DoxShare User Manual
Contents
1. 3 2 1 Login RD MS Home Login i i The Login link at the top left of the Home Page displays the Login page via which by entry of the Username and Password combination supplied to you in the first instance by your DoxShare Administrator you can access DoxShare Accept and Login Password Forgotten password Click here to recover it using your user name or email address Notes 1 At first Login or on expiry of your Password you will be prompted to enter a new Password Your organisation s DoxShare Security Policy may require that your Password conforms to its Password Security Settings see 3 3 2 Change Password 2 At first Login you will be prompted to enter a Memorable Word for use during the forgotten Password process You can change your Memorable Word at any time see 3 3 3 Change Memorable Word PDMS Revision CDP 2 12 Page 6 of 45 PDMS DoxShare User Manual 3 2 2 Forgotten Password If you are unable to remember your Password click the Click here link This will open the Password Assistance Account Details window Password Assistance Account Details Please enter either your username or your email address Having problems recovering your password Please contact your administrator at admin mycdp cdp pdms com Enter either your User Name or Email Address and press the Next command button This will open the Password Assistance Account Verification window Password Assist2. Synchronisation Licensing ke Licencing This product is licenced to Demonstration System Licence issue date 10 05 2012 10 47 11 Licence valid until 10 05 2015 10 47 11 New Licence File Note The DoxShare Personal Licence has an expiry date which should be noted PDMS Revision CDP 2 12 Page 39 of 45 PDMS DoxShare User Manual 4 4 DoxShare Personal Main Window The DoxShare Personal main window is laid out in a similar way to the DoxShare web application On the left side you see the Folder Tree and on the right side of the window you see the Documents area 2 gt PDMS Controlled Document Portal Pers File Tools Help QR 4 Root Folder Last Modified File Retrieved E P Controlled Document Portal Manuals CDP 1 0 2 8mb 01 05 2012 16 55 00 1 0 490 6k 01 05 2012 16 57 33 J CDP Personal Folder Tree 11 05 2012 11 54 22 Connected to the CDP Server system admin 11 05 2012 11 54 22 Checking for updates 11 05 2012 11 54 22 Check For Updates Failed Downloading http www pdms com downloads cdppersonal CDPPersonal application did not succeed 11 05 2012 11 54 50 Beginning Sync 11 05 2012 11 54 52 Syncing Folder Root Folder i 11 05 2012 11 54 52 Syncing Folder Controlled Document Portal Manuals Synch ronise log 11 05 2012 11 54 53 Syncing Folder CDP Personal 11 05 2012 11 54 53 Syncing Folder Finance Documents 11 05 2012 11 54 53 Syncing Folder HR Status information v Activity Log L
3. anniina ities ink z PDMS Revision CDP 2 12 Page 8 of 45 PDMS 3 3 MyDoxShare The MyDoxShare menu option displays further menu options to review and change your personal and security information 3 3 1 User Details The User Details menu option displays your account details If you have permission you can change these as appropriate by pressing the Edit command button 3 3 2 Change Password Change My Password Old Password New Password Confirm New Password Document Portal JEEE Change Password Change Memorable Word DoxShare User Manual About My CDP Log Off Account Details Individual Title First Name Surname Email Address Mr John Smith john smith mycdp cdp pdms com To change your Password click the Change Password menu option Enter your old existing Password and enter and confirm your new required Password twice Press the Save command button Notes 1 Your organisation s DoxShare Security Policy may require that your new Password conforms to its Password Security Settings This may mean that e your Password must contain one or more of a lower and upper case letter a number a symbol e you must change your Password after a certain number of days 2 When your Password expires you will automatically be directed to this Change Password window PDMS Revision CDP 2 12 Page 9 of 45 PDMS
4. Last Updated Last Updated By Details Page 14 of 45 PDMS DoxShare User Manual 3 5 2 Search Functions When the list of documents in a folder is viewed by default the search criteria pane will be displayed in its collapsed state To use the search controls click on the command to expand the search pane and reveal the search criteria _ ATER Gpe S SOS a SN z ann o O Name as Description sd Document Content Uploaded By System User Select m Uploaded Date Onos JS Include Sub Folders Yes To collapse the search pane click on the command More information on the features of the search is provided in the Searching for Documents section below 3 5 3 Viewing Folder Attributes The attributes of the selected Folder can be viewed by selecting the Detail tab Home Document Portal Administration Log Off Browse Documents System Admin 4 ey Root Folder AOE S ve Folder Details for ISO 9001 i Forms for Intermediaries ga Seme ot co sAn je i Manufacturing 4 i Quality Documents t ISO Standards Name ISO 9001 i 4 1so 27001 Description ISO Quality Standard Policies Controls 4 E Standard Documents S 1s0 IEC 27001 4 C Iso 9001 i 4 i Procedures Processes fw 4 2 3 Controlled Document Content 4 t Staff Training and Information f je 5 ISO Standards
5. Upload Document command button displayed in the right hand pane resulting in the display of the Upload Document pane System Admin A f Document Portal f Administration About Log Off Browse Documents Gg Root Folder 0 Controlled Document Portal 3 Upload Document I Ox _ F L Finance Documents f i Forms for Intermediaries L HR Documents Detail Contents f A BS 2 x K Projects 4 5 Quality Documents _ ISO Standards Please ensure that your document is no larger than 4MB and has been virus i et checked _ Iso 27001 f 10 9001 nee ee a Aea Short Description va REG CDP Demo Da 0 Sales amp Marketing Long Description Version Comment Version Loo y OA Document Type Please Select A Clicking the Browse command button will result in the display of a Choose File to Upload or similar dialogue allowing you to choose the file to upload Then enter the User specified Document Details see above and click the Save command button Notes 1 The Name and Description attributes are used by DoxShare Search functions so set their values appropriately 2 Depending on your organisations policy a maximum file size may have been set If so this will be displayed on the Upload Document pane PDMS Revision CDP 2 12 Page 26 of 45 PDMS DoxShare User Manual 3 6 6 Editing a Document s Details A Document s details can be changed by clicking the Edit Documen
