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DIIMS End User Guide - Department of Public Works and Services

1. Module 6 Windows Explorer and Outlook Interface OBJECTIVES You may access folders documents emails and other data items in DIIMS using the familiar Windows explorer interface and Outlook interface The data displayed is exactly the same as the web interface Majority of the functionalities are identical to that of the web interface with exception of content filters which is not displayed in Windows or Outlook interface In this module you will learn to Launch DIIMS Navigate the Enterprise Workspace Access information in the DIIMS repository Access documents and emails Add move copy folders documents and emails Access information using the outlook interface of DIIMS Page 83 of 116 _ 1 Logging into the DIIMS Interface Windows Explorer DIIMS users can easily access their corporate information from the existing corporate repositories to which they have permission to access and business applications drag and drop objects between folders and directories and apply metadata and records classifications to objects The Windows Explorer view displays an extra folder DIIMS This is the DIIMS corporate repository Expand the folder to view and access the corporate folder structure The interface behaves in the same manner as the network shared directories Launching the DIIMS interface is the same as accessing a folder in your network folder structure 1 From your desktop double click the DIIMS icon ol
2. More Last Version Modified Date Last week 4 Last month 1 More Application Microsoft Word 2 Adobe PDF 1 Microsoft Excel 1 Microsoft Outlook 1 More CEE 7 Content Filter P Dynamic View Remove all filters Content Type Document Application Microsoft Word a Gy Copy yy Move a6 Delete eS Zip amp Download E Type Name a E 1 Documentidoce E m Document 2 docx Ry Copy i Move os Delete z Zip amp Download 2 items d Email Link i Collect d Email Link fi Collect fih Generate Labels Size M 13 2014 1 13KB 20141 fih Generate Labels Figure 4 20 The Virtual folder results page showing only Word documents as selected under Content filter on the left pane Page 67 of 116 a 8 5 Summary In this module you have learned that DIIMS provides many tools to retrieve information quickly from the database by performing a Quick Search using the Search bar using the search filter tools to refine the scope of a search by system attributes application date location and keywords viewing the search results and modifying the display of the search results saving searches as queries for future re use using Hit Highlight and Themes to locate information readily within the found items performing an Advanced Search to refine further the scope of the search with Full text custom attributes classifications directories scope and Natural Language Query Page 68 of
3. Solutions Active View Bemove Hold ntrol of the Livelink ECM Enterprise Server user interface Throug Department Request Phyl Tiems enables complete freedom to tailor and enhance the user browse a Solutions Human mem kre File uci at many customers know from WebReports and applies it to the co Resources eae Nice ys gement Metadata ser experiences as they go about their work At the first exceeded Enterprise Corporate Cane Y ond threshold a popup asks the user to delete items at the final th owse interface at the click of a button no restarts Dynamically Refine Results Policy Library h bar WebReports and ActiveView Please note that ActiveView do Figure 5 5 Add to Collections 5 Select destination collection Browse Collections to locate the Collection you want to access or Create New Collection or use My Favorite Collections which will list any collections listed in your Favorites OPEN TEXT Content Server Enterprise Personal Tools Admin oe Search DIIMS for Collect Current Version Items Type Name Location rm Draft IWG Meeting March 8th 2013 docx 4200 35 14 Capital Estimates 2014 2015 temp All Departments Capital Needs Assessment xlsx 4200 35 14 Capital Estimates 2014 2015 temp Collection Select v Submit Reset Cancel Page 75 of 116 oo lm 6 Click Submit gt OK The items appear in your Collections from the Web and Enterprise Connect interface My Collections My Colle
4. 4011 Amendments H P 6225 30 23 Procurement Shared Services ES 6255 20 Records Destructions ES 6255 10 Transfers to Records Centres Permanent Retums to Department H E 6255 55 Transfers To Other Govemments E G Nunavut Aboriginal Govemments fa Additional Information Mo Subject Save As Mew Document Save as type Outlook Message Format Figure 6 16 Send and Save page Enterprise Connect Save As x 7 Browse My Tree lt Save As New Document Q Location DIIMS gt GNWT gt Favorit Filing Bin Implementation v G O F 2 Cinew wf Personal a A 2 Favorites Description Enterprise i Classifications Physical Objects Records Management Virtual Folders Security Clearance Level 20 UNC v PHHHHHHH Searches H story E mail Subject DIIMS Test gt Searches gt Search History gt lt Advanced Search gt Search In GN WT DIIMS DIIMS gt Searches gt Search History To Patrick Bisaillon C DIIMS gt GNWT gt Personal gt Reports CE DIIMS gt Searches gt Saved Searches gt My Docs Past Month cc C gt Favorites gt 0505 50 01 Electronic Document Management Systems EDMS E C DIIMS gt Searches gt Saved Searches gt My emails to Rabih Sen Cate ALLA UAL C DIIMS gt GNWT gt Enterprise gt _GNWT Received Date C gt 1275 25 Briefing Notes and Briefing Books gt Briefing Notes 2003 3506940
5. A Northwest Territories DIIMS End User Guide Revised November 27 2014 Page 1 of 116 This page has been intentionally left blank Page 2 of 116 S MODULE 1 OVERVIEW OF THE DIIMS ENTERPRISE WORKSPACE 6 L INRODDU NON seire E E E EE 7 2 AN OVERVIEW OF DIIMS WITHIN THE GNWT cccccccescccccccccccccccccccccccccceccecccccccccecceccencs 7 3 LAUNCHING AND LOGGING INTO WEB INTERFACE INTERNET EXPLORER cccccccccccccccccccsccccecccecs 8 4 NAVIGATING THE DITMS WEB INTERFACE ccsccsccccsccsccsccsccccccccccscecccsccsccccccesceccescescscees 10 4 1 IDENTIFYING THE SCREEN COMPONENTS secscsccscecscsccccecscscnceessescnccssessescsseessescaseesessecessessescaseeseessuseeses 10 5 ACCESSING AND ADDING INFORMATION ccsccsccscescccccccccccccceccccccccccsccsccccesceccccccsscssccccececs 12 O THE VWVORKSPACES onrar E E E 13 Zs DIMMS ITEM IYPES tacescestccunscvuscweavsscssusevewseuaaessanecounvauenasaccssanwuessesusisassasusaneadesecasaseues 15 8 USING THE FUNCTIONS MENU eesssssssosssssoossssssocesesssossessoeessossoessossoessessoessssssosssssssossoo 16 9 VIEWING DOCUMENTS eessssssosssssooessessoossesssosssososessossoessesssessssssoesssssoessssssossssssoessos 19 9 1 VIEWING DOCUMENT CONTENT scstascssetvesacsiesesccascesvercausspeaeesesvner E 19 G2 DIMSITEMMETADATA xiccascica son tcainncowstensosavancbdoondasndnte EE NEEE E 19 BOs SUMNAR ere E A E EE E E 20 MODULE 2 ADDING CONTENT TO THE DIIMS
6. Allows to search transfer based on their name and other criteria My Borrowed Items Lists all the files and boxes checked out to the current user Guides Records Classifier Guide Contains instructions for creating Boxes Volumes physical files transfers etc GNWT ARCS Provides detailed information about the Administrative Records Classification ARCS filing structure along with scope notes Aids in finding the correct folder when trying to save a document in DIIMS Page 9 of 116 DIIMS Tutorials Contains links to the video tutorials for DIIMS End Users and Classifiers Users can contact the DIIMS Helpdesk if they need video tutorials on topics not already covered 4 Navigating the DIIMS Web Interface Training Guides Contains links to DIIMS guides FAQs Tips and Tricks in text format Users are encouraged to contact the DIIMS helpdesk should they find any errors or for adding new content in this area Contains links to the websites commonly used by all departments like SAM PeopleSoft Phone directory etc Department specific SharePoint sites are also listed within this section The GNWT DIIMS Enterprise Workspace provides a one stop location to view GNWT information search for information and access various areas of the DIIMS repository The same layout and toolbars are available in each sub level of the GNWT hierarchy Security access to the corporate folder structure has been assigned accordi
7. DIIMS GNWT GNWT Enterprise P WS Public Works PW509 Corporate Services Information Management Services j Go Folders B Preview Add Item arch Ini i By c Pe Name Size Modified Record Date Official B My Documents 2 4 My Computer IM Policy 10KB 421 2 a My Network Places Recycle Bin A DMS Se GNWT Favorites D GNWT Enterprise H E New Folder Eg PWS Public Works E PWS09 Corporate Services E Information Management Servici E Rabih Email Folder E al Physical Objects H A Classifications E oy rabih_elhoss Home E A Searches ms wip IM Policy Name IM Policy Type i Document Description Size 9 64 KB 9 881 bytes Display List O Featured O Hidden Created 2011 04 21 09 22 AM Modified 2011 04 21 09 25 4M Created By Rabih Elhoss rabih_ elhoss Owned By Rabih Elhoss rabih_elhoss Nickname 119493 Short Links E mail the Properties short link Best Bets alue Best Bets Expiry CE v w w a i _ ai i n n J v lt g View Specific Audit Categories Classifications Holds Provenance Ratings Records Detail References Versions Reference JA 1 objects selected Figure 6 6 The Specific Properties page from the General tab Page 89 of 116 a 7 Adding Information Adding information to the corporate repository in DIIMS is similar to adding information in the shared corpora
8. FileType Offline s Persone ie Forms amp Workflow Templates PA 2017 12 No P My Weetspace EF My Shortcuts Xl 2012 12 No y V _My virtual toide ait 1 re IS Favorites rr 0515 35 04 DOMS implermentaben Levelink l 13 01 Neo ore We Foams amp Workflow Templat I m 0520 30 07 OMS System Documentation 124 2013 01 No WD _My Shortcuts 0535 15 2181 BDC Archival from Storage ak 2013 01 No E My Visal Folders 405625 PA School Doors E mail 238 2013 01 No amp 0555 35 04 DMS Implement Goes OS Chent Piles 174 2013 02 No D 0520 30 07 DEMS System Dod 0610 10160 0301 Budget Chent it 201301 No D 0535 35 2181 BOI Archvel 0610 19020 Laing Office 532 Renovations Vellowknide 101 2012 03 Neo lt JA Chaal Dasare g a 1145 30 42 Devolution Records Sub Committee 74L 20123 02 Ne hy O56265 PA School Doors E m Sp 0605 05 Chiem Files 10 27 Information Systems Projects 113 2012 12 No E 0680 10160 03 01 Budget O10 Technology Serace Centre 118 2012 12 Ne a 9 tal 6610 19019 _ gt E 0610 19010 Laing Office S32 H I oe 6516 35 08 GNWT ERDMS Plectronic Records amp Occum 114 2013 02 No F Devot z g 2 ee E 1145 20 42 Devolution Rect A 7315 15 Program Issues amp Reviews Ok 2013 01 No 3 Once all documents have been downloaded offline and the laptop is disconnected from the GNWT network you can enable the Work Offline feature in DIIMS 18 Open Explore a Right Click on the
9. Physical Boxes Volumes Drawings that contain paper and Physical Items require labels These items are created by departmental records classifiers amp coordinators Box Drawing Volume a Document Types An electronic file and its versions Hyperlinks Generations The anchor identifies the item and points to an unchangeable version of a document Shortcuts Pointers to items stored elsewhere in the Repository URLs Hyperlink to a page on the internet intranet Search criteria saved for reuse Snapshots Le The saved results of a specific search Collections A set of content that a user has gathered by selection or collected using a search Work Processing Items Tasks and Tasks Lists Containers to manage tasks for personal and team collaboration work Table 1 4 DIIMS Items Page 15 of 116 o N 8 Using the Functions Menu Each DIIMS item displays a Functions menu that enables users to perform actions on that item The functions available depend upon the item type and the user s permissions By Copy Move 36 Delete E3 Zip amp Download Zip amp E mail d Email Link a Print 4 Collect IF Type Name EO E 6010 55 01 peo lesoft oper Open E 6010 55 02 RIMS Inted confi Configure tem A ial 55 ion Reau O 6010 55 03 Action Re u Rena Rename O E 6010 55 04 New Financi Add _ Add to Favorites O GS 6010 55 05 HP 3000 Sys COPY m Be sotessos contrac pej aem Set Make S
10. a Favorites B Enterprise amp Classifications ail Physical Objects Records Management Searches R Search History QR Saved Searches we My Emails Past Week w Documents Modified Past Day ce E Ee Ee I Ww t p Figure 6 14 Saved Searches list Page 95 of 116 _ 12 ea a Cay IMS Message ra pm a end attach and Save DAcument Clipboard M Basic Text a Mames Include Options Proofing Managing Emails within DIIMS DIIMS facilitates collaboration and knowledge management by enabling business users to save MS Outlook e mails directly into DIIMS DIIMS adds an external folder to the MS Outlook directory which enables users to access DIIMS directly from the MS Outlook application The functionality is very similar to the Windows Explorer interface Users have the option to save their emails upon sending perform bulk copies or drag and drop individual emails into DIIMS It is up to the user to decide which option is the most suitable for them 12 1 Sending and Filing e mails DIIMS users can send and save emails directly into DIIMS upon sending This method is very useful if you are consistent If you save every business related email upon sending then you can easily delete all of your Sent Items in Outlook knowing that it has already been captured and saved in DIIMS To send and file an email 1 Create an email 2 Click Send and Save You will be prompted wi
11. amp committee Finds all instances of group and committee Quotes Exact Phrase working group Finds all instances of the exact phrase working group Cmte OR committee Cmte committee Finds all instances of cmte or committee Asterisk Wildcard committee Finds all instances that end in committee group Finds all instances that begin with group e g groups grouping Ampersand And Not Committee AND NOT meeting exclamation amp Committee amp Meeting Finds all instances of Committee but not meeting Table 4 5 Search Operators and Keywords Page 55 of 116 oo ele 3 Performing a Quick Search To generate a search 1 Navigate to the location where you would like to begin your search 2 From the Default Search Types click the Search DIIMS for drop down list The drop down list displays three types upon which you can focus your search See Figure 4 2 and Table 4 2 Search DIIMS for meetings Go gt Search type Full Text Ww Slices Enterprise Ww Mode All Words w Modifier None w Object type Word we Created by B Created by me Ww Last modified FE Modified in the past da Advanced Search Figure 4 2 the Search Bar 3 Inthe Select Searchable Type application drop down list select All documents See Table 4 3 In the Select Time Modification Period select Anytime In the Select Search Type slice select From Here S
12. gt 1275 25 Briefing Notes and Briefing Books gt Briefing Notes 2002 3506754 DIIMS gt GNWT gt My Workspace DIIMS gt Searches gt Search History gt MOOSE Search In GN WT Classifications Classify EE DIIMS gt GNWT gt Personal gt My Workspace mE DIIMS gt GNWT gt Favorites gt 6010 30 11 iRIMS Filing Bin Implementation Categories Departments T From Patrick Bisaillon 2011 12 07 01 31 PM Inherited Classifications GywT Public Works and Services PWS0 11 IRIMS Filing Bin Implementation 4 g E E E E E E E E E E 4 E Save as type Outlook Message Format Save Cancel Figure 6 17 Save as Folder 3 You must ensure that a valid profile form is displayed before the email can be saved to DIIMS 3 1 Specify any required profile information for the item The profile requirements depend on the selected destination 3 2 Click Save The email is sent classified and saved to the appropriate folder Page 97 of 116 ao 12 2 Adding DIIMS attachments to e mails To attach a file from DIIMS to an e mail 1 2 3 D Create an email Click on Attach Document from within the DIIMS tab To select a document to attach do one of the following to find it a Click Browse My Tree and then click a folder from within your Favourites list All the documents will appear in the list b Browse the folder structure u
13. 116 Module 5 Customizing DIIMS OBJECTIVES You may adapt the DIIMS settings to meet your personal requirements such as organizing information to which you refer frequently and configuring your personal DIIMS environment by means of the Personal menu In this module you will learn to Manage your Personal Workspace Create Favourites and Collections Add Shortcuts and URLs hyperlinks Organize your personal pages using tabs Configure your personal settings Edit your DIIMS user profile Page 69 of 116 a 1 Getting to Know your Personal Workspace My Workspace contains the items you have saved for your personal use However the more you use it to store your frequently accessed items the longer the list becomes To facilitate the retrieval of your information the Personal menu organizes your corporate information saved into My Workspace by using filters on specific items The Personal menu enables you to organize corporate information according to your personal requirements It groups information into categories for easy access and retrieval You may also configure how DIIMS displays information in your personal DIIMS user environment and define personal contact information that can be seen by other DIIMS users gt DIIMS Digital Integrated Information Management System s aee a A w Ww Q u Norihegsi Enterprise Personal Tools Search DIIMS for Go My Workspace Assignments Borrowed Items C
14. 2KB From ykapp8st i i While files from the Intemet can be useful some files can potentially r2 ham your computer If you do not trust the source do not open or save this file What s the risk Figure 3 8 the File Download window 3 Select a location on your Desktop See Figure 3 9 The Reserve page 4 reappears fave As TIEL J r Libraries Documents t Restored tp Sram Benoe p Oryan Y Mew Polder Lo 7 UF frode Documents library a e E Compite A Local Disk HE File pame hly Ten DocumenLalss Sad det ppe Micraseft Eeti Wlankabrect ore E C nt el Hiie Feta Figure 3 9 the Save As window In the Reserved By field select your name The group names in the Reserve By list are the groups to which you belong If you choose a group all users in that group who can access the document are able to Unreserve the document See Figure 3 10 Click Submit DIIMS reserves the document and a Reserved check mark icon appears beside the document Only you or the group selected in the Reserve By field of the Reserve document may Unreserve the document By Copy j Move C Type Name EF a Delete F Zip My Test Document T E amp word Test By Copy Move Delete Figure 3 10 the checkmark Sl zp 6 Alternatively you may Download a document from the Functions menu to a local drive however this action does not reserve the document Others
15. 4 8 The Preview pane displays a preview of the style 2 Select Number of Results to modify the number of result listings Select Summaries and Descriptions to view either or both 4 Inthe Results Fields Add or Remove to view the fields you wish to see displayed on your Search Result page You can save your settings as a Search Results Template and search results will always appear in this format by default or you can save the changes for the current search only g Results Page Layout Style Select a style for the search results page My Current Style yi Preview ta 4 af 4 santa Radai ua on G e Mapi S N aan l a oc nent j odem search i my on j liod sarri rask 2 map c Show Preview Advanced Options Number of Results 100 v Show Summaries Descriptions V Summaries Preferred X Show Key Phrases E Show Full Path in Location W Result Fields Displayed Available Displayed BF Date BF Date A Score Box Area MIMEType Box Facility Name Box RDA Date Box SO_Date a Size Box Status 1 Location Box StatusDate Created By gt Box TemporaryID gt Departments Department Name Box Volume UniqueID FileSize gt Category Current Security Departments Division Name Crnil rr Figure 4 6 The Search Page Display Options page Page 59 of 116 Results Page Layout Style syle AoC My Preferred Style Displays the current style that is set for the Search Results page Classic Th
16. 40 Transfers to Records Centres Permanent Rebama to Deparime ay 6255 55 Tranafers To Other Gevernmerts E G Nunavut Aboriginal Go 161 Gocument E 6255 65 Government of Nunavat Netices of Destraction E Deign Budd Consteucton Contract Comparison fame pe T Gocument 8 Destruction June 212 OE A R Description z i SAIE 9 455 bytes 5 DEMS Help Desk Ticket Eg DBMS Instructed Training Folder 5 DOM huden Folde Eg Incident report is MI Training Felder Foe DEMS Training Only ieiet ird ea g hy Workspace shubhdesp maara Hame Gi Pern Out kine 21 2012 E Peronal Documents i ums maana Figure 6 2 The GNWT Enterprise Workspace Preven suton Depaysproperies ara preview ofsete temin prevewone Creabed SOLOS 10 14 Nickname 17953505 Change General View Specific Audit Categones Classifications Provenance Ratings Records Detail References Secunt a e a resmen ossen 7 comentare osporscanensorseeee OOOO e Freen tane DspysconenasecesteninGonetpae Page 85 of 116 EE Property Tabs Displays metadata of selected item in content pane 3 Accessing and Adding Information Windows Explorer There are several ways to access and add information within DIIMS 1 Search Function fromthe DIIMS menu Searches for information in DIIMS See Chapter 5 Searching for Information Folder Pane Access information from the folder structure in the network directory and DIIMS Add Item
