Training Module 4: Document Management

Transcription

1 Training Module 4: Document Management Copyright 2011 by Privia LLC. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval

2 Contents Contents... 1 Overview... 3 Viewing (read-only)... 3 Viewing a document... 3 Saving the entire document structure for viewing... 4 Caching documents offline for viewing... 4 Clearing the offline cache... 5 Creating documents... 5 Drag/Drop (single file)... 6 Drag/Drop (multiple files)... 6 Right click on desktop file... 7 From inside Privia (Right click on folder name in directory tree)... 8 From inside Privia (Right click on white space of document pane)... 9 From inside privia (Right click on header space of document pane) Editing Checking out a document Checking in a document Continuing editing a document (opening the document again) Other types of documents Notifications Tables Creating Tables Modifying Tables Adding content to tables Commenting Starting the comment tool Inline comments Global comments Extracting Privia comments to Word inline comments File Permissions File Ownership Version Management Copy, Cut, and Paste (Web version) Copying a file Moving a file Deleting files The recycle Bin Document Management 1/33

3 Recovering files from the recycle bin Emptying files/purging files Searching Searching for dismissed Notifications Searching Document contents Appendix A: Search syntax Boolean and Proximity Operators Wildcards Free-Text Queries Regular Expressions Query Examples Document Management 2/33

4 Overview This module is intended to cover the basics of using Privia for document management. What is covered in this document are the concepts and techniques that are available in all forms of the Privia Client. Additional capabilities may exist in a particular client and will be noted, but will not be explained in detail in order to simplify the concepts that readers must learn from this document. At the core of all of the Privia features is a robust document management system. This system can be used alone or as an integrated part of other features of the Privia system. This module is intended to focus on just the portion of the product related to document management. This document does not cover Tables, folders, or discussion groups. Viewing (read-only) Viewing a document Viewing documents in Privia is the most basic function that most people will need to do. This is a simple one step process: Figure 1: Viewing a document 1) Right click on the document you wish to view and choose the option to View. That s it. Privia will open the document in the appropriate viewer and display the document for you. Note that the document has been opened as read-only using a Microsoft programmingn feature. If you override this read-only status and make changes to the document, you will need to work with an administrator in your organization to get the document revision checked into the system Document Management 3/33

5 Saving the entire document structure for viewing Frequently a proposal or document structure needs to be saved locally so that you can burn the latest copy of all documents to a CD for delivery to a customer. To save the document structure, follow these steps: 1) Right click on the folder containing the documents 2) Choose the option for Save As 3) Choose the location to save the document (often your desktop) 4) Choose the OK button to complete the location selection 5) Click the Save button to connect to the server and download the documents locally. When the process has completed, the close button will be enabled and you can close out the dialogs. Now you can burn the workspace used to save the structure to a CD or otherwise use it to distribute the latest copy of the entire document structure. Caching documents offline for viewing Suppose you are about to get on a plane, train, or some other form of transportation where you will have the time and ability to review documents. Privia enables you to use this quiet time for working on documents by allowing you to take an entire document structure offline for viewing. Offlining a document is basically just caching a local copy so that you don t have to connect to a server to view the document. To take a document or multiple documents offline, follow these steps 1) Right click on the folder of documents to make available offline 2) Choose the option to Make Available Offline 3) Choose OK on the dialog that pops up. Figure 2: Saving document structure Figure 3: Offline Caching documents 04 Document Management 4/33

6 To use your offline documents, just start the Privia application, navigate to the offline documents, and choose the option to view the document. Note that you cannot edit offline documents. If you want to edit a document while in transit, check the document out before disconnecting from the server and then continue editing while in transit. Clearing the offline cache Whenever a document is opened for viewing or the document is included in documents that are explicitly made available in the offline cache, the document is stored in a special area on the hard drive of the client computer. This enables faster access to the documents since it is assumed that once a document has been viewed, it will likely be viewed again or edited. But there may be times when a user wants to clean up the local disk and remove the document cache. To do this, follow these steps: 1) Select the tools menu of the Privia Platform Client. 2) Select the Options menu item 3) Navigate to the Directories tab and click the button for Clean local storage files This action will free up disk space for read-only files but will not clear off files that have been opened for editing. Creating documents Figure 4: Clearing the offline cache There are a number of ways to create documents in the Privia system. Some ways are unique to some clients. The following table identifies the methods by which each client can create a document. Installed Platform Client Enhanced IE Web Pure IE Web Pure Firefox Web Pure Safari Web Drag/Drop single file Drag/Drop multiple files X X Right click on document on desktop X X Right click on folder name in directory tree X X X X X Right click on white space of document pane X X Right click on header space of document pane X X 04 Document Management 5/33

