DraftSpace Admin Guide

DraftSpace Admin Guide

DraftSpace Admin Guide

WELCOME TO DRAFTSPACE .............................................................................................. 4 1. INITIAL SETUP ....................................................................................................................4 1.1 Email Invitation.................................................................................................................4 1.2 Initial Login.......................................................................................................................4 2. HOME PAGE ........................................................................................................................4 2.1 Projects List........................................................................................................................4 2.1.1 Create New Project .................................................................................................4 2.1.2 Standard and Bidder Extranets................................................................................4 2.1.3Tips for Creating New Projects.................................................................................5 2.2. Profile................................................................................................................................6 2.3 New Items .........................................................................................................................6 2.4 Archived Projects...............................................................................................................6 3. NAVIGATION ......................................................................................................................7 3.1 Direct.................................................................................................................................7 3.2 Folder Tree.........................................................................................................................7 3.3 Search.................................................................................................................................7 3.4 Site Map.............................................................................................................................7 4. PROJECT ...............................................................................................................................8 4.1 Setup .................................................................................................................................8 4.1.1 Add Folder ...............................................................................................................8 4.1.2 Adding a Folder Structure ........................................................................................8 4.1.3 Batch Upload Documents.........................................................................................9 4.1.4 Add Document..........................................................................................................9 4.1.5 Document Versions...................................................................................................9 4.1.6 Delete Item..............................................................................................................10 4.1.7 Move Item...............................................................................................................11 4.1.8 Sort Item..................................................................................................................11 4.2 Download........................................................................................................................11 4.3 Parties List.......................................................................................................................12 5. ADMIN CONSOLE .............................................................................................................12 5.1 Changing Project Details ................................................................................................12 5.2 Manage Users..................................................................................................................13 5.2.1 Add New User ........................................................................................................13 5.2.2 Bulk User Upload ...................................................................................................15 5.2.3 Remove User............................................................................................................15 5.2.4 Sending Project Invitations .....................................................................................15 5.2.5Changing Project Roles.............................................................................................16 5.2.6 View Permissions.....................................................................................................16 5.2.7 Changing Permissions..............................................................................................16 5.3 Manage Groups...............................................................................................................17 5.3.1 Create Group............................................................................................................17 5.4 Manage Organisations ....................................................................................................18 5.5 QA Admin.......................................................................................................................19 2

DraftSpace Admin Guide

5.6 Bidder Affiliates..............................................................................................................19 5.6.1 Create Bidder Affiliates.........................................................................................19 5.7 Archive Project ...............................................................................................................20 5.7.1 Re-Open Project.....................................................................................................20 5.7.2 Project Audits.........................................................................................................21 5.7.3 Download Project...................................................................................................21 5.8 Alerter .............................................................................................................................21 5.9 Project Audits..................................................................................................................21 6. REPORTING........................................................................................................................22 6.1 Logins .............................................................................................................................23 6.1.1 Exporting Information ...........................................................................................23 7. PDF SECURITY...................................................................................................................24

DraftSpace Admin Guide

WELCOME TO DRAFTSPACE
Welcome to DraftSpace. Your DraftSpace Dealroom is an online portal that allows you to access documents and files securely and efficiently. This document will guide you through the initial setup and basic file features available to a user with administrative rights. If you ever have any questions please call or email DraftSpace at: EUROPE: +44 207 099 2152 AMERICAS: +1 415 596 3581 ASIA: +91 124 461 2064 support@draftspace.com

1. INITIAL SETUP
1.1 Email Invitation
You will receive an email invitation from the system. This email will contain a link to a page prompting you to enter your contact details along with a password.

1.2 Initial Login

With your contact details entered, you will receive an email containing a link to the project login site. Here you can enter your email along with your new DraftSpace password.

2. HOME PAGE
The home button can be clicked at any point whilst using DraftSpace to return you to the Projects list.

2.1 Projects List

Location: Home > Projects

Once you have logged in successfully, the home page will display a list of the projects you have access to. Clicking the column headings will sort the projects. Click on the name to access a project.