17. Click Add Version he new version is added to DIIMS Page 41 of 116 S 3 3 Adding New Versions Using Drag amp Drop Another method that can be used to add versions to existing documents is the Drag amp Drop function To add a new version using Drag amp Drop 1 Locate the folder in DIIMS where you want to keep the new version of the existing document 2 Activate the Drag amp Drop tab and resize the DIIMS window so that you can access the document version on your Desktop 3 Select the updated version on your Desktop in this case the document must be the same name and type and drag and drop it onto the white space of the Drag amp Drop tab A system message asks if you want to replace the existing file See Figure 3 12 Copy File iml There is already a file with the same name in this location Click the file you want to keep Copy and Replace Replace the file in the destination folder with the file you are copying Project xlsx Project C Users shubhdeep_maitra Desktop Size 10 6 KB Date modified 8 25 2014 9 47 AM Don t copy No files will be changed Leave this file in the destination folder Project xlsx Project diims pws gov nt ca DavWWW Root diimsdav nodes 138585 Size 10 6 KB Date modified 8 25 2014 9 47 AM Copy but keep both files The file you are copying will be renamed Project 2 xIsx Figure 3 12 Confirm File Replace 4 Click Copy and Replace 5 Click Co
18. DIIMS icon that is on your desktop b Select Offline Work Offline from the menu c DIIMS is now in offline mode Manage Offline Versions POTTS es e Offline Download Sync Help Offfine Upload Sync Offfine Cormplete Syne Create shortcut DIIMS Offline Mode 4 Once DIIMS is in Offline mode you will only see the items and locations that you have offline versions of a You can edit the documents and any changes will be saved locally After you reconnect to DIIMS these changes will be synchronized to the server COU gt DIMS GNWT Offline Personal My Workspace Offline Collection v 4 Search Computer File Edit View Tools DIMS Help Jt Favorites Preview KA Refresh Search Offlin Name Modified offline Date modified Size oe Libraries BOX ID THAT ARE IN DESTRUCTION AREA No 2004 02 26 12 47 42 PM 18 0 KB FT Simpson Program Review Yes 2013 02 07 10 00 43 AM 34 0 KB ihe Computer __JFW Document Management 3047459 No 2009 05 11 12 06 56 PM 31 5 KB Cu Network pms GNWT Offline Favorites ye _My Shortcuts E _Testing File Number we Personal i Favorites we My Workspace Offline Collection b You can see what offline documents have been modified To do this right Click on the DIIMS icon on your desktop and select Offline Manage Local Documents Page 113 of 116 eEDIIMS END USER TRAINING _ 4 DIMS gt Fl GN Collapse Open in new wind
19. GNWT Network 2 Enter your GNWT email address and password in the boxes provided ae Mee Tinrikeies Corda DIIMS External Access Your account must be configured for DIIMS external access Please send a request to the DIIMS Service Desk by clicking the link below Email Request Copyright 2014 OpenTest Corporation All rights reserved Figure 1 DIIMS External Access Login Page 3 Once you click Sign In you will be redirected to DIIMS External 3 BS Digital Integrated information Management System Enterprise Personal Tools Admin Content Manage Accountability J Collaporation Comp lance information Governance MO i DIIMS Support 2 Records Manager Hi Patrick this section is customized to help you navigate within The DEMS Service Desk shouid be the first point of contact for any This section has links to records management functions for DEMS and find your content OUMS related issues classifiers and coordinators DIIMS Links DUMS Reports Contact Information Support Links RM Links Guides Fe Desarnmers foidens iy fecent Docs P 3 967 920 3078 A DMS Alerts Cinghie Reports T Records Casuier Guide w W My Fawourttes amp Ny Recent impis DEMS gountca B temose Assistance Request Cteehicstors D Personal Workspace iy Recent Fates DMS Servece Desk Into Search Labels o Saved Searhes My Onaran z RED View Open Tickets Scotch Transfers Q adane Search iy Denans Recent folders
20. REPOSITORY 21 1 ADDINGINFORMATION ssseesssssoessessoesscososessososeesssssesseososessssssessesssesssosoeesssssoessessoeee 22 Ze PADDING FOLDERS circriricroii eonia ir EE E 22 3 ADDING DOCUMENTS sssccsossenni sei ne ne soudsceeceeseeeeuesccatedosdeseeveeses 24 3 1 ADDING AN EXISTING DOCUMENT ssensssessseessseeossssossesossssoscsssoeosssscssseossseossseossseossesossesossssosossosessoscssoscsesecse 25 3 2 ADDINGAINEW DOCUMENT sive cacscsiedaaddvhcennsucomnadwasececesontedude Epes AETA aN a Naera aswosuesnasdedevesvaenbedeisas 26 3 3 IMPORTING ITEMS USING DRAG amp DROP sss ccwacansms otaasatesieansxeseeesacaenchievia steensdeebwoxevacyaeowasstenemandaeedaeieneennees 29 3 4 USING THE BULK COMMANDS IN DIIMS c ccc cccccececsccscusecuceseueesecuseueusecesseuseseeeseueesecaseueeseeeeseuseseeasens 30 d SUMMARY cccwecnssccvacactsaseuanescvasesusesenueuncvanecssevenssuuebiansctenvowssesehecesvenusnceeesvan se csesenueusses 31 MODULE 3 WORKING WITH YOUR DOCUMENTS ccccccccecccces 32 1 MANAGING ACCESS TO DIIMS INFORMATION sceccccscsccccccscsccccccscsccccccsceccccccscescesscscece 33 2 ASSIGNING ACCESS TO YOUR DOCUMENTS ccsccsccccsccsccsccsccscccccccsceccccccsccccccescescccccscescess 33 3 MODIFYING YOUR DOCUMENTS sssisscvssacdeesisesssasuwasesatnnseetundeascsaniawsusdnusesetstenatesenievacsavens 37 3 1 EDITING MS OFFICE DOCUMENTS cccececeececececscesecucsseuseeucnseusesucuseeeesecnceseeses
21. S fronie E Paes E 213 DEt Proerd E armat Dp _Depactresertal Bex Fn 7 nee ammeg C200 Paley Pree We 2 Rema selected the Add a tithe Bied LALI Goll AM 1 a AM a a sar Wee Aulbece add an gutted Tags Adel a tag 0520 30 08 DEMS Heh E 2013 DBMS End Leer Page 29 of 116 re 3 4 Using the Bulk Commands in DIIMS The multi select commands on the workspace and folder pages enable users to bulk manage folders and documents To bulk manage items 1 Navigate to the location where the items you want to manage are located 1 Select the items you intend to manage either by checking each item s checkbox or by checking the multi check box at the top of the list of items Move 9 Delete EJ Zip amp Download Zip amp E mail J Email Link Ss Print Collect More Size My Test Document 11 KB 2012 Hi Word Test 21 KB 2012 BSI Zip amp Download Zip A ETa l Emai Link a Print 4 Collact More oo Figure 2 14 Bulk Command Bar Multi select checkbox Individual checkboxes Bulk command bar 7 2 Click a command on the Bulk command bar to manage the items Copy Opens the Copy folder window to copy the selected items to a new folder See Figure 2 31 Opens the Move folder window to move items to a new folder Delete Opens a Delete confirmation window and after confirmation deletes the selected documents Zip amp Download Zips and downloads items to a specified location on your
22. arrow and then select the Advanced Search link inthe Search bar See Figure 4 13 The Advanced Search page opens See Figure 4 14 A Advanced Search Add to Search Form Natural Language Que Slices 2 Categories XML Types Location Classifications E mail Physical Item Types Physical Item Attributes Records Management Attributes Save Options Save Your Search Save as Slice Save ss Query for Hold Save as Search Form Use this Search Form pbisaillon Default gt Full Text Look For All Words v System Attributes Object Type Created By Creation Date Modification Date Category Departments Department Name Division Name Results Display Style Select Display Style Figure 4 15 The Advanced Search page Search DIIMS for Go Search type Full Text v Slices Enterprise v Mode All Words v Modifier None v Object type sy Everything v Created by Gz Anyone v Last modified CI Anytime w Advanced Search Figure 4 14 The Advanced Search link Modifier lt None gt All Types X Within All E Additional Attributes Additional Attributes B j B Page 63 of 116 a 2 Inthe Full Text window select one of the options Lists range of words and phrases Related to Words derived from the main part of the specified word could can Sounds Like Words sound like the specified term sail
23. document and hit the save button Note After switching DIIMS to online mode you may get the following error message Open the document by doing a right click on the DIIMS icon on desktop go to Offline select Manage local documents Double click the needed document from the list gt Go to the File Menu gt Select Save as and choose a folder to save the document Download Failed a X Could not download 01 3 Lutsel K_e Dene School doc Enterprise Connect is Offline Page 115 of 116 eEDIIMS END USER TRAINING _ Working Offline Business Rules When working with documents offline the following behaviors apply e lf you take a document offline and do not modify it you will not be able to upload the document e f you try to upload a document that you have edited offline you will be advised if a newer version of that document has been added to DIIMS You will have the option of adding your offline version e lf you try to upload a version of a document that you have edited offline you will be notified if another user has reserved the source version of that document Your offline version will be retained and you can upload it after the other user has unreserved the document e f you reserve a document and then take it offline the offline version that you upload is added as anew version e lf you try to upload a document that you have edited offline and the document has been deleted from DIIMS you will be n
24. l 2 Click Add Version option Add Version Page 109 of 116 i Add Version Name a Description 3 Click the Choose File option Choose File No file chosen 4 Point to the updated document saved on your computer Era 6 h Brr Fare iaaa i Sel ct the document and e Oed button Click the Add Version button ja Add Version Begolpalons Files Cabegories 3 Embedded links pointing to the internal DIIMS site a Some documents emails may have embedded links that point to the internal DIIMS site IE http diims pws gov nt ca If you click on that link you will get an error as you are trying to access the intranet site Workaround is to modify the hyperlink to ensure that it is https and add the xt as part of the URL IE https diimsxt pws gov nt ca 4 Menu Bar Links a The Remote Assistance and Records Classifier Reports links will not work as they are linked to internal GNWT websites that only accessible within the GNWT network a Norftywest Welcome Patrick Bisaillon A fr y oe 0 Sg g L Search DIIMS for fed Page 110 of 116 eEDIIMS END USER TRAINING _ DIIMS has an offline feature that is available mainly for DIIMS users with laptops The purpose of this feature is to enable access to offline content stored within DIIMS for employees who may need access to save access and update document
25. local or shared network drive Email Link Will generate an email with a link to the selected document Collect Adds the selected documents to a collection Table 2 6 Bulk Commands Type Name Options e my first document amp Training Checklist Add Version Copy to Browse Livelink Categories Original Destination Es Inherit RM Classification Copy Reset Cancel Figure 2 15 Copy Folder window Page 30 of 116 a 4 Summary In this module you learned how to manage and share corporate information by Create folders add document content by creating new documents text documents importing external documents and importing emails Save existing emails to DIIMS Add attachments from the DIIMS repository to emails Save emails upon sending Classify emails to the DIIMS upon send Move items using the Bulk command Page 31 of 116 Module 3 Working with Your Documents OBJECTIVES Information stored in DIIMS may be accessed department wide DIIMS functionality provides business users with the ability to limit access to information they are responsible for Permissions to folders and items may be applied to individuals and groups on an as needed basis This function enables business users to share information responsibly and efficiently while they perform their daily tasks In this module you will learn to Control access to your information Mo
26. may be accessed from 3 interfaces 1 Internet Explorer WEB A web content based interface that provides users the ability to manage corporate information records and web content contained in DIIMS DIIMS Enterprise Connect A network directory interface that offers business users the Windows Explorer Extension ability to access and manage documents through their corporate network folder structure and from the DIIMS repository P Enterprise Connect The MS Outlook interface provides the familiar email interface to ar Outlook Extension access and manage information through DIIMS Page 7 of 116 a DD 3 Launching and Logging into Web Interface Internet Explorer Launching the web interface is the same as launching a Web page simply launch Internet Explorer IE from your desktop and enter the URL to the GNWT DIIMS site To launch the GNWT DIIMS website for the first time Click the IE icon on your desktop t automatically launches the DIIMS website http diims pws gov nt ca DIIMS uses your desktop credentials your username in DIIMS will appear as loginname The GNWT DIIMS Enterprise Workspace appears a omr att rl w E DIIMS Digital Integrated Information Management System parade te G G w w Q S B Uy Content Manage Accountability Collaboration Information Governance Hi Shubhdeep this section is customized to help you cavgate within The OIS Service Desk should be the first point of cont
27. menu for those who have Edit permissions to the document Adds a reserved check mark icon beside the document s name and Adds Reserved By and Reserved fields to the Properties gt General page g Reserve My Test Document Name Reserve By Option My Test Document pbisaillon22 PWS Corporate Services Records Classifiers MCA03 Corporate Affairs Classifiers PWS09 Corporate Services End Users Download document to local drive Submit Cancel Figure 3 14 the Reserve page Page 43 of 116 ao To Reserve a document 1 Navigate to the document you want to edit and click on Functions gt Reserve he Reserve page appears If Reserve does not appear on the menu you do not have Edit permissions 2 Select the user or group from the Reserve By list 3 Click Submit DIIMS reserves the document and a Reserved check mark icon appears beside the document Only you or the group selected in the Reserve By field of the Reserve document may Unreserve the document 4 2 Unreserving Documents Unreserving a document 1 removes the reserve from the document to allow edits by other users 2 redisplays the Reserve Add Version and Edit commands to the Functions menu removes the Reserved check mark and 4 removes the Reserved and Reserved By fields in the Properties gt General page Oo To unreserve a document 1 Navigate to the document you want to unreserve and click on Func
28. network computers and FTP sites roa i DIIMS a Adobe Reader 6 ie Microsoft Office Excel 2007 ley Microsoft Office Outlook 2007 try Microsoft Office PowerPoint 2007 r Microsoft Office Word 2007 Aii Softerra LDAP Administrator 2011 1 IMS WIP i existing document 8 ldapadmin 4 5 10629 0 x86 eng Livelink Demo Migrated Test E untitled untitled lEn untitled D windows Media Player Figure 6 9 The Drag amp Drop page Page 92 of 116 a a 10 Searching for Information To search for information you need to specify criteria such as author words and context in the Search bar Indexing information enables the system to identify and locate the documents that match the specified information The information displays in the Search Result list 10 1 To perform a search from Windows Explorer 1 Activate the DIIMS menu by clicking anywhere within the DIIMS node 2 Select DIIMS gt Search gt GNWT Search from the main menu DE a je File Edit View Tools Refresh H Preview Refresh Search GNWT 3 Libraries Documents a Music Offline gt fo 1 Search GNWT 3It 2012 12 8 It Manage Plug Ins 8 It Search gt Dms Size Modified File Type t Pictures Videos 3 Options jE Computer amp Local Disk C G amp P pbisaillon ykpws pws_usr G S PWS Corporate Services ykpws pws H G PWS Share ykpws pws E G GNWT Share ykKGNWT J G RIM
29. sufficient permissions and unreserved when the new version is ready to be uploaded Page 37 of 116 S 3 1 Editing MS Office Documents When you open a document to modify it online the edit process automatically reserves the MS document for editing opens a copy of the most recent version and saves the newly edited document as a new version 3 1 1 Editing documents online To edit a document online 1 Click Edit in the document s Functions menu or click Edit in the Quick Access commands Detail View hy Copy By Move Delete BI Zip amp Download Zip amp E mail Se Print Collect C Type Name O Q 6010 Folders O Documenti doc J Add Version Edit Rename Edit Open Download Add to Favorites Figure 3 5 Edit in the Quick Access commands 2 Alternatively you may open the document for editing from within the document s View as Web Page or Properties page 3 Itis recommended that you save your document at regular intervals while you are editing 4 Tofinish the editing session save and then close the document by closing the document window click the X in the upper right corner Page 38 of 116 _ 3 1 2 Editing Documents Offline DIIMS enables users to download a copy to a local drive for editing in the offline mode Once editing is complete the document may be uploaded to DIIMS as a new version Edit a document offline when you want to save a copy t
30. the Save Search Query page Wane eroe SSS 5 Click Add The query appears in the folder See Figure 4 8 It also appears in the My Queries tab of My Reports See Figure 4 9 Browse Drag amp Drop ah Copy Move X Delete 3 Zip amp Download Zip amp Email a Print Type Name r developing a training strategy livelink exercise Q Invoices 2010 2010 fiscal year Figure 4 9 The Query Page 61 of 116 Qe greats a Sontiaure E Ete ue Tabs Organize El My Queries El My Snapshots E LiveReports Type Name Modified Q documents 10 05 2010 10 13 AM Q Ewind docs 10 04 2010 04 01 PM Figure 4 10 My Query in My Reports 6 2 Saving Snapshots To create and save a snapshot 1 Generate a search 2 Onthe Search Results page select the Include check box beside each search results you want to add to the snapshot 3 From the Select Action dropdown list select Save Your Results The Save your Snapshot page opens More Results Results 1 to 10 of about 225 sorted by Relevance E Select Action F Select Action Ul Apply Hold Add to Collection a h in f Assign Box 83 2 Items Admin 10 05 2010 F Assign Locator Assign to Transfer Borrow Physical Items 83 1Item Admin 10 05 2010 pj Return Physical Item l Apply Classifications Print Remove Hold E Request Physical Items Records Management Metadata Save Your Results e
31. using the external site but there are workarounds for them Internet Explorer Chrome and Firefox can be used to access the external site on Macs PCs and mobile devices 1 Drag and Drop functionality a The Drag and Drop functionality has not been enabled on DIIMS External b You are able to add individual documents by using the Add Document function 2 The Edit function a The edit function is available if you are using a GNWT issued computer If you are using your personal computer the Open Text Office Editor software will need to be installed This is a small application and will not affect any applications on your workstation Once installed you will be able to click on edit from within the internet browser b These are only available to download when you are not within the GNWT network i Windows 64 Bit Office Editor Download li Windows 32 Bit Office Editor Download c To edit documents without the Office Editor client i Select the Download option next to the document and save it to your computer li Open the file on your computer and make edits to your document s After completing the edits save the document and close lil To upload your updated document in DIIMS follow these steps 1 Browse to the document in DIIMS and click the corresponding function drop down button m test G Copy By M Download Type Name Open E test View as Web Page aop Bm
32. when all rights have been assigned Page 36 of 116 tC 3 Modifying your Documents DIIMS tracks the development of documents and other items saved to the DIIMS Repository through the version tracking process Each document s editing session is saved as a new version Please refer to section 4 Document Versions The first time a document is saved to DIIMS as a new document or as an imported existing document it is saved as version 1 Subsequent on line editing sessions are saved as new versions the most recently added version being at the top of the list and with the highest version number KJ See Figure 3 4 Only the latest version can be modified The older versions are read only Version File Name Size Created Created By 3 testi docx 22 KB 2013 08 07 16 26 Shubhdeep Maitra 2 S 22 KB 2013 08 07 16 25 Shubhdeep Maitra 1 testi docx 21 KB 2013 08 07 16 14 Shubhdeep Maitra Figure 3 4 Standard Version Properties DIIMS provides two methods to edit documents 1 Edit online Enables you to access and edit the document directly from the DIIMS Repository This method is available only for MS Office suite applications The item is automatically reserved during editing other users have read only access 2 Edit offline Enables you to download and edit a document while it is a work in progress after completion it is uploaded and saved as a new version The item must be manually reserved provided the author editor has