6. 03 e ISO Standards Overview First Version ara Information Staff ISO Standards ISO Standards Overview First V Training Overview Sales Sales wat Version and ties BS EN ISO Standard i 9001 2008 s0 90012008 9001 2008 November 2008 406 4k 200 GEES e Depending on your permissions the information about the document is displayed on tabs including e Details including information supplied by the User who uploaded the Document which can subsequently be edited see below e History a historical list of the document versions e Audit information about who has performed what actions on the Document PDMS Revision CDP 2 12 Page 23 of 45 PDMS DoxShare User Manual d Root Folder Ki Controlled Document Portal Document Details for BS EN ISO 9001 2008 74 ilig gt P LHR Occuments Details History Auda BS EN ISO 9001 2008 3 6 3 1 Document Details The Document Details as displayed in the image above are either provided by system Users or automatically set by the system as follows e Provided by system Users o Name an identifier for the document which may or may not be the same as the name of the original file that was uploaded o Short Description information about the document o Long Description more information about the document o Version Comment information relating to this particular version of the document o Version information identify
7. 10 23 13 Details View ir Design Brief Umbraco pr d 148 5k 1 09 02 2012 10 16 36 Details View G lss Project F i sues and Lessons Learned Log Template Mana 29 3k 1 09 02 2012 10 19 20 Details View R Site Map Template Excel aarda d 56 5k 1 09 02 2012 10 17 42 Details View s Support Contract checklist Hommes 104 5k 1 09 02 2012 10 21 58 Details View E Support Procedure Hosen and 651 5k 1 09 02 2012 10 22 32 Details View Umbraco Editors Manual Template UAT and Training 3mb 1 09 02 2012 10 20 02 Details View DT fr TEER The left hand side of the page displays a hierarchical tree structure of the Folders and Documents stored in the system The Folders and Documents can be navigated expanded and collapsed either by clicking on them and the arrow icons displayed next to them or by using the arrow keys on the keyboard Note that the Folders displayed will be filtered to only those that you have permission to see The right hand side of the page displays the relevant details of the selected Folder or Document as described below Note that the Document Portal page can be accessed from anywhere in the system by selecting the Document Portal link PDMS Revision CDP 2 12 Page 11 of 45 PDMS DoxShare User Manual 3 4 2 DoxShare Navigation Methods To navigate around DoxShare left click once on the tab folder icon or link you wish to view In the details view on the right hand side left cl
8. Connection Settings URL Username Password E Show Password Save Cancel The dialog box shown above should be updated as follows e URL Enter the URL that DoxShare Personal will use to connect to DoxShare that is the URL that you use to access your DoxShare with the extension webdav added for example httos myDoxShare DoxShare pdms com webdav e Username Enter the user name you use to access the DoxShare website PDMS Revision CDP 2 12 Page 35 of 45 PDMS DoxShare User Manual e Password Enter the password you use to access the DoxShare website Click Save to save this configuration information PDMS Revision CDP 2 12 Page 36 of 45 PDMS DoxShare User Manual 4 3 3 DoxShare Personal Synchronisation Schedule The Synchronisation tab controls how often DoxShare Personal will download updated Documents from your DoxShare web application The synchronisation frequency options available are e Never e Every Day e Every Hour e Every Week e On Connection 5 Synchronisation Schedule Synchronisation retrieves the CDP Server s current document folder structure and downloads any new or changed documents within specified folders CDPPersonal must be connected to the CDP Server to synchronise Synchronise automatically Never Last Synchronised Every Day Every Hour Every Week On Connection If left at the default option of Never then synchronisation with your Dox
9. DoxShare User Manual The Add Sub Folder page will be displayed to allow you to enter the details of the new sub folder Add sub folder to ISO 9001 Detail Contents Name Description Security Level Groups Please Select x Cancel Awtmert si The information fields required for creation of the new folder are listed in the table below mandatory fields are marked with an asterisk as shown above Name The name of the sub folder as itis to Folders within a parent folder must be appear in the tree unique Maximum length 100 characters Description A longer description of the purpose of Maximum length 2000 characters the folder Security The level of user that the contents of This security level cannot be lower Level the folder should be available to than that of any of its ascendant higher level folders parent grandparent etc Groups These are your functional business Select from the list of available groups e g Finance Human groups Resource etc These groups can then Additional groups can be set up by be used on the folders to restrict your DOXSHARE administrator access in conjunction with user classificiation clearance When all details are entered select Save The new folder will be created and appear in the tree on the left of the screen PDMS Revision CDP 2 12 Page 17 of 45 PDMS DoxShare User Manual 3 5 5 Editing a Folder s Details There are
10. DoxShare web application Synchronisation will transfer the information about the files contained in the folders but will not download the files themselves DoxShare User Manual File Tools Help wf Exit Cirl x Tools Help Options Cti O e Download All Clicking this option will download all the Documents that you have permission to access in your DoxShare web application e Options This is where you set your preferences and configure DoxShare Personal as described in the Configuration section above PDMS Revision CDP 2 12 Page 44 of 45 PDMS 4 5 3 Help The Help menu contains three options PDMS Check For Updates Clicking this option will cause DoxShare Personal to check for updates upgrades to the software application itself Show EULA Clicking this option will display a window showing DoxShare Personal End User Licence Agreement with PDMS About DoxShare Personal Clicking this option will display a window showing DoxShare Personal application version information and links to the agreements relating to use of DoxShare and DoxShare Personal DoxShare User Manual He Check For Updates Show EULA About CDP Personal RD MS Software Licence Agreement for Consumers 1 SOFTWARE LICENCE AGREEMENT In this Licence the Product means the software product CDP Personal This Licence is a legal agreement between you and PDMS Business Solutions Limited PDMS a UK
