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Admin Tool User Manual

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For General Distribution

Document Revision
Rev
01

Description
Revised original doc TEKCOR-CM-SM001-05, ver. 2.2.6

Originator
Vanja Sten

Date
30.01.2014

Checked

Date

Approved

Date

NOTICE: This document may contain confidential and privileged information for the sole use of the intended recipient(s). Any review, use, distribution, reproduction, storage or disclosure by others is strictly prohibited except with written permission from Sharecat Solutions AS or Sharecat Solutions Limited or Sharecat Solutions Inc. If you are not the intended recipient (or authorised to view this information on behalf the recipient), please contact the Sharecat Solutions Quality Control, Quality@Sharecat.com. Copyright 2013 Sharecat Solutions AS & Sharecat Solutions Ltd & Sharecat Solutions Inc

This document is uncontrolled once printed. Please refer to the QMS to ensure this remains the current revision.

Table 1: Document Amendment History Date 01 30.01.2014 Author Summary of Changes Functional descriptions changed in accordance with changed functionality in application. Status

Table 2: List of HOLDS Hold No Description Page

Table 3: QMS Status (Axx Revision and above only) Rev 01 Date 30.01.2014 Author Reviewed By Stein Tore Nysveen QMS Status

Table 4: Related Documents Document


TEKCOR-CM-SM-001-05, ver. 2.2.6

Description Original document

Table 5: List of Abbreviations Abbreviation Meaning

Table 6: Glossary Term Meaning

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Table of Contents
INTRODUCTION ............................................................................................................. 6 APPLICATION DESCRIPTION ....................................................................................... 7
Users and Permissions ................................................................................................................................................. 7 All Users (System administrators only) ..................................................................................................................... 7 Company Types (System administrators only) .......................................................................................................... 7 Companies.................................................................................................................................................................. 8 User Groups ............................................................................................................................................................... 8 Users .......................................................................................................................................................................... 9 Resources (System administrators only) .................................................................................................................. 10 Project Setup .............................................................................................................................................................. 12 Installation setup (System administrators only) ....................................................................................................... 12 Package setup ........................................................................................................................................................... 13 Disciplines and roles ................................................................................................................................................ 14 Document categories ................................................................................................................................................ 14 Approval order ......................................................................................................................................................... 15 Document Admin ....................................................................................................................................................... 16 Doc Requirements .................................................................................................................................................... 16 Modify Documents .................................................................................................................................................. 19 Reports ........................................................................................................................................................................ 20 Batch jobs................................................................................................................................................................. 20 Mail Log................................................................................................................................................................... 21 Traffic ...................................................................................................................................................................... 22

TASK DESCRIPTIONS ................................................................................................. 24


Create new user account............................................................................................................................................ 24 Check if user account exists ..................................................................................................................................... 24 Create new user account .......................................................................................................................................... 24 Add user account to user group ................................................................................................................................ 26 Administer User Password ....................................................................................................................................... 27 Check if user has access to installation .................................................................................................................... 28 Change existing user account ................................................................................................................................... 29 Delete user account .................................................................................................................................................. 29 Add new company ................................................................................................................................................... 29 Administer SHAREcat Permissions ......................................................................................................................... 30 Create User Group ................................................................................................................................................... 30 Assign Permission .................................................................................................................................................... 31 Modify existing Access Right .................................................................................................................................. 32 Create new Package (PO) .......................................................................................................................................... 33 Modify Package Set-up .............................................................................................................................................. 34 Package info ............................................................................................................................................................. 35 Templates and mail .................................................................................................................................................. 36 Other options ............................................................................................................................................................ 37 Reset package........................................................................................................................................................... 39

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Maintain Disciplines and roles .................................................................................................................................. 39 Disciplines................................................................................................................................................................ 39 Discipline Groups .................................................................................................................................................... 40 Vendor Groups ......................................................................................................................................................... 41 Package roles ........................................................................................................................................................... 42 Maintain Document Categories ................................................................................................................................ 43 Maintain Approval Orders ....................................................................................................................................... 44 Define Document Category based Workflow .......................................................................................................... 44 Define Document based Workflow .......................................................................................................................... 47 Approval order ......................................................................................................................................................... 51 Create Requirements ................................................................................................................................................. 51 Add........................................................................................................................................................................... 52 Maintain Requirements ............................................................................................................................................. 53 Modify ..................................................................................................................................................................... 53 Delete ....................................................................................................................................................................... 53 Modify Documents ..................................................................................................................................................... 54 Doc Search ............................................................................................................................................................... 54 Doc info ................................................................................................................................................................... 55 Void document ......................................................................................................................................................... 56 Move document to another package......................................................................................................................... 56 Custom info .............................................................................................................................................................. 56 Modify Doc links ..................................................................................................................................................... 57 Modify Document categories ................................................................................................................................... 58 Document revisions.................................................................................................................................................. 58 Retrospectively replace or append file ..................................................................................................................... 59 Retrospectively edit IDC step .................................................................................................................................. 61 Modify IDC .............................................................................................................................................................. 62

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Introduction
This user manual describes the administrative tasks within SHAREcat Admin Tool that can be undertaken by administrators to support the activities being performed within the system by users. Reference should also be made to the respective manuals that describe the activities required by each of these groups of system users. Administrators will exist at different levels. A System Administrator can have access to all tasks that can be performed through this tool. A System Administrator is normally part of the SHAREcat Support Team. Company Administrators will normally be set-up with sufficient rights to maintain an established project. Company Administrators normally sits within the client organization. The SHAREcat Admin Tool is divided into four main areas: Users and Permissions Project Setup Document Admin Reports

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Application Description
Users and Permissions
Users and Permissions provides all functions that are necessary to create, maintain and delete user accounts, companies, user groups and access rights that should be available for these.

All Users (System administrators only)

By choosing the group All Users you can choose rights that will concern all user accounts in the system. Will typically be used to give rights and set restrictions for the complete user community. The use of tabs Permissions and Add Permissions will be described later in this section. These tabs are not available for Company Administrator users.

Company Types (System administrators only)

By selecting one of the sub-folders under Company Types you can define access rights that will apply for selected companies to that group. Different company types are assigned to different set of accesses. Type
System Operator Contractor

Description
N/A Oil and Gas Operators Companies providing any kind of EPCma (Engineering, Procurement, Construction, Commissioning, Management assistance) services to Operators Company supplying goods and/or services to Operators and Contractors Contractor responsible for delivery of modules to Installations Original manufacturer of equipment

Vendor Sub-Contractor Manufacturer

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Package vendor Vendor/Manufacturer Operator Operations

See Vendor Company that does their own fabrication, also using equipment/parts from other manufacturers Se Operator

The company type definition decides access level in SHAREcat catalog. Operators and Contractors can see all documentation in the catalog (if they have access to the application), while vendors and manufacturers only can see information that they have been given access to. This access administration is maintained by Sharecat personnel. The use of tabs Permissions and Add Permissions will be described later in this section. These tabs are not available for Company Administrator users.

