Document Manager Instructions

What are the key features of the Document Manager?

• Sharing of documents using a WWW interface
• Tracking of changes to documents
• Security (using encryption while contacting the web server and by using user identification)

The Screen is visually divided in four parts:

1. The display of directories
   Which are listed under DIRECTORY NAME in alphabetical order
2. The display of documents on the server
   Which are also listed alphabetically
3. A short instructions about check-in/check-out procedures
4. The grey area which can be used to create new directories or an empty file, or to upload a document from a PC to the server.

Basic Operations

Sending and Retrieving of a Document to the Server

This can be done by choosing the UPLOAD link on the bottom area. A document can be retrieved for viewing by by clicking on the filename.

• Send a document to the server
  Click on the UPLOAD link to get to a screen which is used to upload documents to the server.
  Here, press the BROWSE button and select a file by using the file requestor which will be displayed on the screen. After that press the UPLOAD button and you will be returned to the previous screen. Now, it will also display the newly uploaded file.
  If you wish to abort the uploading of a file to the server choose the CANCEL button.
• Retrieve a document from the server
  Simply click on the filename. The document will be downloaded to your local disk or opened in the appropriate application. Please note, that after changing the document it WILL NOT be updated on the server automatically.
• Updating a document on the server
  To update a document on the server (and enable other users to see changes in the document) you will have to:
  1. Save the document locally to disk (i.e.. check-out the document from the server) -- This is achieved by clicking on the check-out icon which is right from the filename)
  2. Once you check-outed the document, the icon will change to a 'finger' to warn you that you have to return a new copy of that document to the server.
  3. Edit the document locally on your computer and save it to the local disk.
  4. Send the document to the server again (by clicking on the filename or the icon on the right side of the filename).
  You can also upload a document under a different name if you want to keep an old copy for some reasons. However, for evaluating document, the system will keep last five copies of the documents automatically.
• Adding a note to a document
  By clicking on the 'note' icon you can add a note to the document which will describe it better than just filename alone.

Additional Functions

Detailed informations about and additional operations for a document can be shown by clicking on the 'note' icon which is displayed left from the filename:

• Filename
  Display of the filename of the document.
• File size
  Display of the file size of the document
• Date and time
  Display of the last modification of and access the document.
• Content of the document (which can be edited)
  This is only available if the document type is plain text. If the document is, for example, a MS-Word Document or some other binary format you will have to edit it on your local computer and upload the changed document back to the server.
  If the document is a picture, if will be shown.
• Removing a lock on a document
  This option is a fail-safe only. It's not planned that users will remove locks manually. Locks are used when one user check-out a document to edit it. Other users can't view or edit the same document until that user returns an updated copy (check-in) to the server. However, it's possible that some users will check-out a document by mistake (instead of just viewing it), so this option can be used to unlock the document again.
• Deleting of a document
  This operation must be double-checked by checking the check-box located left from the button DELETE and then pressing the DELETE button.
• Renaming of a document
  This is done by changing the name, checking the check-box and pressing of the RENAME button.
• Display of changes to the document
  These include the date, time and user who made the changes. For the last five uploads, you will also be able to retrieve the old versions of documents from this list.