7 Drag/Drop (single file) When using the Privia Platform client, you have a true Windows application that can interact with your desktop just like any other application. As a result, you enjoy the benefit of being able to drag and drop documents into Privia. To drag a document into the system, follow these steps: 1) Click on a document with the mouse and hold the mouse button down (don t release the mouse) 2) Drag the document over to a folder in Privia 3) Release the mouse button over the folder to drop the document in the folder. 4) (Optionally)A dialog will appear. You can optionally set the permissions for the file at this time by clicking the Publish file Permissions button 5) (Optionally) You can check the Notify box to send out a notification of the file to a selected list of members 6) Click the OK box to finish the upload of the file Drag/Drop (multiple files) Figure 5. Drag and drop functionality. When using the Privia Platform client, you have a true Windows application that can interact with your desktop just like any other application. As a result, you enjoy the benefit of being able to drag and drop documents into Privia. To drag a document into the system, follow these steps: 1) Select the documents with the mouse and hold the mouse button down (don t release the mouse) 2) Drag the document over to a folder in Privia 3) Release the mouse button over the folder to drop the document in the folder. 4) (Optionally)A dialog will appear. You can optionally set the Figure 6. Drag and drop multiple files 04 Document Management 6/33

8 permissions for the file at this time by clicking the Publish file Permissions button 5) (Optionally) You can check the Notify box to send out a notification of the file to a selected list of members Click the OK box to finish the upload of the file Right click on desktop file One of the benefits of integration with the desktop for Windows is that Privia can take advantage of the shortcuts and features of the file menus. When you have the Privia platform client installed or you have the Privia Enhanced IE Web installed, Privia will integrate with the desktop and insert a menu item in the right click menu for Publish into Privia. To use this feature, follow these steps: 1) Right click on the file (or files) 2) A menu will pop up with a Publish into Privia menu item. Select this menu item 3) A dialog will pop up 4) Select the location for the file to be published into Privia 5) (Optional) Set the file permissions at the time that the file is published 6) (Optional) Check the notify box to send out a notification to a select group of people to let them know that the file has been published 7) Click OK to actually publish and create the new file Figure 7. Desktop integration (right click on a file) 04 Document Management 7/33

9 From inside Privia (Right click on folder name in directory tree) This is the most reliable method for publishing a file into privia because this method is the only one that is available regardless of the application or user interface being used. Thus, this is the happy path method that is most recommended for training new users whether it is from the Platform Client or the Web clients. To publish a file from within the Privia application, find the target folder that you want to pulish the file to, and then use the Privia menu to publish the file. 1) Right click on the target folder 2) Choose the option to Publish to Privia Figure 8. Publishing from within Privia 3) A dialog will pop up. Select the browse button to choose the file to be published. 4) Another dialog will pop up. Navigate to the actual file to be published and select the file. 5) Click the Open button to put the filename into the Privia application dialog. 6) (Optionally) Click the button to specify whether you want to use the default permissions or to set specific permissions. 7) (Optionally) Click the Notify box if you want to notify a select set of members of the new file. 8) Click the OK button to complete the transaction. As stated, this is the one method of uploading a file that is consistently available in every form of the Privia User Interface and so is recommended as the method that is taught to new users. 04 Document Management 8/33

10 From inside Privia (Right click on white space of document pane) While very similar to right clicking on a folder, this particular method for publishing a file can only be done in the Installed Privia Platform client. The white space of the Privia Web interfaces is dead space that cannot be used for controls, so this function was moved to the headers in the Web interface as described in the next section. To publish a file in the Privia Platform client by clicking in the white space of the document area, follow theses steps: 1) Right click in the white space in the document area after selecting the folder to put the file into 2) A menu will pop up where you can select Publish file 3) Select the Browse button 4) A new dialog will pop up where you will select the actual file to be published 5) Select the Open button to complete selection of the file to be published 6) (Optionally) Set the permissions for the file to be published 7) (Optionally) Select the Notify checkbox to notify a set of members of the newly published file 8) Click OK to complete the process. Figure 9. Another way to publish from within Privia 04 Document Management 9/33

11 From inside privia (Right click on header space of document pane) This method of publishing a file to Privia only works in the Web interface. To publish a file from the Web interface from the documents pane, follow these steps: 1) Right click on the header for the document pane 2) Choose the menu option for Publish file 3) Select the Browse button 4) A new dialog will pop up where you will select the actual file to be published 5) Select the Open button to complete selection of the file to be published 6) (Optionally) Set the permissions for the file to be published 7) (Optionally) Select the Notify checkbox to notify a set of members of the newly published file 8) Click OK to complete the process Editing Figure 10. Publishing from the Web interfacde Editing a document is the process of checking out a document, modifying it, and then checking it back in. This is the difference between an archive (where you just view the documents) and a live document library. Privia manages a live document library and expects to have users checking documents in and out with great regularity. The system has been fielded with over 1500 users simultaneously doing work and has been specifically written to have as few steps as it can in the process. While other systems have a 5 completely separate sequences of steps for editing a document, Privia will only require 2 sequences. This small difference adds up day over day. Note that while a document is checked out, a small red icon is added to the file to indicate that it has been locked for editing. A column is updated to show that has checked out the document so that everyone knows who to go to if they need the document checked in. When the document has been checked back in, the lock will be removed and someone else can check out the document. 04 Document Management 10/33