2.1.1 Create New Project Located directly above the project list 2.1.2 Standard and Bidder Extranets You need to choose between a standard or bidder extranet.
Project Type: Standard Extranet Bidder Extranet

DraftSpace Admin Guide A standard extranet has all added users automatically visible on the Parties list. Most projects are on standard extranets. A bidder extranet is for those projects with multiple parties (bidders) who need to be hidden from the Parties list. Choosing bidder extranet means all added organisations can then be set to either bidder or non-bidder. Bidder users can only see members of their own organisation, the bidder team or any bidder affiliates on the Parties list. They will not see other bidder organisations. Only users from non-bidder organisations can be members of the bidder team and this means they are visible to everyone in bidder projects. You can choose whether users are in the bidder team when you add them to the project or at any time in the Project roles section of the Admin Console. Bidders cannot see any documents that other bidders have uploaded. Non-bidder organisations can see everyone on the Parties list. You can change a project at any time from a standard to bidder extranet (or vice-versa) in the Project details section of the Admin Console. Click Next to move through the remaining 3 steps in the process. Click the links below for detailed instructions for each step: Step 2: Add project users Step 3: Set user permissions Step 4: Edit project properties You can add additional users; change their roles and other project details at any time through the Admin Console. 2.1.3 Tips for Creating New Projects PLAN YOUR FOLDER AND USER STRUCTURE If you need to give restrictions to access certain documents and folders you may want to plan your folders according to who will be able to access them. You can create Groups of users, so think about how you might apply group permissions to particular folders or sections of the project. INHERITING PERMISSIONS By default, all new folders will inherit their access permissions from their parent folder. This can be overridden when you create a new folder by un-ticking the Inherit Parent Folder Permissions tick box or at anytime going into folder properties. 5

DraftSpace Admin Guide

SEND OUT INVITATIONS AT THE END When setting up a project, you will have to invite users to access it. It is recommended that you delay sending out the invitations until you have completed setting the project up and setting the users permissions. By default if you are following the create new project workflow, this option should already be deselected so you can send the invitations at a later stage. If you are adding a new user to an existing project, you will need to deselect this option when adding the new user by un-ticking the Send invitation option on the add users screen. SPELLING, NAMING, NUMBERS AND CONSISTENCY Always take care to spell, capitalise and format names and numbers correctly in the system. Remember that the details you enter in your Profile will be viewable by everyone on the Parties List.

2.2. Profile
Location: Home > Profile

You can amend your personal details (name, email, telephone etc) at anytime by going into the Profile section from the home page. You can also change your password here as well. If you change your email address or password in your profile, you will need to enter the new details next time you want to login to DraftSpace.

2.3 New Items

Location: Home > New Items

Displays a list of the documents that have been uploaded to DraftSpace across all of the projects you have access to. This list will also show you which documents you have not yet read and which ones you have read with a date stamp. Select a project from the dropdown box. Select the date range. The default date range is the previous 7 days. You can also select a checkbox to display unread documents only.

2.4 Archived Projects

Location: Home > Archived Projects

This section lists projects that are no longer active and have been moved out of the main projects list. Archived projects are not deleted or removed from the system but are simply stored and no longer editable. To archive or re-open a project, see the instructions in the Admin Console chapter.

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3. NAVIGATION
Location: Home > Project

Once you have selected a project, there are various ways to navigate around the projects, folders and documents.

3.1 Direct
The centre of the screen contains the main contents of the project. You can click on folder names here, just like in the folder tree, to move around the project. Use the up arrow to move back up one folder level.

TIP: If you need to quickly jump back to another section of the project, its easiest to use the folder tree on the left.

3.2 Folder Tree

On the left is a windows explorer-like navigation pane that enables you to expand and collapse the folder tree. Click on the items in the tree to view. The number in brackets after a folder name indicates how many documents are contained. Use the drop-down box above the folder tree to quickly jump from one project to another (if you have access to more than one). You can also apply automatic indexing to the folders and documents. This indexing is dynamic so it automatically updates index numbers of folders or documents as you add or delete folders and documents to your project, thereby eliminating the need to manually rename files with index numbers.

3.3 Search
You can type in search terms into the search box right above the folder tree view in order to search through your entire project. You can search the title and content details as long as documents have been natively created or have been through the OCR process.