Companies

By selecting the Companies link in the left frame, you can search for a single or several companies in the right frame. You can search for a company by typing part of-/all of the name. A new company can also be created by selecting the tab Add Company in the right frame. See description this in the Add new company section. This feature is only available to System Administrators.

User Groups

User groups are used to administer rights that are common to a number of user accounts. It makes the task of maintaining user rights easier. Under the selection User Groups you can search for a group by typing part of-/all of the name. A new user group can also be created by selecting the tab Add User Group in the right frame. This feature is only available to System Administrators. Field
Name Description Add New

Description
Type a name for the User Group Type a descriptive text for the User Group Click this button to create the new user group

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Users

By selecting the Users link in the left frame, you can search for a single or several users in the right frame. Field
User Name Company In user group Include nonactive users Search

Description
Input all or part of users user name, first or last name, or user ID Input company name (all or part of it) to limit search Input name of user group to limit search Select box to include user that are no longer marked as active Click to run a search against the user catalog

The search result will be listed in the right frame. Click the user name(s) that you want to administer, and they will be listed in the left frame. By clicking the user name in the left frame, the right frame will give you access to administer the rights of the selected user. This happens through the use of designated tabs.

Tab
Properties Permissions Add Permissions Groups Roles Password

Description
User definition and status List of existing Permissions. Each one can be selected and edited. Only available to System Administrators New permissions (for all available resources) can be selected, configured and added. Only available to System Administrators Tab will list the selected user groups for this user. New user groups can be added. Existing user groups can be removed. Tab will list roles for this user. Roles can not be edited here. To connect user to roles choose Discipline and Roles in tree menu. Tab allows password administration at user level. Password can be changed, logs can be reset, and new password can be generated and issued through e-mail. This folder lists all permissions given to Sharecat, regardless of object of origin for the permission (direct permission, user group, company.. The permissions are grouped by resource type. To edit the permission you need to use the listed resource type.

List Permissions

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Resources (System administrators only)

Access to a resource type can be defined from the resource type itself (e.g.. Company Admin for a selected company). The list of Resource types is dynamic. The current resource types have the following functions: Resource
Application permission Article register Company admin Document category group admin Document group Helpdesk Project Hub permission Installation Installation admin Installation permission Menu item Permission

Description
Control access to applications. This is used for access control to applications outside the web interface (Toolscape SPIR+) Not applicable in Document Portal Company admin users can be defined for each company. Once defined, a user can add, update and delete users within that company. Document categories are grouped according to the use in projects. The admin function will allow defined users to administer document categories within the selected group Document group is used for certain standard documents in the Catalog application. It is not applicable in the Document portal List of existing helpdesk projects and which resources that have access Not applicable in Document Portal Installation is the highest level in the information structure in a project. An Installation admin can administer installation, project set-up, documents, requirements, roles, mail log, batch log etc. An Installation permission is a subset of permissions. They will just be valid for the defined installation A Menu item is any selectable item in any menu in the Sharecat applications. A permission gives access to defined features in applications in the web solution

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Plugin menu item Restricted document User group admin Web application

List of plugin menu items per installation Document group is used to restrict access for certain standard documents in the Catalog application. It is not applicable in the Document portal A User group admin can administer access to a defined user group. A web application is an application that can be accessed through the Sharecat menu system (e.g Document portal).

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Project Setup
Project Setup provides all functions that are necessary to create, maintain the key elements of a project in the Document Portal.

The setup of a project happens within the boundaries of an Installation (typically a Client Facility, like a rig). The SHAREcat support team establishes the Installation as a back office service. Based on this installation an Administrator can establish: Packages (PO) Disciplines and roles Document categories Approval orders

These are the elements that are needed for the processes of Gathering, Verification, Control and Storing of information in a Project.

Installation setup (System administrators only)

An installation is usually defined as a client facility (e.g. a rig) or project. By selecting Installation setup from the menu tree, an existing installation can be maintained or a new can be created. Tab
Installation info Mail templates Add

Description
Information about installation like name, installation code, password policy etc List of mail templates used for the installation (where Exists = X) Used for creating a new installation, with the possibility to copy

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installation Custom info

setup from an existing installation. Used for setup of custom attributes, ie. attributes defined by client.

Package setup

A Package (folder) is an expression used to define the boundaries of a documentation delivery from an organization to their client. By selecting the Package setup link in the left frame, an existing package can be maintained/edited, or a new can be created. Tab
Package info Templates & mail Other options Add package Reset Package

Description
Used to identify an existing package and the attributes that is defined for this package Identifies the templates that are defined for document metadata like document/revision numbers. This is used for online validation during upload. Other attributes that are used to configure the behavior of the packge in the document portal. This tab is used to create new packages in a live installation. This tab is used to reset options and various settings from another package in a parallel installation, also called template installation.

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Disciplines and roles

Select Disciplines and roles to define the disciplines that can be included in the workflows in the active package . Tab
Package roles Disciplines Discipline groups

Description
Used to link already defined Users to the Disciplines that are relevant for this package. Define disciplines that are relevant for the selected Installation. This includes creation of new Disciplines These objects can have several users linked to them. The discipline groups can then be added to workflows, and allow multiple users to perform reviews against the same discipline roles. Similar to discipline groups but for originator specifically.

Vendor groups

Document categories

Selecting Document categories in the left frame will give access to definition of new Document categories for the selected Installation. Document categories can also be deleted from the scope of the current installation. This can only be done when there are no links to documents from a document category.

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Approval order
Approval orders can be administered at two levels in Sharecat. Document category based approval order means that all documents of the same document category will be subject to the same distribution. Document based distribution means that each document can be handled individually.

The complete IDC approval setup will be shown by selecting Approval order from the menu in the left frame.

Document Category based Distribution

The workflow of a document category can be defined or adjusted by selecting Doc. Category based Approval order from the menu in the left frame. An approval order update can also be copied to other document categories. This will simplify maintenance of multiple document category based workflows.

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Document based Distribution

The workflow of a document or a set of documents can be maintained across one or several disciplines. Enter this function by selecting Document based Approval order from the menu in the left frame.

Document Admin
Document Admin provides all functions that are necessary to create and maintain the requirement or document meta data in the Document Portal.

Document Admin allows the user to maintain requirements (new and existing), documents and links from documents to related objects.

Doc Requirements
Changes to existing requirements or additions of new requirements are initiated by an identification of requirement details. This happens through a Doc req. search.

Search

Select Doc Requirements in left frame to access the search tab in the right frame. The following options can be used to direct the search.

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Field
Installation Package

Description
Choose the installation of the document you are searching for. A value is required to initiate the search The Package must be selected for the first search within a selected installation. Successive searches can go across Packages. Type full or partial document number to search for Type full or partial document title to search for When this option is selected the result list will break the text in columns to suit the with of the window. Option selected is default value.