12 Checking out a document Checking out a document is the first of two essential processes to editing a document. When a document is checked out, it is similar to checking out a great artifact from a library that has copies of the document on microfische. Only one can be modified but the copies of it can be examined. The steps for checking out a document are: 1) Right click on the file that you want to check out 2) Choose the Edit menu option 3) Select the OK button to acknowledge that you want to lock the file for editing 4) Click OK to complete the process. Figure 11. Editing a document (checkout) 04 Document Management 11/33

13 Checking in a document Checking in a document is the process of uploading a changed copy of a document to the server and unlocking the file so that someone else can check it out for editing. This removes the little red lock icon from the document and clears the column indicating who has a document checked out. Following the analogy of a library with one copy of an artifact and microfische copies for viewing, if the library checks the artifact for changes and makes new microfische when changes have been made, then the library and Privia match up in process. To check in a document that is currently being edited, follow these steps: 1) Right click on the document name within Privia 2) Choose the Edit menu item (there is also a unlock menu item if you want to use that item. Both do the same thing) 3) A dialog will be displayed that defaults to the middle option for uploading a new version and unlocking the file 4) Select OK to accept the choice 5) A new dialog will display to ask if you want to upload a file from your cache or upload a completely new file (Note that the second option is so that you can work offline even when working in the Web) 6) Select OK to finish the process. There are a couple of things that you may wonder about so we will go ahead and cover those things here. On the first dialog (step 3 and step 4), there are three options. These options are: Figure 12. Uploading changes (checking in) Continue Editing: This option allows you to open the document where you left off editing in the last session and launch the document editor with the file from your local cache. This option is how you work with a document when you need to stop work in the middle and then continue in another session without checking in the document. For instance, if you are editing a document and are called away while you are in the middle of changes. If you upload the changes, you may confuse other people with a half edited version of the document. So, you close down the document editor knowing that the document changes are stored in your local cache. Then, when you have completed 04 Document Management 12/33

14 whatever called you away, you can resume where you left off with this option. This avoids you needing to keep a document open indefinitely while you are editing it. Upload existing document and unlock the file: This is the most common use of this dialog and is intended to allow you to check in your changes to the server so that they are available for everyone in the workspace to view and act on your changes. Undo editing changes and cancel lock: If you are working on a document and find that you really shouldn t be editing it, your contributions are not relevant, or you made a mistake and opened the wrong document, you can unlock the document on the server using this option so that others can check this document out for editing. Using this option destroys any changes you have made on your local machine and unlocks the document on the server without uploading the changes you made locally. Continuing editing a document (opening the document again) There are times in which a document is too large for you to make all of your changes during one session but you don t want to check the document back into the server. In this case, you can let Privia help you manage the document without losing any changes but still be able to exit your editor and continue where you left off. If you are editing a document and need to stop, just exit the editor and save the document. This will save the document to your local machine. When you are ready to continue editing, you don t need to search through your Privia cache (which is hidden). You simply need to go to Privia and perform the same actions that you did for editing a document except in step 3 you choose the option to Continue editing. This will only be enabled if you have the document checked out. Follow these steps to continue editing a document: 1) Right click on the document name within Privia 2) Choose the Edit menu item (there is also a unlock menu item if you want to use that item. Both do the same thing) 3) A dialog will be displayed that defaults to the middle option for uploading a new version and unlocking the file. Change to the top option for Continue editing. 4) Select OK to accept the choice Figure 13. Continuing an editing session 04 Document Management 13/33

