What s New in Version 10 Details for Web Essentials

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1 What s New in Version 10 Details for Web Essentials

2 TABLE OF CONTENTS Overview... 3 Dashboard Module... 3 General Changes... 3 New Proposal... 3 Create Proposal in Word... 5 Create New Proposal in Excel... 6 Upload an Existing Proposal Document... 7 Link to a Proposal in SharePoint... 9 Link to a Proposal on Your Network Proposal Editor Salesforce.com Integration Icons/Page Display Search Module General Changes Add/Edit Record Delete Record Icons/Page Display Record History Searching Filtering Contact Field Pick Lists Smart Cart (now called Compliance Central) Send Compliance Request to SME Return Records to Compliance Central SME Review Method Upload Method Send Documents Returned by SME to Compliance Reviewer Return Records to Compliance Central Compliance Reviewer Method Upload Method Approve Documents Returned From Compliance Reviewer Reports PMAPS Web Essentials What s New Version 10 Details i Rev: 12/8/2014

3 Administration General Changes Document Templates Server Reporting RFP Assignments Miscellaneous Changes/Updates Verify PMAPS Web Essentials What s New Version 10 Details ii Rev: 12/8/2014

4 OVERVIEW This document provides step-by-step details for the changes made in PMAPS Version 10 and includes screen shots. Items with an asterisk (*) are completely new or represent a significant change. Use this document in conjunction with the current user manuals. DASHBOARD MODULE General Changes We removed the surrounding semi-colons from multi-select field data both on screen and when exporting so that the only semi-colons visible are between each value. New Proposal We modified the New Proposal process to a single separate window that prompts all steps to add a new proposal (loading/selecting document, applying mandatory/non-mandatory attributes, and saving the new proposal). Follow the steps below to add a new proposal from the Dashboard: PMAPS Web Essentials What s New Version 10 Details 3 Rev: 12/8/2014

5 1. Click the New Proposal icon. A new window will open. 2. From the dropdown menu select the type of proposal you would like to create. The options are described below the screen shot. Create Proposal in Word this option creates a new Word document that resides only in the PMAPS application. This document is based on a template controlled by Proposal Software and can be customized. Create Proposal in Excel this option creates a new Excel document that resides only in the PMAPS application. This document is based on a template controlled by Proposal Software and can be customized. Upload an Existing Proposal Document this option allows the user to upload a copy of either a Word or Excel document that resides only in the PMAPS application. Link to a Proposal in SharePoint this option allows the user to link to either a Word or Excel document that resides both in the PMAPS application and on the SharePoint server. Link to a Proposal in on Your Network this option allows the user to link to either a Word or Excel document that resides both in the PMAPS application and on user s local network. PMAPS Web Essentials What s New Version 10 Details 4 Rev: 12/8/2014

6 Create Proposal in Word 1. From the dropdown menu select the option to Create Proposal in Word. The window will change to display the option selected and enable the Save option, as well as display the Dashboard tabs. 2. In order to save the proposal to PMAPS, complete at least the mandatory fields (these have a yellow background). Complete all fields as instructed by your PMAPS administrator. Click through all of the tabs to ensure all mandatory fields have been completed. Click the Save icon. 3. At the prompt to confirm adding the new proposal, click Yes. PMAPS Web Essentials What s New Version 10 Details 5 Rev: 12/8/2014

7 The proposal will be launched in your browser and automatically selected, indicated by a yellow background on the Dashboard. Create New Proposal in Excel 1. From the dropdown menu select the option to Create Proposal in Excel. The window will change to display the option selected and enable the Save option, as well as display the Dashboard tabs. 2. In order to save the proposal to PMAPS, complete at least the mandatory fields (these have a yellow background). Complete all fields as instructed by your PMAPS administrator. Click through all of the tabs to ensure all mandatory fields have been completed. Click the Save icon. PMAPS Web Essentials What s New Version 10 Details 6 Rev: 12/8/2014

8 3. At the prompt to confirm adding the new proposal, click Yes. The proposal will be launched in your browser and automatically selected, indicated by a yellow background on the Dashboard. Upload an Existing Proposal Document 1. From the dropdown menu select the option to Upload an Existing Proposal Document. The window will change to display the option selected and enable the Browse and Save options, as well as display the Dashboard tabs. 2. Click the Browse icon and navigate to the document you would like to upload, select it and then click the Open icon. PMAPS Web Essentials What s New Version 10 Details 7 Rev: 12/8/2014