Doc.no Title:

Doc.cat

Type full or partial document category description. Category code is only searchable if it is a part of the category description. Type first date of search period. Date format to be entered as dd.mm.yyyy. Type last date of search period. When selected, the search will go across all packages within the specified installation. Click this button to initiate the search. All documents that satisfy specified criteria will be returned in a table below the search criteria. Click the here link in the text to open a tab for adding a new requirement. Click this icon to update the application cache tables. This is necessary in order to see results of changes performed.

Due date, from: to:

Add
When you click the here link behind the
additions of new, single document requirements. icon, a new tab opens to allow

Field
Requirement type Allow tag links

Description
Select value from combo box Only visible when Requirement type is set to Package doc. When selected (default), this option will allow requirement to be linked to tags (see Modify below. Only visible when requirement type is set to Given tag. Type tag number. Only visible when requirement type is set to Given tag. When selected, this option will override more general requirements. Select value from combo box Optional. Specify date when document is due to be delivered Optional. Select value from combo box

Tag no Exception Document category Due date Date type

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Offset

Field shows when certain date types are selected. Holds the number of weeks that the calculated due-date should be offset by. Optional. Can be used to specify sorting order for special reports This value overrides the PO-setting when it is <>0 Used to identify requirements that do not need a physical document file. Document to be kept by document creator Specify document number. The value is validated against the template that is specified during PO set-up. Specify document title. Click to create specified document requirement. Click to clear all selected values in form

Index Special rejected timeout (days) Retained Document number Title

Modify
When you select the icon for the relevant Requirement listed in the requirement search (described under heading Search), you will see a new right frame with several folders along the top. For description of folders please see section Modify Documents below.

Field
Requirement type Allow tag links Document category Due date Date type Offset

Description
Can not be accessed in this view. Is defined during requirement creation Can not be accessed in this view. Is defined during requirement creation Select value from combo box Optional. Specify date when document is due to be delivered Optional. Select value from combo box Field shows when certain date types are selected. Holds the number of weeks that the calculated due-date should be offset by. Optional. Can be used to specify sorting order for special reports This value overrides the PO-setting when it is <>0 Can not be accessed in this view. Is defined during requirement creation Can not be accessed in this view. Is defined during requirement creation

Index Special rejected timeout (days) Document number Title

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Modify Documents
Modification of a document requires identification of the document in the relevant Installation and Package. Identification happens through a Doc search.

Select Modify Documents to open the search tab in the right frame. The following options can be used to direct the search: Field
Installation Package Doc.no Title: Search in: Submitted docs Un-submitted docs All Packages Include voided Limit search to already submitted documents Include required, but un-submitted documents in the search Include documents across the whole installation/Work space in the search Include documents that have been marked as voided. Use this if you are searching for documents that you want to un-void

Description
Choose the installation of the document you are searching for. The Installation is required to initiate the search The Package must be selected for the first search within a selected installation. Successive searches can go across Packages. Type full or partial document number to search for Type full or partial document title to search for

When you click

, all documents that satisfy the criteria will be returned in a

table in the right frame. When you select the icon for the relevant document, you will see a new right frame with several folders along the top.

Each tab has the following functions: Tab


Doc search Requirement Doc info Custom info

Description
Initial search for document that will be administered Document requirement info Key information about document and current revision. These fields can be edited Custom attributes (setup on installation level). These fields can be edited.

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Doc links Doc categories Doc revisions

Links to tags can be administered in this tab Links to document categories can be administered in this tab Document processing within current revision can be administered in this tab. This includes moving the document back and forth in the workflow. Revisions can also be voided from this tab.

Reports
The Reports that are available from the Admin tool menu are aimed at system performance monitoring. Through these reports the status of automated jobs can be monitored. A searchable log of system generated e-mails is available. The Traffic report shows some statistics around system workload and transaction response times.

Batch jobs

The batch job reports selection has 3 tabs. Batch job setup lists all auto comment-/process functions that are defined for the selected installation. This information is intended for System Administrators searching for valid functions, and where they are located.

Batch job log will show status of jobs that has been/is being run within the selected installation. Filter can be set for time interval and document number. Select Unfinished jobs only to only show jobs in queue. Select All inst. to

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show a complete list of batch jobs across installations (within other filter options). Click Column
ID Doc No Job Title Created Delayed until

to run report. Description


Internal ID number of batch process in queue system Project document number that the listed batch job is run against Descriptive title of the Batch Job Timestamp for creation of queued batch job for listed document In some cases where the system has operational issues, a delay can be applied to batch jobs. Such delays will be listed in this column. Actual start time for batch job (created + number of seconds) Time finished (Started + number of seconds) : Status messages from the system. These are generated during batch job execution : Link to system generated markup (comment) file. : Icon is shown when an error has occurred during batch job execution.

Started Done Info

Timeout Queue Name InstID

Number of minutes a job will run before it times out. Name of physical server that the batch job uses. Internal ID for Installation

Batch server status lists the current servers that are running batch jobs. For each of the servers it lists workload the last 24 hours and the last week. It will also show timestamps for any current running jobs, and the number of jobs in queue. This view is for information only.

Mail Log
The Mail Log report allows the user to search for system generated e-mails. Search criteria can be set for installation, time interval, mail recipient (user name), document title, mail id and mail type. The user can also run the search across all installations in the Document portal. A search for several user names is performed by inputting a comma separated list with user names. Wildcard characters (*, ? and #) can be used for Title search. The document number is part of the title for e-mails linked to the IDC process, and can as such be used as a search criteria.

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Column
User Name Title Details

Description
Mail recipient username in SHAREcat Title of e-mail that is generated. Allows you to see sent mail, including enclosures. Also provides you the possibility to resend the mail. Click the hyperlink to open e-mail. Actual time the mail was generated. This column indicates that the e-mail submission has been delayed according to e-mail grouping set-up for this particular user This column indicates that the e-mail has been prepared, but could not be sent due to a system related problem. Open the mail and click appropriate link to resend it.

Sent Date Delayed

Error

Traffic
There are two tabs for traffic. The view pane opens default in Historic traffic and shows the number of requests through the web server per 10 minutes. The graph shows accumulated number of all requests.

Note : Time shown is CET (GMT -1). Click a specific date in calendar to see historic data.

By selecting tab Traffic today, accumulated traffic for today will be shown:

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Note : Time shown is CET (GMT -1). When the graph is shown in the ShareCat activity report, it is an indication that Sharecat is handling requests in a normal way. Average time per request should be < 1.5 sec.

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Task Descriptions
Create new user account
Check if user account exists
Choose Users in tree menu to the left. In the search box that appears on the right side of the screen you can add several search criteria. Such as: first or last name, User ID, company, or a specific user group. If you enter a company as search criteria under users, you will get a list of all user accounts connected to this company. Enter your search criteria and click the search button. Remember to mark Include non-active users, in case the user already has an account that is no longer valid.

A list of all users containing the search criteria will appear under the search button. If the name you want to create is in the list, the person already have a user account and you will only have to change the properties or user groups, see step Change existing user account. If the name does not appear in the list, this user has no account, and you must create one.

