DOF e-repository User Guide

Transcription

1 DOF e-repository User Guide Using Citrix Receiver to Access DOF e-repository (Electronic Document Repository) To ensure secure and reliable access to the DOF e-repository you will need to use Citrix Receiver to run the OnBase web client in a virtual environment. This guide walks you through the installation of Citrix, the setup of your account, and the use of the DOF e- Repository. If you have problems or questions when installing or using Citrix Receiver or the DOF e-repository please contact the OIT Solutions and Operations Center (SOC) via phone 258-HELP ( ) or helpdesk@princeton.edu. Table of Contents If you are viewing this document on-screen, click on a page number to advance directly to a topic. Installing Citrix Receiver - Windows... 1 Installing Citrix Receiver - MAC... 4 Setting Up Your Citrix Account... 9 Launching the DOF e-repository Creating, Saving and Retrieving Worksheets and Notes Closing the DOF e-repository Logging Out of Citrix Re-launching Citrix Receiver Installing Citrix Receiver on Mobile Devices Using the Citrix Web Client Troubleshooting... 21

2 Installing Citrix Receiver - Windows Open a browser window and go to The KACE Software Library window will open. Log into KACE using your Princeton netid and password. Locate and click on the Install Citrix Receiver - Windows title. DOF e-repository User Guide Page 1

3 The Software Library: Info and Download window displays. Click the Install Now button. The KACE Desktop Alert appears at the lower left of your screen to let you know that the install is about to begin. Note that this can take from several seconds to a minute to appear. Click OK to begin the install. Be patient the install can take a few minutes to complete. When the install is complete, another alert appears. Click OK. DOF e-repository User Guide Page 2

4 Return to the KACE Management Center Window. Citrix Receiver is now installed. Click the Log Out button at the top right of the screen and close your browser to exit KACE. When the install is completed, Citrix Receiver should launch automatically. If it does not: For Windows 7 and earlier: From the Windows START menu, click on All Programs, then click on Citrix Receiver. For Windows 8: From the START screen, click on the Citrix tile. To continue, go to Setting Up Your Citrix Account DOF e-repository User Guide Page 3

5 Installing Citrix Receiver - MAC Open your browser and go to Log into KACE using your Princeton netid and password. Locate and click on the Mac -Install Citrix Receiver title. DOF e-repository User Guide Page 4

6 An instruction Window is displayed for the installation. Click the Download button. The download can take a few minutes. When the download is complete, double click the downloaded file, Citrix Receiver.dmg. You may also launch Finder and double-click the file name there. The Citrix Receiver Install window is displayed Double-click the Install Citrix Receiver icon. DOF e-repository User Guide Page 5

7 The Citrix Installer window is displayed. Click Continue. Click Continue for the Software License Agreement. Click Agree to accept the software license agreement. DOF e-repository User Guide Page 6

8 Click the Install button to continue. You will be prompted for administrator credentials. Administrator name DOF e-repository User Guide Page 7

9 Enter an administrator name and password. Click Install Software to continue. You will see progress messages as the install completes. When the installation is complete, a success message is displayed. Click the Close button. When the install is completed, Citrix Receiver should launch automatically. If it does not: Type Citrix into the Spotlight/Search box and click on Citrix Receiver. To continue, go to Setting Up Your Citrix Account DOF e-repository User Guide Page 8

10 Setting Up Your Citrix Account The first time that Citrix launches, you will need to create an account. The Add Account window is displayed. Enter your Princeton address In the Add Account window Click Next. You will be prompted to authenticate with your Princeton NetID and password. Enter your NetID and password Click Log On A second authentication window is displayed. Enter your address for the user name Please note: the prompt for User name in this log on dialog box asks for a domain\user or an address. Do NOT enter a domain and netid for the User name enter your full address for the User name. DOF e-repository User Guide Page 9

11 Enter your full address (i.e. as the user name. Enter your Princeton password. Do not check the box to remember your passord. Click Log On Do not check this box! You are now prompted to allow changes. Click Yes. You now see a confirmation that the account has been added successfully. Click Finish to complete the account addition. DOF e-repository User Guide Page 10

12 The Citrix Receiver window opens with a Connecting message. The connection can take several seconds to complete. When the connection is complete, the Citrix Receiver window invites you to add your favorite apps. Click the plus sign icon to access the applications list. DOF e-repository User Guide Page 11

13 Click on All Applications (1). Click on DOF e-repository to add it to the Citrix Receiver window (2). The DOF e-repository icon appears in the window. Click on My Folders to add it to the Citrix Receiver window (3). The My Folders icon appears in the window. You may also add Word and Excel to the window if you wish Icons are added to the window The DOF e-repository application is now ready to use. See Launching the DOF e-repository for instructions on using the application. DOF e-repository User Guide Page 12

14 Launching the DOF e-repository Click the DOF e-repository icon to launch the application. Minimize the Citrix Receiver window to see the progress message for the launch. When the application is launched, the OnBase window is displayed. You will see a message This Machine is not configured for EDM Briefcase. Click the OK button to continue. DOF e-repository User Guide Page 13

15 Click on Document in the left navigation pane. A menu will expand. Click on User. The Envelope window is displayed (it is empty at this point). DOF e-repository User Guide Page 14