9 The selected document path will display just below the upload dropdown field. 3. In order to save the proposal to PMAPS, complete at least the mandatory fields (these have a yellow background). Complete all fields as instructed by your PMAPS administrator. Click through all of the tabs to ensure all mandatory fields have been completed. Click the Save icon. 4. At the prompt to confirm adding the new proposal, click Yes. The proposal will be launched in your browser and automatically selected, indicated by a yellow background on the Dashboard. PMAPS Web Essentials What s New Version 10 Details 8 Rev: 12/8/2014

10 Link to a Proposal in SharePoint 1. From the dropdown menu select the option to Link to a Proposal in SharePoint. The window will change to display the option selected and enable the Browse SharePoint and Save options, as well as display the Dashboard tabs. 2. Click the Browse SharePoint icon. 3. Enter your SharePoint credentials: a. In the SharePoint URL field, enter the full URL that contains your documents. If you are uncertain where the document is located, enter the highest level folder path. b. In the Username field enter the user name you use to access SharePoint. c. In the Password field enter the password you use to access SharePoint. d. Click the Open icon. 4. Select the document you would like to link between SharePoint and the Dashboard and then click Ok. PMAPS Web Essentials What s New Version 10 Details 9 Rev: 12/8/2014

11 The selected document path will display just below the upload dropdown field. 5. In order to save the proposal to PMAPS, complete at least the mandatory fields (these have a yellow background). Complete all fields as instructed by your PMAPS administrator. Click through all of the tabs to ensure all mandatory fields have been completed. Click the Save icon. 6. At the prompt to confirm linking the new proposal, click Yes. The proposal will be launched in your browser and automatically selected, indicated by a yellow background on the Dashboard. PMAPS Web Essentials What s New Version 10 Details 10 Rev: 12/8/2014

12 Link to a Proposal on Your Network 1. From the dropdown menu select the option to Link to a Proposal on Your Network. The window will change to display the option selected and enable the Browse and Save options, as well as display the Dashboard tabs. 2. Click the Browse icon and navigate to the document you would like to link between network and the Dashboard, select it and then click the Open icon. The selected document path will display just below the upload dropdown field. PMAPS Web Essentials What s New Version 10 Details 11 Rev: 12/8/2014

13 3. In order to save the proposal to PMAPS, complete at least the mandatory fields (these have a yellow background). Complete all fields as instructed by your PMAPS administrator. Click through all of the tabs to ensure all mandatory fields have been completed. Click the Save icon. 4. At the prompt to confirm linking the new proposal, click Yes. The proposal will be launched in your browser and automatically selected, indicated by a yellow background on the Dashboard. PMAPS Web Essentials What s New Version 10 Details 12 Rev: 12/8/2014

14 Proposal Editor We corrected an issue occurring during use of the Relink Document feature where the default inserts only the text after the first paragraph even when the the Q&A attribute is not applied to the record. Now, when using Relink Document, if the record is marked as a Q&A only the response portion of the record is inserted. If the record is not marked as a Q&A the entire record is inserted. We added a new feature, Show Bookmarks, to the Proposal Editor that allows the user to quickly view any bookmark contained within the document. 1. To view this feature, open a document from the Dashboard that has some responses that have been inserted and/or where assignments have been made. 2. Click the Show Bookmarks link in the upper right of the Proposal Editor window. 3. To go to the bookmarked text (the record insertion), click on the links under Linked Documents by record number (this is the Search Document ID number). This will show you the text included in the bookmark (this is what has been inserted full from PMAPS). Please note that Selected Text option does not include a bookmark and this is correct for this option. PMAPS Web Essentials What s New Version 10 Details 13 Rev: 12/8/2014

15 4. Click on the Label Linked Docs icon to add a Comment to every bookmarked insertion. The Comment will show the Word user s name (initials), how the document is linked and the record number (Document ID). 5. Click on the Remove Linked Comments icon to remove all Comments in the document. PMAPS Web Essentials What s New Version 10 Details 14 Rev: 12/8/2014