Create new user account

Start by choosing company in the left menu. All users must be assigned to a company.

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Search for company in the search box that appears on the right side of the screen. Choose correct company from the list, this will then appear under company in the tree menu on the left. If the company does not appear in the list, you will have to add the company first, see step Add new company. When you have selected the company in the tree menu the properties for the company is shown on the right side of the screen under the tab Properties. Choose the tab Add Users and you will get the form for creating new user account. Enter information about new user in the form. In addition to first name, last name and expires date it is necessary to enter the users E-mail address. We recommend setting Expires Date 01.01.2099 in the last line. This is to prevent that all users in one project expires at the same time. When the project is finished it is easier to deny access to all users in the current project at the same time through the user group associations. The Mail Delay option allows grouping of e-mails. Specify the number of minutes that a mail shall be delayed. All mails generated for the user in this period will be grouped together in one e-mail. The field Delayed Mail Options specifies how the grouped e-mail should be setup. Click the icon to get a list of available options. The field is bit-mapped, so adding the number of each option together invokes multiple options. Remote Site ID is used for setting up up- and download of files from remote sites. The id points to physical server to be used. The default server is Bergen, Norway. Project must be set-up for use of this feature before this value has an effect. When all data is entered into the form, click Add New. The system will then generate username and password. If auto created username already are in use, you will get a warning, and you will have to change it. Password will be created according to password policy setting for the company. See Administer User Password for description of password administration. When you have added the new user, the text in the form turns grey, and can not be further edited. At the bottom of the screen there will now appear two hyperlinks: Click here to compose and send an E-mail to the user Click here to add the new user to the tree

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Press hyperlink Click here to add the new user to the tree This will add the user to the tree menu, select the name in menu and you will get access to editing the properties for the account. Check that username looks reasonable and that it is according to preferences and standards for the installation. Depending on project, change , and with English way of writing. You will also be able to change the username according to users special requirements. Enter your changes and press Update.

Add user account to user group


All user accounts must be assigned to user groups. It is normally the user group that holds permissions and access to installation and applications. By assigning the user account to a user group the account will get a pre-defined set of permissions needed for the project. One account can be assigned to many different user groups. Choose Users again in menu at the left. Enter username in the search box. Select the wanted user in the list. Full name will now appear in the tree menu under users. Click on the name in the tree menu and you will get up the properties for this user. Choose tab Groups on the right.

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In the box on the right side of the picture you will now see all the available user groups. You can also use the filter to make a selection among these groups. Mark wanted user groups. You can select one or several groups. Click the arrow to assign selected groups to the user. Double arrow will select all groups. You can also remove groups the same way. Reload button moves everything back to last saved version. When you are finished selecting and moving groups, click the update button. Note: If any of the groups assigned to the user appears grey in your picture, you have no access to remove this group. User groups are defined by System Admin, Company Admin will not be able to change or add groups.

Administer User Password


To administer user password properties, select the user account, and activate the Password tab. In this tab the password can be changed, and an account lockout can be reset. The link to a Password Policy can be changed. A password policy regulates length of password, password composition (requirement for upper-/lower case, alphanumeric and numeric characters), period between forced password changes, and length of password history to remember. The definition/maintenance of a password policy is administered by Sharecat Solutions. The definition of the currently attached policy can be viewed from the User Properties tab by clicking the icon to the right of the Pwd Policy ID fieldUsers must be linked to a password policy. If the password policy is set on Company level, the user will automatically inherit this setting. If no policy is set for the company, the default policy for a user will be 1. An Installation can be linked to a policy. The Installation policy takes precedence over a user policy. This means that a user can log in to an installation if the password satisfies the installation policy. A flag can be set in the policy definition to overrule other policies.

To generate a new password (according to the current password policy), click the Generate new password button. The password is not saved to the database until the Update button is clicked. Click Reload to reset the form values. You can also type the new password directly in the field. The values will be hidden. The entered value must be according to the chosen password policy. This will be validated when the Update button is clicked. The field Pwd Error Count shows the number of incorrect password entries since the last successful attempt. When filled in, the Pwd Lockout Date field shows the date/time when a lockout will be lifted. Both these field can be reset

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by the administrator. Remember to click Update. After resetting these values, the user can login directly. The Pwd CRC field is a checksum that represents the current password. This field can not be edited. The Pwd CRC History field stores the checksum of previous passwords as a comma separated string. Depending on settings in the password policy, this can be used to avoid re-use of passwords. To reset the password history, remove the content of this text box, and click update.

Check if user has access to installation


Use the impersonate function to verify that the user has the correct assignments. This is done in the login screen by adding -> (dash and arrow right) and then the user name, using your own password:

Send username and password to new user. Go back to Admin Tool and open properties for user account again. Click the hyperlink: Click here to compose and send an E-mail to the user under the Update button. This will open the standard mail that goes to new user, containing username and password. You will be able to edit text if necessary. When finished click the button Send Mail. Also remember to send the password to the user by clicking the hyperlink (in the Password Tab):

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Change existing user account


If the user already has an account, open this by searching and choosing from the list same way as for new user.

Check whether the contact details are correct. If everything is similar but the e-mail address indicates that the user has changed company, you will have to create a new account for him. Check if the user account has expired. Check user groups. Check discipline roles. If the user account is expired, and the user groups are for another project that is no longer valid, just add new user groups. Go back to properties and change the user status from Expired to Approved, add new expiry date and the account are now functional again. If the user account is approved and has user groups for another project, just add the user group for the new project in addition to the existing ones. The user will then get access to several projects or applications at the same time.

Delete user account


Open user account the usual way, change user status to Expired and click Update. You should also remove user groups and roles from the account.

Add new company


Choose Companies in the tree menu to the left. Before you add a new company, use the search tab on the right and try different search alternatives to eliminate spelling mistakes or different ways of writing, such as change of first and last name. Choose tab Add Company, and you will get the form for adding companies.

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Enter as much information as you can about the company. The minimum information needed for creating a new record is company name, web address and contact information. See Company Type section for description of available values in the combo box Company Type. Password Policy is the default setting for all users within the company. If password policy is set on company, then all new users will automatically inherit thise password policy. Remember to enter Expires Date 01.01.2099. Always do quality checks on the company information before you create a new record. If possible use multiple sources. This to prevent duplicates.

Administer SHAREcat Permissions


Access rights can be set at many levels in SHAREcat. Each resource type can have access rights linked to it. The link is normally created through Companies, User Groups and Users. This is how access to defined resources is given. Normally access rights should be assigned through the use of user groups. This makes it easier to maintain rights before,during and after projects.

Create User Group


User Groups shall be used for permissions.. This simplifies access right maintenance. Before you create a new user group, you should check to see if there already is a user group that could be used.

Click User Groups in the left window. Type any part of the user name you are looking for, and click Search in the right window. If the list of groups doesnt

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seem to satisfy what you are looking for, click the Add User Group tab in the right window.