11. e Displays a status bar showing the last time it synchronised with your DoxShare site e Will automatically update to the latest version of the application as and when these become available The following sections provide further information on how to install configure and use DoxShare Personal Please note that the images may refer to CDP Personal For this please read DoxShare Personal PDMS Revision CDP 2 12 Page 31 of 45 PDMS DoxShare User Manual 4 2 Installation of DoxShare Personal DoxShare Personal will run on a Windows XP Professional a Windows Vista or a Windows 7 machine N B DoxShare Personal is not compatible with Active Directory Authenticated User Accounts It requires the following e Windows Installer 4 5 e Microsoft NET Framework 4 Client Profile x86 and x64 e SQL Server Compact 4 0 which if not already in place will be installed by the Installation process To install DoxShare Personal open your browser and navigate to the following URL http download pdms com doxsharepersonal setup exe The subsequent process will vary depending on your operating system version and security policies but an example is now described You may require the assistance of your network Administrator to complete the installation Bis View Downloads Windows Internet Explorer View and track your downloads Search downloads Name Location Actions setup exe 615 KB Do you want to run or ve this proaram download pdms
12. of the Document e Uploaded By System User the User who uploaded the Document e Uploaded Date a Date prior to or subsequent to which the Document was uploaded e Include Sub Folders whether Documents from sub folders are to be included in the results e Document Type the type of document as selected by the user Note The Search Criteria may include controls for any Additional Fields specific to your instance of DoxShare as set up by your DoxShare Administrator PDMS Revision CDP 2 12 Page 22 of 45 PDMS DoxShare User Manual 3 6 3 Viewing Information about a Document The information about a Document can be viewed by either clicking on the Document in the folder tree view or by selecting the Details option displayed against the Document in the Folder contents list RD M S System Admin Home Document Portal Administration About Log Off 4 y Root Folder _ CDP Promotional Material 4 Contents of ISO 9001 i Finance Documents i _ HR Documents a E ATER LO Quality Documents _ 4 1S0 Standards L_ 180 27001 gt Search Criteria L_ Iso 9001 fe ISO Information 1s014001 Sales amp Marketing hl gt Record s 1 4 of 4 83 Column Selection fe Shipping va Version va va File va Name va Filename Comment Folder Size 4 2 3 Controlled 4 2 3 Controlled Document Procedures da Content Content and Layout preson preson Processes Staff
13. two ways to add a sub folder to the currently selected Folder Either 1 Right click on the folder in the tree view and choose the Edit Folder option from the pop up menu that is displayed or PDMS System Admin amp Home Document Portal Administration Log Off Browse Documents a a Root Folder r Controlled Document Portal Contents of ISO Standards R fe Finance Documents j t Forms for Intermediaries f HR Documents Detail B Manufacturing a f Qua mo Documents Contents Ss RAA L gt Search Criteria 22g Record s 1 8 of 8 Column Selection va Last Updated stn dard Documents i i S Bs EN ISO 9001 2008 vs PPG2 Oil Storage UK Legislation August 2011 07 02 2012 13 27 18 Details View i a B sosaoos B LICENSING OF WASTE DISPOSAL REGULATIONS 1990 Manx Legislation 1990 07 02 2012 13 25 19 Details View arketing B ISO 14001 2004 18014001 2004 11 15 07 02 2012 13 19 50 Details View ISO lec 27001 Swen 1 07 02 2012 13 06 23 Details View locuments iw 4 2 3 Controlled Document Content and Layout Procedures Proce 1 07 02 2012 12 58 28 Details View i Staff Training and a 3 ISO Standards Overview lnforincition 1 07 02 2012 12 08 15 Details View i ISO Standards Overview Sales Saar atl 07 02 2012 12 03 38 Details View nformation i B BS EN ISO 9001 2008 e 2008 07 02 2012 11 55 00 Details View ocumen
14. 3 3 3 Change Memorable Word Set Memorable Word Memorable Word Confirm Password PDMS Revision CDP 2 12 DoxShare User Manual Your Memorable Word is used during the forgotten Password process To set change your Memorable Word click the Change Memorable Word menu option Enter your Memorable Word and your Password and click the Save command button Page 10 of 45 PDMS DoxShare User Manual 3 4 Browsing DoxShare 3 4 1 Document Portal Page Once logged in to DoxShare the Document Portal page is displayed This is split into two sections RDIMsS Luke Bennett amp Home About Log Off n Browse Documents 4 L Projects Contents of Root Folder k lysa and Desig f C Develcpment and Tes i oO Post Project Review Detail Contents E L Project Managemen oO Support snd s i and Training Search Criteria Name Description Document Content Uploaded By System User Select jE Uploaded Date On or Before Include Sub Folders Yes E lt m Record s 1 10 of 10 Column Selection RELER 1 a Name a Folder i e ersion R Actions Arising Log Template eel at 36 1k 1 09 02 2012 10 19 04 Detalls View D BSS Project Completion Report a 799 3k 1 09 02 2012 10 21 35 Details View i 4 C sharp coding standards Tecan ont and 147k 1 09 02 2012 10 18 11 Details View iv Client Name Website Support and Hosting Contract Manin and 97 3k 1 09 02 2012
15. Document Portal CDP and some images in this document still include references to the CDP and CDP Personal DoxShare enables you to centrally store edit and share documents with your various stakeholders in a controlled way no matter where they are in the world Key features of this secure system include a simple folder based filing structure with document version controls audit trails and search features and sophisticated access permission settings that your Administrator s can manage for each User of the system Hosting backups and upgrades are taken care of by PDMS as part of the monthly subscription package DoxShare can be accessed via web browsers using a secure connection from anywhere with Internet access It is optimised for Internet Explorer version 8 and above and the latest versions of Firefox Safari and Chrome Depending on how your network is set up you may also be able to use Windows File Explorer to access DoxShare folders If permitted by your organisation you will be able to access folders and documents stored in DoxShare via a network drive in the same manner that you access other network resources DoxShare Personal is an application which once installed and configured connects to DoxShare server and downloads and stores the documents available to a user on their computer Downloaded documents can then be viewed even when an Internet connection is not available This manual provides guidance for the use
16. E t Quality Documents p _ ISO Information fe Finance Documents Ss FEX ren ATER ISO Standards E 18014001 n j pe E HR Documents t L Iso 27001 D Search Criteria O Sales amp Marketing h gt Record s 1 4 of 4 83 1 Column Selection _ 4 Root Folder Projects t _ Iso 9001 Shipping wa Version va va File va Name va Filename Comment Folder Size Version 4 2 3 Controlled ig n_ 4 2 3 Controlled Document Procedures 1 i Document Content Caa aaa First version capes and Layout y N ISO Standards Overview ISO Standards Overview First Version m ISO Standards ISO Standards Overview First Versi Overview Sales Sales wm version Information BSENISO Standard ps 9001_2008 ISO 9001 2008 November 2008 oai 406 4k 2008 Details TA Clicking the document name in the Folder Contents view will also download the document Where the document is downloaded to will depend on your computer settings e g you may be prompted for a location or all documents may be downloaded to your default Downloads folder The appropriate application can then be used to open the document e g Microsoft Word or Adobe Acrobat Reader PDMS Revision CDP 2 12 Page 25 of 45 PDMS DoxShare User Manual 3 6 5 Uploading a Document A new Document is uploaded to DoxShare by selecting the desired Folder in the tree view and clicking the