16 Salesforce.com Integration We modified the Salesforce.com integration application to be a managed package. This enables updating of the Salesforce.com application instead of having to uninstall the old version and install the new version. Screen shot not applicable We corrected the Salesforce.com application to correctly submit the proposal document from the PMAPS Dashboard to the Salesforce.com Opportunity. We also corrected general field mapping issues. Icons/Page Display Screen shot not applicable We changed the Search icon to Search Proposals to distinguish from other Search icons in the application.* We changed the background color displayed from gradient light blue to light yellow when a proposal is selected.* SEARCH MODULE General Changes We removed the surrounding semi-colons from multi-select field data both on screen and when exporting so that the only semi-colons visible are between each value PMAPS Web Essentials What s New Version 10 Details 15 Rev: 12/8/2014

17 Add/Edit Record Changed default when adding a new record to Add new document from this template instead of Browse for an existing document. * PMAPS Web Essentials What s New Version 10 Details 16 Rev: 12/8/2014

18 We added the option to assign a default template when adding a new record. This selection may be changed at any time.* Delete Record We modified the record deletion process so that if user attempts to delete a record that is associated with an assembly project or a sales doc template the system will not permit the deletion. Icons/Page Display We added separate scroll window provides a way for the user to always display the search results when scrolling up/down and left/right.* PMAPS Web Essentials What s New Version 10 Details 17 Rev: 12/8/2014

19 We changed the Search icon to Search Files to distinguish from other Search icons.* We added the ability to enter double-bit characters (Japanese/Chinese) into record Attributes and display correctly in the hypertext and preview. We modified the document preview icon within search results to indicate compliant or noncompliant status.* We added the ability to preview a record in separate pop-up window simply by hovering over the View document icon in the Search Results.* PMAPS Web Essentials What s New Version 10 Details 18 Rev: 12/8/2014

20 We corrected the sort order function when using a contact field. We added the ability for the user to show or hide preview (formerly referred to as Hypertext window).* When the Hide Preview icon is visible the preview window is open: When the Show Preview icon is visible the preview window is closed: We corrected a known issue where the preview display of record text runs together after uploading a Checked Out document or updating a document through the SmartCart. Before: PMAPS Web Essentials What s New Version 10 Details 19 Rev: 12/8/2014

21 After: We changed a setting in the application to allow the Search Options label for the Summary text field to display the tailored label instead of the internal PMAPS field name.* Modified the display of the Revision date to generate to the user s date format based on the computer s regional settings. Screen shot not applicable We moved Search Results display options up on the page, directly below the Search criteria/search Options box. * We moved record color key up on the page, directly below the Search criteria/search Options box. * PMAPS Web Essentials What s New Version 10 Details 20 Rev: 12/8/2014

22 We removed the Results Filtered icon and replaced displaying all current filters as text.* Before: After: We relocated and resized the Document ID display (now Search ID) from the upper right to the new display toolbar.* Before: After: We changed the background color displayed from a gradient light blue to light yellow when a record is selected from the Search results.* PMAPS Web Essentials What s New Version 10 Details 21 Rev: 12/8/2014

23 We changed the background color displayed from bright red to light red when a record is marked as non-compliant.* We changed the background color displayed from dark green to light green when a record is marked as Per Bid.* We removed the links to additional pages by number and to go to the end and replaced this functionality with the ability to click Next and Previous icons to move between pages.* Before: After: We removed the Items Per Page option, which has been replaced to display all records 100 at a time within the search results.* Before: PMAPS Web Essentials What s New Version 10 Details 22 Rev: 12/8/2014

24 After: Record History We added a Found icon on Search results toolbar (also available when viewing a document). This allows users to record the use of a record (and add it to the record history) when not using any of the insert options.* We have modified the record history to include all of the following use options: Insert into Dashboard document Insert into Microsoft Office document Application Selector Copy to Clipboard Assembly Center combine Relink Document Found Searching Screen shot not applicable We removed the Exact Phrase option from the Search Options and enabled exact phrase search using double quotation marks surrounding desired text to be searched.* Before: PMAPS Web Essentials What s New Version 10 Details 23 Rev: 12/8/2014