15 5) A new dialog will display to ask if you want to upload a file from your cache or upload a completely new file (Note that the second option is so that you can work offline even when working in the Web) 6) Select OK to finish the process. Other types of documents At this point in the document, we have finished up with the critical features of document management. You now know how to view a document and how to edit a document. The rest of this guide is to show you additional special features of Privia that will help you collaborate with your team. Notifications Notifications are a mechanism by which you can send a message or to someone about a document without sending the entire document to the recipient. This saves on your mail server resources and ensures that when the member comes to look at the document, the member always looks at the latest version. No more what version should I be looking at questions from members. To send a notification about a document, follow these steps: 1) Right click on the name of the document 2) Choose the menu option for Notify 3) A dialog will display. Click on the button for Add Recipients to select from a list of members that are to receive the notification or . 4) Type in a subject for the notification/ . 5) Type in your message in the large entry box in the middle of the dialog. Your message may be up to 1024 characters and is pre-populated with information about the document location within Privia. 6) If you want the message to also go to the member s boxes, check the box for . 7) By default, the message will be sent to any member you have selected in the Add Recipients list, but you can also check the Exclude Inactive Users to automatically filter out any inactive users that you may have selected in the recipient list. 8) Click Send to send the message with the link to the document. Tables Tables are very similar to simple Excel worksheets in their layout and format. The similarity largely ends with the layout. A table is a way to store information in a tabular format with row level version control and column level permissions. Tables can contain 5 types of data. These are: Figure 14. Notifications of documents 04 Document Management 14/33

16 String A simple text entry element allowing the user to enter free-form text Traffic Lights Tri-state indicators that allow you to specify a state as being green, yellow, or red. There is also a grey state to indicate that no state has been chosen. Link to file, table or URL Hot link data that points to another element such as a file or table within Privia. It can also point to a generic URL so that you can have the table refer to another Web site or page. Date & Time Basic date/time type of entry field. List of Strings A picklist of data elements that can be selected by the end user when creating a row. The picklist of strings that can be selected is defined when the table is created and cannot be changed by anyone other than the owner. A table can be created anywhere that a folder can be created so they can exist directly within workspaces or within folders. Tables are named by the creator and the format of the table is specified at the time of creation. Tables can also be imported and exported using Microsoft Excel CSV format. Creating Tables Follow these steps to create a table. 1) Right click on the name of a workspace or folder 2) Choose the option for New Table 3) Name the table with a string of at least 4 characters 4) Click the Add Column button to create a column in the table 8 5) When the Column definition dialog appears, enter the name of the column. It is best to use names that are at least 4 characters in length. 6) Select the type of the data to put in the column from the list of options 7) Select the Next button to finish creating the column Figure 15. Creating a table 8) Repeat steps 4 through 7 to create multiple columns in the table and select OK when you have finished creating your table Document Management 15/33

17 Modifying Tables Follow these steps to modify the columns in a table. Note that if you remove an existing column in a table, all of the data associated with that column will be deleted and cannot be recovered. 1) Right click on the name of the table to bring up the Privia menu 2) Choose the menu option for Properties 3) Add or delete columns a. Click the Add Column button to add a column just as was done when you were creating the table. b. Put a check beside any columns that you want to remove and click the delete button at the bottom of the list of columns. You may need to scroll down to the bottom of the column list to see the delete button. 4) Once you have adjusted the columns in the table, click the OK button to accept the changes. Adding content to tables Figure 16. Modifying columns in a table 1 2 3a 3b 4 Once a table has been created, any user with permissions to see the table can read the content of the table. You can use column permissions to adjust visibility of columns. 1) Click on the name of the table in the folder pane or in the content pane 2) Click the button in the table header that says Add new row 3) A dialog will appear with a list of all of the columns for the table that the user can center. Fill in each field with the appropriate data. 4) Click the OK button to add the data to the system. Figure 17. Adding data to a table 04 Document Management 16/33

18 Commenting The Privia commenting tool is a mechanism that can be used both asynchronously and synchronously. The most common method is asynchronous in which one person at a time goes to a document and enters comment mode. In this mode, a members opens the tool, and reviews the document. Whenever a comment is to be made, the member either inserts an inline comment or a global comment. The comments are then saved to the Privia database and anyone who wants to view the comments can if they have view rights to the document. While less commonly used, the synchronous method of use of the commenting tool is the most useful for team reviews of documents. In this mode, multiple members use the commenting tool to work on a document at the same time. You must coordinate everyone being in the comment tool, but the tool will automatically detect others and display their comments. The commenting tool displays comments made by members in a tree type of heiarchy much like the BBS systems of the 90s when the internet was just getting started. Comments can be added and then other people can make replies to the comments and others can continue replying. The comments and replies form what are called threads of discussions. The commenting tool displays the threads in a tree structure by default, but the comments can also be sorted by the user that made the comments so that you can find work done by others. When comments are added, they are put into the Privia database rather than directly into the document itself. This prevents accidentally sending a document to a customer with comments embedded in the document. It also allows Privia to manage the comments and attributes about them independent of the document type. Thus, global comments can be done on any type of document as long as the end user has a viewer that can be used to display the document in the upper window of the tool. To start the comment tool, follow these steps: 1) Right click on the document that is to be commented on 2) Choose the menu option for comment 3) When the tool launches, place your comments in the lower window a. To use inline comments, select objects in the upper window, and then click the button for a new inline comment. Enter the comment as you normally would and then click the button at the bottom to submit the comment to the server. b. To use global comments, click the button for a global comment. Enter your comment and then select the button to submit the comment to the server. c. To reply to a comment, right click on the comment and choose the option to reply. Enter your comment and then click the submit button at the bottom of the tool to send the comment to the server. The following diagram shows the layout of the commenting tool. 04 Document Management 17/33

