Livelink Training Manual

Livelink Training Manual

Table of Contents 1.0 ACCESS LIVELINK... 4 2.0 NAVIGATING THROUGH LIVELINK... 4 2.1 Themes... 4 2.2 High level Livelink Structure... 5 2.3 Toggling between Quicklinks and Tree Nav Views... 6 2.4 Bookmarks... 7 2.5 Favorites... 7 2.5.1 Create Favorite Folder... 8 2.5.2 Rename a Favorite Folder... 9 2.5.3 Delete a Favorite Folder... 9 2.5.4 Make a File or a Folder a Favorite... 10 2.6 My Items... 10 3.0 KNOWLEDGE MANAGER INTRODUCTION... 12 4.0 MANAGING FOLDERS... 13 4.1 Add a folder... 13 4.2 Rename a folder... 13 5.0 SHARE AND COPY LINK... 15 5.1 Share... 15 5.2 Copy Link... 17 6.0 DETAILS: PREVIEW, AUDIT, VERSION... 18 7.0 MANAGING DOCUMENTS... 19 7.1 Uploading Files... 19 7.2 Open or Download a File... 20 7.3 Edit a File... 20 7.4 Check-out and Check-in a File... 21 7.4.1 Check-out a File... 21 7.4.2 Check-in a File... 22 7.5 Unreserve a File... 23 7.6 Rename a File... 23 7.7 Delete a File... 23 7.8 Delete Multiple Files... 24 2

7.9 Add Version... 24 8.0 SEARCH... 25 9.0 PROJECT AND PRODUCT WORKSPACES... 26 10.0 TOGGLE BETWEEN CROOZEMODE AND CLASSIC LIVELINK... 27 11.0 ENTERPRISE CONNECT INTRODUCTION... 28 11.1 Enterprise Connect and Outlook... 28 11.1.1 Save Emails to Livelink Using Drag and Drop... 28 11.1.2 Save Emails to Livelink Using Send and File... 29 11.2 Enterprise Connect and Windows Explorer... 31 11.3 Enterprise Connect and Microsoft Office Applications... 33 11.3.1 Save a New Document to Livelink... 33 11.3.2 Open a Document from Livelink... 34 12.0 MORE RESOURCES... 37 3

Livelink is BioMarin's Document Management System to store, organize, and globally share electronic documents. This training manual introduces the basics of Livelink via CroozeMODE interface, and demonstrates Livelink integration with Outlook and MS Office applications via Enterprise Connect. 1.0 ACCESS LIVELINK To access Livelink, launch browser and in the address box, type the following URL: http://corpdocs.bmrn.com. You are automatically taken to Livelink. 2.0 NAVIGATING THROUGH LIVELINK The following screenshot shows the different sections in the CroozeMODE interface: Sidebar Navigation gives you the ability to quickly access your most important items in Livelink and is organized into 2 tabs: Quicklinks and Tree NAV Content Grid displays the items in a folder or project. Location Breadcrumb includes a hierarchy of where your folder is located. 2.1 Themes Themes are department-specific representation of Quicklinks in the CroozeMODE interface. They add enhanced navigation and help you access your content more efficiently. To select a theme: A. Click Personalize button on the top right. 4

B. Choose a theme and click Save to see the new theme displayed. In the screen shot below, the Regulatory Operations Department CroozeMODE theme is displayed. Note: To request for a new theme or a change to a current theme, please contact your Department Knowledge Manager. 2.2 High level Livelink Structure Understanding how Livelink is structured at BioMarin helps you navigate through Livelink. The high level structure is displayed below: 5

Corpdocs, the corporate instance of Livelink, is divided to two workspaces: Enterprise Workspace and Personal Workspace. Enterprise Workspace Department includes the top level folder structure for all BioMarin Departments Project/Product includes the top level folder structure of all BioMarin projects including BioMarin Products. Discovery includes early stage programs. Personal Workspace Each user has only access to his/her own personal workspace. Other users do not have access to your personal workspace. 2.3 Toggling between Quicklinks and Tree Nav Views A. In Quicklinks tab, navigate to Enterprise > Department Workspace. Click BioAnalytical Sciences. B. Click on the Tree Nav tab. The Tree Nav tab points to the same folder as the Quicklinks tab; BioAnalytical Sciences is highlighted in blue. C. Click on Quicklinks tab to go back to the previous view. Note: In the Tree Nav tab, you can move items including folders from one location to another location in Livelink. 6