33. A intemal Access Form Wy Borrorems ters O teing Bin Here are some quick tutorials on some of the functionality within We are continually updating the DIDAS training guide along with Here are some useful GNWT links If you have any suggestions DEMS Creating tips amp tricks If you have any suggestions please email the please email the QIMS Service Desk OOMS 5 et End User Chassifier DEMS Guides Tips and Tricks Links Sharepoint Sites K Ahna to Favourites Be paas Fie 3 End User Guide T sors Is to DOMS Breo renon Dig Whe sacing Pemssors 2 ind Usm BAGS D Creating DEMS Shonas O Prosiesat 90 Page 107 of 116 How to Logout 1 Click on the Log Qut link displayed next to your name on the DIIMS banner and this will log you out of DHMS External Welcome Patrick Bisaillon amp N ag y Q i ie 9 e Enterprise Personal Tools Admin 2 Search DIIMS for fed 2 After 20 minutes of inactivity the system will automatically expire your session and log you out of DIIMS External and re direct your browser to the login screen Session Expiration Waming Your session will expire in T seconds Click on OK to continue your session 9 Nowemitories Conodo DIIMS External Access User has signed out Go to Sign In page Copyright 2014 OpenText Corporation All rights reserv ed Figure 2 DIIMS External Logged Out Page Page 108 of 116 Functions Not Available There are a few functions that are not available when
34. B E Sent iims Perry Iatridis RE Disable Microsoft Upload Center Fri 2013 02 41 12 KB Deleted Items 58 AVG AYd WY 00 8 H4 H a QO Found Junk E mail tes Outbox D D RSS Feeds D Fe Search Folders 4 Spam Mail Approved Sender List 4 DIIMS a E cnwt gt gf Personal ServiceKeeper Notification 4 Favorites gt ER _Forms amp Workflow Templates v dmworkflow gov nt ca This message was sent with High importance E iq s4 F z Sent Sun 2013 02 17 11 42 PM 3 Online with Microsoft Exchange Figure 6 23 select the items you want to copy or move emails or folders 6 Inthe Select Destination dialogue box specify the location where you want to copy the items You can also use the search bar to search for the folder Page 101 of 116 ee Sr a Enterprise Connect Bulk Copy Mc 2 yew DIIMS gt GNWT gt Fa ITI Implementation EG DIIMS EE anw H Personal EB Favorites 2 _Forms amp Workflow Templates _My Shortcuts _My Virtual Folders 2013 ITI Implementation Hig Batch Labels Hf Livelink Reports Transfers 1 E E E EE EE Enterprise a History Figure 6 24 Bulk copy move folder structure in Outlook 7 Select one of the following options e Copy Creates a copy in DIIMS e Move Removes the items from MS Outlook Page 102 of 116 Using the DIIMS easy access pane in Outlook to move emails To d Inbox Sh
35. CS need access to certain folders or documents The DIIMS team is continually working with GNWT employees and with the vendor to improve the interaction with DIIMS Please feel free to email any suggestions feedback or comments to the DIIMS Help Desk DIIMS Support Documentation The training guide is available online along with any other support documentation that has been developed Please follow this link http diims pws gov nt ca gnwt llisapi dll open 11201325 to access the documents We are continuously adding Tips amp Tricks along with bulletins and other informative information to this location OPENTEXT Content Server Enterprise Personal Tools Admin Search DIIMS for Enterprise _GNWT a _DIIMS Documentation Content Filter E Copy Wy Move 3 Ddete BS Zip amp Download Zip amp E mail Email Link More P pe he Type Name Size Modified Created By j 3 Items 2012 05 14 09 36 Patrick Bisaillon DUMS HDS Senes ES sishs H Ba Folder View E DIMS Tips Series DIIMS Training Guides 8 Items 2013 02 07 13 55 Patrick Bisaillon Content Type Es Copy j Move Ddete e5 Zip amp Download Zip amp E mail Email Link More Page 117 of 116
36. Create new email folder command 5 Fill out the profile form and click Add t appears in the list and can be selected as a destination Page 99 of 116 Add Folder Name Description Type Security Clearance Level Inherited Classifications Classifications Categories Create In 2011 Meetings E Folder 20 UNC Fa GNWT Public Works and Services P W50 0 35 01 DIIMS Systems Development Classify B Departments 0510 35 01 DIIMS Systems Development Browse My Tree a SO Elector Dopuna Managemen Serle EDMS OS06 S040401 Hummingbed DH Planning Ha H A i Piang fa GIDEA DOS Speen akopa i ey Eras Cg S001 Meetings E p CSCC Hsi F Manageng Elect Flaccnde E Ce I AIMS Tirra Gee Proce Bal DT ARS Finga Bi EA Trara a DS 051M 20 DMS Trang Hesia o 0615 26 01 FMS Implementation Gara amp Se Pe AIMS Firg Hi hehe ater r amp 01S 243 DMS opion a D S010 Adves aed Acsntance t o CGA ARS Liter E CTT AIMS Haranas Horava E 2703 DAS Laser ED DS 30 0 AHE Thea Haiene a po aA FMS Daia Importing DS AHNA AMS Feeports Listing B AKEHE AIMS Cpt Reece E 5 AH AHSAN Dalahaae Maniere Figure 6 21 New Email Folder profile form 12 4 Moving Emails into DIIMS Emails can be moved from your Inbox Sent Items and folder hierarchy within Microsoft Exchange and from PST files There are two methods that can be used to perform this acti
37. INTO THE DIIMS INTERFACE WINDOWS EXPLORER ccccccccccccccccccccccccccccsccccccccecs 84 2 NAVIGATING THE DIIMS WINDOWS EXPLORER INTERFACE cccccccccccccccccccccccccccccccccccscccccecs 85 2 1 IDENTIFYING THE SCREEN COMPONENTS OF THE DIIMS INTERFACE sceccecceccscesceccececeacecceacecceccccecsessesseacs 85 3 ACCESSING AND ADDING INFORMATION WINDOWS EXPLORER ccccccccccccccccccccccccccccscccccces 86 4 USING THE FUNCTIONS MENU WINDOWS EXPLORER cccccccccccccccccccccccccccccccccccccccccccccecs 87 5 VIEWING DOCUMENTS FROM MIS OFFICE ccccccccccccccccccccccccccccccccccccccccccccccccccccccccscccccecs 88 6 VIEWING DIIMS ITEM METADATA cccccccccccccccccccccccccccccccccccccccccccccccccccccccsccccccsscccccecs 89 7 FADDINGINFORMIATION iscccdedescatcasicandecascstsesimousdasasectsasimeusdennicaesenieewsdecnsectseniecudcnateas 90 7 1 ADDING FOLDERS amp EXISTING DOCUMENTS cccccccsccacscscsceccccceacacacsceceseceaeaeaeacsceceseeeaeaeaeacsseseeeaeataeaeaesceaeaes 90 8 ADDING EDITING DOCUMENTS FROM MS OFFICE APPLICATIONS ccecceccsccscccceccecceccecceccecees 91 9 IMPORTING ITEMS USING DRAG amp DROP ccccccccccccccccccccccccccccccccccccsccccccccccccccccesecececes 92 10 SEARCHING FOR INFORMATION ccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccscccccccececs 93 11 SAVING YOUR SEARCHES LOCALULY sic vcceccicicsvicacscdevacdcewsdevesddatascceswdendscdevonceusbdevesdscbascowss 94 12 MANAGI
38. Menu Adds documents folders or other items 7 Content Pane View contents of selected folder from Folder pane 10 Property Tabs View information of selected item in read only format Table 6 1 methods to access information F older Structure Access information from the folder structure ce C fa a S gt Enterprise gt _ r Public Works and Services gt Corporate Services gt v Search Computer t GNWT Enterp GNWT PWS Public Works and PWSO9 Corp S 4 C p ae Preview Add ltem Search PwSO9 Corporate Serv Fe v Name f Size Modified Record Date Essential Official R L Libraries BS _Boxes 100 10 57201 0 EJ Administration flL 921201 0 sji Computer EJ Buildings amp Properties 291 9 21 201 0 Local Disk C E Equipment amp Supplies 361 9 21 2011 0 GP pbisaillon Qiykpws pws_usr G L Finance 381 INL 0 G2 PWS Corporate Services ykpws Hi Gj Human Resources Me ALL 7 G PWS Share ykpws Information Services 531 921 201 0 pei 4 ace a a Public Works and Services Records Man Okt 9 21 201 0 i ale ha B Records Management 341 9 24 201 0 G RIMS9000 i ykapp R thi Network at DIMS s w GNWT Wf PBisaillon Home Favorites 7 B Enterprise gt Ea GNWT Classifications F Physical Objects a Records Management A Searches Figure 6 3 Access Tools Page 86 of 116 ae 4 Using the Functions Menu Windows Explorer 4 1 To display the Fu
39. NG EMAILS WITHIN DIIMIS ccccccccccccccccccccccccccccccccccccccccccccccccccccccsccceccccens 96 12 1 SENDING AND FILING E MAILS cdccccasas ececslcdeseecednsessevebeceaeaddesvacedesedeuddseseeceberndes ubbeseueedevedeodd seeds vedeoedasenivs 96 12 2 ADDING DIIMS ATTACHMENTS TO E MAILS cccccecesceccececceccecceccececcecceccescescescencensenceaceaeeacesessessessessesaes 98 12 3 CREATING A NEW FOLDER WHILE SAVING EMAIL cccccccccccccccccccccccecceccescescescencesceaceaceaceaeesecsessessessenses 99 12 4 MIOVING EMAILS INTO DIMMS siiecssicceveiacssdcuedshsieasacasdecsweautvetaasied evacsesiaesecvsdacewcaideeiwaveducedsesisaevevsaveessaes 100 12 5 SEARCHING EMAILS IN DIIMS vasccavescascevecesccexesacetexesescuaxeveesaevesiadeaieeesatierseaxoabxovansaeveniminaiseaiedeaaeascesvewss 103 EXTERNAL DIIMS ACCESS ccccccccccccccccccccccccccccccccccccccccccccccccccccccces 106 TERNI OF USE iceiersccaciecne cccececccecsducamaubaesusunccesseswesesapewasesarerastuecseciennececas 106 HOW TO LOGIN oen EE EEEE E EEE E E 107 HOW TO LOGOUT cccsccascensecevecavevscsveccnesecsscntceceseasecucesveeswauespesueucnseusacnes 108 FUNCTIONS NOT AVAILABLE ccccccccccccccccccccccccccccccccccccccccccccccces 109 DIIMS HELP DESK SUPPORT cccccccessesesssssssncececccccceeeeeseesssssssseeeeees 117 Page 5 of 116 Oo N 1 Module 1 Overview of the DIIMS Enterprise Workspace OBJECTIVES DIIMS is an electronic content mana
40. Reports DIIMS end user guide H E DIIMS Follow up Projects 6 DIIMS Help Desk Emails E3 DIIMS Help Desk Videos F FF E3 DIIMS Knowledge Centre for Techn DIIMS Website Boardroom enquiry for Syse 85 Aepoy 4 Emails saved as docs ITI July2014 Emails Saved As Docs MACA July 2 Emails saved as docs PWS july 201 Emails saved without Metadata ENF a Emails saved without Metadata ITI H E Emails saved without Metadata PW ITI PLC projects John William Morison E MACA followup and reports 4 Lil ames Tannis Bain Fri 8 22 2014 11 48 AM Shubhdeep Maitra F Yes we have you booked for the board room September 23 and 24 v aS Windows Desk a E Connected to Microsoft Exchange M amp A 100 J Items 501 A Reminders 8 All folders are up to date Figure 6 25 Enterprise Easy Access Pane The DIIMS easy access pane in Microsoft Outlook enables users to view the folder structure and their contents conveniently in a separate pane within Outlook This enables users to refer to a document while reading an email without leaving the Outlook interface Users also have the flexibility of turning off the Easy Access Pane by checking On Off option on the top left corner as shown above Users also have the ability to move emails from Outlook to a DIIMS folder within Outlook using the Drag and Drop method Note Using the drag and drop
41. S9000 ykapp R P 11103494 diims pws gov nt ca diimsdav nodes Si Network DMs E cnwt Figure 6 10 Advanced Search Enterprise Connect 3 Enter search criteria and click Search Advanced GNWT Search Search Templates Advanced Options Full Text Look For All Words v Modifier lt None gt Within All v aj o Full Text a o System Attributes o Categories o Classifications o E mail System Attributes Additional Attributes v 2 Object Type Email 8 amp Created By PBisaillon B Modification Date Past Week v a o Physical Item Types o Physical Item Attributes o g o Records Management Attributes o Location Figure 6 11 Advanced Search page 4 Your results display in the Search Result window Page 93 of 116 ao 11 Saving your Searches Locally Once you have located the information you were seeking you can save the specified search locally on your workstation for future use DIIMS saves this search as a query which can be re used Each time you click on the query a new search is generated based on the saved criteria an updated search result is provided 11 1 To save a search as a query 1 Generate a search 2 Inthe Folder pane expand Searches gt Search History 3 Select the search that you want to save and right click on it to display the context menu 4 Select Save from the context menu The Save Sea
42. SC SSS 5 Accessing and Adding Information There are several ways to access and add information within DIIMS See Figure 1 3 1 Search Bar Searches for information in DIIMS See Chapter 5 Searching for Information 2 Drag amp Drop Tab Imports information into DIIMS from the desktop by dragging and dropping into the window See Chapter 2 section 2 3 5 for more information 3 Multi select Allows users to copy move and send email links for multiple Operation Bar items by checking the boxes beside the item names ES Add Item Bar Adds documents folders or other items 5 FunctionsMenu Displays commands that can be performed on the item Displays Displays commands that can be performed on the tem that can be performed on the item Quick Access Edit Open Download These commands are only listed if the Commands user has the specific permissions to perform these operations View Filters and View Filters filters items by selected criteria or search words Go To Go To allows users to move to the next page or to jump to a Table 1 2 methods to access information Figure 1 The GNWT Enterprise Workspace Enterprise Personal Tools i Enterprise GHWT PAS Public Works and Se PAWS09 Corporate Service Information Services 8010 Department Informa 6010 55 GNWT Systems Search DIIMS for Content Filter By copy Mwe Delete EI Zip amp Download J Ema Link l Colec
43. Search Bar The fastest way to search for information is with the Search bar located on the top right of most pages The Search bar provides several tools to refine your search parameters See Table 4 1 5 Search DIIMS for so a Search type Full Text ai Slices Enterprise ad Mode All Words I Modifier None w i Object type F Everything s Created by Gj Anyone w Last modified Eg Anytime kai zi Adwanced Search C Figure 4 1 The Search Bar To search for information you need to specify criteria such as author words and context in the Search bar Indexing information enables the system to identify and locate the documents that match the specified information The information displays on the Search Results page See Figure 4 3 2 1 The Search Bar Search Type Defines the type of search DIIMS performs See Table 5 2 Select Search Item Type Refines the search by application type and objects containers See Table 5 3 Le Select modified time period Refines the search by date last modified Select Search Slice Refines the search by location in the DIIMS Repository See Table 5 4 Search text box Text field to enter specified criteria such as keywords Use operators to define the scope of the search See Table 5 5 Table 4 1 Search Bar Tools Page 53 of 116 _ 2 1 The Select Search Type Filter Search Type Action Result Search DIIMS for Locates all information containing the specified criteria ver
44. The DIIMS window appears S DIIMS GNWTAGNWT Enterprise Training FolderWemo Test File Edit View Favorites Tools DIIMS Help Back P T i Search Wey lens Address Ea DIIMSIGNWTIGNWT Enterprise Training Folder Demo Test Folders x E Desktop E B My Documents E y My Computer a My Network Places a Recycle Bin 5S boms emt Favorites D GNWT Enterprise Eg PWS Public Works a 3 5 PWS09 Corpore i Ee Boxes E E Information 0 Training Folder E Demo Test ai Physical Objects E pSlassification A Searches gt Seles r g Go l Preview Add Item Name __ Bear Facts April 8 2011 Document2 docx 8 Document3 docx __ Form NWT 2564 __ Form NWT 2564 2 News Release 5 000 Aviation Career Development Program Scholar i R bih __JREMNNDER Your Password Expires in 15 Days Test Nabih lt Docun ent docx Name Document2 docx Description Created 2011 04 08 10 29 4M Created By Rabih Elhoss frabih elhoss lt S Modified 2 4 8 20 1 4 8 20 1 4 8 20 3 4 8 20 3 4 8 20 3 4 8 20 1 4 8 20 2 4 8 20 1 4 8 20 Type Size Display Modified Owned By General View Specific Audit Categories Classifications Holds Figure 6 1 The DIIMS interface Mv Record Date Essential Official R Sta Document 9 62 KB 9 859 bytes ist O Featured Hidd
45. UNC C Save AX Nen Document ca Name Test Document Save as type Word Document docx j Figure 6 8 Save As page from MS Office 6 Click Save The new document is saved to DIIMS Note It is recommended that you save your document at frequent intervals during the edit process Page 91 of 116 a 9 Importing Items Using Drag amp Drop The drag amp drop function provides a quick way to add several items from the network shared drives and local drives to DIIMS 9 1 To import multiple items with Drag amp Drop 1 Ensure the items you want to import are located on your computer desktop or that you have DIIMS open on your desktop 2 Navigate to the container in DIIMS into which you want to import the items Drag and drop the items from your computer desktop or folders into the chosen container in the DIIMS repository See Figure 2 20 Address B Desktop Folders E t My Documents 4 My Computer Se Local Disk C1 4 3 DYDICD RW Drive D E k My Network Places g Recycle Bin DIIMS w GNWT Favorites EJ GNWT Enterprise 3 E PWS Public Works 5 PWS09 Corporate Services E Information Management Servic g5 Rabih Email Folder Bil Physical Objects A Classifications a rabih_elhoss Home A Searches C IMs WIP Help Search ar Folders Ez x Gm Documents ro My Computer a My Network Places g Recycle Bio Internet Shows shortcuts to Web sites
46. ace Anne Esteban H Make Rendin i Batch Labels Ge Open ot Emad Print ED Corporate Information Management Reorgan ae ERPS snr SSMS Verena Central E ere E TEDAR Irepleenentation Task Zip amp Downicad a ea a i ST DOMS Account RemovalRequen F OB Lvetnk Heports pat DOMES User Request Fea ap Bimal i E My Workspace Annie Esteban Heme gt C hy Shut Ted o amahan E objects selected Add hemi t Properines t c You can add a variety of documents to a Collection and then download that collection offline DIIMS will download an offline copy of each document within that collection this can be done on the web IE adding documents to a collection Fee Edt View Tock OMS Help 5 Preview Refresh Add kem coin My Anae pe w Computer Name See Mod fied FileType Crested By Offline My Shortcuts a 012 12 streck Ba io O Network GF My She L 212 12 Prick Ba M ND My Vetus Folden h 2312 12 Patrick Ba No oms OF IT Repons ORCS Folders k MUA Patrick in No E onwt El WIT Regions Clones k 1341 Patrick Bi No GNW P Personal Personal Deci SL 213 0 Open g My Viorkipace B Temp Location Th 13 Be PEA D Favoenes W Unknown MimeTypes a3 M1247 c LD Forms amp Wertflow Temgletes W Agert Reporting atss 1 MiA xis WD LW deta A My Does Today i 2012 12 Reneme By Forms amp Werkliow Templates A My Stuf Todey 1S DUN B Personal Docs Bure of Loge 12 1 Add to Fovcenes I PO Teck 15 DLN Copy Bg Records Anahat Repor
47. act for amy This section has links to records management functions for cv DEMS and tind your content DBMS retated risers Chis sdiers and coordinators Links OGMS Reports Contact iefarmation Support Links RM Links Guides y Orpartmeet Peidro 1 My Receet Ders Pa 190 8 a DEMS Alerts t Clrtefies Regan T Records Classifier Guide T My Faveurdes a My Recert Emak B DMS Egri ta B Remote Acpstence Request a Search Labels GNAT ARCS Fescnsl Wortusne Ny Revert Folds DMS Service Desk irto search Isaratess sais Sencha wy Drvion s PED View Open Tickers 14 Borrowed ems Q thani Search Uyn Dranna s erent bolders P Fremal Arees Form a Recycling Bin DIIMS Tutorials Training Guides A Eee oo e are some qk tons on some ol the furhonalty wth Wie are continuity updating the OEMS traning gud along mth Here are come uvelud GNT inks E you Barer any suggestion ag te F you have any suggestions please emai the please emal the OIME Service Desk End User Ome Hi rsdnstofevcunte M How to ceste volume Guides Tips and Tricks Links Sharepoint Sites a Adim Ferman Bi tion te estes Istar T End User Guide 2 Seong Emash to DEMS g Phone Drectory ER hs Diete 22d Retre tem D End ter Fags 2 Creating NEMS Sheets A PeegieSch am Bhs How ts Perform a Seaoch External Access Guide Working Ottine w SAM Lands i How to seve emelt in Adverced Search Ber uere Sang from Adobe Acuotat A GNWT Homepage f MALA Figure 1 1 GNWT DIIMS Enterp
48. are Download and Open Opens or downloads the selected version View as Web Page Displays the version as a Web page Lock Locks the version from deletion Changes to Unlock function Print Prints the document version Zip amp Download Zips and downloads the document version Delete Deletes the specific version of the document It cannot be retrieved The Delete command is not available for locked documents or for documents referred to by a Generation Users must have Delete Version permissions Properties gt General Displays the General tab Lists document properties Properties gt Specific Allows users to limit the number of versions created which will keep only X number of the most recent versions Properties gt Categories Lists custom attributes for this version Properties gt References Lists Generations that refer to this document Table 3 2 Version Function Menu Commands My Test Document General Specific Categories Classifications Version File Name 2 My Test Document xlsx a l1 My Test Document xlsx Open with Brava in New Window J View as Web Page Purge all versions except the most recent 1 Add Rendition Print Print in Brava Zip amp Download Zip amp E mail Delete Properties More Figure 3 18 Version Functions Menu Page 47 of 116 _ 6 1 Limiting versions By default DIIMS stores an unlimited number of document versions However the System Administrator may set a syste
49. cation W Show Selected Facets 7 Show Location Column S Categories Edit Change location to your A Create In GNWT Browse Content Server personal workspace Figure 5 8 Add Virtual Folder 6 Click Add Page 77 of 116 oo ele 6 Creating Shortcuts Shortcuts are hyperlinks to an original item that when moved to another location will still point to it See DIIMS Tip 02 Shortcuts provide many advantages Easy access to items located in the DIIMS repository Many multiple shortcuts pointing to the same item can exist Automatically opens the most recent version of the document To add a shortcut 1 Click on the Functions menu for an item for which you want to create a shortcut and select Make Shortcut CLM EC Reference Guide for Power Users doc Item Enterprise GNWT Training Training Material Manuals Power Users CLM EC Reference Guide for Power Users docx Version 3 Categories Create In Power Users Figure 5 9 Add Shortcut page 2 Verify the information in the field C Name Displays the name of the item Displays information pertaining to the item Displays the item s path if itis blank click Browse DIIMS gt select Shortcut Item gt navigate to the item and click Select Enter a category if one has been defined Create In Displays the folder path in which the shortcut resides Shortcuts should be saved within your personal workspace for easy a
