The new ETSEDMS: Engineering and Technical Services Electronic Document Management System

1. The new ETSEDMS:Engineering and Technical Services Electronic Document Management System Stacy Oliver 626-7035 soliver@as.arizona.edu

2. Topics • Features of the new EDMS • Getting Started with the New ETSEDMS • Logging in • Setting your password • Sharing Documents in the ETSEDMS • Finding Documents • Posting Documents • Modifying Documents • Special Purpose Forums (PFRs, ECRs, STRs) • Document/Drawing Approvals

3. Features of the EDMS • Unlimited user IDs (no more sharing accounts) • Inline viewing • Improved searching • Drag and drop loading and bulk uploads • Dashboard with waiting approvals and work queue items

4. Getting started with the EDMS • The ETS EDMS URL is: • http://ccd1.as.arizona.edu/ • Logging in: • The system login page will ask you for a login name and password in order to log in. • The login name and password are sent to you in an email from the system administrator once you have been added as a user. • The login name is usually the same as your email username, except in situations of duplication or special requests.

5. Login Page

6. Dashboard (Entry Screen) The Dashboard Screen is the entry screen for the system. This screen shows your messages, documents awaiting your review, and documents in your work queue. You can access the catalog browser by selecting the green “Go to all document and drawings” link or selecting the “folders” button. The “home” button will always bring you back to this dashboard screen.

7. Setting Your Password • Setting your password • Once you receive your login information via email, you should immediately set your password. • To do so, access your user profile by selecting the “options” button and then selecting “user profile”. Within the profile, you can change your password or email address. Select “apply” to save your changes. • Forgotten password • If you forget your password, email or call the EDMS admins • Paul Hart (hart@as.arizona.edu ) phone: 626-1582 • Stacy Oliver (soliver@as.arizona.edu) phone: 626-7035

8. Content Central’s Jargon • Catalogs • Catalogs are groupings of Documentation at the highest level. They contain folders and subfolders of documents of all types • Document Types • Document Types tell the system what kind of document the item is (document, drawing, ECR, etc). They are used to control information fields (document number, title, drawing number) as well as access control.

9. Finding Documents • Structure of new ETSEDMS • The structure of the ETSEDMS will help you in finding the files that you are looking for. The folders are laid out like the standard windows explorer. • All documents can be found in the “Catalog Browser”. • The system is organized into “catalogs” (upper level folders), “folders” (lower level folders) and “entries” (documents) • Search Function • The search function is accessed via the “search” button at the top left part of the screen. • There is a “full text search” which will search all documents that you have access to. • There is also a more user friendly search that allows you to narrow your search to specific fields within catalogs (projects) and document types (drawings, documents)

10. Posting Documents • Posting Documents • Within the “Catalog Browser” area , identify the correct location (catalog and folder) for the document, select “File” then “Add Document” from the black toolbar. When the pop-up window opens, select the appropriate document type and then drag and drop the document(s) that you wish to upload. • Once uploaded, select the file(s) that you entered (by checking the appropriate entry) and select “modify” and then “edit properties” to fill in the information about the document (title, author, etc). You must select “commit” in order to save the information. • You can save some typing time, by selecting all of the entries (documents) that share common information and typing into those shared fields first. For example, if you enter three documents at once and they have the same author and/or version date on all three, then you could fill in those fields once. Then you will need to deselect entries and enter any data not shared (ie. title, etc).

11. Modifying Documents • Modifying Document Information • Go to the entry that you wish to modify, select it by placing a check mark or by clicking on it. Select “Modify” and then “Edit Properties” from the black toolbar. You can modify all entry information without re-uploading the document. • Modifying the Document Itself • Go to the entry that you wish to modify, select it by placing a check mark or by clicking on it. Select “Modify” and then “Edit Document” from the black toolbar. You can then edit the document within your browser. You must have downloaded and installed the “Content Central Content Director” prior to use of this function. It is located in “options” and then “downloads and installers” section. • If you do not want to use the edit online function, you can download the document, make your edits, and then select “upload revision” when the pop up window opens, browse to your revised document and then select “upload”.

12. Accessing Old Versions • Old versions can be accessed using the “view”, then “document history” function located on the black toolbar. • The document version field will indicate the new version of documents by changing the version number of the document. Document versions that represent property or informational changes in the system (no changes to the actual document file) will be versioned as point changes (ie. 1.1, 1.2, 1.3) while changes to the actual document file itself will have whole number changes (ie. 1, 2, 3 ). • The “Action” and the “Details” columns will also indicate what was done in the system, so that you can see the entire history of the entry. • Documents that require controlled changes within a release process will be version controlled differently. Old versions for these documents will not be visible to all users. They will be access controlled to ensure that they are not mistaken for current, released documents or drawings. Prior versions for these documents must be requested (just via email or phone) from the appropriate project manager, drafting manager, or document manager for the given project.

13. Special Purpose Document Types • Special purpose document types can be set up to automate either an existing paper (or email) based process or implement a procedure that was non-existent • PDF forms can be filled in online and workflows (automatic routing) can document, distribute, and archive important information • Current Special Forums in Use: PFRs: Problem/Failure Reports ECRs: Engineering Change Requests Issue Tracking (SOML) Daily Machine Reporting (SOML) • These document types are not covered in this training, but training materials are available in the ETSEDMS Archive.

14. Document/Drawing Approvals