2.4 Bookmarks CroozeMODE Bookmarks are folder-specific bookmarks which provide enhanced navigation. They appear above Favorites, and are alphabetized. Only your Livelink Knowledge Managers can create bookmarks and add/remove bookmark links. Links are visible based on your permissions. Note: To request for a new bookmark for a specific folder, please contact your Department Knowledge Manager. 2.5 Favorites Favorites give you the ability to access items you visit often much faster. 7

2.5.1 Create Favorite Folder A. Click Add Favorites Folder (screenshot above). B. The Add Favorite Folder wizard pops up. C. Enter a name in the Name box. D. Click Add. 8

Note: Items can be added to one favorite folder at a time. By adding the same item to another favorite folder, the original favorite item will be moved. 2.5.2 Rename a Favorite Folder A. Position your mouse cursor over the favorite folder you want to rename. B. Right click to activate the functions menu. C. Select Rename Favorite Folder. D. Rename Favorite Folder dialog box appears. E. Change the name. F. Click Rename. 2.5.3 Delete a Favorite Folder A. Position your mouse cursor over the favorite folder row under myitems. B. Right click to activate the functions menu. C. Select Delete Favorite Folder. D. Dialog will appear asking you to confirm delete. E. Click Yes. 9

2.5.4 Make a File or a Folder a Favorite A. Position your mouse cursor over a file s or folder s icon. B. Hold your left mouse button down and drag it to your target favorite folder. C. Release your mouse. D. Click on the favorite folder to see your newly added favorite. 2.6 My Items Personal Workspace: This link takes you to your personal workspace. You only have acces to your own personal workspace. 10

Recently Created: Select Recently Created under myitems. Enter a user s name and select the name. All Items recently created by that user to which you have permissions will be listed. There is also a Recently Created icon on the top right (next to Search). Recently Viewed: Select Recently Viewed under myitems. All Items you recently viewed will be listed. Note: You can go as far back to the beginning date a user has created items in Livelink. You need to page forward at the bottom of the page. 11

3.0 KNOWLEDGE MANAGER INTRODUCTION Knowledge Managers are designated within each Department or Project to provide support to users. Their primary role is to organize Livelink workspace for Department or Project/Product, and manage permissions within the workspace. If you need access to a folder or file in your Department workspace, contact your Knowledge Manager. To find out who your Knowledge Manager is, click here. Note: For Knowledge Manager training or designate a new Knowledge Manager for your Department, email CTED@bmrn.com. 12

4.0 MANAGING FOLDERS The following exercises demonstrate how to manage your Livelink folders. 4.1 Add a folder A. Navigate to a location in Livelink. B. Click add folder. C. Add Folder box pops up: a. Enter a name. b. Enter a description, if desired. c. Click Add. 4.2 Rename a folder You can change the name of an existing folder by following the steps below: A. Position your mouse cursor over the folder. B. Right click to activate the functions menu. C. Select Rename. Rename dialog box appears. 13

D. Change name and/or description. E. Click Rename. 14

5.0 SHARE AND COPY LINK 5.1 Share For best practices, use the following instructions to share documents using links (not attachments). A. Position your mouse cursor over the row of a document or a folder you want to share. Click Share. Note: You can also right click to activate the functions menu and select Share. B. In the Send email tab, start typing the recipient s name in the Share With box. Select user. C. Once you select the user, user permissions are displayed in the Share window (ex: read and modify). You can share an item with multiple recipients. 15

Note: Contact your Department Knowledge Manager (Section 3.0) for Permissions inquiries. D. If you decide to delete a person, hover over the name and click X. E. Click Share to populate email including 3 links to the shared item: Web browser, iphone/ipad, and Blackberry/Android. Note: Need help with your CroozeMODE App on your mobile devices? Contact BioMarin IT Helpdesk. 16

5.2 Copy Link Copy Link allows you to quickly capture a Web Link (URL) to an item in Livelink. You can use Ctrl+V to paste this link to an IM session, email or a document. Tip: You can add hyperlink to a word or sentence: Highlight word/sentence Right click on highlighted word/sentence Select Hyperlink. Paste the URL in the address box. 17

6.0 DETAILS: PREVIEW, AUDIT, VERSION You can view preview, audit trail and version history for an item. A. Position your mouse cursor over the item row. B. Click Details link or right click to activate the functions menu and select Details. C. The Preview page appears. Once in a preview tab, if other documents exist in the folder, the Next and Previous links allow you to see the preview of the next and previous documents. D. Click Audit or Version tabs. The Audit tab provides specific information such as what actions happened to the file, by whom, and by which date. The version tab shows how many versions of the item are available in Livelink. Note: To download a previous version, right click on the version row and click Download. 18