3.4 Site Map

Location: Home > Project > Project Sitemap

The project sitemap can be accessed from within a project to show you an expanded view of the entire project, including every folder and document. You can go directly to a particular folder by clicking on the folder name or open a document by clicking on the document name. 7

DraftSpace Admin Guide Large projects with many folders and documents may take a little while to load the sitemap, so please be patient.

4. PROJECT
4.1 Setup
4.1.1 Add Folder
Location: Home > Project > Add Folder

To add a new folder, click the Add Folder icon. You will need to enter a name for the folder. If you do not want the folder to inherit permissions from its parent, un-tick the Inherit Parent Folder Permissions tick box. You will then be able to select the appropriate users that should have access to the folder in the list.

Note: Admin users have access to all folders and cannot be removed. 4.1.2 Adding a Folder Structure
Location: Home > Project > Add Folder

When adding a normal folder you can optionally choose to add an entire folder structure and multiple documents at the same time. Follow this process: 1. On your computer, create a Zip file that contains your folder structure and documents. To do this on a PC: i. Open Windows Explorer and navigate to the folder that contains your structure and documents. ii. Right click on the folder and select Send to > WinZip/ Compressed (zipped) Folder. iii. Make sure 'Save full path info' in the WinZip dialogue is NOT ticked. 2. In DraftSpace, click Add folder and then select the Add folder structure button. You will see a Browse button appears. Click this to browse your computer and select the Zip file to upload.

The system will then upload and unzip the file, building out the entire folder structure. 8

DraftSpace Admin Guide Because a folder structure can contain both folders and documents, it is a good way of uploading many documents and sections at once. Bear in mind that large folders and documents could take some time to upload. 4.1.3 Batch Upload Documents The add folder structure tool can also be used simply to upload several documents in one batch, without the need for a folder structure. In Windows Explorer select the files you want to batch together (hold Shift or Ctrl and click), right click and select Send to > WinZip. This will create a Zip file that simply contains the documents which you can then upload in. 4.1.4 Add Document
Location: Home > Project > Add Document

Click the Add document icon, then click the Browse button to locate the document on your computer. To batch upload multiple documents at the same time, see Adding a folder structure. Once selected, enter a name for the document as you want it to appear in the document list once uploaded. You can also optionally enter any comments or additional information. If you want to alert users that it has been uploaded, tick the Send email notification box located at the row end. The email will only be sent to those users that have access to the document. By default the document will inherit its permissions from the folder that it is in. You can optionally override the access permissions for a document by ticking or unticking users but before you are able to do this you must first make sure the folder is not inheriting permissions (see Folder properties). Generally, it is best to use folder permissions to control access, making the management of sites much easier. Use individual document permissions in special cases. Remember that if you do override the permissions you will need to set them for that individual document each time you want to add a new user, as it will no longer inherit its permissions from the folder. Note: Admin users have access to all folders and documents and cannot be removed. 4.1.5 Document Versions DraftSpace has the ability to store multiple versions of the same document with comments and marked up copies. The number of versions a document has is indicated in the main document and folder list under the Versions link. The red or green dot indicates whether or not you have read the latest version.

DraftSpace Admin Guide To add a new version of an existing document, click the Versions link at the end of each document row. Then click the Add New Version icon to browse and then upload the new document from your computer. You can also optionally upload an additional marked up copy of the new version so people can see the changes and add any comments associated with the new version. If you want to alert users that it has been uploaded, tick the Send email notification box. The email will only be sent to those users that have access to the document. Click the Add New Version button to complete the process. On the version info page, you can also see the documents details and history. This allows you to see any previous versions, their comments and marked up copies.

Click the Who has reviewed link to see which users have read each version of the document. This will open up a small window as shown on the right detailing all users and their status regarding the document being read or unread. From the project documents page, you can send a document link by email to users by clicking on the Send email notification? icon. You can select the email recipients from those users that have access to the document. 4.1.6 Delete Item
Location: Home > Project > Delete Item

To delete a document or folder, simply select items from the list and then click the Delete item icon.

