OWL user manual - ASDC Document Management System
Contents
1. file log When a user initially captures a new document into the OWL system the user is asked for a major and minor revision numbers By default these will be major revision 0 minor revision 1 and will be displayed on the browser page as the version number 0 1 Major revisions numbers are displayed to the left of the point and minor revisions to the right of the point Once the version numbers have initially been set and the file captured into the system the user can then use the following controls to modify the initial document Check file out This facility can be used by system users to lock all other users out of a particular document whilst they are working or updating that file and do not wish other users to be able to modify any of its properties The Check file Out control can be found in the actions column on the browser page and is represented by a padlock icon Once this control is depressed the icon will change to keys 1 and the current users name will be displayed in the Held column 14 Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 El DESIGN OF DOMESTIC DWELLINGS Sohn 19709 7 ae INCORPORATING A RESIDENTIAL 0 1 draft spkSystems pdf 110k 03 WO AMBAS YP Moore 13 14 Moore SPRINKLER SYSTEM Figure 8 Document Check Out by a user Once a user has checked out a document other users will only have limited rights to the document They will however be able to view the document in the file browser2. and the following fields should be completed as follows http owl sourceforge net Owi Project Page at Sourceforge owl project o Everyone he Everyone can read download E Main project page for Owl at sourceforge em Figure 6 Add URL page Send this URL Type in a fully qualified URL starting with http to the file or resource you wish to reference Owl tip You may find it easier to lookup the web address using your web browser Once you have located the resource goto the address bar and copy the address using Ctrl C You can then paste the address into Owl using Ctrl V 12 Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 All other fields in the form are completed in the same way as Add Document Once completed press the Send File button to complete the operation Add Note The Add Note facility allows users to add notes to the current folder every quickly The note will appear as a text file in the folder and can edited by using the modify file properties icon from the folders actions column Everyone can read download Figure 7 Add Note Y Owl tip The add notes is the quickest way to add a simple text file to the Owl system It is a useful for Owl system administrators and others to inform other users of important information The Add Note form field title keywords revision owner group permissions and description are compl
3. Administrator 03 JUB 15 Y gt 12 05 18 08 symantec Security pra Symantec Security Response uly g Sk fohn Moora 03 VAR DE ABA Response Newsletter 2003 Newsletter htm 09 24 You can sort any of the following columns into ascending or descending order version file size posted by modified and held Folder level The folder level above the title bar indicates your path in the folder hierarchical and enables you to quickly return to sub levels and to the root folder By using your mouse on the folder level indicator you can select which sub folder to return to Alternatively you can use the Ficon to the right of the folder level indicator to move up one level Navigating through the folders From the main Browser you can move to a higher folder level by moving your mouse to the folder icon 3 and pressing the left button The browser page will be automatically refreshed displaying a list of directories and documents in that sub folder This process can by continued until you get to your desired folder or document Column Headings The browser display provides a considerable amount of information about the folders and documents on view Title Descriptive name given to the document or folder Status Anyone of the following three icons can be displayed The document has been added since your last visit The document has been updated since your last visit Y This document has a user comment Version No
4. The version number of the document see VCS File The file name of the document Size The file size of the document Posted By The users name who captured the document Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 Modified The date and time the document was late updated Actions See Actions Held The name of the user who has Check out the document see VCS Actions The actions column has a number of icons that provided functions for various tasks on folders and documents The number of icons which are visible will depend on your permissions for a folder and document Actions VANA NY Figure 2 Actions Icons Action Icon Description File Log W Opens the document file log see VCS Delete File ry Delete the selected document of folder Modify file properties iaj Opens the document or folders properties page Move file Move the selected folder or document to a new location in the folder E hierarchical Update file uy Update the selected document by uploading a revised document see VCS Download file Ed Download the selected file to your desktop Add a comment i Opens a comment page for you to add a comment about the selected document Check file out Check out the selected file out to the user who is logged in the icon will change to R Once a user checks out the file other users can only view the document file log no other options will be available see VCS Check file in R Check i
