EDRMS Version 6.3 User Guide Version 1.2 Copyright © Netcall Telecom 2015; Proprietary Page 1 of 109 Netcall Liberty EDRMS User Guide v6.3 Contents ACCURACY .................................................................................................................... 6 RESTRICTED RIGHTS .................................................................................................... 6 INTENDED AUDIENCE ................................................................................................... 6 USER GUIDE STRUCTURE .............................................................................................. 7 1 INTRODUCTION ...................................................................................................... 9 1.1 OVERVIEW ......................................................................................................... 9 1.2 EDRMS AT A GLANCE ........................................................................................... 9 1.3 EDRMS FEATURES ............................................................................................. 10 1.4 EDRMS EFFICIENCY ........................................................................................... 12 2 GETTING STARTED ............................................................................................... 13 2.1 OVERVIEW: GETTING STARTED........................................................................... 13 2.2 MY WORKSPACE ................................................................................................ 14 2.3 HOME PAGE ...................................................................................................... 15 2.4 INBOX ............................................................................................................. 16 2.5 DOCUMENT ACTIONS QUICK REFERENCE ............................................................. 17 2.6 FOLDER HIERARCHY .......................................................................................... 23 2.7 SWITCHING DEPARTMENTS ................................................................................ 23 3 WORKING WITH FOLDERS .................................................................................... 25 3.1 OVERVIEW: WORKING WITH FOLDERS ................................................................. 25 3.2 FOLDER NAVIGATION ........................................................................................ 25 3.3 FOLDER MAINTENANCE ...................................................................................... 27 3.3.1 CREATING FOLDERS ........................................................................................ 27 3.3.2 DELETING FOLDERS ........................................................................................ 27 3.3.3 UPLOADING DOCUMENTS ................................................................................ 28 3.3.4 ADDING FOLDER TO CLIPBOARD ...................................................................... 29 3.3.5 MOVING FOLDERS .......................................................................................... 29 3.3.6 COPYING FOLDERS ......................................................................................... 29 3.3.7 PASTING LINKS TO FOLDERS ........................................................................... 30 3.4 FOLDER DETAILS .............................................................................................. 31 3.4.1 SUBSCRIBING TO FOLDERS ............................................................................. 32 3.4.2 ADD TO FAVOURITES ...................................................................................... 32 4 WORKING WITH DOCUMENTS .............................................................................. 33 4.1 OVERVIEW: WORKING WITH DOCUMENTS............................................................ 33 4.2 DOCUMENT MANAGEMENT ................................................................................. 33 4.2.1 VIEWING DOCUMENTS .................................................................................... 34 4.2.2 SORTING DOCUMENTS .................................................................................... 35 4.2.3 PAGINATION OF SEARCH RESULTS ................................................................... 35 4.2.4 EDIT DOCUMENTS........................................................................................... 35 Version 1.2 Copyright © Netcall Telecom 2015; Proprietary Page 2 of 109 Netcall Liberty EDRMS User Guide v6.3 4.2.5 RENAME DOCUMENTS ..................................................................................... 36 4.2.6 DELETING DOCUMENTS ................................................................................... 37 4.2.7 DECLARE AS A RECORD ................................................................................... 37 4.3 CLIPBOARD FUNCTIONS ..................................................................................... 38 4.3.1 ADDING DOCUMENTS TO CLIPBOARD ............................................................... 38 4.3.2 MOVING DOCUMENTS ..................................................................................... 38 4.3.3 COPYING DOCUMENTS (PASTE TO) ................................................................... 38 4.3.4 PASTING LINKS TO DOCUMENTS ...................................................................... 38 4.3.5 PDF GENERATION ........................................................................................... 39 4.3.6 VIEW DOCUMENTS AS PDF ............................................................................... 39 4.3.7 SAVE DOCUMENTS AS PDF ............................................................................... 42 4.3.8 CONCATENATE DOCUMENTS TO PDF ................................................................. 43 4.3.9 ADDITIONAL CLIPBOARD FUNCTIONS ............................................................... 46 5 VERSION CONTROL .............................................................................................. 47 5.1 OVERVIEW: VERSION CONTROL .......................................................................... 47 5.2 INTRODUCTION TO VERSION CONTROL ............................................................... 47 5.3 MAKING A FILE VERSIONED ................................................................................ 49 5.4 CHECKING OUT ................................................................................................. 50 5.5 CHECKING IN ................................................................................................... 51 5.6 CANCELLING CHECKOUT .................................................................................... 51 5.7 VERSION HISTORY ............................................................................................ 52 6 INDEXATION ........................................................................................................ 53 6.1 OVERVIEW: INDEXATION ................................................................................... 53 6.2 WHAT IS A CATEGORY ....................................................................................... 53 6.3 APPLYING CATEGORIES ..................................................................................... 54 6.3.1 ADVANCED UPLOAD ........................................................................................ 54 6.3.2 APPLY SINGLE DOCUMENT INDEXATION (WORKSPACE) ....................................... 56 6.3.3 APPLY MULTIPLE DOCUMENT INDEXATION (WORKSPACE) ................................... 56 6.3.4 APPLY INDEXATION ......................................................................................... 56 6.4 DATA RETRIEVERS ............................................................................................ 58 6.5 VIEWING METADATA ......................................................................................... 59 6.6 CHANGING CATEGORIES .................................................................................... 60 7 SEARCHING EDRMS .............................................................................................. 61 7.1 OVERVIEW: SEARCHING EDRMS ......................................................................... 61 7.2 KEYWORD SEARCHES ........................................................................................ 62 7.2.1 NAME SEARCHING .......................................................................................... 62 7.2.2 CONTENT SEARCHING ..................................................................................... 62 7.3 CATEGORY SEARCHES ....................................................................................... 63 7.4 ADVANCED SEARCH .......................................................................................... 65 7.4.1 ADVANCED SEARCH: OPTIONS ..................................................................... 65 7.4.2 ADVANCED SEARCH: COLUMNS TO DISPLAY .................................................. 66 7.4.3 ADVANCED SEARCH: DISPLAYING COUNTS .................................................... 66 7.4.4 ADVANCED SEARCH: FOLDER RESTRICTIONS ................................................ 67 7.4.5 ADVANCED SEARCH: RESULTS AS A CSV FILE ................................................ 68 Version 1.2 Copyright © Netcall Telecom 2015; Proprietary Page 3 of 109 Netcall Liberty EDRMS User Guide v6.3 7.5 SEARCH RESULTS ............................................................................................