19 Figure 18. The Comment tool layout Right Click or or Select File and Pick Comment Reply, Toggle Read/ Unread, Delete Add new General or or Inline Comments 2008 SpringCM Inc. All right reserved. 1 Starting the comment tool The comment tool is available in all versions of the Privia client but can only do inline commenting when started from the installed Privia client (Privia Platform Client or Privia Enhanced IE Web). Like all other document centric objects, the comment tool starts with selecting a document and then making a gesture with the menu. Follow these steps to launch the comment tool for a document: 1) Right click on a document in the Privia application 2) Choose the menu option for Comments 3) Start your commenting session in the window that pops up. The following sections provide additional information about how to use specific features of the commenting tool. Figure 19. Starting a comment session 04 Document Management 18/33

20 Inline comments Inline comments are threaded discussions in the comment tool that are associated with a specific area of a document. To create an inline comment you first select the text that you want to comment on, make your comment, and submit them to the system. Follow these steps to create an inline comment: 1) Highlight the section of text in the upper window that you would like to associate the comment with. 2) Click on the button in the bottom left hand cornder for New Inline Comment 3) A small window will appear where you can type the Subject Figure 20. Creating inline comments 4) In that same small window, type the actual comment that is to be associated with this text 5) Click the Add button to add the comment to your queue of comments for the server 6) When you have created your comment(s), click the Submit All New Comments to send the comments to the server. (NOTE: Until you submit the comments, the comments are not visible to the other users. Should you exit the comment tool, all unsubmitted comments will automatically be submitted.) In the example from the previous figure, we submitted an inline comment about the word Rocks. The diagram to the right shows the resulting comment highlighted in dark blue in the comment window. Replies are made to comments by right clicking on the comment and choosing Reply. Figure 21. Viewing an inline comment 04 Document Management 19/33

21 Global comments Global comments are comments that are not specific to a section of text in the document. These comments are associated with the entire document. If you are using any of the Pure Web interfaces, global comments are your only option since there is no installed component to view the document with. To create a global comment, follow these steps: 1) Click the button in the lower left for New General Comment 2) Type in the subject name for the comment 3) Type in the message associated with the comment 4) Click the Add button to add the comment to your queue of comments to be sent to the server 5) Click the Submit All New Comments button to send the comments to the server. Extracting Privia comments to Word inline comments Figure 22. Creating global comments There are occasions in which you need to have the comments extracted from the Privia database and put into the document as a normal document inline comment. This works for Microsoft Word and Microsoft Excel but at the time of this writing, no other products on the market support the Microsoft API for inline commenting. To extract the Privia comments to a document, follow these steps. 1) In the comment tool, click on the button on the lower right that says Save Copy with Comments. 2) A dialog will pop up where you will select the location for the new document (note that this will be local to your client machine) 3) Type in a filename for the document 4) Click the Save button. Figure 23. Saving document with comments 04 Document Management 20/33

22 5) Open the document that you just saved and you will see the comments embedded in the document. Note that the system did not give you an option to save this document back into Privia. It is a snapshot in time of the work that is being done on the document that is local only. You must publish the file back into Privia by creating a new file or updating an existing file with the new document. File Permissions As you may have noticed, whenever you are uploading a file to Privia, you have a button to set the permissions for that file. This is just one way that you can control the permissions for a file. Another way is to right click on a file and access the permissions dialog through the menu or through the properties dialog. To access the permissions dialog, follow these steps: 1) Right click on the name of the file 2) Select the properties menu item 3) Choose the Permissions tab at the top of the dialog 4) Set the permissions to the appropriate values as described below There are two windows of controls on the permissions dialog box. The upper 3 controls are global controls that affect all users in the workspace and are the default for any new user added to the workspace. Note that the permissions are file specific in that they only affect the file that is being managed at this time. The global permissions are: Figure 24. Setting file permissions (per user) All members can View and Edit: When this option is set, the lower user selection area is greyed out and all members of the workspace (including all members that are added to the workspace) can both view this document and edit the document. All members can View, specific members can Edit (default): When this option is set, the lower window enables the column for Edit. Any members added to the workspace will automatically receive view rights to the document and the owner of the document will need to explicitly go through the member list to give individual members edit rights. Check the boxes in the edit column to give members edit rights. Specific members can View or Edit: When this option is set, both the view column and the Edit column in the lower window will be enabled and users added to the workspace will automatically receive no rights at all to the document. The owner of the document must go through the member list and explicitly give members view and edit rights to the document. NOTE that giving someone edit rights to a document implicitly gives a user view rights to that same document Document Management 21/33