5. USERS MANUAL FOR OWL A DOCUMENT REPOSITORY SYSTEM Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 User Manual Table of Contents Introducing OWL suse 3 Starting to USO O Wii adda 4 The Logging in page ci esta i achat ead eee et tet 4 USING the BROWSER s iaria arae eaaa aaa aaiae a a aa aiaiaaeo i ainia 6 Folder structure aiii daa aras 6 MiB cintia datada dais 6 Fold rnle Vel imitar cicn 7 Navigating through the Tode S aoaia i a aa E E nn 7 COUME adi Sii ias 7 FACUOINS Hdi adidas 8 The Drowser page a dadas 9 Version Control oys OMe dana 14 Check EEE S E E aia 14 Update filg nnn etl eid A ede A A eee raa aa aa at 15 EA eS PARE AE AEE E E E E E ante hens cel sett an E E E E A ootsnast ahs 16 Owl Security System Users Groups and Permissions ccoo 16 ANETO 16 A iin da tiated eesti eat ciiedeei A died gheaieedied iii ededegis 16 GIOUPS ie ihin ths ese lee A A ioe thee aiid sleeved alee des ai arde dead 17 POrmiSSiIONS innana ai cheba den al dete ioe eevee diced ine 17 Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 Introducing OWL Owl is a multi user document repository or knowledge based system Users are able to capture documents and assign attributes to them when the document is uploaded into the Owl system Other users are then able to locate the documents either by using the hierarchy folder structure or by using the built in search facility A document can be any type of electronic d
6. and the file log since the purpose of checkout is to prevent the modification of the file by other users with enough rights They will however be able to view the document and the file log This status will remain true until the user who has checked out the document checks the document back in to the system by depressing the Keys icon FPR in the action column Update file The update file button is used when you have a new version of a document you wish to capture into the Owl system By depressing the update file 3 icon from the actions column on the browser page the updating file form will be displayed and should be filled in as follows Browse Minor Revision Eon Figure 9 Update file Send this file This is the local file path to the document you wish OWL to capture The simplest way to do this is to use the browse button and then use the standard choose file dialogue and navigate to the correct location for the document The revised document name must be identical to the current document name stored on the OWL system Revision Type Depending on your requirements you may choose from a drop down box a major or minor revision A major revision will increment the number to the left of the point by one whereas a minor revision will increment the number to the right of the point by one 15 Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 Description of Changes You should describe any changes made i
7. e Must have permissions set Owner If you create a folder or capture a document you become the owner and have the rights to modify the Group ownership and Permissions 16 Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 Groups Both folders and documents must be a member of a group This is a convenient way to grant a set of users the same Permissions whilst none group members can have a different set of permissions Users can be members of many groups Only Owl administrators can create new groups and assign users to become group members Permissions The permissions for folders and documents control what individually users or group members do For instance the permissions for a document may be set for a group member to be able to read download but not delete and individually user may only be able to read and download The Owl System Administrator will have set the default permissions for folders and documents when they are created however the user may at this time modify this to suite his needs Permissions Model The permissions model has four basic concepts detailed below READ The right to access the folder or document in the system WRITE The right to update or change a document or folder within the system DELETE The right to remove a document or folder from the system DOWNLOAD The right to download the selected folder or document to your local computer These four basic concepts are then used i
8. eted in the same way as Add Document Note Content Type in the text you wish to be saved in the file Once completed press the Send File button to complete the operation 13 Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 Expand Collapse View The Expand Collapse view buttons change the amount of information which is displayed in the main browser view This can be useful as the expand view contains a lot of information which may not be needed by many users and therefore can Owl tip become confusing Use the collapses view to browse and view documents then change to the expanded view if you need the additional facilities Owl is much faster at displaying pages when not in expanded view Version Control System Version Control systems can be used for the control and tracking of documents through various versions and is useful when number of persons may need to work on the same document It also provides an audit trail of changes and a method to retrieve previous versions The OWL version control system allows users to track changes to documents through the use of some E simple built in tools As new versions of a document Owl tip are added to Owl the old documents is automatically The OWL administrator must have renamed and moved to a backup folder This older enabled the version control system version of the document is still assessable from the for the agditonal Gontrols to become available
9. fly and can be edited from Owl Directly Add Folder e Cc C C This button is used to add a new folder to the system hierarchical structure Any new folder will be added at the level the user is currently navigating and being displayed by the folder level indicator Administrators Y Everyone can read this folder v Figure 4 Add Folder Form Name Try to use a descriptive name to folders so other users are able to understand its use and the type of documents they are likely to find in it Owner Group Every folder must have an owner or group set when the folder is created by default the owner is automatically set as the person who has created the folder unless you change it Policy The security policy for this folder Description You can type a short description about the folder and its contents This will be displayed below the folders name in the main browser page 10 Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 Once you have completed the form press the Create button you will then be returned to the main browser page where the folder will be visible and ready to use Add Document The Add Document button is the main method of users to capture documents and place them into the Owl system A document can be almost any type of computer file you wish to keep in the system The Owl system administrator will have imposed some restriction such as who can capture documents and the maximum file si