17. Overview 3 iL 7 ISO Standards Overview Sales 4 standard Documents Security Level Internal Staff amp Clients i EBs EN ISO 9001 2008 Groups Quality b 1s014001 E Sales amp Marketing PDMS Revision CDP 2 12 Page 15 of 45 PDMS DoxShare User Manual 3 5 4 Adding a Sub Folder There are two ways to add a sub folder to the currently selected Folder Either 1 Right click on the folder in the tree view and choose the Add Sub Folder option from the pop up menu that is displayed or sume Document Portal Administration Log Off Browse Documents System Admin amp 4 4 Root Folder T er Contents of ISO 9001 Re t Finance Documents je i Forms for Intermediaries P i nen peal Cone saa j Fe Manufacturing mnan a fe Quality Documents 4 150 Standards gt Search Criteria Da p B h gt g Record s 1 4 of 4 B va Last Updated e Strata fm 4 2 3 Controlled Document Content and Layout Procedures Proci 1 07 02 2012 12 58 28 Details View J a B ISO Standards Overview aperea M 07 02 2012 12 08 15 Details View fw ISO Standards Overview Sales ai 07 02 2012 12 03 38 Details View BSENISO 9001 2008 Standard 2008 07 02 2012 11 55 00 Details View Gage 2 Select the Add Sub Folder command button that is displayed in the right hand pane PDMS Revision CDP 2 12 Page 16 of 45 PDMS
18. RD MS DoxShare User Manual PDMS Document ID DoxShareUserManual docx PDMS Limited Global House Isle of Man Business Park Douglas Isle of Man IM2 2QZ Tel 44 0 1624 664000 Fax 44 0 1624 678787 Email saas pdms com Web www pdms com DoxShare Microsoft Partner Gold Software Development Gold Web Development Portals and Collaboration PDMS DoxShare User Manual Table of Contents 1 1 Change History 3 2 Terms of Reference 4 3 DoxShare 9 3 1 DoxShare Home Page and Documents 5 3 2 Login Logoff and Password Recovery 6 3 2 1 Login 6 3 2 2 Forgotten Password 7 3 2 3 Log Off 8 3 3 MyDoxShare 9 3 3 1 User Details 9 3 3 2 Change Password 9 3 3 3 Change Memorable Word 10 3 4 Browsing DoxShare 11 3 4 1 Document Portal Page 11 3 4 2 DoxShare Navigation Methods 12 3 4 3 DoxShare Icons 12 3 5 DoxShare Folders 13 3 5 1 Folder Contents Document Lists 13 3 5 2 Search Functions 15 3 5 3 Viewing Folder Attributes 15 3 5 4 Adding a Sub Folder 16 3 5 5 Editing a Folder s Details 18 3 5 6 Deleting a Folder 19 3 5 7 Moving a Folder 20 3 6 Documents in DoxShare 21 3 6 1 Browsing Documents 21 3 6 2 Searching for Documents 22 3 6 3 Viewing Information about a Document 23 3 6 4 Viewing a Document 25 3 6 5 Uploading a Document 26 3 6 6 Editing a Document s Details 2 3 6 7 Replacing a Document 27 3 6 8 Deleting a Document 29 3 6 9 Downloading Changed Documents 30 4 DoxShare Personal 31 4 1 Introduction to DoxSha
19. Share web application you will have to be performed manually see DoxShare Personal Menu Tools section below Whichever option is chosen synchronisation will only be performed whist DoxShare Personal is running Notes 1 If no Documents have been updated to your DoxShare web application since DoxShare Personal last synchronised then no data will be transferred 2 Consideration should be given to your connectivity to your DoxShare web application when selecting the synchronise schedule PDMS Revision CDP 2 12 Page 37 of 45 PDMS DoxShare User Manual 4 3 4 DoxShare Personal License The Licensing tab is where you install the DoxShare Personal licence key You will need to request a Licence which is a long series of apparently random letters and numbers from your DoxShare Administrator Once you have received a licence 1 Copy the Licence provided to you by your DoxShare Administrator to your Windows Clipboard 2 Click the New Licence File button ke Licencing This product is currently unlicensed New Licence File 3 Using the Paste button paste the copied contents into the Licence Entry Box and click Save R Please Paste your licence file into the box below then click Save PDMS Revision CDP 2 12 Page 38 of 45 PDMS DoxShare User Manual This completes the licencing of DoxShare Personal The Licence details can be viewed at any time by selecting the Licensing tab
20. amp Isle of Man Limited Company for the Product Copyright 2012 PDMS All Rights Reserved PDMS CDP Personal v1 0 3 0 PDMS Controlled Document Portal Personal The Controlled Document Portal Personal is part of the PDMS Controlled Document Portal Service defined in the PDMS Controlled Document Portal Service Definition and bound by the PDMS Software as a Service Customer Code of Conduct the PDMS Software as a Service Terms and Conditions and the PDMS Standard Terms and Conditions Copyright 2012 PDMS All Rights Reserved Revision CDP 2 12 Page 45 of 45
21. amp Marketing be fe Shipping i Select a Folder in the tree view and click the Download Changed Documents command button on the right hand pane The Contents pane will list the Documents in the currently selected folder which you have previously downloaded and which have been replaced by a new version since your last download You can download these documents individually by clicking the Document Name Clicking the Download Documents command button displayed at the foot of this list will create a ZIP file containing all the listed documents which you can save to your local disk or open in your default ZIP handling application PDMS Revision CDP 2 12 Page 30 of 45 PDMS DoxShare User Manual 4 DoxShare Personal 4 1 Introduction to DoxShare Personal DoxShare Personal is an application which allows you to download and store documents locally on your computer in a secure encrypted repository providing you with access to these documents whilst not connected to the Internet DoxShare Personal e Provides you with access to your DoxShare Documents when an Internet connection is not available e Automatically synchronises with your DoxShare site when an Internet connection is available to ensure the correct Documents are stored locally e Only stores locally the Folders and Documents you have permissions to view e Can be configured to automatically check and update the Folders and Documents to a schedule set by you