7.0 MANAGING DOCUMENTS The following exercises demonstrate how to manage your documents in Livelink. 7.1 Uploading Files You can upload a single file or multiple files to a folder. A. Navigate to a folder to which you want to upload document(s). B. Click upload files. C. Browse your computer and select a file or multiple files (use shift or control key on PC) to upload. D. Click Open. E. You see the status window in CroozeMODE confirming that your file has been uploaded. Click Close. The icon next to the new uploaded document means it is a new item. 19

7.2 Open or Download a File The following exercise demonstrates how to open or download your documents in Livelink. A. Position your mouse cursor over the row to open or download a file. Note: Details link provides a preview of the document, as well as audit history and versioning. B. Download, Edit, Share, and Details links appear after the drop-down arrow. This indicates that you have permissions to both download and edit this document. If you do not have permissions to edit a document, you would only see the Download, Share, and Details links. C. Click Download which allows you to open or save the document. D. Click Open to open the document in its original application. If you click Save, you can download the file to your local file system. E. Close the document. Close MS Word. 7.3 Edit a File The following exercise demonstrates how to edit documents in Livelink. A. As in the previous exercise, position your mouse cursor over the row to edit. B. Click Edit to make changes to the document. Edit functions reserves the document and also opens the document in its original application, in this case MS Word. The red check mark next to the item indicates that the item is reserved. 20

Note: Once a document is reserved by a user, other users can not edit the document but can open and download. C. Once your changes have been completed, click Office Button and Save. D. Click Office Button and choose Close. Notice the item is unreserved and the lock is removed. You might have to refresh (F5) your browser to see this. E. Click Details to see the preview of the document, audit history and versioning. 7.4 Check-out and Check-in a File To change or update a file, or protect a file from being changed, you can check-out the file which reserves the document for you. 7.4.1 Check-out a File A. Position your mouse cursor over the row of a document. B. Right click to activate the functions menu. C. Click Check-out. The Check-out window opens. Click download or open to download the document on your computer. 21

D. Click Save to save the document on the desktop. Make changes to the desktop version and save. 7.4.2 Check-in a File Check-in adds a new version of a document and at the same time automatically unreserves the document. To check-in the newly saved desktop version: A. Right click to activate the functions menu. B. Select Check-in. C. Browse to the desktop and select the saved version. D. Choose the appropriate file and click Open. E. File Upload Status window appears. Click Close. F. Notice the item has automatically been unreserved and that the lock has been removed. G. Click on Details link to see the preview of the document, audit history and versioning. 22

7.5 Unreserve a File A. To unreserve a file, position your mouse cursor over the row for an item that has been checkedout (see the red check mark next to the item). B. Right click to activate the functions menu. C. Click Unreserve. 7.6 Rename a File A. Position your mouse cursor over the item s row. B. Right click to activate the functions menu. C. Select Rename. D. Rename Dialog appears. E. Change name and/or description. F. Click Rename. 7.7 Delete a File A. Position your mouse cursor over the item s row. B. Right click to activate the functions menu. C. Select Delete. D. A dialog box appears asking you to confirm deletion. 23

E. Select Yes. 7.8 Delete Multiple Files A. Position your mouse cursor over an item s row and select it. B. Hold down ctrl key and select additional files. C. Right click on highlighted row to activate the functions menu. D. Select Delete. E. A dialog box appears asking you to confirm deletion. F. Select Yes. 7.9 Add Version A. Position your mouse cursor over the row for an item that has been checked-out to add a new version. B. Position your mouse cursor over an item row. C. Right click to activate the functions menu. D. Select Add Version. E. Browse your system file system for the document you like to add. F. Choose a File. G. Click Open. H. Select Upload. 24

8.0 SEARCH You can search for files, folders and other items. A. Click in the search box and enter a search word or phrase. B. The advanced options appear. You can conduct a more detailed search by selecting Where, When, Who or What. a. Where allows isolating your search to a specific area in Livelink. Everywhere searches the entire repository plus all file versions. From Here searches all items in the current folder and below. b. When allows narrowing your search within specific dates including Past Day, Past 7 Days, Past 30 Days, and Past Year. c. Who allows searching for documents owned by a specific user, enter full name, last name or first name. You need to enter at least 4 characters. d. What allows searching for a specific mimetype including All Types, All Microsoft Office Documents, Word, Excel, PowerPoint, PDF, Drawings or Images. C. Select search magnifying glass or enter/return on keyboard. D. Search results are displayed. 25