16 Before using the envelope window, we will set it as a Favorite. Click on the Favorites Icon Click on Add to Favorites You are prompted for a Favorite Name. Envelope is already entered as the name, do not change it. Click Save. Now we ll set the Envelope Favorite as our Home page. Click on the Favorites icon again Roll your mouse over Envelope in the Favorites list and look for the Home icon Click on the Home icon. The Envelope view will now be your home page each time you launch the DOF e-repository Application. DOF e-repository User Guide Page 15

17 In the Envelope view you will see your envelope. Click on the envelope to display a list of documents. Document List The list contains a Chairs paragraph document for each person being reviewed. From each person s document, you can access all other documents for that person. Click on a document to open it. The document displays in the lower window area. Click the Cross-references/Link icon on the Document Display toolbar to access other documents for this person. Cross references/link icon Document Display DOF e-repository User Guide Page 16

18 A new window opens with a list of documents for the person. Double-click any document to display it in the Document Display area. You may repeat this for any and all documents that you want to review. Note that each cross-reference link you select opens in a separate window. Creating, Saving and Retrieving Worksheets and Notes To make notes on the Worksheet provided as a Word document within Envelope Double-click on the document. You will be prompted to open or save the document Click the Open button. The document will open in Word. Add the notes of your choice. Use Save As in Word to save the document when you are finished. DOF e-repository User Guide Page 17

19 The document will save into a Documents folder within your Citrix account. It can be accessed for future editing by returning to the Citrix account window and double-clicking on My Folders. If you are already working in the DOF e- Repository OnBase window, you can minimize it to see the Citrix Receiver window. Closing the DOF e-repository When you have finished working, use the Exit button in the OnBase window to exit the application Exit Button DOF e-repository User Guide Page 18

20 Logging Out of Citrix Log out of your Citrix session using the menu at the top of the Citrix window. You may then close the Citrix window to end the session Click on your name at the top of the screen. Click Log Off on the drop down menu. Note: Your Citrix session will time out and log you off automatically after 30 minutes of inactivity. You will have to log in again to resume working. Click Log On at the top of the window to log back in. Re-launching Citrix Receiver During set up, Windows places a short cut for the DOF e-repository Review on your START menu (Windows 7) or among your START screen tiles (Windows 8). The application is easily located on the MAC by using the search feature. For Windows 7 and earlier: From the Windows START menu, choose Citrix Receiver. For Windows 8: From the Start screen, click on the Citrix tile. DOF e-repository User Guide Page 19

21 For MAC Type Citrix into the Spotlight/Search box and click on Citrix Receiver. For any of these, you may be prompted to authenticate with your Princeton net id and password. Installing Citrix Receiver on Mobile Devices If you want to install Citrix receiver on a smart phone or tablet: Open a browser on your device and go to receiver.citrix.com Select the Find Citrix Receiver for other platforms link. Choose the appropriate device and follow the installation instructions. Using the Citrix Web Client Ciritx also provides a web client that you can use instead of installing Citrix on your computer. You can find it at You will need to sign in with your Princeton netid and password. Some things to know about using the web client: The web client can occasionally be unstable, causing you to lose your connection. If this occurs, you will need to re-launch the web client and reestablish your connection. If you have a pop-up blocker or cookie blocker installed in your browser, the web client will not work properly. The Copy and Paste functions do not work well if you are using Chrome as your browser. DOF e-repository User Guide Page 20

22 Troubleshooting I launched the DOF e-repository application, but it looks like nothing is happening. The application may take several seconds to load. The progress bar letting you know that it s being launched is typically behind your Citrix window. Minimize the Citrix window to see the progress. When the launch is complete, the OnBase window for the e-repository appears. I minimized my On-base window and I m not sure how to get it back. Windows: Look for a duplicate IE icon in the Taskbar. When you roll your mouse over this icon, it should display a Princeton University OnBase preview. Click the IE icon to continue your open session. OR MAC: Look for the Citrix Viewer icon in the Dock. When you roll your mouse over this icon a Citrix Viewer label should appear. Click the Citrix Viewer icon to continue your open session. I m getting an error message when I try to open the DOF e-repository: "You already have an instance of this application open..." You will see this message if you previously launched the e-repository and the session is still open or is still in the process of closing. Click OK to close the error message box To determine if the session is still open: Windows: Look for a duplicate IE icon in the Taskbar. When you roll your mouse over this icon, it should display a Princeton University OnBase preview. Click the IE icon to continue your open session. DOF e-repository User Guide Page 21

23 OR MAC: Look for the Citrix Viewer icon in the Dock. When you roll your mouse over this icon a Citrix Viewer label should appear. Click the Citrix Viewer icon to continue your open session. I closed my session. I don t see an icon in the Taskbar or Dock indicating that it s open, but I m still getting a "You already have an instance of this application open..." message when I try to launch the application. It is likely that the session is in the process of closing, but has not yet completed. This can happen if you just closed a session and you are trying to reopen it immediately afterward. Wait a few minutes for the session to finish closing and then try again. Remember: If you have problems or questions when installing or using Citrix Receiver or the DOF e-repository please contact the OIT Solutions and Operations Center (SOC) via phone 258-HELP ( ) or helpdesk@princeton.edu. DOF e-repository User Guide Page 22