality... 17 Page 2 of 19
Introduction The Document Manager is a rich web application with a desktop look and feel. This application has robust features for professional document collaboration including; check-in/out, lock-out of works in progress, versioning, bi-directional desktop synchronization, ad-hoc portals for users outside of the workspace, context sensitive shortcut menus, and advanced filtering functionality. This purpose of this document is to provide additional details regarding the multiple features of the Document Manager. The Document Manager consists of five menus that assist users with managing their folders and documents. These five menus include: Full Screen Allows users to view the Calendar, Timesheet and Expense modules in a full screen view. (Only applicable on Windows computers) More Apps The More Apps menu enables users to easily navigate between the five applications. Folders The Folders menu enables users to easily upload and download folders, create sub folders, share folders and synchronize folders. Documents The Documents menu enables users to easily upload and download documents, share documents, create new versions of a document, launch a document in its native application and more. Support The Support menu is where users can access the various support options including Live Chat, Call Support, Training Movie, Product Support, License Manager and the Suggestion Box. The Document Manager provides a new interface for managing documents and folders on all four platforms. All of the documents and folders are stored within the Platforms document storage facility. Page 3 of 19
Document Manager Views The Document Manager provides users with five view options to look at the folders and documents. These five options include: Full Screen Mode The first view is in the Full Screen Mode. This enables users to take advantage of the entire screen real estate for viewing their document repository. To access the Full Screen Mode, simply click on the Full Screen button and the document manager will encompass the entire screen provide more real estate to work with. Icon/List View The second view is the Icon/List View. This provides users two views to look at their documents including a List View and an Icon View. To switch between the List and Icon Views simply click on the icons on the top of the screen. To access the List View click on the Icon that displays four lines. To access the Icon View, click on the icon that displays six boxes. Forward/Backward Navigation By adding a pair of toggle buttons, the Document Manager allows for easy browsing between folders by clicking on the forward and backwards buttons. Filtered Views The Document Manager enables users to create a single or cascading set of document filters. To create a filter, simply click on the button in the top right corner of the screen and then increase or decrease the size of the filter by using the + and - icons to the right. Users have the ability to create simple or complex filters and can search by project, by name, by size, and more. Tool Tip Views The final view is the Tool Tip View. By moving the mouse over a document or a folder, a small yellow dialog will appear displaying high level information including Name, Type, Last Modified Date, time and size. Page 4 of 19
Working with Folders The Document Manager enables users to easily create folders and manage the contents of these folders. To create a new folder, the user must simply click on the Folders menu and select the New Folder command. Once selected, the New Folder dialog box will appear. The user can simply give the folder a name and click save. It will automatically create a subfolder under the current highlighted folder. If you want to create a top level folder just click on create root folder checkbox prior to clicking save. Users can always reorder folders later via drag and drop or unmake subfolder in the folder menu. In addition, the Document Manager provides two simple ways for users to upload a folder. 1. The Document Manager allows users to easily upload entire folder/subfolder trees including all of its contents with a single click. Simply click on the Upload folder button at the bottom of the screen. The following dialog will appear: Page 5 of 19
Once selected, the entire folder will be uploaded, creating the subfolder tree, and loading all of the folders contents. 2. A user can also upload a folder by selecting the Upload Folder command from the Folders menu. Here, the Browse for Folder dialog box will appear prompting the user to select the folder they would like to upload. Once selected, the folder and all of its contents will automatically be uploaded into the Document Manager. Working with Documents Working with documents is easy using the Document Manager. The application provides a number of effortless techniques to assist users in the creation and management of their documents. The Document Manager provides three simple ways for users to upload documents: 1. Via the right click menus in the documents pane when a folder is selected. Page 6 of 19