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4.1.7 Move Item

Location: Home > Project > Move Item

To move a document, simply select as many as you like from the list and then click the Move item icon. You will then need to select the destination from the list of folders that appears with a similar interface to the sitemap, and then click the Move button. You can also move entire folders and their contents at once by following the same process as for documents above. It is important to note that the permissions of the folders you are moving must match the permissions in the new destination. Make sure the permissions of the destination folder include everyone that has permission to the folder you are trying to move. If the permissions do not match, the system will not let you move the folder. This is to avoid accidentally giving users access to the wrong documents. 4.1.8 Sort Item

Location: Home > Project > Sort Items

You are able to manually set the order of folders and documents in the list. To do this, click the Sort items icon. You can then drag and drop the folders and documents into the correct order. Click Done when you have finished to save the new order. There is also the option to sort them in chronological or alphabetical order.

4.2 Download
Location: Home > Project > Download

It is possible to download multiple files at once in a bulk process. First the function needs to be activated in the admin console under project details (explained in 5.1). This can be useful 11

DraftSpace Admin Guide when backing-up files to disk. Simply select the download icon building out the whole project for you to manually select which folders and documents to download.

4.3 Parties List

Location: Home > Project > Parties List

Each project automatically produces and maintains a Parties list, containing all of the users that are members of the project. The list will show you each users name, email address and telephone details. If you dont want a particular user or organisation to appear on the Parties list, you need to switch the project to a bidder extranet.

If you notice in the Parties list that your details are incorrect, you can amend them in the Profile section available from the home page. These changes will be reflected across all projects that you are a member of.

5. ADMIN CONSOLE
Location: Home > Project > Admin Console

As an Admin user, you will have access to the Admin Console, this is the icon located on the far right of the home page. Admin users automatically have access to all documents and folders in the project, can control who else has access to the project and can change the project details.

5.1 Changing Project Details

Location: Home > Project > Admin Console > Project Details

This page allows you to change the project name, project type, date, description and owner. A project owner must be an administrator. You can switch the project between a standard and bidder extranet. You can also turn on/off the PDF Security function. (See PDF Security) 12

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PDF Security:

You can also turn on/off the secure emails function. This means that users will not be able to open documents directly from the links in the email alerts, but instead will have to enter their login details to view the list of new documents and open these documents. This is intended for highly confidential projects only.
Secure Document Emails

You can also attach a project logo. Click the Browse button to locate the GIF image (dimensions 145 x 40) on your computer. You can remove the project logo by selecting the Remove Logo checkbox.

Here you can also apply automatic indexing as mentioned earlier making it even easier to navigate but also allows clear communication with numerous users.

To activate the download function as mentioned earlier, you need to tick the Allow Bulk Download allowing you to see the Download icon when navigating through DraftSpace.

5.2 Manage Users

Location: Home > Project > Admin Console > Manage Users

Click the Manage Users icon in the Admin Console. You will see a list with a similar interface to the parties list, of all the users currently in the project and have the ability to add and remove users, send project invitations and set project roles. 5.2.1 Add New User

Location: Home > Project > Admin Console > Manage Users > Add Users

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DraftSpace Admin Guide To add a new user to the project, simply click the Add Users icon in the Manage Users section of the Admin Console. If you are adding users as part of the Create new project process, you will already see this screen in step 2. You will see a list of any existing companies you have created that contain all of the users created in the system. The quickest way to find an existing user is to use the Quick Search field to start typing either a first or last name. The results will start to appear as you type.

Use the arrows on the keyboard to move up and down the results list and press either the enter or tab key to select the one you want. That user will be highlighted in the list below and you can then click the Add arrow to move them to the right-hand Users to add panel. You can also browse the main user directory list to find users -expand and collapse companies using the plus and minus symbols. To select more than one user at a time, hold down CTRL on your keyboard to select multiple non-sequential users or SHIFT to select multiple sequential users. You can even add entire companies in one go by selecting the company name and clicking the Add arrow.

If you want to add a completely new user to the system, click the Add new user to your directory button and enter their name and email address in the pop-up window. The system will search to see if that user and company already exists. It will automatically add new users to existing companies based on their email address e.g. everyone with an @bankabc.com email address will be added to the company Bank ABC. If it is a new company that no-one has added before, it will ask you to enter a company name. Please take care to enter the name correctly and remember that anyone with the same ending to their email address will also be added to that company from then on.