22. ance Account Verification User Name John Smith Email Address Please enter the following characters from your memorable word Character 7 Character 15 Having problems recovering your password Please contact your administrator at admin mycdp cdp pdms com send Recovery Email Enter the appropriate characters from your memorable word and press the Send Recovery Email command button An email will be sent to the email address registered with DoxShare for your account The email will contain a link clicking on the link will open the Recover Account Enter a new password window Recover Account Enter a new password Username John Smith New Password Confirm New Password Having problems recovering your password Please contact your administrator at admin mycdp cdp pdms com Change Password PDMS Revision CDP 2 12 Page 7 of 45 PDMS DoxShare User Manual Enter and confirm your new Password note that your organisation s DoxShare Security Policy may require that your Password conforms to its Password Security Settings see 3 3 2 Change Password Press the Change Password command button You will then be able to logon using your new Password Note If for any reason you are unable to complete this process then send an email to your registered DoxShare Administrator by clicking the link displayed in each window 3 2 3 Log Off You can exit DoxShare from any window in the system by selecting the Log Off
23. artners or customers with the most up to date versions of key documents wherever they are in the world through a single secure portal Features to help you control and distribute all your documents include an easy to use file structure search version control auditing reporting and security and permissions management About The PDMS CDP Public Documents Document Type Als Record s 1 7 of 7 Brochure Manx Grads flyer_orads wa Description Brochure Manx Grads flyer_grads va File Size e Brochure Public Sector Brochure 2009 CDP User Manual Manual for standard users of the CDP i CDP WebDav User Manual CDP user manual regarding webdav features only B eGaminigleaflet eGaminigleaflet 4 MARIS MARIS 2 Recipe asdasdad JEE Teg DEMONSTRATION SYSTEM Controlled Document Portal Copyright PDMS Ltd 2012 1 If no Documents are marked as Visible without login then no documents will be displayed on the Home Page 2 Visitors to the Home Page cannot view any other documents or perform any other DoxShare functions without logging in to DoxShare PDMS Revision CDP 2 12 Page 5 of 45 PDMS DoxShare User Manual 3 2 Login Logoff and Password Recovery If your DoxShare instance is integrated with another sign on system e g Active Directory OAuth The Login Logoff and Password Recovery process may not apply or may function differently
24. ast Synchronised 11 05 2012 12 16 28 Connected to the CDP Server At the top left of the window are two command buttons Q This onnects and dis connects DoxShare Personal with to from your DoxShare i3 web application see File Work Offline below a When connected to your DoxShare web application this synchronises the Document information and Folder structure from the DoxShare web application see Tools Synchronise below Note that this does not download the Documents themselves At the bottom of the window is an expandable Activity Log which can be used to check which documents have been synchronised Click the Up arrow to expand the Activity Log window and the Down arrow to minimise it The Status Bar at the very bottom right of the main window confirms the date and time of the last synchronisation with the central DoxShare site and whether DoxShare Personal is currently Connected to DoxShare Server or Working Offline PDMS Revision CDP 2 12 Page 40 of 45 PDMS DoxShare User Manual 4 4 1 Configuring a Folder for Automatic Download A Folder can be configured to automatically download the Documents it contains when DoxShare Personal Ty POMS Controlled Docume is connected to your D DoxShare web application To P do this right click on the Folder in the tree view and Qg E choose Properties General Name HR Documents Last Synchronised 11 05 2012 12 16 13 Desc
25. com save this program Choose Run in response to the above or a similar dialog PDMS Revision CDP 2 12 Page 32 of 45 PDMS DoxShare User Manual The progress of your installation will be shown in dialogs similar to the ones below Br Verifying application requirements This may take a few moments Installing POMS CDP Personal This may take several minutes You can use your computer to do other tasks during the installation Name PDMS CDP Personal From www pdms com _ ading 5 54 KE of 510 KE When complete you will see DoxShare Personal application open to show its main window PDMS Controlled Document Portal Personal File Tools Help Version Last Modified A Activity Log At this point DoxShare Personal is installed on your computer and can be accessed from the Start Menu at All Programs gt PDMS gt DoxShare gt PDMS DoxShare Personal However in order to connect it to your DoxShare web application it requires configuring and licencing PDMS Revision CDP 2 12 Page 33 of 45 PDMS DoxShare User Manual 4 3 Configuration of DoxShare Personal To configure DoxShare Personal choose the Tools menu in DoxShare Personal application as per the image above and select Options You will then see the dialog box as shown in the image below Please read CDP Personal as DoxShare Personal X General Options E Automatically start CDP Persona
26. ick the appropriate icon to perform the activity you wish to undertake including edit a folder add a folder delete a folder upload a document and download changed documents A list and descriptions of the icons used in DoxShare are provided below In the tree view on the left hand side you can also right click e ona folder to see and select options to add a sub folder edit the folder delete the folder and upload documents to a folder and e ona document to see and select options to view the document s history edit the document s details delete the document or replace the document Note The availability of the above described functions to a particular User will depend on the permissions assigned to that User by a DoxShare Administrator 3 4 3 DoxShare Icons The following table describes the meaning of the icons used within DoxShare web application two icons are shown where they differ between themes Icon Function Icon Function Edit Folder E Export to CSV Add Sub Folder a or Delete Folder G Download Changed Upload Document or Documents ri View Document or Edit Document Details l Delete Replace Document or Document Expand DA Collapse Go to First Go to Last Previous Page Next Page 2 Selected Page 2 Next page of data Ex 2 a Name Change Sort Order of v Name Change Sort Order of Column Assending Column Descending Number of lines per Save Preferences page Add Item ka Delete Item anmann Move U