2. Via the upload document option in the Document menu. 3. Via the quick access button (upload: file) at the bottom of the screen Once selected, the Upload Document dialog will appear. The default option is to upload the document from your desktop. Click the browse button to search for documents on your desktop. Once found, simply click the open button in the desktop browse dialog. At this point the document is pre-loaded. You can add keywords and a description if you like, rename, upload to a different folder, or just click save to upload. Note: On any of the desktop interoperability commands you may receive the following dialog prompting you to grant permission to upload the document: Page 7 of 19
This is an extra security measure to confirm that your web folders will be interacting with your desktop folders for this command. Once you accept this by clicking grant, you will not be prompted with this dialog again unless there has been an upgrade to the application. Once a document has been uploaded into the Document Manager, the user is provided with some powerful editing tools including: 1. Ability to launch virtual files in their associated desktop application 2. Document Versioning 3. Document check-in/out 1. Ability to launch virtual files in their associated desktop application The first powerful editing feature is the ability to launch virtual files in their associated desktop application and make edits directly into the document. There are two ways to launch a document: A. Simply double click on the document and it will automatically launch into its associated desktop application. B. Right click on the document and select the open document command Page 8 of 19
Once selected, the Open Documents dialog box will appear and then the document will open in its native application at which time the user can then make the appropriate edits to the document. 2. Document Versioning The second powerful editing tool is the ability to create multiple versions of a document. The Document Manager provides straight forward versioning. Once the user is finished editing a document, simply save the changes and then exit out of the editing application (e.g. Word, Excel, PowerPoint, etc). When the user returns to the document manager they will see the following dialog indicating that the document is ready to be uploaded: Page 9 of 19
The user now has the opportunity to create a new version of the document by clicking on the make new version button, or replace the original document with the changes that you just made by clicking on the replace original button, or discard the changes made by clicking on the remove from list button. At any point the user can close the dialog by clicking done or the red X in the top right of the box. You can also reopen this Launched Documents dialog box by clicking on the show open documents button located at the bottom right of the screen. Users can also create a new version of the document using the by simply right clicking on the document in the main interface and selecting the make new version command. 3. Document check in/checkout The most recent addition to the document manager is the ability to check documents in and out of the Document Manager. Once a user launches a document, that document is considered checked out and does not permit other users to directly access the document. If a user attempts to open, delete, create a new version, replace, or synchronize a folder that has been checked out by a different user they will receive the following popup message: Below is a list of rules that manage the check in and checkout process. Page 10 of 19
1) Delete Document Users can delete a document that nobody has checked out. Users can delete a document that you have checked out. Users can NOT delete a document that someone else has checked out. 2) Replace Document Users can replace a document that you have checked out. Users can replace a document that nobody has checked out Users can NOT replace a document that someone else has checked out. 3) Make Child Version The ability to create a Child Version of a document is only allowed when parent and child document are both checked in. 4) Make New Version Users can make a new version of a document that you have checked out Users can make a new version of a document that nobody has checked out Users can NOT make a new version of a document that someone else has checked out. 5) Unmake Version The ability to unmake a version is only allowed when parent and child document are both checked in. 6) Open Document A document cannot be opened if someone else has it checked out. If a user already has the document checked out, they have the option to overwrite the current version or not. The Document Manager doesn't allow the user to check out two documents with the same name at the same time. Users can double click the Open Documents list to launch document with the associated application. 7) Document Properties Users can NOT edit properties for checked out documents. 8) Download Folder Users can NOT download a folder that contains one or more checked out documents. 9) Synchronize Folder Users can NOT sync a folder that contains one or more checked out documents. 10) Drag and Drop Users can NOT move a document to a new folder if the document is checked out. 11) Active Links Page 11 of 19