Create a name for the user group. The name should follow a naming convention used by the project it supports. There shall always be a description that explains the purpose of the user group. This is important in order to avoid users being incorrectly added, or access rights being added that should not have been there.

Assign Permission
To add a new access right, search for and select the object that should have the access right added. This shall be done on User Group level, but may be done on Company level or User level as well.

The right frame will show you a set of tabs: tab


Properties Permissions Add Permissions Group Members

Description
List of base properties for the object that were selected in the left tree. This tab holds a list of all current permissions against any resource type that have been assigned directly to this object. In this view you can select from available resource types, and assign rights from a list of options. This tab shows a list of users that have been assigned to the selected group (when User Group is the selected object).

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Modify existing Access Right


There are several ways of modifying existing access rights. One way is to use the Permissions tab that is described above, another is to search through the resource type that the access right is linked to.

Expand resources in the left window. Click the one you want to modify. In this example we want to modify a permission. A search tab is shown in the right window. Type a part of the permission name. A list of permissions will then show in the right window. Click the one that you want to modify. This is then shown in the tree in the left window. Select this item.

A list of other resources that has access to the selected resource is then listed. This list has the following columns: Column
ResourceID ItemValue IDType Name Access Deny ExpiresDate

Description
Click this icon to see the permission details for this resource Internal ID for the resource that you came from Name of the resource that you came from Resource type that has access to the ItemValue Name of Resource type listed in IDType High level of access type that is assigned to resource listed in Name column. Click to see details. Flag that can be set to deny the resource access to the selected Item Date when the resource listed in Name column loses access to the resource listed in ItemValue column.

When the is selected for a row, the user is presented with the detailed options that can be set for the chosen ItemValue. Modify the available Permissions, and

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click Update. Click Remove to remove this ItemValue from the selected value in the Name column.

Create new Package (PO)


A package can be created by Expanding through Project Setup -> Package setup, and select Add package tab in the right frame.

The following controls can be used: Control


Installation

Description
Click (change) to select the Installation where the new package will be established.

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Package Code Package Description Copy Setup From Package Copy package options and settings Copy Package Roles Copy approval order Select this package when created Add New

Type the identifier for the package (PO number) Type the name that is used to describe the content of the Select the PO that shall be used as master for establishing package attributes (see below). Use of this control is optional Click to copy attributes that are defined on all tabs in From Package. Copy all roles that are defined in From Package. Copy all document type based approval orders that are defined in From Package Ticking this option will activate the new Package after it has been created Click this button to create the new package using the defined options.

Modify Package Set-up


A defined package has many attributes that will decide behavior for document flow and workflow in the document portal. To modify a Package, you have to select it.

Installation can be changed by clicking the (change..) hyperlink at the top. To modify one or several packages, they have to be selected first. The packages that are available for selection are listed in the left window. Selection can be modified through use of filtering. Highlight the package(s) that you want to modify, and click the appropriate arrow button between the two list boxes. This moves the package(s) to the Selected items box. Click to load data from selected packages. Click data that has already been selected. to return to

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Package info

Mandatory fields are marked with a red *. All other fields are optional. Field
Package Code Package Description Vendor Name Order Date Delivery Date Test Date Approval Time Out Rejected Time Out Discipline Code Package Status ID Package Group ID Show In Doc Portal User Name Backup User Vendor Group

Description
Package Info: Code that will show in Package list Description that will show in Package list Free text field for Vendor name. No validation of Text Date field (dd.mm.yyyy). Used for automatic calculation of document due dates Date field (dd.mm.yyyy). Used for automatic calculation of document due dates Date field (dd.mm.yyyy). Used for automatic calculation of document due dates Number of days allowed for review of document after submission. This is used for calculation of due dates Number of days allowed for preparation of new document revision after rejection Free text field. No validation of Text Not used. ID of Package Grouping level. Should be assigned by Sharecat System Admin. When this option is selected the package will be visible in Document Portal Vendor package resp.: Sharecat user name of person that will load documents User name of backup user (optional) Name of Vendor Group that will upload documents (if defined)

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Contractor Pkg Resp.: Contractor User User name of document responsible person (comment consolidator). Important to decide which company shall have rights to view all aspects document revision history.

Templates and mail


All of the fields in this tab are optional.

Control
Installation Package Doc No Template Rev No Template Auto Doc No Template Contractor Doc No Template Contractor Rev No Template Filename Template Support

Description
Click (change) to select the Installation where the new PO will be established. Click (change) to select or change the PO(s) that will be updated. Specify the template for valid document numbers. Template options are described behind the options are described behind the icon. icon. Specify the template for valid document numbers. Template Template for document numbers that are auto generated (if used). Template for Client document numbers (this is documents that are pushed to the creators of documents). Template for Client document revisions (this is documents that are pushed to the creators of documents). Template for filenames of documents that are delivered through the document portal. This is the web address that can be used by disciplines for

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Address Support Address Vendor No reminder mail to vendor No info mail to vendor after review No reminder mail to discresp CCReminder Mail Vendor Reminder Mail Text Vendor Review Mail Subject Templates Skip List In Reminder MailBody Update

support inquiries. This is the web address that can be used for inquiries by users who load new documents. This flag will prevent weekly expediting e-mails to be submitted to document creators This flag will prevent information e-mails to be submitted to document creators after a document has finished its defined review This flag will prevent weekly expediting e-mails to be submitted to document creators Input the e-mail addresses of users in the document originator organization that should have a copy of reminder e-mails. Several e-mail addresses can be entered. They must be separated by ;. In this field a custom text can be input. This includes some values that will count current status for document delivery in the package. Subject text in Review mails sent from Sharecat can be configured. See .

Click this option to remove the list of overdue documents from the reminder e-mails that are sent. This list will then be available from an excel file attachment to that e-mail. Click to update all changed/added values.

The icon gives access to the attribute values of each PO when multiple packages are selected.

Other options

Selection of Installation and Package is described under section Templates & mail. Description of use for fields with a
icon. icon is available through click of

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Control
Package Type Discipline Code Contractor Code Add Time Out to DueDate Std Doc IDCType Tag XRef Access Hide Contractor Doc New Rev Restriction Type Allow New Rev Quick Wizard Allow Upload Basket Disable Normal Upload Allow Multiple Files Per Document Doc List Section Labels New Doc No Options Annotation options Approval Req Types Submit Status List Milestone Status List Approval Condition IDs Doc Specific IDCOptions External User Options

Description
Free text field for group description of PO Free text field for group description of PO E Engineering or S Supplier (used in reports to distinguish between the two) If selected, how much time? (To be specified)

Normally used if client also uses supplier catalogue. When this option is set to -1, the source information against tags can be updated when the user have a permission for this task. The node for Contractor doc (Client documents) will not show in the left tree structure when this option is clicked. Rule for upload of new revisions.

Reduces number of steps to complete in upload wizard for single documents. Activates upload basket functionality for this PO.

Removes the option of delivering documents if a requirement is missing. If checked, allow more than one file per document.