23 File Ownership Permissions can only be adjusted by the owner of a file. Even if you are a workspace owner, you cannot adjust the permissions on a file without taking ownership of the file. Follow these steps to take ownership of a file. 1) You MUST be the owner of the workspace or a Deletegate in the workspace to take ownership of a file 2) Right click on the name of the file to bring up the Privia menu 3) Choose the menu option for Properties 4) On the Properties dialog, there will be a button to Take Ownership if you are not the owner. If you are currently the owner of the file the button will say Transfer Ownership. 5) When you click the Take Ownership button, you will receive a dialog confirming that you want to take ownership. Click Yes to take ownership. NOTE: If you take ownership of a file and then transfer ownership to another user, your rights on the file will be set to the default rights for the file. Version Management One of the primary values that a document management system provides for you is version control. When you check in a document, you transfer the document from your local machine to the Privia server where it is shared by others and where it creates a completely new version of the document. Thus, you can never lose a document if it is stored on the Privia server and you can always go back to any version of the document that you like. To review the versions of a document, use the following steps: 1) Right click on the document of interest 2) Choose the option for Properties at the bottom of the menu Figure 25. Taking File Ownership 3) A dialog will pop up listing all of the versions of the document Figure 26. Accessing versions of a document 4) (Optional) if you want to view any version of the document, just click the version in the upper window and choose the View button to open the document locally. 04 Document Management 22/33

24 Copy, Cut, and Paste (Web version) Copying a file In the Privia Platform client, copying and moving documents around is fairly natural because the Platform client conforms to the Microsoft standard for these actions. But the Web interface cannot conform to the Microsoft standard because there is no mechanism for drag and drop or multi-select in the Web interface. So, we have created this section specifically for the Web interface to describe how you can manage multiple files for moving them around within Privia. Figure 27. Copying a file using the Web interface To copy a document or set of documents within the Privia Web, follow these steps: 1) Check the small box to the left of the file name for each file that you want to copy 2) In the button list at the bottom of the list of files, click the copy button 3) Click on the destination folder to receive the copy 4) Click the Paste button in the document pane 5) (Optional) The default is to copy with versions. If you only want to only copy the latest version, uncheck the first box. 6) (Optional) The default is to copy the file with all comments attached. If you want the file without any comments, uncheck the second box. 7) Click OK to finish the operation and perform the copy action. 04 Document Management 23/33

25 Moving a file Files can be moved by using the Web interface Cut gesture. To move a file, follow these steps: 1) Check the small box to the left of the file name for each file that you want to move 2) In the button list at the bottom of the list of files, click the cut button 3) Click on the destination folder to receive the copy 4) Click the Paste button in the document pane When you perform the move action, the file sare moved with versions and with comments. There is no option to avoid moving the files without the attached comments and versions. Figure 28. Moving a file using the Web interface Deleting files While both the Platform client and the Web client can delete files by right clicking on a file and choosing delete, the Web interface has to handle multiple file delete transactions differently. To delete from the Web interface, use the checkboxes to the left of the filenames. To delete files in the Web interface, use the following steps: 1) Select the checkboxes next to each file that is to be deleted 2) Click the delete button at the bottom of the file list 3) Click the Yes button to finish the transaction Figure 29. Deleting a file using the Web interface 04 Document Management 24/33

26 The recycle Bin Recovering files from the recycle bin Just like your operating system desktop, Privia has a recycle bin for holding files that have been deleted. The recycle bin allows you to recover files that are accidentially deleted and to review the files that are queued up for removal before you actually delete them from the system. What is unique about the Privia recycle bin is that you not only can view a list of files that you have deleted but you also see a list of files that others have deleted that you had access to. Many people have questioned why this is and it is by design. Remember that in Privia, if you aren t a member of a workspace, you cannot see that it exists. If you come in one day and a workspace is gone, do you wonder if you have been removed from the project or do you wonder if the project was deleted? After a great deal of thought, the decision was made that when an object is deleted from Privia, anyone that had access to that object at the time of it being deleted will see it in their recycle bin. By this mechanism there is no confusion on whether an object was deleted or your membership in a workspace was changed. The recycle bin can be found at the bottom of the directory pane on the left. Scroll to the bottom and you will see Recycle Bin. When you select the recycle bin, you will see a list of the files that are in queue to be deleted from the system. From this list, you can check the files you want to restore, and click the restore button to put them back in place. Follow these instructions to restore a file you deleted: 1) Click on the Recycle Bin at the bottom of the Directory pane 2) Check all of the files in the Document pane that you want to restore (Note, you can only restore files that you have deleted. Files that you cannot restore are displayed in a slightly greyed out condition.) 3) Click the restore button at the bottom of the page to complete the transaction A key feature to note is that while you can see all of the objects that have been deleted that you previously had access to, you cannot restore files that you did not delete. In other words, you can only restore files that you deleted. Emptying files/purging files Figure 30. Accessing the recycle bin Files are only truly deleted from the system when the super administrator performs a gesture to wipe the disks clean of the queue of files. So, even if you empty your Recycle Bin, there is still one more safeguard before files are truly deleted from the system. This system of multiple levels of delete was created to ensure that there was an opportunity for a check-balance for deleting files from the system. While end-users should know what files to 04 Document Management 25/33