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DraftSpace Admin Guide Once you have added your new user, they should appear in Your user directory list, you can then select them and click the Add arrow to move them to the right-hand Users to add panel. Once all the users you want to add are in the Users to add panel, click Next. On the following screen you need to assign either an Admin or User role to each user. In the case of bidder projects, you will also have the option of the Bidder role and when adding Bank ABC users, you will optionally be able to make them part of the bidder team. Each time you add a new organisation to a bidder project you will have to choose whether it is a bidder or non-bidder (this can be changed later). IMPORTANT: Admin users have access to all documents and full control over a project and its users. You must only assign the Admin role to those people you want to have this high access level. Click Next to continue. For all non-admin users you will need to set their default project permissions on the final screen e.g. View all documents, Update all documents, Add documents, Add sub folders and Edit folder properties. Remember that these permissions will cascade down through the project. Click Finish to complete the process. 5.2.2 Bulk User Upload

Location: Home > Project > Admin Console > Manage Users > Bulk User Upload

To upload bulk user list, copy all the email addresses and paste it on the Bulk User Upload screen. Choose Return Carriage from pull-down menu up on the screen. It follows the same procedure as 5.2.1 Add New User. 5.2.3 Remove User

Location: Home > Project > Admin Console > Manage Users > Remove Users

To remove someone from a project, on the Manage Users page select the user(s) you wish to remove and click the Remove users icon. 5.2.4 Sending Project Invitations
Location: Home > Project > Admin Console > Manage Users > Send Invitations

If you didnt send a project invitation when you added a new user or you want to send a reminder, on the Manage Users page select the user(s) you want to invite and click the Send invitations icon.

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5.2.5 Changing Project Roles

Location: Home > Project > Admin Console > Manage Users > Project Roles

To change the role of a user go to the Manage Users page click the Project roles icon. You can then select a role for each user in the project. In bidder projects you will have the option of making the user part of the bidder team. This means the user will be visible to everyone in the project and is meant for the main contacts or bid evaluation team members. IMPORTANT: Admin users have access to all documents and full control over a project and its users. You must only assign the Admin role to those people you want to have this high access level. 5.2.6 View Permissions

Location: Home > Project > Admin Console > Manage Users > View Permissions

Here you can view whole project permissions for organisations, users and groups by selecting your preferences through the drop down box.

The whole project will be broken down with a similar interface to the sitemap, alongside the types of permissions applied on the user. 5.2.7 Changing Permissions To change permissions, firstly you can click on Project properties located at the end row of the main directory. Here you can view an overview of all users and their permission levels. You will be shown all the groups and users in the project.

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To give access to groups and users throughout the whole project, tick the box accordingly and set the permissions you want by ticking the relevant boxes on the right pane. To finalise, click done. Any permission set here will cascade through the whole project and inherit the project permissions. Alternatively, if you want to set folder by folder or document by document permissions, click on the folder or document properties at the end of the row and carry out the same steps as above for the project properties. Remember to untick the inherit parent folder permissions when changing permissions on folder and document levels.

5.3 Manage Groups

Location: Home > Project > Admin Console > Manage Groups

Here you can create, edit, delete and manage groups. 5.3.1 Create Group

Location: Home > Project > Admin Console > Manage Groups > Create Group

Click on the Create Group icon on the top row to take you to another screen.

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First, you need to give the group a name, e.g. Bank A. Next you need to choose the members for the group and add them to the group members section. Once decided on the members click the Create New Group icon above to finalize the creation of the group. Once completed, this group can be found and edited at the Manage Groups section located in Admin. To Delete Group, all you have to do is select the group you want to be deleted and click on the Delete Group icon above. At anytime, if you want to find out the members of the group click the members link at the end of the group row. Alternatively, if you want to edit members click on the Edit Group link at the end of the group row.

Location: Home > Project > Admin Console > Manage Organisations

5.4 Manage Organisations

Here you can add descriptions for your organisations and for a bidder extranet, update bidder statuses. To add or update any descriptions or statuses, click on the description link at the end of the organisation row.

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5.5 QA Admin
Location: Home > Project > Admin Console > QA Admin

Here you can manage QA forum permissions and topics. To edit permissions for question and answers click the Edit QA Permissions icon above. Here you can select individuals or groups and select what permissions they can have when dealing with QA.