27. ils View Application kw PDMS Application Form Consent and 1 07 02 2012 14 36 22 Details View Vetting Forms Unless otherwise specified all Document Lists as illustrated above will sprna f e Include navigation buttons for First Page Previous Page Next Page and Last Page e Include page number links to allow direct navigation to particular pages e Include an indication of the total number of rows available for viewing in the list e g Records 1 10 of 432 PDMS Revision CDP 2 12 Page 13 of 45 PDMS DoxShare User Manual e Include the ability to change the sort order of the content within certain columns e Display 10 rows per page by default but will allow the specification of different page sizes of 5 10 25 or 50 rows e Allow different columns to be shown or hidden using the Column Selection drop down list by checking or un checking the box next to the column heading and clicking the Apply button Note that your current column and sort selections can be saved by clicking the icon next to the rows per page selector Next time you log in to DoxShare the list screen will default to these saved settings PDMS Revision CDP 2 12 E S Icon Name Version Format Filename Short Description Long Description Version Comment JE Folder File Size Version K a a O S e _
28. in the right hand pane Contents of ISO Standards Detail Contents 8 po ea amp gt Search Criteria p lt hl gt gt l Record s 1 8 of 8 3 Column Selection va Name va Folder Version va Last Updated B PPG2 Oil Storage UK Legislation August 2011 07 02 2012 13 27 18 View g p LICENSING OF WASTE DISPOSAL REGULATIONS 1990 por 1990 07 02 2012 13 25 19 View p ISO 14001 2004 18014001 2004 11 15 07 02 2012 13 19 50 View _ Standard NG 4 ISO IEC 27001 Doais 07 02 2012 13 06 23 View f 4 2 3 Controlled Document Content and Layout Procedures Proc 1 07 02 2012 12 58 28 View Staff Training pey ey ISO Standards Overview ad kanai 1 07 02 2012 12 08 15 Details View Staff Training pea i T ISO Standards Overview Sales i k an 07 02 2012 12 03 38 Details View Standard ae r ys BS EN ISO 9001 2008 eae 2008 07 02 2012 11 55 00 Details View JT A confirmation message will be shown explaining that all the Documents contained in the folder will be deleted with a list of the names of those documents Click the Confirm button for the deletion to proceed Note A Folder cannot be deleted if it contains sub folders PDMS Revision CDP 2 12 Page 19 of 45 PDMS DoxShare User Manual 3 5 7 Moving a Folder A Folder can be moved to another parent Folder by dragging and dropping it within the tree view Whilst it is being dragged a ico
29. ing this particular version of the document o Document Type the type of document as chosen by the uploader o Visible without login specifies whether the Document will appear on DoxShare Home Page and can be viewed by unauthenticated Users o Any other Additional Fields specific to your instance of DoxShare as set up by your DoxShare Administrator e Automatically set by the system o Original Filename the name of the file that was uploaded o Document Format the file format of the document version e g PDF DOC note that the file format may be different for different versions of the same Document o Folder DoxShare Folder into which the document version was uploaded o Uploaded On the date and time the document version was uploaded PDMS Revision CDP 2 12 Page 24 of 45 PDMS DoxShare User Manual o Uploaded By System User who uploaded the document version o Document URL URL which can be given to non authenticated users to access the document N B this only appears if the document is marked as Visible without login 3 6 4 Viewing a Document A Document can be viewed by clicking the View Document command button that is displayed in on the Document Details screen when a Document is selected in the tree view System Admin amp fil System Admin amp Home Document Portal Administration About Log Off e cpp Promotional Material 4 Contents of ISO 9001
30. l when I log on to Windows E Start CDP Personal minimised to the taskbar Automatically check for updates on connection to the CDP server The following sections describe how to update each of the four tabs General Remote Server Synchronisation and Licensing 4 3 1 General DoxShare Personal Settings The General tab contains the following settings detailed with their default settings e Automatically start DoxShare Personal when log on to Windows Unchecked e Start DoxShare Personal minimised to the taskbar Unchecked PDMS Revision CDP 2 12 Page 34 of 45 PDMS DoxShare User Manual e Automatically check for updates to Documents on connection to DoxShare server Checked To change these settings according to your own General Synchronisation preferences General Options check uncheck the X checkbox next to the appropriate option s pse start CDP Personal when I lag on to Windows and click Save El Start CDP Personal minimised to the taskbar Automatically check for updates on connection to the CDP server These settings should be reviewed adjusted after installation but can be revisited and C save Cancel_ edited at any future i time 4 3 2 Remote Server Connection Settings for DoxShare Personal The Remote Server tab is where DoxShare Personal needs to be configured with the information necessary to access the DoxShare web application Remote Server Synchronisation m
31. n is displayed to indicate that the Folder cannot be dropped into the underlying Folder e g a folder cannot be dragged into one of its own sub folders The icon changing toa indicates that the Folder can be dropped into the underlying Folder Prior to moving the Folder a confirmation dialogue will be displayed REMY Document Portal Adminis tration Log Off Browse Documents 4 Root Folder L Controlled Document Portal Contents of ISO Information e _ Finance Documents a fe Forms for Intermediaries 7 k HR Documents Detail Contents A p m E L Manufacturing m L Quality Documents i 90 Buse daigs gt Search Criteria Column Selection w f e va Last Updated i 15014001 No records have been found which match your search criteria ea Legal Requirements i L_ Standard Documents i 001 2004 The page at https demo cdp pdms com says I Sales Events Are you sure you wish to move this folder When a folder is moved it will retain its existing Security Groups Please note that because the security groups work in a hierarachical manner e g you can only view the contents of a folder if you have one of more of the security groups assigned to that folder and also the appropriate security groups to see all the parent folders of that folder moving the folder may affect its visibility Note that Folder names must be unique within a parent Folder A warning
32. of DoxShare and DoxShare Personal For further resources and important information please visit www pdms com DoxShare resources Note Images have been included in this manual as a visual prompt to help locate the item in the application As DoxShare is enhanced and as the interface to may have been tailored to suit your organisation some controls may have a different appearance and location in your version of the application to those illustrated in this manual Their behaviour however will be consistent with that described To facilitate identification of the control or icon being explained red circles ovals overlaying images of the system have been used as highlights e g item of interest PDMS Revision CDP 2 12 Page 4 of 45 PDMS 3 DoxShare 3 1 DoxShare Home Page and Documents DoxShare User Manual The Documents displayed on the DoxShare Home Page are those Documents within DoxShare marked as Visible without login These Documents are available to all Home Page visitors for viewing and downloading without need for authentication The Documents displayed can be filtered by Document Type by choosing the required Document Type from the displayed drop down and selecting the Go command bution About Login Access your document from anywhere in the World The Controlled Document Portal CDP lets you access your documents from anywhere with an internet connection Using the CDP you can provide your staff p