27 delete, only the administrator of the system truly has the power to purge files from the system. While the system administrator probably does not know whether a file truly should be purged or not, this mechanism provides a time lag for the owner of an object or workspace to notify the administrator when things have been accidentally deleted. Since this double layer of delete has been implemented, it has been used far more than anyone has expected. Common situations occur in which someone accidentally deletes a file or workspace and then immediately empties their recycle bin. But the administrator is able to restore the files without any issue and all is well. Why the recycle bin is emptied before catching that the file should not be deleted is mesmerizing and unexplainable. But, this has been quite the saving grace for many customers that have had it happen. To empty your Recycle Bin, follow these steps: 1) Right Click on the Recycle Bin in the lower left Directory pane 2) Choose the menu option for Empty Recycle Bin That s it. All files in your recycle bin that have been deleted by you will be moved to a queue for the super administrator to process. Figure 31. Emptying the recycle bin Searching Privia automatically indexes all content added to the system whenever the content is uploaded to the server. Searching can find documents, notifications and even opportunities based on data in the system. Document contents are indexed, names are indexed, and document properties are indexed. 04 Document Management 26/33

28 Searching for dismissed Notifications All of the notifications that are ever sent by a Privia system are stored indefinitely on the Privia system. You cannot permanently delete the notifications without the super administrator working on the database. Therefore, you can search a Privia system to find notifications (messages) that have been sent both by end users and by the automated process engine. To search notifications, follow these steps: 1) Click on the down arrow in the upper right corner of the Web interface (or on the Search menu item on the Platform Client) 2) Choose the option to search Notifications 3) Fill in the text you are searching for or leave blank to find all text Figure 32. Viewing old notifications (searching) 4) Select the person that either sent or received the message or leave blank to find messages from/to all users. 5) Choose the direction incoming messages are messages to you, and outgoing messages are messages that you sent to someone else. 6) Specify the time period for when the message was sent or received or leave blank to search all of time. 7) Click the Search button at the bottom of the dialog to perform the search 8) The results of the search will be shown on the right hand side of the dialog. Note that you can only search for messages that you either sent or received. In other words, you cannot search for messages that someone else sent or received unless you were involved in the message. 04 Document Management 27/33

29 Searching Document contents One of the most useful features of Privia is that it allows you to search all documents that you have access to by contents, attributes, and names. Searches can be based on Boolean type of search strings and can be limited to specific timeframes. Follow these instructions to perform a search of files in Privia: 1) Click on the down arror in the upper right corner of the screen to get the search menu 2) Choose the menu option for Advanced 3) A dialog will be displayed. Fill in any part of the file name that you want to search for or leave blank to search for all document names. 4) Enter a search phrase such as this AND that OR something to search the text or body of documents in the system. Appendix A lists out the search language that can be used in this field. Leaving it blank will search for all content in documents. 5) You can also specify that the search find phrases or word strings by entering them in the four fields for limiting the search. 6) Specify the time period for the results 7) If you want to search document properties such as Author or Created by in the document properties, select the green pulldown to specify the document properties to find. 8) If you know that the document exists in a specific workspace or opportunity, use the green arrow to select the workspace to limit the search to 9) If you are having problems finding documents with the above criteria, you can use the Search Options to loosen the search so that it finds more documents and is less accurate 10) Press the Search button to perform the search. Figure 33. Searching for documents 11) The results of the search will appear in the window on the right which will include the number of times that the criteria has been met by the document. Note that searching will only search within the contents of documents that you either have view access to or have been set to Public. You cannot search and find documents that you do not have access to. 04 Document Management 28/33