Configuration of sections in document list.

Options for entering new document numbers. Options for annotations. List of approval types for steps List of submit status for revisions List of submit status for milestones List of permitted conditional approvals

Option for IDC combination (doc.category or doc.specific) Configuration of external disciplines access to interface documents

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Reset package
The reset package function is used for resetting a package in terms of options and settings, disciplines, roles etc. This is especially useful for training purposes where a specific training scenario can be used over and over by resetting the content of the package.The function will look for an installation with the same name as the current installation and with Template added to the description. The reset function can be used both ways, ie. from a live package to a template package and vice versa.

Maintain Disciplines and roles


Disciplines
Expand the tree through Project Setup -> Disciplines and roles. The right pane presents four tabs. Select Disciplines. If not already selected, you need to select an installation. You can search for particular disciplines, or list all by typing * in the Search field, and then click . To include disciplines that are common to all packages, select Include global roles before you activate the search.

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The search result will show you Discipline codes and Descriptions that meets your search criteria. The last row in the list will be open. In this list new disciplines can be defined (access limitations may apply). Column
External

Description
If this discipline is manned from an organization that sits outside the client organization, the tick box in column External should be selected. This will limit access to documents where the discipline is part of the review. This discipline is available to all installations. Number of times that this discipline is used in a review definition Click this icon to remove a discipline from the selected installation. If the discipline is used in a defined review for a submitted document, it can not be deleted.

Global Count

Discipline Groups
Discipline groups are perceived as a group of users that can perform the same actions in the workflows where they are included. Single users can be added to the group, and will be allowed to perform the same tasks as other users in the same group. Expand the tree through Project Setup -> Disciplines and roles. The right pane presents four tabs. Select Discipline groups. If not already selected, you need to select an installation first. If you want to modify the content of an existing group you need to select it from the Discipline group combo box.

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Choose group members by establishing a filter and click to list users in the Non-members: list box. Select the user(s) that you want to add to the discipline group. Before you add the user to the Members: window, you need to input Expiry Date and decide system mail handling for the user as part of this group. Used for this purpose, this functionality allows a single user in the group to receive notification e-mails when a document is ready for processing by the discipline group. Use the arrow buttons between the two windows to move users between the two windows. No changes will be made until the button is clicked.

Vendor Groups
Vendor groups are perceived as a group of users within a vendor organization that can perform the same actions in the workflows where they are included. Single users can be added to the group, and will be allowed to perform the same tasks as other users in the same group. Expand the tree through Project Setup -> Disciplines and roles. The right pane presents four tabs. Select Vendor groups. If not already selected, you need to select an installation first. If you want to modify the content of an existing group you need to select it from the discipline group combo box.

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Follow the same steps as for discipline groups to add or remove users in the vendor group.

Package roles
Package roles are defined as Disciplines that are linked to a defined user in Sharecat. A package role has to be defined against a package within an installation. Expand the tree through Project Setup -> Disciplines and roles. The right pane presents four tabs. Select Package roles. If not already selected, you need to select an installation first. Secondly, if not selected, you need to select one or more packages and finally select one or more discipline roles.

There will be a list of existing disciplines/users/discipline groups that can be modified. If number in Count shows more than 1 (multiple packages selected), you can view details by clicking . In this view you can edit values for individual packages. Click the relevant icon to delete a package role from the selected package. The package role can be deleted even if it is already used against a submitted document.

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By choosing a Discipline group as responsible against a discipline, all members will be allowed to perform the actions of this discipline. When a discipline group is selected, no single users can be listed in columns User Name and Backup user. The Discipline group column will only show if a discipline group has been defined. Add new package roles by selecting a discipline from the combo box in the last line, type a valid user name (or select one from the discipline group combo box) and click .

Maintain Document Categories


Expand the tree through Project Setup -> Document categories. The right pane presents a screen where the established document categories for the selected installation can be searched for. Selection is made by setting up a filter and click .

This function automatically identifies the main document category group that is being used in this installation. The listed document categories can be editedDocument categories that are used from other document category groups can not be edited in this view, eg. global document categories. . Column
Code Doc Category Foreign

Description
Document category code. Document category description Flag that identifies if this document category belongs to the document category group being used in this installation. These document categories can not be edited in this view. Flag that indicates that the displayed document category description is adapted for this project Number of document/requirement occurrences for this document category Click this icon to delete the document category from this installation. Deletion can only happen when a document category is not being used.

Alias Req+Doc

Add new document categories by entering new values into the bottom row in the table, and click screen. . Confirm deletion by clicking Yes in the next

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Maintain Approval Orders


Approval orders can be set-up at a document category level or document level. These can be combined within a single package. A document is exposed to a workflow based on the rules of inheritance that can be set in the Package set-up part of Sharecat, Other options, Doc specific IDC options. Document specific workflow replace any document category based workflow Document specific workflow is added to existing document category based workflow If no document category based workflow exists, the previous option would add steps from default approval order for the selected package.

Define Document Category based Workflow


Expand the tree through Project Setup -> Approval order ->Doc. Category based. The right pane presents a screen with the current selections for Installation, Package and Document Category in the Approval order tab.

If no selections have been made, this is done by selecting from the combo boxes. Selections can also be changed from this view.

An Approval order is a set-up that will be applied to documents that are loaded against the defined document category. When editing either the default approval order or a document category approval order note the following: Column
Sent For

Description
Available submission statuses will be available in this column. Each document category can have separate workflows for different submission statuses. Order of execution in workflow. Can be sequential, parallel or combinations of this. It is recommended that a structure is established with regards to selection of sequence numbers. Select from available disciplines (as established under package roles) Purpose of step in workflow. Available actions can be selected from combo box. When selected, it gives discipline access to a function for

SeqNo

Disciplines ApprovalReqType DynIDC

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workflow adjustment for loaded documents. This is typically used for Document control to fine tune workflow of submitted documents Condition If available, it will decide condition for execution of step in workflow First icon gives access to a list of other Packages where the same sequence number is used. Second icon will delete step in workflow. After adding necessary values in the other fields, click on this icon to add a new step in the workflow.

Save and Copy


Click the button to identify identical Approval orders in other packages. These can be candidates for similar changes. After the Selected approval order has been established it can be saved and copied to other document categories. Nothing is saved until the button is clicked. This initiates a process where you also can choose to copy the update to other approval orders. First you are presented with a screen that highlights changes, deletions and additions through use of colour.

Red means that row will be deleted if update process is continued. Yellow means that highlighted values are changed, and green means that new rows are added. Click Yes if you want to continue update process, and no if you want to return to previous screen.

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In step 2 of the update you are presented with options of updating: Identical packages. You can have the identical packages listed by clicking the here hyperlink. Tick the control box if you want the update to include these packages. You can select the packages that you want to have updated with the changes that were created in the Define section above. Within this selection you can choose to only update PO/Doc.cats from the selection that already have a defined IDC. This means that all selected document categories will become a copy of what is being updated. Alternatively you can choose to Update changes only, not complete setup. This means that only identical rows in selected document categories will be updated.