25 After: We have added the capability for a user to make a Saved Search available to all users.* We have added the capability to apply an exact phrase search within the Summary text entry field.* We have modified the application so that it searches when using the Question Only option when the Synonyms box is checked. Screen shot not applicable We have added the ability to use multiple words as synonyms and for the search function to properly recognize the multiple words when searching using synonyms.* PMAPS Web Essentials What s New Version 10 Details 24 Rev: 12/8/2014

26 FILTERING CONTACT FIELD PICK LISTS We added a new option to the contact pick list that allows any user with permission to add/edit contacts to hide/show (filter) the contact names displayed in every contact pick list in both the Dashboard and Search.* Clients upgraded to Version 10 from another version will have all contact names in all pick lists by default. Contacts are stored in this one main table in the back end of PMAPS. To select which names to display by pick list, follow the steps below: 1. Click on the question mark icon next to any contact field. 2. If you see the field control panel, click Edit Values. If you see the contact pick list page, go to Step 3. PMAPS Web Essentials What s New Version 10 Details 25 Rev: 12/8/2014

27 3. To modify the fields a contact is visible in, select the name from the left side of the page and uncheck the appropriate boxes on the right. Fields on the Dashboard are displayed under Proposal Lists. Fields on the Search are displayed under Search Lists. 4. To include a name in the list, check the box next to that field. To exclude a name in the list, uncheck the box next to that field. SMART CART (NOW CALLED COMPLIANCE CENTRAL) We renamed the SmartCart. It is now Compliance Central.* PMAPS Web Essentials What s New Version 10 Details 26 Rev: 12/8/2014

28 We added the functionality to utilize two-step verification.* When enabled, documents must be routed to a second individual (e.g., Compliance Officer) for secondary review. When the document is returned by the second individual, only then can it be Approved back to PMAPS. This feature must be enabled by Proposal Software by request. The method used to send documents through Compliance Central remains the same. Documents that were sent prior to enabling two-step verification may not be processed if using two steps if they have already been sent out. To use two-step verification follow the steps below. Send Compliance Request to SME 1. Select the record you would like to send using Compliance Central and click the Add to Compliance Central icon. 2. In the Compliance Request window, apply any modifications to the content on the Edit Document tab and then click the Attributes tab (or the right arrow ). 3. Ensure that both the SME and Compliance Reviewer fields have the appropriate contacts listed in the attributes and then click the Save icon. Note that your tailored labels may be different. PMAPS Web Essentials What s New Version 10 Details 27 Rev: 12/8/2014

29 4. Select the appropriate option from Save Options window. a. Save to Compliance Central this option places a copy of the record in the Not Sent folder so it may be sent at a later time b. Save to Compliance Central and Request Compliance Immediately (SME will be notified) this option sends a copy of the record to the designated SME and places a copy of the record in the Sent to SME folder Return Records to Compliance Central SME Review Method 1. Return the record(s) to your PMAPS address. 2. To process the returned items, go to Compliance Central and click the icon to Import Documents to Compliance Central. 3. Click the Process POP3 s icon. 4. Click OK when prompted the files are processed. Upload Method 1. Save the reviewed document(s) to your local drive. PMAPS Web Essentials What s New Version 10 Details 28 Rev: 12/8/2014

30 2. To process the returned items, go to Compliance Central and click the icon to Import Documents to Compliance Central. 3. Click the Select Individual Files icon. 4. Click the Select Files icon. PMAPS Web Essentials What s New Version 10 Details 29 Rev: 12/8/2014

31 5. Select one or more documents to upload, and then click the Open icon. 6. Wait for the records to load and then click the Upload icon. 4. Click OK when prompted the files are processed. PMAPS Web Essentials What s New Version 10 Details 30 Rev: 12/8/2014