50. cation is where you want to create the URL item 8 Click Add to add the URL pointer Page 80 of 116 9 Configuring your Personal Settings The Settings function in the Tools menu enables you to modify how you work within DIIMS you may modify how the page displays information and navigates and change the page color Tabs Default Start Page Controls which page appears when you log in Enterprise Workspace My Workspace or About Content Server Show Item Description on Detail View Check to display item description on detail view by default Navigation style Choose hyperlinked or drop down list New Indicator Duration Choose the number of days you want the New indicator to appear beside the item Modified Indicator Duration Choose the number of days you want the Modified indicator to appear beside the item Enhanced Keyboard Accessibility Enables keyboard functionality and disables ava dependent commands Mode Sidebar Location Enables positioning the sidebar to the left or right of the main page Show Sidebar in Browse Enables viewing sidebar which contains content filters for search Metadata Language Colour Controlled by the system Defines alternating rows in different colours Default Period From Displays the time period for discussions to appear Default View Choose either Nested or Report view Filter Preference Choose Topics only Unread only or All Posting Preference Toggle from Use Content Summa
51. ccess 3 Click Add The new shortcut is added to the selected location A shortcut icon appears beside the item name Detail View Zip amp Download E 7 Category Count Document per Policy E re Pes Figure 5 1 0 Shortcut icon beside the item name Page 78 of 116 ee 7 Short Links Short Links are short URL links to items within the DIIMS Repository The link automatically opens the most recent version of the document Any modifications made to the item by users who have Modify permissions will be seen Short Links are used to e mail a link to a DIIMS item or to copy a link to the item into documents or e mails Short Links provide direct access to the item without the extra characters and path information normally found in the Internet Explorer address bar A short link appears as Ex http diims ows gov nt ca gnwt livelink exe open 122662 To create a Short Link 1 Locate the item for which you want to create a Short Link 2 Select the Functions gt Properties gt General tab 3 Select an option in the Short Links drop down list 4 Click OK Ratings Records Detail Display Modified Owned By Short Links Best Bets Expiry Update Reset Figure 5 11 Short Links drop down menu References i WebDAV KReference E Document 80 00 KB 81 920 bytes List Featured Hidden 25 09 2008 01 41 PM Adam D Minton E mail the Froperties short link E mail the Propert
52. ctions My Favorite Collections Type Name a Test a Unknown MimeTypes Figure 5 6 Collections Tab Web Interface Page 76 of 116 ee 5 Creating Virtual Folders Virtual folders allow you to store shortcuts to items in DIIMS These shortcuts enable you to quickly and easily access the original Content Server items Unlike collections virtual folders are dynamic and are always updated with current information To create a Virtual Folder From Web interface only 1 Launch the GNWT DIIMS web site 2 Navigate through the Enterprise Workspace folder structure to the folder that contains the information you want to save as a virtual folder 3 Select one or more filters for the folder 4 Select Save as Virtual Folder from the Dynamic View bar above the contents pane Save as Virtual Folder Remove all filters Ry Copy Wj Move Deete BI Zp amp Download Zip amp E mail EmailLink se Print Colect E Type Name Size Modified Location nH amp My Word Documents 9 11 01 2012 01 49 PM ay shubhdeep maitra Home Gy Copy By Move 3 Dette 6j Zp Figure 5 7 Save as Virtual Folder Zp amp Emai Emallink lt Prnt i Collect 5 Name your virtual folder Change the Create In location to your personal workspace ia Add Virtual Folder New Virtual Folder Name of folder here BS virtual Folder Select Icon Selected Location E enw Selected Facets Owner TBelton Show Selected Lo
53. dify your documents online and offline Reserve and unreserve documents Create versions Manage versions Create generations Page 32 of 116 ool 1 Managing Access to DIIMS Information When working in a collaborative environment it is essential to protect the integrity of our corporate information to ensure that information is only accessible to designated groups and individuals and to track the development and evolution of corporate information For this purpose DIIMS provides several functions to manage the access and production of information Permissions Allows document authors to assign access control permissions to limit access to others Reserving Documents Locks down access rights to read only for others while one user modifies the document Notification and Advises users of modifications to documents or other items A trail of Auditing all activity on the item is preserved Version Control Creates a new document version with each on line editing session Limitations to the total number of versions retained can be set by the System Administrator Versioning Saves versions as Standard linear 1 2 3 etc or Advanced major minor 0 1 0 2 1 0 1 1 etc Add Versions with Drag Adds new versions to items using the Drag amp Drop feature amp Drop 2 Assigning Access to Your Documents Document authors may assign permissions to groups by assigning access permissions Groups may have different lev
54. e Search Results page includes Description percentage of relevancy Hit Highlights and storage location within the repository Standard The Search Results page includes Description links to activate the Hit Highlighting and Find Similar functions a More Info and Less Info option that displays the view of the Score Location and Summary Information Tabular The Search Results page displays in well defined columns like a Spreadsheet Web Search The Search Results page displays similarly to a regular Web Search The Themes pane displays on the right of the page Displays a preview page of each style Show Summaries Description Provides a dropdown list of options to display summaries and or options Show Key Phrases On Off option to display keywords in the document Result Fields Option to display Result fields includes number score MIME type Name Date Size and storage location within the repository Sort By Sort by Relevance Date or Size Number of Results Provides options to limit the number of results that appear per page Taiyle 4 7 Page Result Action My Preferred Style Displays the current style that is set for the Search Results page Classic The Search Results page includes Description percentage of relevancy Hit Highlights and storage location within the repository Standard The Search Results page includes Description links to activate the Hit Highlighting and Find Similar functions a More Info and Less Info option tha
55. e Shubhdeep Maitra Maitra PWS Corporate Services Lt Records Managers il Submit Reset Figure 3 2 Grant Access search window In the Assigned Access window click to display the user list The In the Grant Access to field search for the group name See Figure 3 2 Users are found by last name first name login name or e mail address Groups are added by searching for and selecting the group name If the search field is left empty a list of all users or groups is displayed in the Page 34 of 116 a 6 Check the Grant Access check box beside the user or group name to whom you want to assign access 7 Click Submit The name appears in the Assigned Access list 8 Inthe Assigned Access window click on the user or group name you just added The Edit User Permissions screen appears to the right of the access window 9 Assign access by checking the access check boxes for each type of permission See Table 3 1 Permissions A W DOMS End User FAQ Edit User Permissions Default Access User E Ainsley Zock patrick gisailon i A Access See DefaultGroup i ad w See Contents wi lt No Public Access gt 5 w Modify a El W Edit Attributes 4B 4 R Records Managers foe H Delete versions PWS Public Works and Services Coordinator E Delete pws Public Works andServices smc LI Edit Permissions rt H Upd Remov Res E pwsos Corporate Services Classifiers il Z PEEN stl e F
56. e Workspace Information may be organized in 2 workspaces The Enterprise Workspace and the Personal Workspace Information is stored in various formats documents folders hyperlinks and collaboration tools DIIMS users may view an item in read only mode using three different methods View as Web Page Open and Download DIIMS stores system attributes metadata item descriptors in the Properties tabs at the point of creation for each item Page 20 of 116 ee Module 2 Adding Content to the DIIMS Repository OBJECTIVES A central repository enables business users to share corporate information with designated groups or individuals within the organization from one central information repository This approach preserves document integrity and facilitates information retrieval collaboration and information management In this module you will learn to Add content to the DIIMS repository Create and add folders Create and add MS Office documents Import existing documents Add emails to a DIIMS folder Move copy and delete documents using bulk commands Page 21 of 116 oo lm 1 Add Item bar Adding Information Adding information to the corporate repository in DIIMS is similar to adding information in the shared corporate folder structure navigate to the folder where you want to keep the item and then create it The new item will inherit the classifications and permission access from the
57. e and folder gt Search Dropdown Bar Displays the search tools and search parameters used to locate information in the DIIMS repository Search Field Entry field for search keywords Breadcrumb Trail Menu Displays a hyperlinked path to the current location in the repository Users may change the personal display to a drop down view Global Menus Displays the Workspace menus Tools and Help and a sub menu of commonly used items News Player Broadcasts information to designated audiences not shown Add Document Folder Enables a user to add documents folders and items if he or she has sufficient amp Item permissions Featured Items Provides easy access to folders and other items which have been promoted to the featured items area by the folder owner or administrator not shown Content Filters Displays information grouped by facets to allow for quicker retrieval of information 10 Page Filter amp Search Enables users to filter the display by item type or to search on a value 11 Displays the Type of application and the Name Size and date last Modified of the Oooo O O o 12 Lists item names in hyperlink format which can be clicked to open items for viewing Multi select Batch Enables users to perform document management functions on multiple items Operation Bar 14 Displays the list of operations that may be performed on the item Table 1 1 Enterprise Workspace items Page 11 of 116 __CCtititC UCOCtiC SS
58. e how many versions they need to keep by specifying the number in the Versions tab All older versions are deleted unless they are locked or have a Generation pointing to them To delete older versions simultaneously 1 Navigate to the document whose versions you want to delete 2 Select Functions gt Properties gt Versions The Properties page opens and the Versions tab is active 3 Inthe Purge all versions except the most recent field enter the number of versions you want to keep 4 Click Purge Versions DIIMS displays a system message confirming the requested deletion 5 Click OK DIIMS saves the specified number of versions It keeps all locked versions and versions that have Generations pointing to them General Specific Categories Category Audit Version File Name 3 My MS Doc saved from MS doc zl My MS Doc saved from MS doc sved from MS Office apolication doc Purge all versions except the most recent fi Purge Versig 5 Figure 3 20 Purge older versions command Page 49 of 116 re 7 Generations DIIMS enables you to manage a specific item version such as a final version by making it a Generation It provides unique functions that enable you to manage it in the same way as you would a separate document in that you may track the final version within DIIMS and identify it with a special icon 4 EE J ock the version to prevent further modification or deletion store
59. ee Table 4 4 Enter your search criteria either a word or a string of words See Table 4 5 Click Go or Enter on your keyboard The results appear in the Search Results page Only those items that you have permission to view display in the Search Results page See Figure 4 3 Ai Advanced Search Results es 0 to Paored by Reece Se Teg Soar hes Saat Cees Ste Searbh Fbrre 2 p Saed kin z Reeves d e Leea More Daa icine Piberg Saris a Fy ia PHIRI iNT i rid A a ac bair Secor eects ADL See ool ee Tracey Betton Theia i 4 Duresio tele OE rmpretation Directors ve ECraasar Fare ot Sl e PATO SS iw Tiere j y m soil etti eiei for our hee viet Gut Aibetiig Seat sala eee Soe DOG Bo Le oe het For bor bortom r Ye Gey Aiie iS ee 14 Lobedener eee tal Corer Eat MRT Deen Properti Aaa L y Leit 2 ert Lak T aie Se ho Lmt i monks 5 mt i mong Figure 4 3 The Search Result window Page 56 of 116 tc ll 4 Viewing the Search Result Page To locate the information the Search Results page organizes the search results in several groups Collect All Search Results Refine Your Search Save Your Search Change the Way Results are Displayed Relevance Sort Relevance Date size Figure 4 4 The Search Results Sort Options Select Action Select Action Borrow Physical Items Return Physical Item Apply Classifications Print Remove Hold Request Physical Items Records Manag
60. els of access permissions to the same document To assign access permissions 1 Locate your document in the folder 2 From the document s Functions menu select Permissions The Permissions window displays Permissions may already be assigned to groups and individuals if they were assigned at the folder level Page 33 of 116 Permissions 3 4 H DIIMS End User FAQ Default Access amp patrick Bisailon Do not make changes to the Default EB DefaultGrou Access section Users may end u restricting access for themselves Hg lt No Public Access gt ff PWS Public Works and Services Coordinator EB pws Pubic Works and Services SMe PWS Public Works and Services SMC H H Da i Sf PV SO9 CS Director E H Ainsley Zock B ny al Terry Kungl Done Figure 3 1 Document Access Permissions Permissions window appears results 5 Click Find A ist of names appears beneath the Find field amp Permissions A a DIIMS End User FAQ Grant Access to DIEMS End User FAQ Default Access 2 To grant access first find the users and groups you wish to grant access G Patrick Bisaillon H a z FT Find User Last Name that starts with maitra Find Le DefaultGroup x iiy lt No Public Access gt 5 Then click the Grant Access checkbox for the users and groups you wish to grant access z T Mame Last Name Department Assigned Access 3 a S S i
61. ement Metadata Save Your Results Physical Items Metadata Zip amp Download Zip amp E mail Figure 4 5 The Select Action Options 4 1 The Select Search Location Type Filter See Figure 4 4 1 Search page sorting options See Figure 4 4 Collect All Search Enables you to add search results to your collections Results Refine Your Search Enables you to redefine your search criteria It redisplays the search criteria in the Search page for edit and resubmission Save Your Search Saves the search criteria as a search query for future use Change the Way Opens the Display Options page to configure the Results are Displayed display options for the Search Result page 2 Select Action menu See Figure 4 5 Save Your Results Selects the results that you would like to save and the significance of the item to your search criteria Date lists the results by date S Size lists the results by size S Page 57 of 116 4 Search Filter Options See Figure 4 3 Creation Date Filters the search results based on the date that an item was created Modification Date Filters the search results based on the date that the item was last modified Created By Filters the search results based on the person who created the item Content Type Filters the search results based on the item type File Type Filters the search results based on the file format Filters the search results based on the from field of an e mail Email To Filters the searc
62. en 2011 04 08 10 46 4M Rabih Elhoss frabih_ elhoss v oe Provenance Ratings Records Detail 4 2 Expand the DIIMS gt GNWT folder to view the Corporate File structure Please refer to figure 6 1 The DIIMS folder contents display in the same manner as in the Network folder directory view 3 Click on a folder in the Folders pane to see the contents of the folder in the View pane Please refer to figure 6 1 Page 84 of 116 oo lS 2 Navigating the DIIMS Windows Explorer Interface This interface provides a one stop location to view GNWT information search for information and access various areas of the DIIMS repository and content in the network directories The same layout and toolbars that business users employ to access information in the network folder hierarchy are available in each sub level of the GNWT hierarchy Each individual user has the ability to view and edit items based on his or her access permissions 2 1 Identifying the Screen Components of the DIIMS Interface File Edit VBA AT evontes Cp Departmental Box Inventory Listings E 0620 30 02 DOM Help Desk ig COS Help Desk Reports 10 611 2013 S43 AM E Help Desk Emas fre From Modfed E 0705 2 Contracts 500 and Over E 10007 HRC E mail Folder E 2013 M Implementation C 6215 10 Records Management Advice E 6225 30 22 2005 Petroleum Prodwetp 2011 Amendments Co 6225 30 23 Procurement Shared Senici C 6255 2 Records Deshractions Eg 6255
63. ent existng LD New Microsoft Word 2007 vw tome Description Version Control Standard linear versioning Advanced major minor versioning Security Clearance Level 20 UNC Inherited Classifications 2 GNWT Public Works and Services PWSO0 6010 30 Systems Documentation UNC T Figure 2 5 The Add Document page with Existing selected Page 25 of 116 3 Complete the Add Document page Keep the default selection of Existing 1 Click Browse The Choose File to Upload dialogue box opens 2 Navigate to the document and click Open The path to the document appears in the existing document field 2 Enter the document name if you want to rename it e g Searching Statistics 3 Description Enter a description The information is indexed searchable which enables users to use the text as criteria for a search Version Control DIIMS creates a new version each time a document is modified Select Standard linear or Advanced major minor 5 Classifications This information should be inherited from the Parent Folder 7 Verify the location click Browse if you want to select another folder Click Add Adds a copy of the document to DIIMS Table 2 4 Add Existing Document Page 6 Categories This information should be inherited from the Parent Folder 3 2 Adding a New Document The Add Document function enables you to create a new MS Office document in DIIMS If you need to add a document other t
64. ent others from editing documents e Manage versions from the version s Functions menu e Limit versions to a specific number e Delete several versions using the Purge command e Create generations Page 51 of 116 Module 4 Searching for Information OBJECTIVES Locating and retrieving information quickly is essential DIIMS provides several tools that enable users to search the Repository quickly for their information An advantage to saving information to the DIIMS Repository is the capability of using asearch mechanism to query the Repository This ability saves valuable time and facilitates the processing of work In this module you will learn to Use several search tools to locate and retrieve information Perform a Quick Search Apply wildcard characters to define searches Refine searches using slices highlighting themes and display options Page 52 of 116 _ 1 Finding Information When information is stored in the DIIMS Repository DIIMS creates a full text index the DIIMS search engine gathers information analyses it and then stores the data to facilitate accurate information retrieval When you generate a search the system performs an index search on a document s textual content dependent on the file type discussion topics and replies news items and tasks adocument s metadata the document descriptors or properties such as the author s name creation date etc 2 Using the
65. entory Listings 18 Items 2014 02 27 14 59 3 _DIIMs Training Folder 8 Items 2014 10 17 13 28 BS 0520 30 08 DIIMS Help Desk 66 Items 2014 10 23 13 47 Figure 5 4 My Favorites page Web interface Page 74 of 116 S 4 Creating Collections Collections allow you to group shortcuts to items in DIIMS These shortcuts enable you to quickly and easily access the original Content Server items Collections also allow you to perform bulk operations on collected items You can collect items from the Workspace or from search results You may also identify collections as My Favorite collection for quick access To create a Collection From Web interface only 1 Launch the GNWT DIIMS web site 2 Create a search 3 From the search results page select the items you wish to add to your collection 4 Select Add to Collection from the Select Action dropdown list See Figure 5 5 More Result Collect All Search Result Results 1 to 10 of about 9327 sorted by Relevance __More Resuts Saves ae Common Authors m m E Select Action Author Rating a Include Select Action Adam D Minton Apply Hold z Add to Collection Assign Box cao Assign Locator Human Resources 61 1KB Include F aaj Assign to Transfer Common Locations Borrow Physical Items Branding Return Physical Item Product eat ee utions gt Bf Activeview 58 2MB 19 03 2008 Hit