Click Yes if you want to continue with update, and confirm the update on the next screen.

Package IDC List


Open tab Package IDC List to see the current category based approval orders:

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Define Document based Workflow


Expand the tree through Project Setup -> Approval order ->Document based. The right pane presents a screen with the current selections for Installation, Package and Submit status in the Document IDC tab.

If no selections have been made, this is done by selecting from the combo boxes when selecting the (Change) links. Selections can also be changed from this view.

Define IDC Codes


IDC codes are codes used to define the action to be taken by a discipline during a review of a document. The code will be linked to a sequence number and an approval request type. These codes are the same as typically used on excel based distribution matrixes in many projects.

Value
IDC Code SeqNo ApprovalReqType

Description
Actual code to use in distribution matrix Sequence number that decides when an approval steps will be executed Defined actions that can be taken as part of a review

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Dyn IDC ApprovalCondition

Tick this box to allow the user to adjust the approval order for a review as part of his/her own actions in a review. A condition can be used to define rules for when/if an approval step shall be executed. Approval conditions are set-up by Sharecat Solutions.

Click Click Click code is used.

to save the IDC Code definitions to the database. to discard changes made since the last save action. to display number of workflow definitions where the

Select document(s)
The first dimension of a distribution matrix is the documents. This section is about selecting the documents for which a workflow will be defined.

Type a document number or a pattern for a filter to find documents that should have a distribution defined or updated. Search result will be showing in window Non-selected items. Search criteria can also be set by the two combo boxes below the Non-selected items window (document category and document discipline).

Select the document(s) that should have a workflow defined. Use standard Windows functions for multi select. Move the the documents to the Selected items list box through the use of the arrow buttons between the two list boxes. Click when document selection criteria are completed.

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Select Discipline/role(s)
The second dimension of a distribution matrix is the disciplines that will be involved in a workflow for selected documents. The sum of cells in the matrix (number of documents * number of disciplines) are limited to 1000. This is due to the time it will take to generate the user interface in the web browser. Sharecat will notify the user if the number of cells needs to be reduced by decreasing the number of documents/disciplines.

Type a discipline name or a pattern for a filter to find disciplines that should have a distribution defined or updated. Search result will be showing in window Non-selected items. Search criteria can also be calculated automatically by selectin the button. This will find disciplines that are currently involved in review of selected documents. Select the disciplin(es) that should be involved in a workflow for the selected documents. Use standard Windows functions for multi select. Move the disciplines to the Selected items list box through the use of the arrow buttons between the two list boxes. Click completed. when document selection criteria are

Define Document Distribution Matrix

The selected installation, Package, Submit Status, documents and disciplines are listed at the top of this frame. They can all be adjusted through the hyperlink (change).

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Value

Description
Save changes to database Reload current distribution definition from database

Selected IDC type:

Value that are available for updating into the cells of the matrix. This button will open the IDC code definition window

Define the workflow by double-clicking a cell in the matrix. To populate a full row or column, double-click the border cells. To populate the full matrix, double-click the upper left corner of the border of the matrix. To choose a different IDC type, chose another value in the Selected IDC type: combo box.

Click

to save the changes to the database. The changes will only take effect on documents that are loaded into Sharecat after time of update.

Sharecat will display an update verification screen, with changes highlighted through color codes. Confirm changes by selecting Yes, or return to definitions screen by selecting No.

Document IDC report


Select the Document IDC Report tab to run a report with all document distribution definitions for the selected Installation, package, Submit status (if used) and documents. The report will be generated in an MS Eexcel file, and can be downloaded from the web page. The report is limited to 10.000 cells due to performance considerations.

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Approval order
Expand the tree through Project Setup -> Approval order. The right pane presents a screen with the current selections for Installation, Package, Submit Status and Documents in the Complete IDC Report.

Complete IDC Report

The Complete IDC Report shows the current distribution for the selected package, submit status and documents. Note: Only the first 200 documents will be shown.

Refresh IDC

The Refresh IDC tab will update the current and future review steps for the selected document(s) according to the latest Document Distribution Matrix (DDM). If the DDM has been changed, this will affect the workflow of selected document(s), ie. delete or add current and future steps. A status of the update(s) will be displayed once the job is finished.

Create Requirements
Establishing requirements for a Package normally happens as part of the set-up. Very often this is administered through an automated job that runs whenever such a register is uploaded into the document portal. The functions that are available through the Admin tool is aimed at minor adjustments. They are not designed for mass-updating existing or new requirements.

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Add
From the Doc req. search folder in the right pane the user can select the here link behind the
icon. This will open a second folder called Requirement.

The requirement that is created will be added to the package that is specified in the folder title band. The user has to specify type of requirement. The available options are: Value
Package doc All tags in pkg Given tag Given tag type

Description
The requirement will be linked to the package directly. Requirement of specified document type will be created for all tags that are linked to this package. Requirement will be linked to the tag that are specified in the tag field that occurs when this choice is selected The requirement will be created for all tags that have the tag type that are specified in separate field.

Based on the selected value, a detail field will occur to the right of the Requirement type field, where the required additional information can be specified. Select a Document category for the requirement from the combo box. This box will contain the categories that are specified for the selected installation, see Document categories section. A due date can be specified directly, or calculated based on given information. Method is specified from choice made in Date type field.

Value
Absolute date Weeks after order (WAO) Weeks before delivery (WBD) Weeks after delivery (WAD) Weeks before test (WBT) Weeks after test (WAT) Periodic, weeks (PW)

Description
The given value is the actual due date for delivering a document against the requirement. The value is added to the order date that is specified in the package set-up screen. The value is subtracted from the delivery date that is specified in the package set-up screen. The value is added to the delivery date that is specified in the package set-up screen. The value is subtracted from the test date that is specified in the package set-up screen. The value is added to the test date that is specified in the package set-up screen. This setting results in the requirement being automatically re-created every week. This happens after a document is loaded against current requirement

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Periodic, months (PM)

This setting results in the requirement being automatically re-created every month. This happens after a document is loaded against current requirement. This setting is normally used for periodic document types, like reports etc.

Specify a document number to be used for identification of this requirement. The number must follow defined validation rules as specified under Package setup. A requirement can be created also after a document with the same number has been uploaded. This will be accepted under the following conditions: Document must not be linked to another requirement Selected document category must be linked to existing document Document must belong to the current package

Register the title of the requirement. This title will be suggested as the document title, but can be changed during later document uploads. For existing documents the title given in this screen will be enforced. Click Click to register the new requirement. to reset the form, and remove all selected/typed values.

Maintain Requirements
Modify
Existing requirements can be maintained after being searched for and selected for modification, see Document admin, Search. The result of a search will be a list of all requirements that satisfies the criteria. In the Edit column there will be an icon ( ) which opens the properties for this requirement. See Modify Documents section for description of available folders under this selection. See Doc info section below for description of how to maintain requirement.