33. onal MQCDP WebDav User 1 0 01 05 2012 16 57 33 4 Finance Documents Recipe pdf 2 03 05 2012 09 51 04 11 05 2012 73 15 10 LOHR L Sales Accounts L Forms for Intermediaries b LOHR Documents b Projects J Quality Documents Sales amp Marketing Document s available for offline viewing will have ii the retrieved date shown 11 05 2012 11 54 22 Connected to the CDP Server system admin 11 05 2012 11 54 22 Checking for updates 11 05 2012 11 54 22 Check For Updates Failed Downloading http www pdms com downloads cdppersonal CDPPersonal application did not succeed 11 05 2012 11 54 50 Beginning Sync 11 05 2012 11 54 52 Syncing Folder Root Folder 11 05 2012 11 54 52 Syncing Folder Controlled Document Portal Manuals 11 05 2012 11 54 53 Syncing Folder CDP Personal 11 05 2012 11 54 53 Syncing Folder Finance Documents 11 05 2012 11 54 53 Syncing Folder HR v Activity Log The behaviour of the functions that can be performed on Documents depends ee a on whether or not DoxShare Personal coe is connected to your DoxShare web Seve Ac application All are available by right er clicking the Document e Open Will download and open the selected document in the default application for the file type of the Document If DoxShare Personal is Online then prior to opening the Document DoxShare Personal will check your DoxShare web application and download the Document as necessary e Download This op
34. p n a Move Down PDMS Revision CDP 2 12 Page 12 of 45 PDMS 3 5 DoxShare Folders The availability of the following functions to a particular User will depend on the permissions assigned to that User by a DoxShare Administrator 3 5 1 Folder Contents Document Lists The Contents tab for a particular folder will provide a list of the Documents it contains along with Document Search features DoxShare User Manual The following image shows the contents of a Folder in DoxShare or in other words a Document List va Name wa Folder Version a Last Updated Column Selection Standard a i gt 4 BS EN ISO 9001 2008 Dociments 2008 07 02 2012 11 55 00 Details View fm ISO Standards Overview Sales r e A E 07 02 2012 12 03 38 Details View and Information i Staff Training ae i 2 ISO Standards Overview and iniimaion 1 07 02 2012 12 08 15 Details View iw 4 2 3 Controlled Document Content and Layout Aemet 1 07 02 2012 12 58 28 Details View pS ISO IEC 27001 eal 1 07 02 2012 13 06 23 Details View ocuments ys LICENSING OF WASTE DISPOSAL REGULATIONS 1990 Manx Legislation 1990 07 02 2012 13 25 19 Details View B PPG2 Oil Storage UK Legislation August 2011 07 02 2012 13 27 18 Details View T Lead Developer Job Descriptions 1 07 02 2012 14 18 48 Details View T Project Manager Job Descriptions 1 07 02 2012 14 18 51 Deta
35. re Personal 31 4 2 Installation of DoxShare Personal sss i i iO UUUl g PDMS Revision CDP 2 12 Page 2 of 45 PDMS 4 3 Configuration of DoxShare Personal 4 3 1 General DoxShare Personal Settings 4 3 2 Remote Server Connection Settings for DoxShare Personal 4 3 3 DoxShare Personal Synchronisation Schedule 4 3 4 DoxShare Personal License 4 4 DoxShare Personal Main Window 4 4 1 Configuring a Folder for Automatic Download 4 4 2 Downloading and Viewing Documents 4 5 DoxShare Personal Menus 4 5 1 File 4 5 2 Tools 4 5 3 Help 1 1 Change History DOXSHARE Summary of changes Version y g DoxShare User Manual 34 34 35 37 38 40 41 42 44 44 44 45 User Manual version 1 02 04 2012 Various including CDP Personal 31 05 2012 Updated to include changes introduced on versions 1 4 and 1 5 02 10 2012 Updated to include changes introduced in CDP Version 2 1 20 11 2013 images not updated yet though 20 Updated to include changes introduced in CDP Version 2 0 e g forgotten 25 02 2012 password recovery memorable word Changed references from Controlled Document Portal CDP to DoxShare 07 04 2014 PDMS Revision CDP 2 12 Page 3 of 45 PDMS DoxShare User Manual 2 lerms of Reference DoxShare is a software application and secure data repository provided by PDMS ona resilient managed Software as a Service basis Please note that DoxShare was previously called the Controlled
36. ription HR Documents E Automatically download folder contents e contents of the parent folder are downloaded Cancel 4 F Root Folder 4 Controlled Document Portal Manuals CDP Personal 4 Finance Documents Properties LI Forms for Intermediaries LJ KR Documents b Projects b J Quality Documents b LJ Sales amp Marketing L REG CDP Demo Then in the Folder Properties dialog check the Automatically download folder contents checkbox The contents of the Folder will then be automatically Downloaded to your DoxShare personal on synchronisation with your DoxShare web application both when a manually and when a synchronisation is performed as per a Synchronisation Schedule set up by you see DoxShare Personal Synchronisation Schedule above PDMS Revision CDP 2 12 Page 41 of 45 PDMS DoxShare User Manual 4 4 2 Downloading and Viewing Documents Documents that have been synchronised with your DoxShare web application but have not yet been downloaded are displayed in the Documents section of DoxShare Personal Main Window in grey text Documents which have been both synchronised and downloaded are displayed in black text In addition Documents which have been downloaded will be displayed with a File Retrieved date File Tools Help 4 Boot Folds Name Version Last Modified 1 Controlled Document Portal Manuals MQCDP User Manual pd 1 0 01 05 2012 16 55 00 L CDP Pers
37. t Details command button displayed in the right hand pane Edit Document Details for ISO 14001 2004 Wh Details History Audit mK The User specified Document Details see above can be changed as required and saved by clicking the Save command button Note Editing a Document s details will not create a new document version but will create an audit record 3 6 Replacing a Document The current version of a Document can be replaced by the clicking the Replace Document command button displayed in the right hand pane resulting in the display of the Replace Document pane PDMS Revision CDP 2 12 Page 27 of 45 PDMS DoxShare User Manual Replace Document ISO 14001 2004 Select File Name short Description Long Description Version Comment Previous Version Version Document Type PDMS af 2 Please ensure that your document is no larger than 4MB and has been virus checked ISO 14001 2004 ISO Environment Environmental management systems Requirements with guidance for use 2004 11 15 Pd Information Document w Cancel Revision CDP 2 12 Page 28 of 45 PDMS DoxShare User Manual Again clicking the Browse command buiton will result in the display of a Choose File to Upload or similar dialogue allowing you to choose the replacement file to upload The User specified Document Details see above can be changed as required and saved by clicking