9.0 PROJECT AND PRODUCT WORKSPACES Project and Product workspace contain documentation related to BioMarin products. As a member of a project or product, you have one of three roles: Coordinator, Member or Guest. Coordinators can View, Edit and Manage Members. They can delete content that others have created. Members can View and Edit Content. They can only delete content they have created. They can t delete content that others have created. Guests can View Content Only. A. Navigate to the Project or Product Workspace. B. Click on a specific Project. C. To view Recent Updates in a Project, on the right side panel, you will see a tab called Recent Updates. If the tab is not selected, select the tab to view. Listed is the recent items either modified or added to the project. 26

10.0 TOGGLE BETWEEN CROOZEMODE AND CLASSIC LIVELINK A. In CroozeMODE, click Classic Livelink button on the top right. B. If you are in Classic Livelink, Click CroozeMODE button on the top to toggle to CroozeMODE. 27

11.0 ENTERPRISE CONNECT INTRODUCTION Enterprise Connect is a Livelink add-in which allows users to access and interact with Livelink documents directly from familiar desktop applications, such as Microsoft Outlook and Microsoft Office Applications: Word, Excel, PowerPoint, Visio and Project. 11.1 Enterprise Connect and Outlook The integration of Enterprise Connect and Outlook allows users to save emails to Livelink. The following demonstrates two different ways to accomplish this function: 11.1.1 Save Emails to Livelink Using Drag and Drop A. In the left side panel in Outlook, expand Enterprise Connect by clicking on the (+) sign and navigate Corpdocs to the destination folder where you want e-mail(s) to be saved. Refer to section 2.2 (High level Livelink Structure) for help on how Livelink is structured at BioMarin and to navigate to Corpdocs. B. Drag and drop the desired e-mail(s) to the destination folder in Livelink. You can select multiple emails by using the shift key. This process moves emails from Inbox to Outlook. You can also move an attachment in an email to Livelink. In this process, the attachment is copied to Livelink; however, the email stays intact in outlook. Note: Emails with same subject will be added as a new version. 28

11.1.2 Save Emails to Livelink Using Send and File Send and File allows you to send e-mail messages and at the same time save a copy to Livelink. A. Start a new Mail Message by clicking Ctrl + N. B. Click Send and File Enterprise Connect to send e-mail to recipient(s) and save a copy of the e-mail in Livelink. 29

C. Your e-mail is sent and Enterprise Connect Save As window opens. D. Click + sign before each item to expand Enterprise Connect, Coprdocs, and navigate to a destination folder in Livelink. Once the destination folder is selected, the Location right sight gets updated. E. Enter other information such as Description and click Save. 30

11.2 Enterprise Connect and Windows Explorer Using Windows Explorer, you can navigate Livelink. Using drag and drop, you can also move documents and folders from network drives or Desktop to Livelink. 31

32

11.3 Enterprise Connect and Microsoft Office Applications 11.3.1 Save a New Document to Livelink A. Launch Microsoft Office Application (e.g., Word, Excel). B. To save a new document to Livelink, click Office Button. The screen shot below shows two configurations available at BioMarin: 1. Active Configuration: Click Save As 2. Passive Configuration: Click on Enterprise Connect menu and click Save As C. Enterprise Connect Save As window opens. Click + sign to expand Enterprise Connect and select a destination in Livelink. Based on your configuration above, you see the respective screen shot for the Enterprise Connect Save As window below: 33

D. Once destination folder is selected, the location in the right panel is updated. E. Fill in the other information in the right panel: a. Save As drop down menu indicates New Document. To save as new version, choose New Version from drop-down. b. Enter a name for the document in the Name box. c. Enter a description for the document. Please note this field is optional but useful. d. Enter Classification, if applicable. e. Enter Categories, if applicable. f. Click Save. 11.3.2 Open a Document from Livelink A. Launch Microsoft Office Application (e.g., Word, Excel). B. To open a document in Livelink, click Office Button. The screen shot below shows two configurations available at BioMarin: 1. Active Configuration: Click Open 2. Passive Configuration: Click Enterprise Connect menu and click Open 34

C. The Enterprise Connect Open window Opens. Click + sign to expand Enterprise Connect, Corpdocs, and select Livelink folder where document resides. Based on your configuration above, you see the respective screen shot for the Enterprise Connect Open window below: 35

D. Once document is selected, click Open. Note: The arrow next to Open for some documents means the specific document has multiple versions. Click on the arrow to see the versions. You can open a previous version. 36

12.0 MORE RESOURCES To sign up for an instructor led classroom training, go the CTED Application Training BioWeb page. Check out the available training videos. 37