10. ge The login page is the main entry point to the Owl system and most users will require to login to gain access to the system You are presented with two boxes that you are required to be fill in This is your user name and password which your system administrator will have given to you when completed press the login button If your user name and ee password are valid you will then be presented o ali o with the main browser page if not you would remain at the log in page and a login failure message will be displayed above the user name Spotted Owl by Mimi Wolf Anonymous Access Username admin Password for Em3 would Like to Register Coen mero Forgot your password Coen mero Figure 1 Logging page Depending on how the administrator has configured the system the following features may be available Anonymous access The anonymous access allows you to enter the knowledge base system without a user name and password Itis likely however that the administrator will have set certain restrictions on the anonymous access users and you will probably not be able to upload files or carry out certain other procedures Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 Would you like to register By clicking would you like to register button you Forgot your password are presented with a user registration form This form will ask you for your full name a user name and e mail addre
11. n different combination to form the Owls permissions that can be assigned to documents and folders Permissions Description Everyone can read download Unrestricted viewing access anyone can read or download Everyone can read write download Totally Unrestricted access anyone can read write or download The selected group can read download Only Members of the Group can read or download The selected group can read write download Only members of the group can read write or download Only you can read download write Only the owner of document or folder can read download or write 17 Owl Documentation Users Manual The selected group can read write download No Delete Everyone can read write download No Delete The selected group can read write download amp Everyone else can read The selected group can read write download No Delete And everyone else can read 18 Ver 1 0 Doc Ref OWL UM 1 Only Members of the group can read write and download but they cannot delete it Unrestricted access anyone can read write or download but they cannot delete it Only Members of the group can read write and download but everyone less can read Only Members of the group can read write and download but cannot Delete everyone less can read
12. n the selected document Most have been checked out first see Check file out above Email this file 24 Allows you to send the selected document by email Monitor this file 4 This icon switches the monitoring of the folder or document on Once switch on the icon will change to Y and if a user changes the contents you will be sent notification by email Stop monitoring this Y Used to switch off folder or document monitoring file View file 7 Opens the selected document to view in the current browser window Use the browsers back button to return to Owl Download file ed Download the all documents in the selected folder to your desktop in one archive file Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 The browser page The Brower page is the screen that most users will see after logging in to the Owl system and provides a means of navigating the hierarchical folder structure Atthe top of the page is the header menu bar In the centre of the screen is the main browser where you will find a list of the folders and documents At the bottom or top or both depending on how the administrator has configured Owl is the Footer menu bar User Preference Button Folder Level Name of log in user Logout button ib Usdr Richard simon GoD Emu Ema E LA Sa Header Menu Bar If Documents Title Ver File Size Postedby Modified Actions E Held Administration Q BASA 5 Y Drawing Office 3 2 33 4 Browser am
13. n this revision for other systems users These comments will be displayed in the file change log Once the above form is completed press the send file button and the revised document will be captured into the system File Log By depressing the file log icon on the actions column in the main browser window you are taken to the documents file log This form displays the current version together with the log of all previous versions that have been captured in the system and have not been removed through delete action by an authorized user Against each version number is the user name of the person who uploaded the documents and to the right of this name is a set of standard action icons which the user may use to view individual versions download delete or add a comment Owl Security System Users Groups and Permissions The Owl security model The Owl security system restricts users in several ways users can only gain entry into the Owl system after logged in after a user has logged in his access may be restricted dependant on how the system has been configured and the users Permission settings and Group membership General Security e To use Owl you must be a user with a username 8 password Every user belongs to at least one group e Users can belong to additional groups Documents amp Folders e Can only belong to one group but must be a member of a group e The user who capture a document or creates a folder are the owner
14. ocument or file that the user can access from their computer Typically theses documents could be a word processing file spreadsheet or PDF files But Owl is not just limited to common office file types you can capture most graphic file types and display them within the system audio and video or executable program files In fact Owl is only limited by your imagination Once documents have been captured by the owl system users have numerous options e Ability to email documents directly from Owl e Users can monitor documents or folders for updates and receive notification by email e A Version Control System VCS can be used to track changes to documents keep copies of old documents and provide a change log e Users can add comments to individual documents All these facilities are easily available through the use of an Internet Browser This manual is intended for use with Owl version 0 71 Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 Starting to use Owl You system administrator will have informed you on how to use your Internet Browser to find the correct address for Owl On starting Owl you will find yourself at the login page most users will require to login in with their own username and password but this is dependant on the system configuration Once you have login successfully you will be taken to the Owls main browser page where most of the operations on the Owl system are carried out The Logging in pa