Documents menu shows Launch Document for read-only links, Open Document/Show Open Documents for read-create links. Sharing Folders & Documents Access to documentation is essential in today s business world, and possessing the ability to share documents and folders with anyone is extremely valuable as well. As a result, the Active Links feature has been added to the Document Manager, enabling users to create ad-hoc portals for users outside of the workspace. The Document Manager provides users the ability to dictate access to these shared documents and folders. To share a document or a folder, simply right click on any document or folder and select the Share Document/Folder Link command. Once selected, the Share a Document/Folder Link dialog will appear. Here the user must complete the following properties: Page 12 of 19
Login Credentials First the user must enter their password in the Login Credentials box in the top left corner. (Note: If you are using the Salesforce.com platform you must add your Security Token to the end of your password.) Security Features- The box underneath the Login Credentials box enables the user to add some security features to the link. Users can add a password to the link. Users can also set an expiration date for the link. In addition, the user has the ability to easily dictate privileges to the end user. The user can provide Read Only access or Read and Create access to the documents and folders. Providing Read and Create access enables the end user to make new versions but not update or delete existing documents. Delivery Options The next step is to select the desired Delivery Options. The user can choose from the Web Service Email, Microsoft Outlook or Copy to clipboard from the Delivery Options drop down menu. Subject Users have the ability to adjust the Subject line of the link Page 13 of 19
Email User can add multiple email address separated by comma in the Email dialog. Message The message area enables users to customize the outgoing message. Note: Do not remove the link. Send Now Once the user is ready to send the link, all they need to do is click on the Send Now button. Users also have the ability to easily manage any active links through the Manage Document/Folder Links command. Simply right clicking on the document or folder, once selected, the Previously Shared Links for Document Manager dialog will appear displaying the following: Page 14 of 19
Subject The subject of the Active Link is displayed here. To Email The email the link was sent to is displayed here. Created On The date the link was created is displayed here. Expires On The expiration of the assigned link is displayed here. Last Visit The last time the end user looked at the link is displayed here. Hits The total amount of time the end user accessed the link is displayed here. Users also the ability to preview, delete or copy the link to a clipboard by simply right clicking on the link and selecting the desired option from the menu. Page 15 of 19
Filtering Capability The Document Manager provides powerful indexing and intuitive search options to ensure that you quickly find the folders and documents you are looking for. The user has the ability to decide the complexity of their search process. To create a filter, click on the button to create a single or cascading set of document filters. This will display the filter toolbar on top of the screen. Simply click on the + to add additional filters or to subtract filters. Clicking when there is only one filter visible will hide the filter views. Users have the ability to filter for the following options: Name Description Keywords Created Date Modified Date Size Created By Project Name Project Type Contains Starts With Equals Page 16 of 19
Additional Functionality In addition to the ability to share documents and folders, upload full folder trees from your desktop and create a single or cascading filter to search for documents and folders, the Document Manager provides some additional functionality to enhance the user experience. This additional functionality includes: 1. Bi-directional Desktop Synchronization 2. Rich Drag and Drop functionality 3. Context Sensitive Shortcut Menus 4. One Click Command Buttons 1. Bi-directional Desktop Synchronization The Document Manager offers powerful synchronization capabilities with the desktop. To synchronize a folder (and its subfolders): simply right-click on the desired folder and select the synchronize option. If this is the first time you are synchronizing, you will first be prompted to grant permission to allow the document manager to read files from any system folder. Page 17 of 19
Once granted, the Browse for Folder dialog box will appear allowing the user to select the desktop folder that they want to pair the web folder with, as below. Otherwise the sync dialog as shown below will appear. The sync can be from desktop to web, web to desktop, or bidirectional. Simply click on the arrow (circled in the picture) to set the direction. The log will update below the target to let you know how many files will be created, deleted and more as an extra precaution prior to synchronization. Page 18 of 19
2. Rich Drag and Drop functionality Folders and documents can easily be moved via drag and drop. Hold down the left mouse button on the target document/folder and drag and drop to its new location. 3. Context Sensitive Shortcut Menus The Document Manager contains a number of context sensitve shortcut menus interspersed in the applications, make it easier for users to perform certain functions. (ex: sharing folders and documents, document versioning, etc ) 4. One Click Command Buttons The Document Manager has added a number of One Click Command Buttons throughout the main interface to make it easier to manage your documents and folders. Page 19 of 19