38. the Save command button Note A Document in one format can be replaced by a Document in another 3 6 8 Deleting a Document A Document can be deleted by the clicking the Delete Document command button displayed in the right hand pane confirmation of the delete will be required Delete Document ISO 14001 2004 Details History Audit ak TN I m Are you sure you want to delete the document ISO 14001 20047 Glick Confirm to proceed with the deletion or Cancel to abandon nie Beles PDMS Revision CDP 2 12 Page 29 of 45 PDMS DoxShare User Manual 3 6 9 Downloading Changed Documents The Download Changed Documents function provides the facility by which you can view all the Documents you have previously downloaded and which have subsequently been updated in DoxShare with their later versions RD M S System Admin Home Document Partal Administration About Log Off 4 G Root Folder i i BEE Spg Download Changed Documents E HR Documents p C Projects 4 fe Quality Documents _ ISO Standards _ Iso 27001 4 1so 9001 f A AT va File va Last a Name wa Folder Size va Version Updated 4 a Procedures Proc e eann rsja faea t Staff Training ar ontent and Layout oas L C Standard Docurr 2 ISO 14001 2004 e 18014001 286 6k 2004 11 15 epaiei fe ISO Information 40 1s014001 i wnload Documents f Cancel e E Sales
39. tion is only available when DoxShare Personal is Online it will download the Document to DoxShare Personal e Save As Will open a Save As dialog to allow you to save the Document in your own file system lf DoxShare Personal is Online then prior to saving the Document DoxShare Personal will check your DoxShare web application and download the Document as necessary PDMS Revision CDP 2 12 Page 42 of 45 PDMS DoxShare User Manual e Properties Will open a dialog box detailing the properties of the document as uploaded to the Document Details General section of your DoxShare web cy Name Expense Claims application ee Short Description Expense Claim Description Expense Claim Version File Size 144 6k Version Uploaded 20 04 2012 09 33 02 Version Uploaded By System Admin Version Identifier 2 Version Comment Initial version PDMS Revision CDP 2 12 Page 43 of 45 PDMS 4 5 DoxShare Personal Menus 4 5 1 File The File menu contains two options e Work Offline This switch is used to control if the application is Online or Offline i e connected or not connected to your DoxShare web application When Offline you can only see Folders that have been synchronised and access Documents that have been downloaded e Exit This option will close DoxShare Personal 4 5 2 Tools The tools menu contains three options e Synchronise Clicking this option will cause DoxShare Personal to synchronise to your
40. ts 2 Select the Edit Folder command button that is displayed in the right hand pane Contents of ISO Standards Detail Contents T amp Search Criteria BE g pE Records 18 of B va Name va Folder Version va Last Updated PPG2 Oil Storage UK Legislation August 2011 07 02 2012 13 27 18 Details View _ LICENSING OF WASTE DISPOSAL REGULATIONS 1990 gon om 199000 07 02 2012 13 25 19 Details View View iso 14001 2004 15014001 2004 11 15 07 02 2012 13 19 50 Details View ISOIEC 27001 ae 07 02 2012 13 06 23 Details View uments View iw 4 2 3 Controlled Document Content and Layout Procedures Proc 1 07 02 2012 12 58 28 Details View i Staff Training cnn fmi ISO Standards Overview Sales Staff Training 07 02 2012 12 03 38 View and Information BEAN B BS EN ISO 9001 2008 ae 2008 07 02 2012 11 55 00 Details View uments eae The folder details will be shown and can be edited The edited fields must still comply with the validation rules described in the Adding a Sub Folder section of this manual PDMS Revision CDP 2 12 Page 18 of 45 PDMS DoxShare User Manual 3 5 6 Deleting a Folder There are two ways to delete a sub folder from the currently selected Folder Either 1 Right click on the folder in the tree view and choose the Delete Folder option from the pop up menu that us displayed or 2 Select the Delete Folder command button that is displayed
41. view First Version rg mn Staff ISO Standards ISO Standards Overview First V o Overview Sales Sales irst Version 7 ee BS EN ISO Standard 9001 2008 ISO 9001 2008 November 2008 406 4k 2008 Details nc te search criteria the default setting of this search variable is this behaviour is controlled by a system setting so may have been altered by your system administrator The Documents can also be seen in the hierarchical folder tree view in the left hand side PDMS Revision CDP 2 12 Page 21 of 45 PDMS DoxShare User Manual 3 6 2 Searching for Documents The Search Criteria pane of the Contents tab can be used to search the Documents contained within a Folder and if specified its Sub Folders Clicking onthe gt command will reveal the Search Criteria controls clicking on the command will hide them The criteria on which a search will be performed are v Search Criteria Name Description Document Content Document Format D Uploaded By System User Select ll eee Between Inclusive ang E Include Sub Folders Yes B Document Type Check List e Name the whole or a part of the Document Name e Description the whole or a part of either the Short or Long Description e Document Content a word or phrase that forms a part of the Content of the Document note not all Document formats can be indexed e Document Format the format e g PDF of the current version
42. will be displayed if a Folder of the same name already exists in the new parent Folder and the move will be prevented The name of one of the Folders will need to be changed to allow the move PDMS Revision CDP 2 12 Page 20 of 45 PDMS DoxShare User Manual 3 6 Documents in DoxShare The availability of the following functions to a particular User will depend on the Security Group s and Document Classisifcation Clearance assigned to that User by a DoxShare Administrator 3 6 1 Browsing Documents When a Folder is selected from the tree the right hand side of the Document Portal page displays the Contents tab containing a list of the Documents contained within the Folder and its sub folders N B whether sub folders are included or not can be changed by altering the RD M S System Admin Home Document Portal Administration About Log Off A Root Folder CDP Promotional Materia 4 Contents of ISO 9001 fe Finance Documents HR Documents a Ee sweet 4 re Quality Documents h i ISO Standards L s0 27001 D Search Criteria Iso 9001 b G ISO Information b E 18014001 is Sales amp Marketing gt Record s 1 4 of 4 E Column Selection Shipping va Version va File va Name va Filename Comment Folder Size Version 4 2 3 Controlled i fw Document Content 2 a SP First version da 167 5k and Layout ontent and Layout rocesses Staff ey in oa ISO Standards Over
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