Delete
A requirement can not be deleted from this view. Deletions is executed from the Requirement folder after having performed a Doc req. search.

Click the hyperlink to the right of the icon to delete the selected requirement, and confirm action on the next question.

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Modify Documents
This section describes how to change available attributes for a document, the current revision, links to tags and categories. Moving a document from one Package to another is also covered.

Doc Search

Click the (change) link to select the installation/work space where the document exists. Then perform the same action to select Package. A set of fields/options will then show to make it possible to configure the search. The use of these fields is described in Modify Documents section. If All packages are selected, you will get a list of all documents across packages that satisfies the search criteria. The package selected will remain the as current. The result of a search will be a list of all documents that satisfies the criteria. In the Links column there will be two icons. (file icon, depends on file type) will open the latest revision of the document in a new window. Icon will only show if a document has been submitted. icon opens the properties for this document. See Modify Documents section for description of available tabs under this selection.

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Doc info

From this view Document Header information can be changed by updating the open fields in the Document section. Field
Project Doc No

Description
Document number in Sharecat. This number must be unique. You can update this number to a value that is not already used against a document or a requirement. Normal document number validation rules are not applied. Optional field that can be filled with any value. Free text that is linked to the document header. Typically established as part of a document requirement, or during the upload of the first revision. Can be updated in this view. Field intended for sorting purposes in reports/deliveries. Not normally used, and not needed by application. Information about Current link to Package Information about Date/time when the document was uploaded Current document status (Active or Voided). Current Revision Title of the current revision. Can be different from the title of the document header. Title can be changed in this view. Current revision. Number can be changed. Date that is specified during document upload. This is not the date of the actual update, but the specified revision date. Internal comment text for current revision. Comments from this box will not show in document portal. Current status of current revision. Can not be updated in this view. Date when the revision was loaded.

Supplier Doc No Project Doc Title

Index Package Doc Created Date Status Revision Title Rev No Rev Date Comment Approval Status Rev Created Date

Click

to update the database with the changes you have made. Click if you want to reset the information about the document instead of

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saving changes. This is typically done if you are uncertain of original values that you are in the process of changing.

Void document
To void an existing document you click the link . You are then asked to confirm that you really want to void the document, and notified about the option of rolling back revisions instead of voiding the full document. By clicking Yes the document will be removed from any document list.

Move document to another package


If you have selected to modify a document from another package, you are offered to move that document to the current package (stated during Doc search and option All packages is selected). Click the link in the line You can only move a document if it: Does not have a requirement in the package you try to move it from. Does not have any links to tags in other packages.

Custom info
If the installation uses custom info field, the tab Custom Info will be shown. If no custom fields have been set up, this tab will not be shown. Setup of Custom fields is done in Installation setup.

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Modify Doc links

Doc links view lists all links to package and tags. In this tab links can be added and/or removed. Use the filter field to specify the search pattern for tags that you want to create links for. Tags can only be selected from the package that the document belongs to. Select the tags that you want to link to from the Non-selected document links window. Use the arrow buttons between the two windows to move tags between the two windows (Non-selected and Selected). Click to update the database with the changes you have made. Click

if you want to reset the information about the document instead of saving changes. This is typically done if you are uncertain of original values that you are in the process of changing.

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Modify Document categories

Modify Document Categories is used to change the links to selected document categories for the document. Select the document category that you want to link to from the Non-selected document categories window. Use the arrow buttons between the two windows to move tags between the two windows (Non-selected and Selected). Click to update the database with the changes you have made. Click

if you want to reset the information about the document instead of saving changes. This is typically done if you are uncertain of original values that you are in the process of changing. Color coding is used in the right window to highlight changes. When you click Update, the colors are reset to Black.

Document revisions

The Document revisions tab can be used to manipulate workflow for current revision, and roll back to previous revision(s). It will show all files and comments for the selected document. Click to include all submitted revisions for the document. The Tools column will show the revision as unselected.

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Click to include all steps in the workflow for the current document (including information steps and future steps). You can roll back from the current revision to the previous one. To roll back, click the icon in the Tools column for the current revision, and confirm that you want to roll-back. Repeat this action if you want to roll back more revisions than one. If you want to reset the workflow of the current revision, click the Tools column of the step that you want to be the current step. icon in the

If the selected step is a previous step, the selected step will be activated, and all steps with higher sequence number will be future. If there are parallel steps to the selected, these will not be activated, unless selected separately. If the selected step is a future step, all steps between the original current and the selected current, will be marked as conditional skipped, with explanation of who was the responsible for this action, and when it happened.

All actions taken against the current revision requires a confirmation before they are stored to the database.

Retrospectively replace or append file


It is possible to retrospectively replace or append a file or files to a document record. In the Admin Tool, under Document Admin/ Modify documents choose the correct installation and package. Open document properties.

Go to Doc revisions tab and click highlighted text Click here to add a document or markup file to this document revision

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Select upload type gives the user the option to add document file, markup file or current markupfile.Comment will default show the current comments added to the IDC step. User can add comments, or edit or replace the current comment.Upload file path upload control used to add document or markup file.

When all changes have been made, click the Finish button to save and complete the edit. To abort the edit, click the highlighted Click here to go back.

When the selected file has been successfully uploaded, the user see the following message:

The changes made will be visible in the document revision history.

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The function has full traceability via logging, and the user/Admin is able to view which file was replaced or added by whom and when.

Retrospectively edit IDC step


This functionality will allow authorized user to retrospectively change status, comment and/or markupfile for a completed IDC step. In the Admin Tool, under Document Admin/ Modify documents choose the correct installation and package. Open document properties.

Go to Doc revisions tab and click on the edit icon for the IDC step you would like to edit. Make sure the Show full review history checkbox is checked to see full history of all completed IDC steps.

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Set status will default show the current status. The user can edit status by choosing one of the available options in the list. Comment will default show the current comments added to the IDC step. User can add comments, or edit or replace the current comment. Markup file gives the user the possibility to keep, remove or replace the current markup file. New markup file can be added by using the upload control. To make the added markup file current, check the Make this markup-file current checkbox. Reason for edit is used to enter a comment regarding the changes made to the IDC step.

When all changes have been made, click the Finish button to save and complete the edit. To abort the edit, click the highlighted Click here to go back.

Modify IDC
Functionality for deleting a single step in current parallel review and adding to current step. In the Admin Tool, under Document Admin/ Modify documents, select the correct installation and package. Open document properties.

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Go to Doc revisions tab and click highlighted text Click here to modify current and future approval steps for this document revision To add a new step, fill inn information in the bottom line of the form. Enter a reason for update and click the Update button. If the user adds a step with the same sequence number as the current step, he/she will have the choice to activate the new step (recommended)

If the answer to activate steps is Yes:

If the answer to activate steps is No:

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1.

To remove an existing step, check the checkbox next to the step you wish to delete and click the Delete selected row button that appears at the bottom of the form.

If you delete all current steps, you will get the following question:

If the answer is Yes:

If the answer is No:

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