66. erms of Use GNWT Employees 1 Must fill out a request form before external access is granted The form is accessible by following this url http diims pws gov nt ca gnwt llisapi dll open 15901240 2 Must ensure to logout of DIIMS prior to closing their internet browser when they are done using DIIMS External See page 3 for instructions 3 Must ensure that they have adequate virus protection on the workstation they are using to connect to DIIMS External GNWT employees can access free copies of Trend Micro for their home computers http www tsc gov nt ca pdis homeantivirus pdf 4 Shall not breach or otherwise circumvent any security or authentication measures IE provide their GNWT credentials to anybody else to use DIIMS External on their behalf 5 Will only save content to DIIMS that came from a trustworthy source and that can be opened by standard GNWT applications 6 Will not allow the internet browser to auto save their credentials P Do you want Google Chrome to Save password Never for this site 7 Have an obligation to protect government information and the integrity of government assets and will adhere to the following policies when using DIIMS External a Electronic Information Security 6003 00 26 b Management of Electronic Information 6003 00 20 Page 106 of 116 How to Login 1 DIIMS External can be accessed by visiting https diimsxt pws gov nt ca only from outside the
67. ervice Desk or your Departmental Records Coordinator can assist you in setting up favourites to departmental folders within the Enterprise Workspace How can monitor my usage e Employees can run the following report to monitor their personal workspace usage DIIMS Personal Workspace Quota Page 73 of 116 oo ele 3 Creating Favorites The Favorites tool is another way to organize information you use frequently The advantage to using the Favorites tool is the ability to organize your Favorites by groups which are arranged by tabs To add an item to your Favorites 1 From any page in DIIMS click the item s function menu and select Add to Favorites The item is added to Favorites ins Copy hy Si Delete Ba Zip amp Dow Type Name L My Exercise Folder Gr O E testing EI Configure EN ie Sei Copy Move Rename Add to Favorites 2 items Copy Move Permissions Print Set Security Clearance Version Control Zip amp Download Properties Figure 5 3 Add to Favorites Web Interface To view your Favorites 1 Select Personal gt Favorites DIIMS lists the items you have identified as Favorites Welcome Shubhdeep Maitra A r Q i DE Bf Enterprise Personal Tools 0 Search DIIMS for Go N My Favorites are 2 Sr ee nize Ball DIIMS Type Nare Size Modified E _2013 DIIMS Procedures 3 Items 2014 06 10 10 26 B _Departmental Box Inv
68. foBank_User_G 2 1 4 1 3 200 N 0 E An 173 200 IB_LBP 39265 w1 Chapter_9_ _InfoBank_User_G 2 10 6 1 3 200 N 0 E An 173 200 f IB_LBP 39298 v1 Chapter_10_ InfoBank_User 1 1 4 1 3200 N 0 E An 173 200 w IB_LBEP 51087 w14 Chapter_01_ _Get_Started_wi 2 I4 13 200 N 0 Aw 173 200 E IB_LBP 51131 v14 Chapter_02_ _Documents_an 5 14 13 200 N 0 A 173 200 IB_LLBP 51284 v12 Chapter_04_ _Retrieve_Infor 4 144 1 3 200 N 0 E A 173 200 f IB_LBP 51317 v15 Chapter_05_ _Manage_InfoB 2 1 4 1 3 200 N 0 AW 173 200 i IB_LLBP 51471 v13 Chapter_03_ _E mail_and_Inf 8 1 4f 13 200 N 0 An 173 200 4 mW b Files of type Al Word Documents 000 Open Open Local File Cancel Figure 6 5 MS Word Open Menu structure Page 88 of 116 Oo N 6 Viewing DIIMS Item Metadata An item s properties document descriptors are saved as metadata in the Properties page accessed under Properties in the document s Functions menu The tabs that display in the Preview pane are dependent on the configuration by the System Administrator and your permissions The item properties are accessible in two ways 1 From the item s Functions menu right click Properties 2 From the Preview pane A DIIMS GNWT GNWT Enterprise PWS Public Works PWSO9 Corporate Services Information Management TBR File Edit wiew Favorites Tools DIIMS Help a Q Back 7 J S p Search Key Sere Address F
69. folder level You may add items to the repository in several ways Add documents folders or other items separately Users must have permission at the folder level to add items Web Interface E eh Add Item Enterprise Connect Interface FPN issuseomsiensodngsrath o Add to the DIIMS upon sending an email 1 Windows Explorer Drag and Drop fom within the Enterprise Comectinerace Table 2 1 Methods to add information 2 Adding Folders DIIMS Folders that have a File Number in the name is managed by Departmental Records Management staff New folders can be created inside the managed folders E 6010 00 Poices and Procedures CJA E 6010 01 General aA E 6010 15 Business Continuity Plans RJA If a new file number is required contact your Departmental Records Coordinator A DIIMS folder performs in a similar manner to your network shared directories it is a container used to organize your information Permissions applied at the folder level are inherited by the items added to the folder However once added to the folder an item s access permissions may be modified on an individual basis by the item creator or those who have permission Users may add documents to a folder if they have permission to do so otherwise the Add Document function is inactive To add folders to DIIMS Navigate to the location where you want to add a folder Click Add Folder from the Add Item bar See Figure 2 1 DIIMS
70. gement system that stores and manages corporate information It enables the lifecycle management of corporate information from the creation to archiving or destruction Information stored within the DIIMS repository enables GNWT business users to access share search and collaborate on corporate information and thereby improving and facilitating employees to accomplish their work goals Access to information is predetermined based upon the corporate security model applied at the corporate file structure However authors may assign access to their folders and documents on an individual and group basis This module is an overview of the Enterprise Workspace for the DIIMS electronic Content Lifecycle Management system In this module you will learn to Launch DIIMS Navigate the Enterprise Workspace Access information in the DIIMS repository View the two types of workspaces Identify DIIMS items Access documents Understand the Properties page Page 6 of 116 ao 1 Introduction What is DIIMS DIIMS Digital Integrated Information Management System is a corporate GNWT wide solution that enables the GNWT to gain better access and control of its electronic information throughout the organization Document management is the first step in gaining better control of the GNWT s electronic information It will provide a means to timelier access to information and more efficient use of time and resources The i
71. go2 png E fal 2013 ITI Implementation EC 10 3 test document E 2013 MACA ee _J Edit function error from Web Shubhdeep Maitra Patrick Bisaillor 4060 65 Cards Telephone Credi FW Cannot Delete RM Classifications Patrick Bisaillon Shubhdeep Ma H E 5170 35 Leave Attendance k be 6 6215 10 Records Management Ad LFW EC 10 3 1 amp Adobe Acrobat Pro Errors Patrick Bisaillon Shubhdeep Ma 6 6225 30 22 2004 05 Petroleum Pro ER Help Desk Workflow Process vsd H E 6225 30 23 Procurement Shared S __ Policy and Procedure on the use of Perso 32 KB Shubhdeep Maitra Steve Hagerma 6255 20 Records Destructions CIRE Adding Opentext as a Trusted publish 197 KB Shubhdeep Maitra Patrick Bisaillor E 2 ee barras PA REER CIRE EC 10 3 Master Install List for TSC 135KB Shubhdeep Maitra Patrick Bisaillor E E 6255 65 Government of Nunavut M LIRE Missing files 160 KB Patrick Bisaillon Andrea Korpel 7315 28 Fire Protection JRE Open Text FAQ s Load Balancing 435 KB Tina Locke Setter Jeff Wowk H E Design Build Construction Contract _ 153 KB Patrick Bisaillon Andrea Korpel Ei Nectnictinn hina 2019 1 Files of type Al Files C v Inset as attachment x Open Figure 6 18 Browse Tree Folder Page 98 of 116 Message Insert Options Format Text EI Le A calibri Bo 11 Aa DES 35 s da d ge vt Ee Send Attach iui F gt eel pn ote B 7 U 72 gt An E Add
72. gues Only you and the System Administrator may access items saved to your personal workspace To access My Workspace 1 From the Global menu select Personal gt My Workspace or My Workspace from the sub menu of commonly used items My Workspace displays all items saved to My Workspace Enterprise Personal Too Ainin ai Search DIHS fe Del Fjer 76 the develogment eqnnomment for the mewes veron of DIHS Data amp pror bo Apri 11 012 Ay PBisaillan Home P Content Filter Erco yMove je Deste GS zoa Downad Ol Zo meres Leemi ink preg if coket gp Braval View i Corowa R add mem Dead By a My orkanue Ween A m amp amp Gs m amt FE penp ae Figure 5 2 My Workspace Web Interface The Corporate EIM Section has set a standard 100MB quota limit on the personal workspace for all employees The current average of employees using the personal workspace is 45MB s Based on industry trends with other similar sized organizations using an EDRMS system such as DIIMS the average personal quota sizes is set to 100MB s The 100MB limit will most certainly be sufficient to allow employees to save non business related information within DIIMS along with other items to personalize DIIMS There are no retention amp disposition rules applied to items within the personal workspace and the items are not accessible or shareable for business related reasons Employees must save all business related information to the appropr
73. h results based on the to field of an e mail Filters the search results based on the file size Table 4 6 Search Options 5 Search page Elements Indicates the relevance of an item relative to the specified search criteria Type Location Displays the location of the document in breadcrumb trail Displays a series of sequential links so that users can see where the current page or item is located within the site Summary Generates a synopsis of the document s content based on its location the surrounding structures of the document and the statistical significance of the words Functions menu displays the actions that may be performed on this item Table 4 7 Search Results page components Page 58 of 116 oo lS 5 Personalizing the Search Page Display DIIMS enables users to personalize the way the Search Page appears on their computer To modify the Search Page display 1 From the Search Result page click the drop down Select Display Style located above the right hand corner of the Search Results Then click Edit the Display Options The Search Page Display Options page appears Adwanced Search Search Tools nal Select Display Style al Search Layouts Relevance a Classic Standard Tabular Tabular Themes Right 86 21 KB pbisailon22 2012 0 web Search Wieb Search Themes Right Edit the Display Options 1 Click in the Style window to modify the appearance of the display See Table
74. han from the MS Office Suite you need to create it in the native format and then import it as an Existing document using the procedure outlined in section 2 3 1 Adding an Existing document To add a new document to DIIMS 1 Navigate to the location where you want to add the new document 2 Click Add Document from the Add Item bar See Figure 2 6 DIIMS opens the Add Document page See Figure 2 7 Note the default setting is for adding an existing document ee Add Item Figure 2 6 The Add Document button 3 Select the New document See Figure 2 7 Page 26 of 116 Microsoft Excel 2010 Document Microsoft PowerPoint 2010 Existing microsoft Project 2010 Browse Microsoft Visio 2003 2010 New Microsoft Word 2010 Description Version Control Standard linear versioning D Advanced major minor versioning Security Clearance Level Classifications Categories Create In shubhdeep_maitra Home Browse Content Serwer Figure 2 7 The Add Document page with New selected 4 Complete the Add Document page l Select New Document Selectthe Microsoft application from the dropdown list 2 Name Enter the documentname 3 Description Enter a description The information is viewable from the file list and is indexed Searchable which enables users to use the text as criteria for a search Version DIIMS creates a new version each time a document is modified Select Standard linear or Co
75. he Functions Menu Page 18 of 116 oo lm 9 Viewing Documents 9 1 Viewing Document Content DIIMS provides several ways to view the content of your documents Download Enables user to save an item to an external folder Click Download from the context menu The Save As window appears el Navigate and select a folder to store the item Opens the item in the native format Click Open from the context menu The item opens in read only mode View as Web Page Opens the item in the html format Click the documenttitle to view in HTML format for easy viewing noe J Edit Opens document in edit mode for those who have edit permissions All three methods to view the content are in read only mode To modify an item open the item with the Edit command Table 1 6 Viewing Document Content 9 2 DIIMS Item Metadata An item s properties document descriptors are saved as metadata in the Properties page accessed under Properties in the document s Functions menu The tabs that display are dependent on the configuration by the System Administrator and your permissions Enterprise _GNWT PWS Public Works and Se PWS09 Corporate Service Information Services 6010 Department Informa 6010 55 GNWT Systems L 6010 55 01 Peoplesoft a General Audit Categories Classifications Columns Holds Presentation Provenance Records Detail References WebDAV XReference Name 6010 55 01 Peoplesoft Type 5 Folder Select ic
76. hortcut E Eg 6010 55 07 Telephone E Ta Print Move O B 5010 55 08 Symantec Set gE Fl Cl pW The uparaded BPR g Set Notification Eh Copy Wj Move Delete zpa Permissions Email Link Sa Print Pi Collect Prop Enterprise Connect from Here 9 items More Figure 1 4 Function menu Frint Version Control Zip amp Download Zip amp E mail Delete More si Page 16 of 116 ao To facilitate locating the action to perform functions are grouped by action type as described in table 1 5 Download Document and Item Functions Menu Open View as Web Page Get it retrieves the items OPARE Read Only action Copies a document stored in DIIMS to a Edit specified local drive R Open Read Only action Downloads a copy of the document and a opens itin its native format Note Changes to documents Add to Favorites Opened using this method are not saved as new versions of the Copy Original Open acts like the Save As function in Microsoft Make Shortcut Office View as Web Page Read Only action Converts the document format to HTML for easy viewing Print Affect its content modifies item functions mT Add Version Adds a version to the selected document Opens the document in read write mode Zip amp E mail i Allows the user to rename the selected item operties gt General Affect its location provides access to items Specific Add to Favorites Adds a link to the documentin your Fa
77. iate departmental folders within the Enterprise Workspace The personal workspaces will be monitored on an ongoing basis to ensure that GNWT records are being stored in an accessible location Enterprise Workspace Personal Workspace ltem Examples e DIIMS Shortcuts e Collections e Saved Searches Page 72 of 116 e Virtual Folders e Non Business Related Documents o Resumes o Performance Appraisals o Hockey Pool e Non Business Related Emails When a user s personal workspace has reached 95 capacity DIIMS will send a notification email to the employee with a detailed report of their personal workspace usage Employees will continue to get a daily notification until the personal workspace is below 95 When a user has reached the 100MB quota limit DIIMS will send the employee a notification email with a detailed report of their personal workspace usage and the employee will not be able to save any new items to their personal workspace until they are below the 100MB quota How do manage my Quota e All business value records should be stored in the appropriate departmental folders within the Enterprise Workspace so they are shareable and accessible within your department o Your Departmental Records Coordinator can assist you with moving your information into the appropriate departmental folders within the Enterprise Workspace Non Business related information that has no value can be deleted from DIIMS to free up space The DIIMS S
78. ies short link E mail the Open short link Copy the Properties short link Copy the Open short link Short Link Acton E mail the Properties shortlink E mail the Open short link Opens a new e mail message with the name of the item as the subject heading The system inserts a message in the e mail body e g DIIMS Item Name can be accessed via the following link http diims pws gov nt ca gnwt livelink exe open 122662 Opens the document s General page Opens a new e mail message with the name of the item as the subject heading The system inserts a message in the e mail body e g DIIMS Item Name can be accessed via the following link htto diims pws gov nt ca gnwt livelink exe open 122662 Opens the document Page 79 of 116 Copy the Properties Displays the following window and opens the General page short link Message from webpage ol The Properties short link of this item has been copied to the e ard You can paste to the target destination now 8 URLs You may also create URLs to Web pages in DIIMS To create a URL 5 Navigate to the folder where you would like to keep the URL 6 From the Add Item bar select URL DIIMS opens the URL page Name Description URL http aeres OOO Create In Figure 5 12 Add URL 7 Complete the Add URL page Name sdf Enter the name of the URL URL Enter the URL address Create In Verify that this lo
79. ifies users permissions and displays results in the Search results page Search for a DIIMS Searches for items that have a nickname applied to Nickname them in the item s Properties page Table 4 2 Default Search Types 2 2 The Select Search Item Type Filter as i CET Searches all items in DIIMS All Documents Searches all documents in DIIMS Can be filtered by individual type Excel Word PDF Zip Archives PowerPoint Text Folders Searches Foldersony af Boxes Searches forprysicalBioxes Volumes Searches forprysical Volumes 6 Classifications Searches RMCiassificatins Searches all Media Can be filtered by individual type Jpegs Gifs Table 4 3 Search Item Types 2 3 The Select Search Location Type Filter Searches information contained within the slice search section and all inherent items From here expanded Retains the slice parameters and opens the Advanced Search page Enterprise all Includes all information in the DIIMS Enterprise user s Versions personal workspace and all of the item s versions not limited to the most recent version Includes all information stored in the DIIMS Enterprise and in the user s personal workspace latest versions Table 4 4 Search Location Type Page 54 of 116 2 4 The Search Text Field Keywords and Operators Filter Search criteria Search criteria Action Result operators keywords i n a Ampersand amp AND Group AND committee Group
80. igure 3 3 Assign Access Business users may apply access permissions to documents they own or for which they are responsible The permission levels are Permission With this permission You can see the item in its container but cannot open it See Contents You can open the item and see its contents Modify You can rename the item and modify some of its properties For container items such as Folders this includes the properties that are listed on the item s Presentation Properties tab Edit Attributes You can apply Categories to the item or modify the item s Categories or the attributes they contain Add Items You can add items to the item This permission is only available for container items Reserve You can reserve the item to prevent other users from modifying It modify it and then unreserve the item You can also add Versions to items you unreserve This permission is only available for items that can be reserved Delete Versions You can delete Versions of the item The Delete Versions permission is only available for items that have Versions such Page 35 of 116 as Documents and Workflow Maps You can delete or move the item Edit Permissions You can edit the permissions that other users or groups have on the item Table3 1 Permissions 10 Click Update 11 Proceed to the next person s name in the Assigned Access window and follow the same process to assign the access rights 12 Click Done
81. ill have the highest version number will appear at the top of the list This approach prevents confusion and enables easy identification of the most recent version You may edit only the latest version all other versions are read only 5 1 Accessing versions To access versions 1 Click Functions gt Properties gt Versions on the item See Figure 3 16 The Versions page appears See Figure 3 17 e newest version of DIIMS Data is pri Download View as Web Page Add Version Edit Rename Add to Favorites General Copy 2 By Copy aa Move os Dele Specific Make Shortcut id Type Name Audit Move Categories H My Test Document Ol z Set Notification Classifications fare d Word Test i Permissions Holds Gh Copy Wy Move Dele enone Print Ratings 2 items Set Security Clearance Records Detail Provenance Zip amp Download References Zip amp E mail Delete WENDA Tara XReference More b Figure 3 16 Access to the Versions page My Test Document General Specific i Categories Classifications Provenance Ratings Records Detail References Versions Version File Name i Created Created By Storage Provider 1 My Test Document xisx 2012 06 18 08 19 AM pbisaillon22 YDKMS01P External Document Storage Purge all versions except the most recent 1 Purge Versions Figure 3 17 The Versions page Page 46 of 116 6 Managing Versions The document s versions Functions menu commands