32 Send Documents Returned by SME to Compliance Reviewer 1. Click on the Compliance Central icon from the navigation toolbar. 2. Click on the Returned From Compliance Reviewer tab. 3. Select the record(s) you would like to send to the compliance reviewer. 4. Select the appropriate option depending on how you plan to send the request. a. Send to Compliance Reviewer this option sends the record(s) to the compliance reviewer using PMAPS and places a copy in the Sent to Compliance Reviewer tab b. Download Documents this option downloads the record(s) to the user s computer and places a copy in the Sent to Compliance Reviewer tab Return Records to Compliance Central Compliance Reviewer Method 1. Return the record(s) to your PMAPS address. 2. To process the returned items, go to Compliance Central and click the icon to Import Documents to Compliance Central. PMAPS Web Essentials What s New Version 10 Details 31 Rev: 12/8/2014

33 3. Click the Process POP3 s icon. 4. Click OK when prompted the files are processed. Upload Method 1. Save the reviewed document(s) to your local drive. 2. To process the returned items, go to Compliance Central and click the icon to Import Documents to Compliance Central. 3. Click the Select Individual Files icon. PMAPS Web Essentials What s New Version 10 Details 32 Rev: 12/8/2014

34 4. Click the Select Files icon. 5. Select one or more documents to upload, and then click the Open icon. PMAPS Web Essentials What s New Version 10 Details 33 Rev: 12/8/2014

35 6. Wait for the records to load and then click the Upload icon. 4. Click OK when prompted the files are processed. Approve Documents Returned From Compliance Reviewer 1. Click on the Compliance Central icon from the navigation toolbar. PMAPS Web Essentials What s New Version 10 Details 34 Rev: 12/8/2014

36 2. Click on the Returned From Compliance Reviewer tab. 3. Select the record(s) you would like to approve to PMAPS. 4. Click the OK icon to confirm the approval. 4. Click OK to refresh the page. We added the ability to customize the template sent to the requestor when a record is returned to the Compliance Central Inbox.* PMAPS Web Essentials What s New Version 10 Details 35 Rev: 12/8/2014

37 REPORTS We have included all internal fields in custom reports. We have corrected an error in custom reports when using a contact name as the default sort order. Screen shot not applicable We have added the ability the make a copy of an existing report* PMAPS Web Essentials What s New Version 10 Details 36 Rev: 12/8/2014

38 ADMINISTRATION General Changes To improve security, stronger user password combinations are required when adding new users or resetting existing user passwords.* Screen shot not applicable We increased the display size of the tabs on the left of the Administrator page. PMAPS Web Essentials What s New Version 10 Details 37 Rev: 12/8/2014

39 We added a Troubleshooting tab to Other Settings to allow PMAPS administrator to perform several internal troubleshooting functions. Document Templates We corrected an issue that occurs when editing a Word document template results in the deletion of the template. Server Reporting Screen shot not applicable We added three new reports* to provide user login details. These reports may be exported. Login Report (All) this report displays every log in by user with a date and time stamp Login Report (Daily) this report displays every log in by user name PMAPS Web Essentials What s New Version 10 Details 38 Rev: 12/8/2014

40 User Report this report shows every user in the system by role (Group) We corrected an issue during Server Reporting exports to Excel using defined dates in PMAPS results in all dates being exported. The defined dates are now applied correctly in the exported file. Screen shot not applicable We added to Server Reporting, Q&A Searches report, the number of records found and filter(s) applied to each search (if any).* RFP ASSIGNMENTS We corrected an error that occurs when using the Compliance option for RFP Assignments. Screen shot not applicable We have enabled word replacement in PowerPoint files viewed on mobile devices. Screen shot not applicable PMAPS Web Essentials What s New Version 10 Details 39 Rev: 12/8/2014

41 MISCELLANEOUS CHANGES/UPDATES We have modified the application to ensure compatibility with Internet Explorer 64-bit (Internet Explorer 9 may still be required to use 32-bit).* Screen shot not applicable We have modified the application to ensure compatibility with Microsoft Office 2013.* Screen shot not applicable We have added the ability for each user to minimize or maximize the Viewer toolbar to and from the taskbar.* 1. To minimize the Viewer toolbar to your Windows taskbar, click the line icon. 1. To maximize the Viewer toolbar to the screen, click the WebPro Viewer icon from your taskbar. VERIFY We have enabled the capability to customize the Attribute Table exported with records when using Compliance Central or Verify. This configuration must be modified by Proposal Software by request. Screen shot not applicable PMAPS Web Essentials What s New Version 10 Details 40 Rev: 12/8/2014

42

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