15. p Health amp Safety 2 SIT Department 6 LPS 1048 2 minutes 4 QA System 2 sales amp Marketing 11 JA New 0 amp Updated 0 My 1 Total 111 Y News 0 M pisk Quota 0b Courxmove Y Covi emar DY avione on a Footer Menu Bar 100b 10 04 Ed Ga Owl Intranet Engine Version Owl 0 71 20030227 Figure 3 Main Browser Display E Document Search Header Menu Bar User Preference Button The User preference button will take the currently logging user to his preference page The user can view the preference that the system administrator has set and change user configurable preference such as email address password notifications and language Logging User Name The name of the currently logging user is displayed on the header menu bar This is the name which the system will use to identify the ownership of files and folders if the user chooses to add any Logout Button When you have completed your tasks in Owl you MUST logout of the system by using this button If you do not you may be barred from using the system in the future if this happens you will may Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 have to ask your system administrator to reset the system for you At the left hand side of the header menu bar is a group of 5 buttons that allow a user Owl tip to add folders documents URL references and add Notes are just text documents that are created on the
16. ss Upon completing this information press the register button The system will then automatically e mail you with your system password By pressing forgot your password button you are presented with a form and asked to enter your user name After doing so press the send password button The system will automatically e mail you with a new password Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 Using the browser The browser is the main method which you will use to navigate the hierarchical folder structure and to find and use documents that have been captured into the system You can carry out certain actions on folders and documents such as sorting the displayed order viewing or downloading the document or emailing the Owl tip document to some one The action column displays a set of icons against each folder and document which he ie a 5 es e is displayed in the Browser these are the actions that Gopendent on their security you may invoke If you do not have the necessary settings privileges for an action then that icon will not be displayed Folder structure Documents that are uploaded into the OWL system are stored in folders and each folder can have a series of sub folders This type of structure is known as a hierarchical structure and is typically used for the storage and organization of files on your computers hard drive In OWL the start point of the hierarchy or root is known as the documen
17. ts folder The folder structure allows a convenient way to group documents in a meaningful fashion For instances you may wish to capture all your technical documents for a number of products You could create a folder named technical documents and then a series of sub folders in side technical documents of each product For this to work properly you must chose sensible and descriptive folder names that provide the user with a reasonable description and meaning Title Bar Just above the main browser display is the bar This bar has the following column headings title version file size posted by modified actions and held You will find against the title column a downward arrowS This indicates that this column has been sorted in ascending order By using your mouse and pointing on the title column and depressing the left mouse button the arrow will change to an up arrow 5 and the files in that directory will become sorted in descending order Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 Moves back one level Documents Level or root Folder level f Docu hents IT a Virus z e 4 Title Bar Titles Ver File Size Posted by Modified Actions Held software 4 14 y 2 Virus List 4 ela Y 3 gt 07 07 F 5 a manga Chas eee RES a Managing Virus Incidents pdf 54 52k Administrator 03 VAPRBIIDA lt Main Browser Incidents a Displ 09 26 isplay p 12 09 pan quick note 0 1 quick note txt 8b
18. ze that can be captured If you are allowed to capture documents in a folder the Add Document button will be available to you otherwise you do not have the necessary permissions Browse 0 Po Administretors il Everyone can read download vj Emm Figure 5 Add Document page Send this file This is the local file path to the document you wish Owl to capture The simplest way to do this is to use the Browse button and use a standard choose file dialog box and navigate to the correct location for the document Title A descriptive name for the document Keywords The keywords you wish to be associated with the document Owl Documentation Users Manual Ver 1 0 Doc Ref OWL UM 1 Major 8 Minor Revision These fields will only be displayed if the version control system is activated See Version Control System for more information Owner Group Every document must have an owner or a group set when the folder is created by default the owner is automatically set as the person who has capture the document unless you change it Permissions The security policy for this document Description You should type a description about the document and its contents This will be displayed below the folders name in the main browser page Add URL Owl allows you to store references to other resources on an Intranet or Internet system By pressing the Add URL button the add URL page will be displayed
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