You have four options for forum permissions giving the ability to ask questions, submit questions, view all questions and reply to questions. You also have the option to allow external attachments. In addition to the response, users can upload content. Secure QA Email limits the notification content. For example, if it is selected, when being notified of a question or response, you will only be told of a new question/response. However, if it is not selected, then you will be notified detailing the whole question.

5.6 Bidder Affiliates

Location: Home > Project > Admin Console > Bidder Affiliates

Here you can create Bidder Affiliates. If there is more than one bidder working together on a project, it is best to produce a Bidder Affiliation detailing to the project host who are working together. 5.6.1 Create Bidder Affiliates
Location: Home > Project > Admin Console > Create Bidder Affiliates

To create a bidder affiliation, you need to click the Create Bidder Affiliates icon which will take you to a similar interface as seen when adding users to a project.

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You need to click on the bidder affiliates you want to be part of the affiliation and then click Add. Once you have decided on your affiliate members, you finalise by clicking Create Bidder Affiliates. To delete an affiliation simply select the affiliation and click the Delete Bidder Affiliation icon.

5.7 Archive Project

Location: Home > Project > Admin Console > Archive Project

Clicking this icon will prompt you with a question are you sure you want to archive this project. If so click yes. Archiving the project does not delete the project; however it stores it as inactive. When archiving the project, you are taken to the screen on the right giving you three options.

5.7.1 Re-Open Project To resume the project, click Re-Open Project again prompting you with the question are you sure.

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DraftSpace Admin Guide 5.7.2 Project Audits Here you can view records of the project. You can view actions performed by all users and also using the drop down box, choose individual users. 5.7.3 Download Project By clicking this icon you can download the whole project to the computer or disk. On the right of the admin console screen, it gives you a project summary detailing all the documents and folders as well as the size of the project.

5.8 Alerter
Location: Home > Project > Admin Console > Alerter

Here you can choose to update users of content and QA updates through none, daily and weekly intervals. If you have bidders as well as standard users, they are colour coded ensuring that you do not update the wrong people on content.

Once you have chosen who to update, click Done to finalize. At anytime you wish to change the intervals, just return to the Alerter section and reselect.

5.9 Project Audits

Project Audit gives the admin the ability to track all or specific users and trailing interactions in DraftSpace.

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DraftSpace Admin Guide You can further specify the interactions by document downloads, folders moved or even project logins. You have a wide host of options to trail all or individual users. Once you have selected your specifications for the audit, click search audit showing a screen as below detailing the action, user name, time and target of action. To follow this individual action, click on the + button

Then, you will be shown a similar screen detailing the trail of actions.

6. REPORTING
Location: Home > Project > Admin Console > Reporting

This section shows you a summary activity report as well as a detailed activity report.

You have the option to find specific information by clicking on the appropriate link. For example, if you want to find out the specific usage of a user in regards to a document, click under Document Downloads, the By User link taking you to another screen where you can pick users as well as organizations as a whole via a dropdown box. 22

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You can choose what dates to use for the report changing the dates located above the users box. Once you have decided on your specifications, click run report. It will then produce a report highlighting their document download amounts as well as a bar chart diagram detailing for example how many times a document has been downloaded by Mr. X.

In addition to standard reports, you can use the Tailored Report (Pivot Table). This will provide the information for a graph where you can select the different axis to produce a customized report, e.g. using the users name against a specific folder or document finding viewing and downloading times.

6.1 Logins
By clicking on By User or By Organization under logins, you can view the amount of times the user or organization as a whole has logged in the project. Under Logins, you have the option of filtering the users or organization by bidders only making it easier to identify users in them specific organizations. 6.1.1 Exporting Information If you want to keep a hard copy of the information, it would be best to click on the Export Screen View taking the data on screen and converting it to Microsoft Excel and Export Raw Data taking all data and converting it also into Microsoft Excel.

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7. PDF SECURITY
Location: Home > Project > Admin Console > Project Details

To implement PDF security, you need to go to the Admin console and select Project details where you can select or deselect the PDF security box. This will give the ability to apply watermark and print disabling when setting permissions for users.

To change permissions click on the project properties link to take you to another screen where you can individually or as groups apply PDF security. To apply PDF security on individual documents or folders, follow the same steps as above.

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