82. ing E e Drafts e References e Correspondence e Final documents All Information is organized in folders that reflect the GNWT ARCS ORCS systems i e the Enterprise Workspace could be considered as a replacement for the H J E and G drives Personal Workspace Each user has their own personal workspace which Is used to personalize DIIMS r to their personal preference The employee has sole access and control to items under the personal workspace unless access rights have been given to other employees The personal workspaces will be monitored on an ongoing basis to ensure that GNWT records are being stored in an accessible location Enterprise Workspace Examples Shortcuts Collections Saved Searches Virtual F olders Non Business Related Documents o Resumes o Performance Appraisals o Hockey Pool Table 1 3 The Workspaces Page 13 of 116 oo ele 7 DIIMS Item Types Corporate information is stored in various formats electronic documenis spreadsheets images URLs and social media content DIIMS organizes these item types by category and identifies the items with specific icons DIIMS Items The Enterprise Workspaces contain information that may be organized in a Workspace hierarchical folder structure with relevant access applied to BD Enterprise folders and contents My Workspace A Containers Folders 9 amp ee folder that contains documents and other items images etc
83. ing Materials hd F re Name i Sa Mod Record Essen LOffi oF St Status a ST Dims Emails L 9 24 13 200 N 0 SA 13 200 3 GNWT w DIMS Save Documents Guide 2 L14 13 200 N 0 E Aw 173 200 E mw PBisaillon Home f DIMS Training Guide 4 Of4 13 200 N 0 A 13 200 B Favorites E DIMS Training Guide Cover Labels 4 8 27 13 200 N 0 SA 13 200 am nee f IB_LBP 1486168 v4 IMIP_ _Quick_Reference_ _E 5 2 14 1 3 200 N 0 S A 13 200 Physical Objects MOLOPO AAAA N Noho tala k 4 214 13 200 N 0 E Aw 173 200 a Hacarde Manasernark IB_LBP 1779088 v1 Guidelines_for_moving_elec 5 2 14 1 3 200 N 0 S A 13 200 E A Searches i IB_LBP 1789250 w14 IMIP_ _Guidelines_ _Electr 1 2 14 1 3 200 N 0 E Aw 173 200 Qy History E IB_LBP 33972 v4 InfoBank_PowerDOCS_ Rewiew 6 2 14 1 3200 N 0 A 13 200 a DIMS gt GNWT E IB_LBP 39178 v2 Chapter_1_ InfoBank User G 7 1 4 1 3 200 N 0 SA 13 200 A biae ea ees E IB_LBP 39210 v1 Chapter_3_ InfoBank User G 2 1 4 1 3 200 N 0 SoA 13 200 E IB_LBP 39254 v1 Chapter_4_ InfoBank_User_G 2 U4 173 200 N 0 E A 173 200 IB_LLBP 39256 v1 Chapter_5_ _InfoBank_User_G 3 U 4f 13 200 N 0 E An 173 200 E IB_LBP 39257 v1 Chapter_6_ _InfoBank_User_G 2 14 1 3 2200 N 0 E A 173 200 IB_LLBP 39258 v1 Chapter_ _ InfoBank_UserG 8 U4 1 3 200 N 0 A 173 200 f IB_LBP 39262 v4 Chapter_8_ In
84. item to its destination location 3 You can move multiple items by selecting them prior to dragging To select items that are in sequence hold down SHIFT when you click To select items that are not in sequence hold down CTRL when you click Page 100 of 116 E e O N T a _ a a o 9 see e Test Patrick_Bisaillon gov nt ca Microsoft Outlook e File Home Send Receive Folder View Add Ins DIMS Adobe PDF a O aG eR 4 aaO fe R ty al 4 Refresh Bulk Search a Work Manage Offline Offline Offline Offline Manage Options Help Copy Move Repositoryy Offline Versions Download Sync Upload Sync Complete Sync Plug Ins 4 Actions Search Offline Options Help v By R35 reeus b D Search Folders Search Test Ctri E 4 3 Spam Mail Approved Sender List 1A D 0 From Subject Received Size Categories 4 DIMS 4 E cnwt b ra Personal 4 Favorites D ER _Forms amp Workflow Templates 4 _My Shortcuts D _Forms amp Workflow Templates gt g Personal Docs D _Box Collections Ready For Disposition gt f 0535 35 0 to 1000 Folders gt f 0535 35 1000 s Folders gt f 0535 35 2000 s Folders gt _Testing File Number D Em 2013 DIIMS Training Documentation gt g Barcode Scanners gt g Computer Evergreening gt Corporate Information Management Reorganization gt Gy DIMS Advice dmworkflow gov nt ca v AVG A d IY 00 8 U4 E a ServiceKeeper Notification DRN DTIMS Imntiementa
85. items from DIIMS 7 day limit applies DIIMS Reports My Recent Docs Lists recently accessed documents by the current user My Recent Emails Lists recently accessed emails by the current user My Recent Folders Lists recently accessed folders by the current user My Division s RED Lists all the Recently Edited Documents RED within the user s division My Division s Recent Folders Lists all the recently accessed folders within the user s division Support Links DIIMS Alerts Redirects to the folder listing all DIIMS alerts sent out by the DIIMS team Remote Assistance Request Opens a new email Send this email when asked by the DIIMS Helpdesk personnel to allow them remote access to their machines DIIMS Service Desk Info Downloads a PDF document which contains information about the DIIMS Helpdesk policy procedures and Frequently Asked Questions View Open Tickets Provides a list of all the tickets sent to the DIIMS helpdesk by the current user External Access From Opens a form which when filled and submitted will send a request to the DIIMS Helpdesk to create a DIIMS external account for that user RM Links Available for users with a classifier account only Classifier Reports Reports needed by classifiers in each department to run reports like Files eligible for Transfer or Destruction Search Labels Provides quick access to see the list of all labels created by the current user Search Transfers
86. l items to DIIMS To import multiple items with Drag amp Drop 1 Ensure the items you want to import are located on your computer desktop or that you have Windows Explorer open on your desktop 2 In DIIMS navigate to the container where you want to import your items 3 Resize and reposition the DIIMS web window to the side so that you can see your Desktop See figure 2 12 4 Select the items on your Desktop or in the Windows Explorer window and then drag and drop them onto the folder in DIIMS The items appear in the DIIMS folder 5 Asystem message indicates the items are in the process of being copied Shared drive Window Source folder DIIMS folder Window Destination folder fone Le KB i SAET FFIN Figure 2 12 Drag amp Drop H amp p PAS ii EFA k DOMS Helpdedk Content bs F O 7a Liars lunovetedge Lenive for FF Dart fest lotder T i ie p htt m Fie Edt Wes Tools Help Flt Edi Yes Took DONS Help Ongerce W Open Prom Bum Peer folder i ip Deweriiowds B Preview E Refeesh amp Advanced Search erdh DMS Ter inja p a Fent Placed f ed E Frome z Desktop lino Fike See fet Doania LELAI ee AM a Librarii JB Dowedoads ld M 1 Decurmens i a 2 Recent Places a Music at ie Pictures z Serg Hirra Fike Site hor Derdah lo thes a Libranes H vices Dumei ab husk jE Computer bs Feiune H Teiega tii Hetk E Compute fil CaS iii Harapit
87. l soreadsheets and letters A document s author may assign different levels of access to documents one level of access for their specific colleagues and another level of access for the organization There are several ways to add documents to the DIIMS Repository There are three ways 1 From the Add Document menu select Document gt E xisting to add an existing document currently located on the Desktop or any other drive oes Add Item Pres ett Add Item Mame Collection l _Emails Document Using the Drag amp Drop function to add several documents or items from DIIMS containers Use Drag amp Drop function in the Enterprise Connect interface Add Word There are two ways Excel PPT 1 From the Add Document menu select the New gt MS Document Office document type from the drop down option 2 From MS Office select Save As gt to the DIIMS repository Table 2 3 Methods to add information Page 24 of 116 ao 3 1 Adding an Existing Document Use the Add Document function to copy a document that currently resides on a local or shared drive to the DIIMS Repository To add an existing document 1 Navigate to the folder where you want to add the document 2 Click Add Document from the Add Item bar it appears only if you have permission to add documents to this folder See Figure 2 4 DIIMS opens the Add Document page See Figure 2 5 CDA af Add Item Figure 2 4 The Add Document button Docum
88. llowing link http diims pws gov nt ca gnwt llisapi dll func llworkspace gt Inthe search box on the top right corner of the page type an asterisk Click on the drop down to the right of the Go button gt Under Object type choose Email gt Click the Go button Step 5 Click the Ge button FA Step 2 Click on the drop down Search DTIMS for Go a Search type Full Text hg Slices From Here Ea ias Stel 7 Step 3 Click on the drop down Modifier None ww Object type Everything Oe vr Everything Created by pr E Folders Last modified dE Email Folder hi 2 All Documents gt On the results page scroll down on the left to see the filters for email like Email From Email To Attachment Choose filters to narrow down your search Page 105 of 116 a a External DIIMS Access DIMS External can be accessed from anywhere in the world as long as you have an internet connection The purpose of this external access is for DIIMS users to always have access to their content regardless of where they are To ensure security of information and protection against viruses and vulnerabilities is maintained GNWT employees are required to adhere to the terms of use identified below There is a secure pipeline and the data is encrypted between your client and the GNWT network however employees should be conscientious about the locations they use to access DIIMS External T
89. m default Users with Delete Versions permissions may override the system default and identify a limit to the number of versions they wish to retain per document When the maximum number is reached DIIMS deletes the oldest version unless that version is locked or has a Generation pointing to it Note Generations make certain Versions of an item more visible and accessible Like a Shortcut a Generation points to a particular Version of an item usually a previous Version If you have an old Version of an item that is still needed you can make a Generation against that Version and store it in any container or Workspace This prevents the Version that it points to from being modified or deleted To limit versions Navigate to the document whose versions you want to limit Select Functions gt Properties gt Specific The document s Properties page opens with the Specific tab active In the Max Versions field specify the number of versions you want to retain Click Update General Audit Categories Classifications Current Version 2 2 available Tax Versions Unlimited Version Control Standard linear versioning Advanced major minor versioning MIME Type application vnd openxmiformats officedocument spreadsh Figure 3 19 Maximum Versions to keep Page 48 of 116 _ 6 2 Removing Versions DIIMS enables users with Delete Version permissions to delete several older versions simultaneously Users may determin
90. may access and edit the document Perform this action only when you are the sole person who has edit permissions to the document Page 40 of 116 ee 3 2 Adding New Versions Once the editing of the offline document is complete you may add it as the latest version of the existing DIIMS document There are several ways to add a new version edited offline 1 Select Functions gt Add Version from the document s Functions menu 2 Use the Drag amp Drop function 3 Select Functions gt Unreserve from the Document menu and check Add New Version 3 2 1 Adding versions using the Add Version Command To add a version edited offline 1 In DIIMS navigate to the document and select Functions gt Add Version The Add Version window appears Download View as Web Page Edit Rename amp Copy Move Add to Favorites ownload Type Name Copy My Test Doc Make Shortcut word Test Hove 2 Gbicopy hmove Set Notification ownload era Add Version Name 2 lword Test Description File Categories Add Version Reset Figure 3 11 The Add Version window 3 Inthe Description field enter a concise description of the changes made to the version 4 Click File gt Browse to locate the document on your local drive The document is not required to have the same name and can be created ina different application e g version 1 was created in MS Word and version 2 was Created in MS PowerPoint 5
91. method for moving emails in Easy access pane does not freeze Outlook The Drag and Drop method moves the email instead of copying 12 5 Searching Emails in DIIMS Emails can be easily searched within DIIMS using one or combination of search filters Commonly used search filters include Email From Email to Email Sent Date Email Received Date and Emails with without attachments To search emails 12 5 1 When you know which folder to search from the Web interface gt Click on the folder to see its contents gt Inthe search box on the top right corner of the page type an asterisk shift 8 and click the Go button Search DIIMS for Page 103 of 116 gt Theresultant page displays a list of all the emails Scroll Down On the left pane of the screen you will see the various filters as mentioned above like Email From Email To etc Email From Shubhdeep Maitra Patrick Bisaillon 1 DIIMS 1 Terry Kungl JEE oe Email Filters 15 More Email To Shubhdeep Maitra DIIMS 15 Patrick Bisaillon Jeff Wowk Terry Kungl 15 More Email Attachments O No 1 Yes 0 24 14 gt Narrow down your search by choosing filters from the left pane of the screen You will now see the list of emails that match the criteria selected by you Page 104 of 116 a 12 5 2 When you do not know which folder to search from the Web interface gt Go to the DIIMS Enterprise page You can access it by clicking on the fo
92. n list select an item See Note 3 From the Created By field click Find User 2 The Select a User window appears 4 Enter the user name of the author When you need to identify more than one value in a filter click the amp sign to the right of the value field 5 Click on the plus and minus signs to add further attributes to the search options 6 Click Search to generate the search Page 65 of 116 ee 8 3 Searching on Categories When saving corporate information to DIIMS business users have the opportunity to apply categories and attributes to the information this facilitates defining the search parameters to identify and retrieve information To search on Categories and Custom attributes 1 Inthe Advanced Search page select the Categories filter in the left pane DIIMS displays the Categories page OPEN TEXT Content Server Livelink Categories mJ C Show selectable items only Action Type Name Select gt BF Date Select gt Departments Select gt PWS Projects Figure 4 18 The Attributes page 2 Click Select on the category you want to search The category filter appears in the Search pane The attributes attached to the category display within the Category pane Q Advanced Search Add to Search Form Use this Search Form pbisaillon Default wv Natural Language Query ne Full Text B System Attributes Categories Look For All Words X Modifier lt None g
93. ncreasing use of electronic information throughout the GNWT is placing increased burdens on resources personnel and hardware Space requirements to store multiple copies of the same document compound over time resulting in escalating storage costs Timely and efficient access to information is paramount especially when it comes to legal discovery processes and ATIPP requests Inability to find and produce documents can be costly and embarrassing for the GNWT while lost time searching for electronic information is increasingly problematic for employees 2 An Overview of DIIMS within the GNWT DIIMS is acontent lifecycle management system that provides organizations with the tools to manage and share corporate information through its lifecycle from a single repository The DIIMS central repository offers a secure single repository for organizing and sharing enterprise content imaging tools to convert physical records into digital records indexing and classification of scanned content that is searchable full lifecycle management of all electronic and physical content enabling control retention and destruction according to organizational requirements easy searching and retrieval capability and the sharing of information through the application of permissions at the document level Business driven storage management according to business context and metadata reducing costly storage services The DIIMS repository
94. nctions menu In the content pane right click on the item Click on the right arrow to access more functions from the submenu e g 1 2 Note The available options from the function menu are dependent upon the user s permissions for that item and vary depending on what item Is selected More Properties Send To ij Preview AddItem A Name amp _Boxes id E Buildings amp Properties E Equipment amp Supplies E Finance E Human Resources E Information Services E Public Works and Services Recor E Records Management and Services PWS09 Corporate Services gt v gt Search Compu Size Modified Record Dat 100 10 5 201 Open Rename Add to Favorites Copy Copy Shortcut Make Shortcut Move Permissions Make Rendition Set Security Clearance Version Control Delete More gt Add Item gt Deanavbias gt Figure 6 4 Functions Menu Enterprise Connect Page 87 of 116 5 Viewing Documents from MS Office 5 1 To open a document from MS Office application 1 Launch MS WORD DIIMS is integrated with Word Excel PowerPoint Project Acrobat and Outlook 2 Click File gt Open The DIIMS Open Dialog box appears Browse to the location of the document 4 Select the document and click Open oo a E Enterprise Connect Open exa Browse My Tree lt Location DIIMS gt GNWT gt Favorites gt 0510 40 20 DIIMS Train
95. nder the _Enterprise Folder c Select a folder from the History list d Execute one of the Saved Searches from the Searches List Click the file and then select either Insert as attachment or Insert as Link only use Insert as Link if you are sending this email to somebody that is using DIIMS Click Open Qa Wd O89 Wes F L Ea j Message Insert Options Format Text N ie I 7 y Pp Calibri Bo 7 11 A A Enterprise Connect Open a Send Paste B Z U X A Q _DIMS gt GNWT gt Favorites gt 0520 30 08 DIIMS Help Desk and Save Documer x F JE TEI SS SS F Nid z D ai DIMMS Clipboard Basic Text Qt Te S Jo te he ie a 2 Favorites Name From E Ea _Departmental Box Inventory Listin sh _TEMP Deleted Classifications J1KB files in DIMS Shubhdeep Maitra Patrick Bisaillor g Training folder n Create Collection Instructions for DIMS H E 0200 00 Policy Procedures and Gy L JDIMS Bug Email File from Desktop Patrick Bisaillon Jeff Wowk Shu Subject D Es E DIIMS Help Desk Dashboard docx g E 0610 05574 TWCC Replacement DIIMS Help Desk Support Log Es amp 0610 10109 07 06 Schematic Desi DIMS Help Desk Su t Pl H E 1015 50 Departmental Senior Mang P esas 6 1275 25 Briefing Notes and Briefing H IIMS Help Desk Support Survey 6 2013 DIIMS End User Training Ez DIMSLo
96. ng to the corporate file plan Permissions are inherited by folders and documents therefore each individual user has the ability to view and edit items based on their access permissions 4 1 Identifying the Screen Components OPEN TEXT Enberprsr Personal yi The 6 the daweoment acwronment for thee mAWett version of DIMMS Data E prot ho Ape 11 2017 s Content Server LONT MAS Buble Wake ard Sir L PWS09 Corporate Services ii Hame Eaj Falter View ih Tahi E Ag ST eal piraton E Bing amp Properties Macrosoft Outinok E EQuomect amp Suopbee Adobe POF bacroecht word E France Microsoth Excel B bare essing Pacrosot Powepoint PUETE ee Moit fal en ia oa ii Records Managernent ECE Content Tyee Records Managerment OACI Mr Copy Eral Document Pha Peer Cottae Polder cot Phea Ferm Bom Hargi yj Move SE Delete DI Zp amp Download 4 13 10 content Fitter m h Move Ji Doete Sii zp ET CTPA Emad J Erallink iy Print i Cobect d ieee Jl Ereilink Pit i Cobect Figure 1 2 The GNWT Enterprise Workspace Seach DIM for ca EF Add Folder Add Item EF Add Document Mode Crested by 1075 hems 2002 05 04 LLIT AM Adr Fl mams 2002 01 24 0945 4M Agta 23 terms 2012 01 24 045 AM Arran Jo tame 2002024 045 AM Agia W Theres MERMA AS AM Aimi SO fems 20AT AA 09 45 AM 53 tome OU S016 oe AM Admn 33 ters 20020215 bile AM Aor Page 10 of 116 Masthead Displays the name of the current workspac
97. ns 53 2 1 THE SELECT SEARCH TYPE FILTER sssnenessesososnsossesosososossesesosososoesesosososoesesosososossesosososossesososososoesesosososoeseso 54 2 2 THESELECT SEARCH ITEM TYPE Ir IE Te Rcnscsinnaceunonaneaiecacaresenesancatscauaauauconesa vrsuaie E EE ADEE 54 2 3 THE SELECT SEARCH LOCATION TYPE FILTER nsnssesososnssssesososososoesesosososoesesosososossesosososossesosososossesesosesosoeseso 54 2 4 THE SEARCH TEXT FIELD KEYWORDS AND OPERATORS FILTER ssececececcscecececseseeeecucnseueesecusueeseseceseueesucucens 55 3 PERFORMING A QUICK SEARCH ssseesssssoossscsoosssosoooesesosossoosoossesssoessosssoesosssessosssesseosoo 56 4 VIEWING THE SEARCH RESULT PAGE seesssssoocssssoocesesooosssssoecsssssocesessoosssosoesssssssessessseee 57 5 PERSONALIZING THE SEARCH PAGE DISPLAY cccccsccsccsccsccsccsccccccccceccccccsccccccescescescesceccess 59 6 SAVING YOUR SEARCH RESULTS lt scesesisusisuesuswsssasuwascoasnnseuteuswas seeninesunseusesetetenatsseniewsesavens 61 6 1 SAVING YOUR SEARCHES AS QUERIES cain scisccouteacuass eecamevsdsusswsesenexcentiawss E EA 61 O2 SAVING NAP HOT ao E EE E E E 62 Fs ADVANCED SEARCHES ssc uscnceciseeciscausscesabeneceivasscctsaveontcesiucassecstesscosbensessenseustveceesiesnsews 63 8 PERFORMING ADVANCED SEARCHES ccsccsccsccscccccscccccccccecccsccsccccccesceccccccccscesceccescescescess 63 S L WSING PUL WE Gar SEARCH OPTIONS accace ecaceconcounae nn E 63 BS IIR TS ca wasenenccesnuieates an nccuaap