30 Appendix A: Search syntax This list gives the rules for formulating queries: Multiple consecutive words are treated as a phrase; they must appear in the same order within a matching document. Queries are case-insensitive, so you can type your query in uppercase or lowercase. You can search for any word except for those in the exception list (for English, this includes a, an, and, as, and other common words), which are ignored during a search. Words in the exception list are treated as placeholders in phrase and proximity queries. For example, if you searched for Word for Windows, the results could give you Word for Windows and Word and Windows, because for is a noise word and appears in the exception list. Punctuation marks such as the period (.), colon (:), semicolon (;), and comma (,) are ignored during a search. To use specially treated characters such as &,, ^, $, (, ), in a query, enclose your query in quotation marks ( ). To search for a word or phrase containing quotation marks, enclose the entire phrase in quotation marks and then double the quotation marks around the word or words you want to surround with quotes. For example, World-Wide Web or Web searches for World-Wide Web or Web. You can use Boolean operators (AND, OR, and NOT) and the proximity operator (NEAR) to specify additional search information. The wildcard character (*) can match words with a given prefix. The query esc* matches the terms ESC, escape, and so on. Boolean and Proximity Operators Boolean and proximity operators can create a more precise query. To Search For Example Results Both terms in the same page Either term in a page The first term without the second term Both terms in the same page, close together access and basic Or access & basic cgi or isapi Or cgi isapi access and not basic Or access &! basic excel near project Or excel ~ project Pages with both the words access and basic Pages with the words cgi or isapi Pages with the word access but not basic Pages with the word excel near the word project 04 Document Management 29/33

31 Hints: You can add parentheses to nest expressions within a query. The expressions in parentheses are evaluated before the rest of the query. Use double quotes ( ) to indicate that a Boolean or NEAR operator keyword should be ignored in your query. For example, Abbott and Costello will match pages with the phrase, not pages that match the Boolean expression. In addition to being an operator, the word and is a noise word in English. The NEAR operator is similar to the AND operator in that NEAR returns a match if both words being searched for are in the same page. However, the NEAR operator differs from AND because the rank assigned by NEAR depends on the proximity of words. That is, the rank of a page with the searched-for words closer together is greater than or equal to the rank of a page where the words are farther apart. If the searched-for words are more than 50 words apart, they are not considered near enough, and the page is assigned a rank of zero. The NOT operator can be used only after an AND operator in content queries; it can be used only to exclude pages that match a previous content restriction. For property value queries, the NOT operator can be used apart from the AND operator. The AND operator has a higher precedence than OR. For example, the first three queries are equal, but the fourth is not: a AND b OR c c OR a AND b c OR (a AND b) (c OR a) AND b Note The symbols (&,,!, ~) and the English keywords AND, OR, NOT, and NEAR work the same way in all languages supported by Index Server. Wildcards Wildcard operators help you find pages containing words similar to a given word. To Search For Example Results Words with the same prefix comput* Pages with words that have the prefix comput, such as computer, computing, and so on Words based on the same stem word fly** Pages with words based on the same stem as fly, such as flying, flown, flew, and so on 04 Document Management 30/33

32 Free-Text Queries The query engine finds pages that best match the words and phrases in a free-text query. This is done by automatically finding pages that match the meaning, not the exact wording, of the query. Boolean, proximity, and wildcard operators are ignored within a free-text query. Free-text queries are prefixed with $contents. To Search For Example Results Files that match free-text $contents how do I print in Microsoft Excel? Pages that mention printing and Microsoft Excel. Regular Expressions Regular expressions in property queries are defined as follows: Any character except asterisk (*), period (.), question mark (?), and vertical bar ( ) defaults to matching just itself. Regular expressions can be enclosed in matching quotes ( ), and must be enclosed in quotes if they contain a space ( ) or closing parenthesis ()). The characters *,., and? behave as they behave in Windows; they match any number of characters, match (.) or end of string, and match any one character, respectively. The character is an escape character. After, the following characters have special meaning: o ( opens a group. Must be followed by a matching ). o ) closes a group. Must be preceded by a matching (. o [ opens a character class. Must be followed by a matching (un-escaped) ]. o { opens a counted match. Must be followed by a matching }. o } closes a counted match. Must be preceded by a matching {. o, separates OR clauses. o * matches zero or more occurrences of the preceding expression. o? matches zero or one occurrences of the preceding expression. o + matches one or more occurrences of the preceding expression. o Anything else, including, matches itself. Between square brackets ([]) the following characters have special meaning: o ^ matches everything but following classes. Must be the first character. o ] matches ]. May only be preceded by ^, otherwise it closes the class. o - range operator. Preceded and followed by normal characters. o Anything else matches itself (or begins or ends a range at itself). Between curly braces ({}) the following syntax applies: o {m } matches exactly m occurrences of the preceding expression. (0 < m < 256). o {m, } matches at least m occurrences of the preceding expression. (1 < m < 256). o {m,n } matches between m and n occurrences of the preceding expression, inclusive. (0 < m < 256, 0 < n < 256). To match *,., and?, enclose them in brackets (for example, [*]sample will match *sample ). 04 Document Management 31/33