98. ntinue DIIMS adds the new version and returns you to the Browse window 6 Add new version gt Submit Verify that a new version is added to the document Functions gt Versions m Test Folder To add new items drag and drop them from your desktop to the area below When finished click the Continue button Name Date modif Type Size My Test Word Document Testdocx Figure 3 13 Add version using Drag amp Drop Page 42 of 116 ao 4 Reserving and Unreserving Documents When you open a document DIIMS automatically reserves the document and prevents users who have edit access to the document from opening the document to edit it However occasions may arise when you wish to reserve a document prior to 1 opening it For example you may want to Perform offline editing for a work in progress document where you do not want multiple versions Perform offline editing when you are not at your own computer and do not want to download a document and or Prevent others from editing the document e g during the approval process You may reserve a document if you have Reserve permissions and the document is not already reserved 4 1 Reserving Documents Reserving a document 1 Limits other users to only Open Download and View as Web Page commands Ensures the Edit function is active only to those who have reserved the document Removes the Reserve Add Version and Edit functions from the Functions
99. ntrol Advanced major minor Classifications This information should be inherited from the Parent Folder 6 Categories This information should be inherited from the Parent Folder Click Browse if you want to select another folder ie DIIMS opens the application and displays the DIIMS Edit Instructions message see figure 2 8 Table 2 5 Add New Document Page 5 Click OK The message window closes and the application page is active 6 Create your document Enter My New document version 1 Page 27 of 116 a 7 When you complete your edit session click the X to close the editing session even if it is a work in progress The Finish Edit window appears See Figure 2 9 Enterprise Connect e 2s A Do you want to save the changes to testl_ docx o ces Figure 2 9 The Finish Edit message 8 The Finish Edit options enable you to Yes The modified document is saved to DIIMS Nooo The modified document is not saved to either DIIMS or locally h Copy Move Delete 25 Zip amp Download C Zip amp E mail Email Link a Print M Collect E Type Name Size Modified E My Test Document 11 KB 2012 06 18 08 19 AM Gh Copy Pj Move Delete B5 Zip amp Download _ Zp amp E mal LEmailLink 3 Print M Collect Figure 2 10 New MS Office document Page 28 of 116 a DD 3 3 Importing Items Using Drag amp Drop The Drag amp Drop function provides a quick way to add import severa
100. o a local drive e g from which to work when you are away from the office work within an application that cannot be launched directly from DIIMS and or collaborate with GNWT employees who are not using DIIMS yet i e download document to J To edit a document offline 1 In DIIMS navigate to the document you want to edit and click on Functions gt Reserve The Reserve page appears See Figure 3 7 If Reserve does not appear on the menu you do not have Edit permissions west version of DIIMS Data is pri Download View as Web Page Add Version Edit Rename Add to Favorites Th Copy WMove 9 Dele i Make Shortcut Type Name sa My Test Document ificati A My Test Document cot Notification m f ty a Word Test Permissions Hy cory Move X De reene Enterprise Personal Tools ZS Reserve My Test Document Name My Test Document Reserve By rbisaillan2 PWS Corporate Services Records Classifiers PWS ALL MCAOS Corporate Affairs Classifiers PY S09 Corporate Services End Users Option Download document to local drive Submit Cancel Figure 3 7 the Reserve page 2 Inthe Options window click Download document to local drive This will create a local copy of the most recent version See Figure 3 8 Page 39 of 116 ae File Download Do you want to open or save this file Name My Test Document xisx Type Microsoft Excel Worksheet 10
101. ollections Discussions Favorites My Groups My Profile News Notification Projects Prospectors Recommendations Recycle Bin Recycle Bin Today Reports Reserved Items Search Templates Task Lists Workbenches Workflows Table 5 1 Personal drop down menu Page 70 of 116 oo From the Personal menu you can view Menut raps oo Discussions Ls the discussions you have perrissontosee Favortes Ls the ters you have dented as teguerty used Neus Liss the nens channels w wich youhaveacess Recycle Bin List items that have been deleted but still in the recycle bin Items in the recycling bin are purged after 7 days Recycle Bin List items that have been deleted today but still in the recycle bin Items in the Today recycling bin are purged after 7 days Reports Lists LiveReports queries and snapshots saved to My Workspace Reserved Items Lists the items reserved to you or to one of the groups of which you are a member Search Templates Lists your search templates Task Lists Lists the task lists that you have permission to see Lists the workflow tasks assigned to you and all workflows that you initiated or manage Table 5 1 Personal Workspace Items Page 71 of 116 ao 2 Managing your Personal Workspace My Workspace is your personal area in which you can save information for your personal use and for quick retrieval It can also be used to save items that you do not want to share with your collea
102. on Description r Size 524 Items Display List Featured Hidden Created 2012 01 24 10 04 AM Modified 2012 01 24 10 04 AM Created By Admin Owned By Admin a E mail the Properties short link v ox Nickname 2433326 Change Short Links Properties Short Link Open Short Link Update Reset Figure 1 6 DIIMS Metadata Enterprise Workspace view Document Properties Tabs Displays common information such as name description creator and last modified date Specific Displays information unique to the item type Lists an audit trail of all activities performed on the item Categories Displays the list of categories applied to the item Classifications Displays the classification applied to the item taxonomy and record Classification Page 19 of 116 Followups Displays items flagged for follow up Hols Displays items flagged for hold Records Detail Displays the record management information applied to the item Lists the links to the document such as shortcuts and generations Lists the versions of the item Enables configuration options for folders only WebDav Displays the URL used to access and edit DIIMS items from a WebDav server Displays cross reference information for the item Table 1 7 Document Properties Tabs 10 Summary In this module you have learned The components of DIIMS The purpose of DIIMS at the GNWT The benefits of DIIMS Howto navigate the DIIMS Enterpris
103. on t Hes Diopurert Ee Q Ff Syne Save Asi L Lazatin DIHS GwT gt Paroi bomer gt 2017 Meetings Desoipbionw Scourty Clearance Level 30 U Eonmail Subject A Pront Patrick ficalion Ti Patrick finiri DE Sonk Date daiira OLS Ph Received Date ainai 01 57 PH Inherited Classifications gaw t tudee Worki ane Sere PAS a 35 CL TMS Syatens Drerinpmant Claweiin abn Clava ig z bad Cabeqoniea Dieja irri i O De he Dukh Meprage Format Bulk Copy Move Select emails and use the Bulk Copy Move function built into Outlook a The Bulk Copy Move is the recommended method for moving large quantities of emails into DIIMS You will be able to continue using Outlook while emails are being saved to DIIMS 2 Drag and Drop Select emails and drag them to a folder within DIIMS a This method can be more convenient if you are moving multiple individual emails to DIIMS as you can have your folder structure in DIIMS expanded and drag them to the appropriate folders Using this method locks Outlook until the emails are all saved into DIIMS This method is suitable for small quantities of emails When a Drag and Drop action is performed the email is moved from its original location into DIIMS meaning it will be deleted from its original location Using the Drag and Drop method 1 Click the item 2 Hold down SHIFT and then drag the
104. opens the Add Folder page See Figure 2 2 2 Add Item Figure 2 1 The Add Folder button Web Interface Page 22 of 116 Name New Folder Description Type E rote Security Clearance Level 30 UNC W Ten eile Sm E nL a GNWT Public Works and Services PwWSO 16010 30 Systems Documentation UNC Classifications gt Te Create In 6010 30 Systems Documentation Reset Figure 2 2 The Add Folder page 4 Complete the New Folder page with the required information 1 Enter the name of your folder e g DIIMS Documentation 2 Description Enter a description The information is indexed searchable which enables users to use the textas criteria for a search 6 Categories Tisfomaion shouid ve herte tom tne ParertFoker Table 2 2 Add Folder information 5 Click Add The new folder is added to the location you specified h Copy Move Delete 5 Zip amp Download C Zip amp E mail Email Link lt Print M Collect 3 6S ek Add Item E Type Name Size Modified Created By 0 Items 2012 06 18 08 15 AM bisaillon22 J Zip amp Download __ Zip amp E mail Email Link Se Print 4 Collect Figure 2 3 The New Folder Page 23 of 116 oo 3 Adding Documents Business users may create share collaborate on and manage their corporate information from within the DIIMS repository Corporate information may have various types of formats documents meeting agendas maps reports images financia
105. os esau nevesacwadetasncnesusa EEEE EES 65 8 3 SEARCHING ON CATEGORIES cnnsncsawonswayesaaesenansieactinecausssnwnndvaiessouewetas tne eoussswensinenounwaeusnsvaeandauaensseuesenasanocsuunes 66 UII RY sere eset ec ats ences st aerate tern ctv ttc vase sours anmeciatnea Hoenn seeaewiee sete once soesaens deaepadsveaeuca lt aneseeetes 68 1 GETTING TO KNOW YOUR PERSONAL WORKSPACE cccccsccscccccccccccccccccccccccccccccccccccceccecceecs 70 2 MANAGING YOUR PERSONAL WORKSPACE ccccsccscccccccscccccsccscccccccscecccsccscccccccscescccccscescess 72 3 CREATING FAVORITES lt isccncevssetsansdsucabs vases eaesesan aga sanederabensencessusniose tei ssavewetnanssassarssaestes 74 A CREATING COLLECTIONS scnscsccsseectvscescatscusecessrinascateqiesotsueiansacsconngsssesnersisasseussrecoutraiaese 75 5 CREATING VIRTUAL FOLDERS ssssseessessoosssosooessossoessssssossosssossssssosssosssoesosssossssssesseosso 77 6 CREATING SHOR CUTS deveciccstacenstcsacsnncstecisesssansesceenveestadeasceeninessssmenssonetestintecdusnasesens 78 Tig SHORTILINNS canscnus cua csewesscensseceisesses E E E AaS 79 Page 4 of 116 g MIRE sececc de ntcencananceccde E E 80 9 CONFIGURING YOUR PERSONAL SETTINGS cccccccccccccccccccccccccccccccccccccccccccccccccccscccccccscccccecs 81 MOQ SUMMARY asccaccseccsnsccccemacecescurswcsedncceesesacssedseancecsneavasedeGanccwswaanss seed ancuceweaseseeesancsene 82 MODULE 6 WINDOWS EXPLORER AND OUTLOOK INTERFACE 83 1 LOGGING
106. otified that the source document has been deleted You will have the option of uploading the offline version as a new document e lf you try to upload a document that you have edited offline and you do not have permissions to edit the document you will be warned that you have insufficient permissions Your offline version will be retained e f you try to upload a new version of a document that you have edited offline and the document has been deleted from DIIMS you will be notified that the source document has been deleted You will have the option of uploading the offline version as a new document Note A document is not automatically reserved checked out when you take it offline Page 116 of 116 eDIIMS END USER TRAINING a DIIMS Help Desk Support Contact Information Email DIIMS gov nt ca Telephone 867 920 3078 The DIIMS Help Desk should be the first point of contact for any DIIMS related issues The DIIMS team will do the initial diagnosis to determine if the issue is DIIMS related or determine if TSC involvement is required A ticket will be created with the TSC on behalf of the employee if the TSC needs to be involved Your departmental records coordinator should be the first point of contact for any records management inquiries that you may have Examples of RM questions would be e Where do I save this document in DIIMS need a new file number created Can delete these documents or folders What are ARCS and OR
107. ow Offline gt Work Online Help Bring DIIMS Back Online E OpenTeet Local Documenti Manage Local Documents View and manage cached documents Shore All Name E COS Bulletin DONS Tar Lagalan PE 10 3 1 TESTING W CUMS Tip L Saving Eril EC 10 3 1 TESTING RI Testing BC W A doc a De arot dig ia Po W021 PESTEN CANT Details d Repontory is offline Last fe ARDI HII AM J Pepomtory is offline Last 4 uban ri oil BRULI Repehary rit ioe i ote Lagh a ff Rey GriGri Be Ab f Repository ti offling bast iu Tint Sed Ad ee Lil Chote ered Sake Bs ISi AM fi KE RTT BSS aM 6 KE if Lah qmoed on bas Baa A RINII BS a AM TL4 KB MAD IEI AM 13 6 KB 5 When you are reconnected to the GNWT network DIIMS needs to be brought back online in order to synchronize any documents that have been modified a Right Click on the DIIMS icon on your desktop and select Offline Work Online 1G DI m Collapse r i Open in new window offing y Work One Options Manage Local Documents Help 6 Once DIIMS is brought back online you will see all of the standard items under the DIIMS node DIIMS should automatically synchronize the offline versions into DIIMS If you open the Manage Local Documents you will see the status of each document OpenText Local Documents Manage Local Documents View and manage cached documents Sh
108. ow All x Name gt d Your service call ID 23 185 E YKAPPS7P msg lt I Win XP testmsg J Win XP test 2 msg L testing something bt L Testing Extended Integrati wl Test Offline docx Location Test on GNWT Test on GNWT Test on GNWT Test on GNWT iea on GNWT iea on GNWT iea on GNWT Open Read Only Synchronize Discard k ta Details Date modified Size x Last synced on 7 4 2013 11 50 35 4M 32 8 KB 7 4 2013 11 50 35 AM x Last synced on 7 4 2013 11 50 34 4M 51 7 KB 7 4 2013 11 50 34 AM w Last synced on Last synced on 7 4 2013 11 50 34 AM 39 4 KB 7 4 2013 11 50 33 AM x Last synced on 7 4 2013 11 50 34 AM 42 5 KB 7 4 2013 11 50 34 AM w Last synced on 7 4 2013 11 50 14 AM 4 bytes 7 4 2013 11 50 14 4M wo Last synced on 7 4 2013 11 50 13 4M 12 bytes 7 4 2013 11 50 13 AM wo Last synced on 7 4 2013 11 50 12 AM 12 5 KB 7 4 2013 11 50 12 AM amp WW Page 114 of 116 eEDIIMS END USER TRAINING Error Messages and Resolution Error Message Unable to Retrieve Unable to retrieve the newest version of we Users shubhdeep_maitra AppData Roaming OpenText OTEdit EC_ content _server cl38585 01 3 Lutsel Ke Dene School doc Any changes made to the local file will have to be synced manually Would you like to edit the local file Cancel Reason The original d cument is deleted moved from its location Solution Click on the Yes button Make changes to the
109. rch window appears File Edit View Favorites Tools DIIMS Help Back g E gt Search ey Folders f Address DIIMS Searches Search History Folders x Deskto m 6B e E Sie w 2 nly Carint FP Bisaillon Search In GNWT seme 011 2 16 PM Y P Open i k My Network Places w cAdvyanced Search gt Search In GHWT 2011 1 44 PM all Entire Network Open Search E WO My Web Sites on MSN val Recycle Bin es DIM Ste GHWT Ez w Personal Favorites 4 EJ Enterprise A Classifications E l Physical Objects E l Records Management E A Searches E R Search History wo lt 4dyanced Search gt Search In GNWT PBisaillon Search Int GHWT E R saved Searches je Documents Modified Past Day Figure 6 12 Save Search Query Page 5 Complete the Save Search Query name page Save Search Search Mame My Emails Past Week Figure 6 13 Save Query name page Page 94 of 116 S 6 Click OK The query appears in the Saved Searches list DIIMSSearches Savyed Searches File Edit view Favorites Tools DIIMS Help Q pack gt gt S Search Key Folders Eii Address R DIIMS Searches Saved Searches Folders m EA vos pocumerts poe nt _ vo ils P My Computer My Emails Past Week 12 7 2011 2 22 PM Se eer a a My Network Places Documents Modified Past Day 12 7 2011 1 45 PM a Entire Network E E my Web Sites on MSN g Recycle Bin A DIIMS i ee GNWT id Personal
110. ress Check and Save atan k Book Mames DIMMS E Basic Text Il Mames Figure 6 19 Email with DIIMS attachment 12 3 Creating a New Folder While Saving Email This function allows you to create a new folder prior to saving an email to DIIMS To create a new Folder while saving an email 1 Follow the steps to Send and Save an email to DIIMS 2 Navigate to the folder where you would like to save the email 3 If there isn t an Email folder you can create at this location 4 Click the dropdown next to New and select E mail Folder ta Enterprise Connect Save As O fF CyNew OMS gt GNWLIMS Help Desk co DIMMS Folder B P Favorites E mail Folder G E _Departmk i TEMP Delisted Cassiications _ Training folder 0200 00 Policy Procedures and Guidelines 05240 20 08 DIMS Help Desk R610 05574 Twill Replacement Fort Smith 610 101 05407406 Schematic Design Stantec Submission amp Reviews 1015 50 Departmental Senior Management Meetings 1275 25 Briefing Notes and Briefing Books 2012 DIIMS End User Training Documentation 2012 ITI Implementation 20123 MACA Implementation 4060 65 Cards Telephone Credit Gas Purchase 5170 35 Leave Attendance 6215 10 Records Management Advice 6225 30 22 2004 05 Petroleum Products 2011 Amendments S225 sih25 Procurement Shared Services BEEEEE EEE ere DOCOOCODCOTDODE H8 New Document Save as type Gutlook Message Foma Figure 6 20
111. rise Workspace Page 8 of 116 Hi Shubhdeep this section is customized to help you navigate within DIIMS and find your content DIIMS Links Department Folders x X My Favourites Personal Workspace Saved Searches Q Advanced Search W Recycling Bin The DIIMS Service Desk should be the first point of contact for any DIIMS related issues Contact Information oJ 1 867 920 3078 M pims gov nt ca This section has links to records management functions for classifiers and coordinators RM Links Classifier Reports search Labels Search Transfers My Borrowed Items DIIMS Reports I My Recent Docs I My Recent Emails I My Recent Folders I My Division s RED I My Division s Recent Folders Support Links BA DIIMS Alerts 2 Remote Assistance Request Ww DIIMS Service Desk Info A View Open Tickets A External Access Form Guides Ww Records Classifier Guide A GNWT ARCS DIIMS Links Department folders Allows access to the complete folder structure for the department My Favourites Provides shortcuts to the frequently used folders and documents as configured by each user Personal Workspace Allows to save data which is not work related and strictly personal Saved Searches List all the search queries saved by the current user Advanced Search Provides access to search with advanced features Recycling Bin Enables access to Recycle bin to help Restore or permanently delete
112. ry as Subject Reply Preference Toggle trom Quote Comments View Item Options Toggle from Show Threads in Context Workflow Assignments Starting Page select General or Overview Proxy assign a person who will assume your tasks when you are away from the office Show configure which assignments to display Options choose nclude workflow assignments on My Assignments page or Automatically open the next assignment in the same workflow if assigned to me Sort Order select display order Default My Workflows Tab Choose Assignments recommended or statuses Page 81 of 116 re amp My General Settings General Color Columns Discussion Workflow Password Records Management Physical Objects Default Start Page My Workspace v Show Item Descriptions on Detail View E Navigation Style Hyperlinked Trail v New Indicator Duration 2 7 Days Modified Indicator Duration 7 v Days Enhanced Keyboard Accessibility Mode E Sidebar Location Let Show Sidebar in Browse W Metadata Language English Canada en_CA Gate Reset Figure 5 13 Settings page 10 Summary In this chapter you learned to e Use the Personal menu to access items saved to My Workspace e Save items to My Workspace e Create Favorites Collections and add items to My Favorites e Create Shortcuts Short Links and URLs e Create and browse personal collections e Personalize your Personal Settings Page 82 of 116 Oo N 6
113. s while not connected to the GNWT network This feature allows you to identify and save content from DIIMS in an offline format so you can have access to the content when you are not connected to the GNWT network Once you reconnect to the GNWT network and return DIIMS to Online then your local documents will be uploaded and synchronized to DIIMS Please note that you need to be using the Enterprise Connect client to download items offline IE DIIMS within Outlook Windows Explorer To access DIIMS through Enterprise Connect double click on the AYS icon on your desktop Identify Offline Folders or Documents 1 The first step in the process is to identify which folder or documents you would like to download offline If you do not have a designated folder then you will not be able to save your documents as the DIIMS mandatory save feature is enabled The process is the same for each method Right click on the item and select Download Offline Version There are various methods to selecting your documents a You can download individual documents while browsing through your favorites or folder structure If you download a single document offline then you will also be able to save new documents within the folder that it originated from File Edit View Tools DEMS Help Page 111 of 116 eEDIIMS END USER TRAINING b You can download an entire folder structure offline not recommended for folders wi
114. sale Synonyms of Words from the thesaurus entry for the specified term stone pit seed kernel Word begins ends with Words that begin or end with the specified term Working group Social group safety group A Searches in both the content and metadata of item Searches only in the content of item Metadata Searches only in the metadata 3 Enter search criteria and Click Search or Full Text Look For Al words Modifier within al moose Figure 4 16 The Full Text dialogue box 4 Continue to define the advanced search criteria with the Advanced Options in the left pane Continue to 8 2 System Attributes Page 64 of 116 lc le 8 2 System Attributes System attributes are item data properties such as user information and date information which are automatically collected and tracked by DIIMS You can use these metadata to define your search parameters To search on system attributes 1 Inthe Advanced Search page select the System Attributes option in the left pane DIIMS displays the System Attributes page Full Text Look For All Words v Modifier lt None gt X Within All X Syston AEI Additional Attributes 3 B Content Type All Types A Crested By shubhdeep_maitra B a Creation Date Modification Date z ja Name Modifier lt None gt X amp 2 Results Display Style My Preferred Style v Resa Figure 4 17 The Attributes page 2 Inthe Object Type dropdow
115. scuseueesecnseueesesecseuseseeasens 38 32 ADDING NEW VER TONS srei onene E E E 41 3 3 ADDING NEW VERSIONS USING DRAG amp DROP cccccceecsecceceecceccecceceeceeceeceeseeceeseeseeseeseuseeseeseeseeseeseeseeees 42 4 RESERVING AND UNRESERVING DOCUMENTS ccccccsccccccsccsccccecccccccsccsccscescescecccsscescsscssceecs 43 Gods RESERVING DOCUMENTS cacsascscncstenaancaduensannanaucadecseessostwousanes OEE tunes ndecsasmneieenaisesees 43 Page 3 of 116 _ dol UNRESERYING DOCUMENTS seenceceteanceteteeawecncouserseteesuecntesocatnieeceuvecesdesuniaeaeeceteuncasenessnese EEEE A 44 5 DOCUMENTVERSIONS ssesscecscocccoecccecccsccccocccoccccoccccocccoeccoccccoeccceccsececoecsceccocecseeecceseoe 46 Ded PAICCESSING VERSIONS Sariei nan r TPE NEEE EENET O EE EEE NEE ETES 46 Ox MANAGING VERSIONS ssssssiisinsassciisnorsscisesencidssasdiei ensks ids saniaisia ai iiie 47 GE CMTNG ESIGN orii aes en aac sae ems oh ot Sees can at aoe cea va ees eaasgeeea nese ates 48 62 REMOVING VERSIONS errersresirini a recast nec teats r TEENETE ce ence beter en ened EE 49 i AGENERA TIONS siicceccesereceicssacsorscaspisitcssuaesssasdeisiaseuseatenwrecsigesncusnassesssbausvesecerssessiessensaus 50 6 SUMMARY eerror ara NE EEEE EEE EEE ETE E EET 51 1 FINDINGINFORMATION ssseesssssoessessoosssosooessososessessoesseosoesssssssessesssesssosoeessssssessessoeee 53 2 USINGTHE SEARCH BAR scacsvvsnecnuscovencsvucsesueussaseuavsenseibewdascananvobnuseuiencsaesoneusestodessanvoue
116. st B Translations 71 39KB Admin 10 04 2011 j g Physical Items Metadata Zip amp Download 83 1lItem Admin 10 04 2010 Choose a search result action Figure 4 11 Save your Results command Name New Search Result Snapshot Description Categories Departments Edit Create In _Boxes Browse Content Server Add Reset Cancel Figure 4 12 New Search Result Snapshot Save Save the Snapshot Specify the name and location Click Add The snapshot is saved to your My Snapshots To view the snapshot navigate to the location where it is saved such as My Snapshots in My Reports and click on the link to open it a Sy pe Page 62 of 116 a le 7 Advanced Searches If the Quick Search does not provide sufficient options to define the search criteria and scope the Advanced Search tool provides further choices to broaden or narrow the search parameters The Advanced Search tab displays a list of search filters grouped by information types metadata which facilitates the specification of criteria An Advanced search can include as many search filters as necessary to define the parameters of the search e g use the Text Filter to define content and the System Attributes to define the author s name 8 Performing Advanced Searches 8 1 Using Full Text Search Options To perform an Advanced Search using Full Text search options 1 Click on the drop down
117. t Generate Labels Filter by name Pp Type Name GA Folder View E 6010 55 01 Pecolesot A E 6010 55 02 IRIMS Integrated Recorded Information Management Sistem A P cin E 6010 55 03 Action Request Tracking System ARTS A nila T E 00 55 04 New Financial Information System FIS A Folder E 6010 55 05 HP 3000 Systems Support A Sale on EI 6010 55 05 Contract Registry amp Reporting System CERS A ist ES 6010 55 07 Telephone Electronic Billing System TEBS TEMS A Modihied By 6010 55 05 Symantec Enterprise Vault e woutt A Steve Lewis 960 J A The upgraded BIP Registry has been bunched A No ape E GNIWT System Backup Business Resumption A Mike Jennings 1 Hl Test Document vA Mere h copy ky Move J Delete E Zip amp Download Email Link l Collect f Sire S69 tems 42 Items 11 items 46 hems 33 Themis 257 hems 60 Items 3 items 1 Kem 2i ka A220 1047 2012 01 24 10 04 f0G2400 24 10 04 DOg2 01 24 10 04 202 0 10 04 2014 03 14 08 55 2002 10 25 13 55 Q0a2 01 24 10 04 2010412 13 59 eDis O8 15 2004 03 19 16 23 Steve Lewis Seve Leas Shubhdees Matra Page 12 of 116 ao 6 The Workspaces DIIMS provides workspaces and workspace tools that enable the use of an appropriate workspace for each type of work public or private There are two types of workspaces The Enterprise This workspace is the corporate repository for all work related information Workspace includ
118. t hd Within All v XML Types Location Classifications E mail Category Departments Additional Attributes B Physical Item Types Fon Physical Item Attributes POPE Maner hii sm Records Management Attributes Division Name ee amp j Figure 4 19 The Attributes page 3 Select the attributes for the search parameters Click the to add or to remove attributes values for each attribute 4 Click Search The Search Results Page displays the list of results Page 66 of 116 _ 8 4 Creating Virtual Folders Virtual folders allow you to store shortcuts to items in DIIMS These shortcuts enable you to quickly and easily access the original Content Server items Unlike collections virtual folders are dynamic and are always updated with current information Virtual Folders can be saved with Content Filters items enabled to create a custom view to the shortcut saved in DIIMS Content Filter will display information grouped by facets to allow for quicker retrieval of information To enable Content Filter facets From Web interface only 1 Launch the GNWT DIIMS web site 2 Navigate through the Enterprise Workspace folder structure to the folder that contains the information you want filter using Content Filters 3 Select one or more filters from the Content Filter pane located on the left of the item contents by Left Clicking the filter name F Content Filter Folder View Content Type Document 4 E mail 1
119. t displays the view of the Score Location and Summary Information Tabular The Search Results page displays in well defined columns like a Spreadsheet Web Search The Search Results page displays similarly to a regular Web Search The Themes pane displays on the right of the page Preview Displays a preview page of each style Number of Results options to limit the number of results that appar PEE of 116 Show Summaries Description Provides a dropdown list of options to display summaries and or options a Y 6 Saving your Search Results 6 1 Saving your Searches as Queries Once you have located the information you were seeking you can save the specified criteria and store it in a folder for future use DIIMS saves this search as a query which can be re used by you and any colleagues who have permission Each time you click on the query a new search is generated based on the saved criteria an updated search result is provided To save a search as a query 1 Generate a search 2 Inthe Search Results page click Save Search Query See Figure 4 3 item 1 The Save Search Query page appears 3 Ifthe search did not return the results you were seeking click Advanced Search See Section 8 Advanced Searches Using Full Text Search Options New Search Query Categories Edit Create In Corporate Services Browse Livelink Add Reset Figure 4 8 Save Search Query Page 4 Complete
120. te folder structure navigate to the folder where you want to keep the item and then create it The new item will inherit the classifications and permission access from the folder level 7 1 Adding Folders amp Existing Documents DIIMS Folders that have A DIIMS folder performs in a similar manner to your network shared a File Number in the directories it is a container used to organize your information name are managed by Permissions applied at the folder level are inherited by the items added to Departmental Records the folder However once added to the folder an item s access Management staff New permissions may be modified on an individual basis by the item creator or folders can be created those who have permission inside these managed folders Users may add documents to a folder if they have permission to do so 6010 00 Pobes and Procedures EJA otherwise the Add Document function EO 010 01 General EA is inactive Preview Add Iter If a new file number is To add folders to DIIMS _ l 3 P S e La a location where you want 0009507 1 E mail Folder Coordinator l C 1090 20 01 Folder Click Add Folder from the Add Item i 1050 20 02 eee bar DIIMS opens the Add Folder page a ry Task List 2011 12 Ca Text Document Ti Briefing Nc URL Name New Folder Description Type EA Foe Security Clearance Level 30 UNC Ups isi LIDS ile da GNWT Public Works and Services PWSO0 16010 30 Systems Documenta
121. th many documents and subfolders File Edit View Took DIMMS Help Previews feih Set cana be marthaj p ms Jownioa J EM cawt Hams a a bodid file Type HL Peronui E Forms amp Workdlow Templates LE M No af by Workspace GD my Shortcuts HL M Mu io Fires BB My verbaal Folders ih IUL No vo amp Forn amp Mealdiow Templates 10880 3007 MS System D Open OF My Shotts j0535 95 7081 BDAC Archival frol Browse from Here UE _My Virtual Folders 203826 PA School Door E mail A E 0515 35 04 DEMS Implementation Livelink 0605 05 Cent Files D 0 47 DEMS yem Documentation SE10 D Od Budget Chet Configure E f Ba 0535 35 2181 DOC Archival from Serege 0610 19010 Laing Office 532 Reng Rename E 03626 PA Schoo Dror Eemal EAS Devolution Rerande EDENA Information Systems Pry COPY EIEI Technology Service Cem Oy Link te Chipboard 6715 30 07 TESTING HLE NUMEE Make Shortcut 8715 248 GHWT BROMS Elec Mews S 7315 15 Program ippues Reviews Ey 0605 05 Client Files 5 10 01 Hedget Cent Eo 0810 19014 Laing Office 51 Renovations Vell E 1 342 Deroluteon Records Sub Comm EI S010 37 infeemation Systems Projects l ih ateh Labels Set Nothcaton E emih Technology Sermos Centre Po Corperate Information Mansgere Perm E 6205 30 07 TESTING ALE NUMBER LIT DEMS implementation Task Li E 6215 30 08 GHWT ERDMS Bleetronic Recor il Livelink Reports Finalize Record Z 7315 15 Program krer amp Reviews if My Worksp
122. th the DIIMS profile form DIMMS Test Message HTML Insert Options Format Text xe j E Business Card B Calibri Bo 7 11 A a l U TE an hie H Calendar f Paste Be or u A S Address Check Attach Attach Follos Spelling SF i A Book Names File Item G Signature Ups 4 This message has not been sent Patrick Bisaillon r Subject DIMS Test This is atest email Figure 6 15 Send and Save E mail To select a folder in which to save the email perform one of the following actions 2 1 Click DIIMS gt GNWT and then click a folder from within your Favorites list 2 2 Browse the folder structure under the Enterprise Folder 2 3 Select from the History list 2 4 Click a folder name in the Location list 2 5 Perform a search to locate a folder Page 96 of 116 ey _ Training folder H 2 0200 00 Policy Procedures and Guidelines i 0520 30 08 CUMS Help Desk H E 0610405574 TWCC Replacement Fort Smith ay 0610 10109 07 06 Schematic Design Stantec Submission amp Reviews a g 1015 50 Departmental Senior Management Meetings ES 1275 25 Briefing Notes and Briefing Books a 2013 DIIMS End User Training Documentation H E 2013 ITI Implementation H E 2013 MACA Implementation H E 4060 65 Cards Telephone Credit Gas Purchase H P 5170 35 Leave Attendance H E 6215 10 Records Management Advice H E 6225 30 44 2004 05 Petroleum Products
123. the Generation in a separate specific location from the original creating working folders documents that are a work in progress and published areas final versions modify the Generation name to reflect its context as final and make the generation easily accessible since it points to the Generation version and not the other versions To make a Generation 1 Navigate to the document which you want to make a Generation 2 Select Functions gt Make Generation DIIMS opens the Make Generation page The item field displays the document path My MS Doc saved from MS Office application a E Item Admin Home My Folder My MS Doc saved from MS Office application Version Categories Create In My Foder i its SsSCS Add Reset Figure 3 21 Make generation 3 Complete the Make Generation page You may enter a name that accurately reflects this particular version Select the version you want to use as the Generation Browse DIIMS Select the location where you want to keep the Generation 4 Click Add to create the Generation Page 50 of 116 oo ele 8 Summary In this module you have learned to e Control access to information by applying permissions to the folders and documents e Modify the content of documents online and offline e Add versions of documents to DIIMS using several methods depending whether they were edited online or offline e Reserve and unreserve documents to prev
124. tinn This message was sent with High importance als B3 2 bs Ga a Sent Sun 2013 02 17 11 42 PM fi Online with Microsoft Exchange Oo 100 Sn set Figure 6 22 Drag and Drop the emails that you want to move Using the Bulk Copy Move command in MS Outlook To use the Bulk Copy Move 4 In MS Outlook select the items you want to copy or move emails or folders 5 From the DIIMS menu click Bulk Copy Move 9 T JEE Da aa Test Patrick_Bisaillon gov nt ca Microsoft Outlook e z File Home Send Receive Folder View Add Ins DIMS Adobe PDF A OT a a aayo b4 i re b Refresh Search a Work Manage Offline Offline Offline Offline Manage Options Help Copy Move Repository Offline Versions Download Sync Upload Sync Complete Sync Plug Ins z Actions Search Offline Options Help Search Test Ctrl E 4 Patrick_Bisaillon gov nt ca 4 3 Inbox a Human Resources 12 BG From Subject Received Size Categories Leave Requests dmworkfl ServiceKeeper Notification Sun 2013 02 6 KB 4 GE Personal Opentext OTCS Ticket 1644004 SEA Servlet NTLM Authentication Fri 2013 02 1 4 KB eel y Technolog Your service call ID 179914 is completed Fri 2013 02 14 3 KB Ga test S OpenText OTCS Ticket 1644004 SEA Servlet NTLM Authentication Fri 2013 02 1 7 KB TA Drafts 3 Patrick_Bis Content Server Log in Disabled pbisaillon Fri 2013 02 1 5 K
125. tion UNC Categories Departments Create In 6010 30 Systems Documentation Browse Livelink Figure 6 7 The Add Folder page 3 Complete the New Folder page with the required information 4 Click Add The new folder is added to the location you specified 5 Repeat Steps above for Documents but select Add Item Document Page 90 of 116 _ 8 Adding Editing Documents from MS Office Applications DIIMS Users may also add a document directly from an MS Office application DIIMS is integrated with Word Excel PowerPoint Project Acrobat and Outlook 8 1 To add a new document from MS Office to DIIMS 1 2 3 4 O Create a document from a MS Office application Click the File gt Save As The Save As window appears See figure 2 11 In Browse My Tree pane navigate to your Favourites or a folder where you would like to save the document Enter the document name Complete the additional metadata if required el Enterprise Connect Save As i sy New DIIMS GNWT gt Favorites MS Training Documentation i H E _Departmental Box Inventory Listings H E 0520 30 08 DIIMS Help Desk fees 2013 DIIMS Training Documentation 2 2013 ITI Implementation B E 2013 MACA Implementation oy 6215 10 Records Management Advice Additional Information Document3 Version Controk Description Standard linear versioning i Advanced major minor versioning Security Clearance Level 20
126. tions gt Unreserve The Unreserve page appears View as Web Page Add Version Edit Rename Add to Favorites By Dele Gace Make Shortcut Eu Copy Wj Move Type Name E ya My Test PENNEN Move EO ej Word Test Eu Copy Move Dele Set Notification Permissions 2 Check Add New Version to add the new version to DIIMS Additional fields Description File and Categories appear See Figure 3 12 g Unreserve My Test Document Name _ My Test Document Current Version 1 Reserved By pbisaillon22 Add New Version J Description Test File C Users pbisailon Desktop 2001 Thund Browse Categories Edit Submit Cancel Figure 3 15 the Unreserve window Page 44 of 116 a 3 Enter a concise description of the changes made to the version In the File gt Browse field navigate to and select your document 5 Click Submit The document is now unreserved and the new version is added to DIIMS gt Page 45 of 116 ool 5 Document Versions One of the advantages of DIIMS is its ability to track a document s content development through the version tracking process In other systems such as the shared system drive it is necessary to create a separate document for each version of a document In DIIMS a document acts as acontainer for all associated versions of the same document The Versions page lists the versions in order the most recent version which w
127. ts n Q Tnriters 12 0 Copy Link to Cipboerd B _Testing Fie Number Mote Shortcut B Barcode Scannen 21 Comper ranean Download Collections DB Coperte Information Mensgemert Leergs Set Notdcabon By DOMS Advice E DEMS Implementation By DOMS Licensing Detete a OEMS Reporting tore B ODS Sytem Devetopment n 3 momen mene After the Download Offline Version 00M Ts Douniosd Ofine venion l 6 DBMS Trenn amp Development Send To function has been selected DIIMS will 1 objects selected h a briefly display a dialogue box showing the results of the download C EZ Download Offline Versions pa E Download completed 30f3 document s successfully processed arman nt ates Narn cation Statut la BOX ID THAT ARE IN DESTRUCTION AREA OUMS GNwWT My Works AO he fersonal My Workspace ie Collection i i ww Successfully added a new document to offline folder FT Si Program Revi a ame doar i oa rye W Successfully added a new document to offline folder PW Document M ment 3047459 DIMS sete resem Wok TEA nfiline C y Successfully added a new document to offline folder Page 112 of 116 eEDIIMS END USER TRAINING Oooo 2 Once items have been downloaded offline the Offline column will display Yes EN jv DUMS GNWT Personal Favorites f a ONSON a Fe Edt yew Jook DEMS Hep 5P Refresh p oms GNAT Name Sze Modified
128. ubhdeep_Maitra gov nt ca Microsoft ool Home Send Receive Refresh Copy Move A Search a Repository 7 Folder Search View Developer Add Ins DIMS S Q 3N Work Manage Local Offline Manage Options Offline Documents Sync Plug Ins Offline Options a v onm fictions off On Options O Devolutit Ge Enterprise Connect Press F1 for add in help 4 Shubhdeep_Maitra gov nt ca i Inbox LA Drafts 83 LA Sent Items a Deleted Items 7 Junk E mail 17 A Outbox Uf RSS Feeds LG Search Folders Q Spam Mail DIIMS 4 DIMS gov nt ca L3 Inbox LA Drafts 2 Sent Items h Inbox Ctri E ge By Date Conversations Today gt 4 DIIMS Training Boardroo Expand to see all items KA DIMS Training Boardroo Laurie Nadia 9 K Another export from ADM Ainsley Zock 9 08 Lj Update to key user training Ainsley Zock KA YHSSA Borrow Portable Sc Deana Dickson 8 28 Yesterday Lj PWS Desktop Admins Gro RE DIIMS Training A pyanys Buures STIG HY 00 6 UON f Adobe PDF Enterprise Connect Easy Access Q New Search 0685 05 Deferred M we Personal Favorites _2013 DIIMS Procedures _Departmental Box Inventory Listings 2 0520 30 08 DIIMS Help Desk _DIIMS Cheat Sheets _DIIMS Help Desk Reports gt _Diims_documents_colleefio a UKE Gdts f 0 KB docs MACA fA 0 KB docs PWS g DIIMS Alerts E3 DIIMS Departmental
129. vourites container Audit Copies the item to a specified location within DIIMS ru Make Generation Identifies the version as an important version that cannot be _ changed or deleted Cossitications Make Shortcut Creates a link to the selected item Holds Move i Moves the selected item from one location to another Ratings specified location Records Detail Track it notifies the user of updates References Add Follow Up Flags the selected item for further attention rii Set Notification Sets up a notification alert for updates to a selected item WebDAV Communicate it publishes and rates the item E mail Opens the e mail application and attaches the item as a copy ora link Explore from here Defines the search parameters Figure 1 5 the Functions Affectaccess controls user access to the item menu Permissions Enables users to define access to an item providing they have permission to assign access Reserve Locks the document for editing View and download views item information Overview Provides a description of the item and the functions that can be performed on it Page 17 of 116 Subscibe Rendon Zip amp Downs Delt Sub menu Items General Specific Opens document information tabs that contain specific Audit Categories Classifications information about the document Ratings References Versions Records Detail More Configured by Stores less commonly used commands Administrator Table 1 5 T

DIIMS End User Guide - Department of Public Works and Services

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