Operating Instructions
Contents
1. System Username T Us Ss ESS Ada Cancel To add a new user to the account click the Add User button at the bottom of the page This will open the Add User page where you will be able to enter the new user s initial details and configure their membership of existing User Groups If the user is not a member of any User Groups they will not be able to use the system This page also contains a check box which is used to enable the new user s access to the system This checkbox should initially be ticked to grant logon access to the user but can be un ticked at any point in the future via the Edit User page to disable the user s logon access Click the Add button at the bottom of the page to add the new user O 2011 Saftronics Limited All Rights Reserved 10 1 2 Edit a User An existing user s details logon access or User Group membership can be changed at any time using the Edit User page This page is available by clicking the A i Edit button adjacent to the user in the list shown on the LT User Configuration page This page is slightly different Pease edle users dl a apport from the New User page as follows Prst name ov Since an existing user should have changed their initial M 3 password the option to set their password is not provided Sc when editing their details mn emm There is an additional check box labelled Monitor2. Operating Instructions O 2011 Saftronics Limited All Rights Reserved Contents 1 2 3 4 5 6 7 INTO 5 System Pladremelills Re cis 6 ROW uide C 7 Accessing SalsD OO EE 8 4 1 Logging On to Safsource Sn Uis 8 42 Forgotten PaSsSWOrd oi 10 4 3 Logon Re ale 10 nn tme indi cau clim sss d i sd ie 11 4 4 1 Acknowledge a Newsflash ANNE 11 4 4 2 Add MS TS mm 11 44 3 Deleung a Newsflash ini 11 Application EE c 12 5 1 Title amp Global Controls Panes m S SO e 13 5 1 1 BS A a ee E tates eed emanate erodes bes 13 52 AAMI tote rr 13 Bile O A oy y E 14 ME op AE o PP O E 14 5 15 KMOWDASE ss 14 STO My Pl mem Em 14 Sala WEONES EU ocios 15 5kg IAS coe 15 A meer eee ee eer ree eee eres eer re ee 15 5 1 10 POO a E 15 5 2 Folder Explorer aa 16 5 3 Detailed Contents E 17 e EN 18 19 re Types o T 19 Zeck Normal PO oran 19 O 2011 Saftronics Limited All Rights Reserved 71 2 Priority Pole cita 19 7 4 3 Template E 19 7 2 Allocating ET Ce E 20 7 3 Add a New Folder das 20 7 4 Edtatoder A AKEN nn nene esser Aaa sisse sese E UEAn EEEa TENEN 21 7 5 Folder Comments 22 T6 B 11 gt Fl paneer rn E 23 y POWER AUS aree E mot 23 TO Folder W3alcli8S EE 24 1 9 Folder As ERR in ica 24 7 10 Folder Shortculs cai nio sia 25 mice ER 26 8 1 Version Control amp Number sisi 26 8 2 po als Ao 27 8 3
3. 000000 Roll Back Back In order to Rollback a file you must first navigate to the file s containing folder and click on the file s name in the list to display the File Properties page On this page click the Rollback button on the toolbar The system will then display the Rollback page detailing each version of the file along with the date amp time that the version was created and the associated comment which was made upon check in O 2011 Saftronics Limited All Rights Reserved From the list of versions on this page select the version to which you would like the file to rollback to by checking the option button alongside it To confirm the rollback click the Roll Back button at the bottom of the page To cancel the rollback click the Back button When the file is rolled back all data relating to the versions following the selected rollback point is permanently removed from the system This can not be undone Important Rolling back a file is permanent and can not be undone For this reason it is recommended that users access rights are carefully considered to avoid accidental or unintended loss of data 8 8 Take an Old Copy of a File As we saw earlier uncontrolled copies of a file can be i Take a copy of a selected version of ST10885P01 PLC ACD taken from the system provided that you have been given suitable access rights by the Account Administrator However if you need a copy of the file at a previo
4. 2 If other web sites do appear contact your Account Administrator The site s server may be undergoing routine maintenance O 2011 Saftronics Limited All Rights Reserved Once the safsource site is open you may be required to click a Logon link to take you to the logon page but in most cases this page will be opened by default On the logon page you will be presented with three text boxes in the centre of the page You must now enter the Account name User Name and Password exactly as they were provided to you because all the fields are case sensitive Please complete all fields to log on If you are already a member of this service please logon below If you would like to know how to become a member please email administrator safsource co uk Please enter your account name user name and password below Account Name is Forgot password _Logon saftronics limited poweredby S souz v2 0 When you are sure that the data you have entered into these text boxes is correct click on the Logon button If the logon does not work this may be because your account has been disabled for some reason The system will tell you why the logon did not work Try the following 1 Try re entering your account details in case there was a typing mistake 2 Report the problem to your Account Administrator A D 2 D Fo rg otte n Passwo rd Please complete your Account and User names Should you forget your password the system i
5. Alternatively the individual sub folders can be manually modified as required O 2011 Saftronics Limited All Rights Reserved It is possible to create a Template Folder which is also a Priority Folder Finally if you have the ability to set the User Groups for new folders you will be able to do this by moving the names of the required User Groups into the Accessible By box on the right The option to select User Groups is not shown for users without that right In those cases User Groups are set by default according to the configuration made by your Account Administrator 7 4 Edit a Folder Folder details can be changed at any time without affecting the contents of the folder or any external shortcuts In order to change a folder s details navigate to the folder and click on the Edit folder button in the toolbar This will open a page which contains the folder s current name and description along with settings for the priority and User Groups Simply change any the details which are required and confirm the changes by clicking the Edit button at the bottom of the page If you change your mind any changes you have made can be discarded by clicking the Back button It should be noted that the Edit functionality can not be used to modify any Template which was used to initially create the folder Modifications required on sub folders must be done by navigating into them and making any required changes individuall
6. test test Sample file BBC Website Ver Date Time parent folder Root 25 06 2009 14 58 22 25 06 2009 14 59 58 25 06 2009 14 47 39 25 06 2009 14 48 13 25 06 2009 14 49 38 25 06 2009 14 50 19 25 06 2009 14 50 44 25 06 2009 14 54 58 25 06 2009 14 53 06 25 06 2009 15 02 10 25 06 2009 15 02 33 25 06 2009 15 03 01 25 06 2009 15 03 45 2 2009 10 26 28 saftronics limited powered by 5 safow Resizable split Folder Explorer Detailed Contents area T 8 5 9 9 9 9 9 9 9 9 9 9 9 9 e In Out Locked Type Folder Folder Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Text file URL Link Page specific Controls 5 1 Title 8 Global Controls Pane This area displays the safsource application title and logo In order to confirm the log on this area also displays the currently logged on Account name and User name Account demo User safsource Admin Pr rn al tu rm Ze The display also shows the global controls These controls are available from any page within safsource once you are logged on Access to these controls is based upon your user access rights so some of them may not be displayed when you log on Your user access rights are configured by the Account Administrator 5 1 1 Search This control allows the user to searc
7. Adding a New EE 28 8 4 Check Out Checklnbies nano nono nan cnn nnne nnn rne nns 28 8 4 1 Check Out NENNEN REENEN ANNER ana 29 842 O NIU Ut uA Ri a ee 30 8 5 Geta Copy OAI rarer ene er ee 31 86 Del ie Fl EE Ee 32 8 7 Rollback File Version oooccccnnncnnncnncncccnnncnnonanononcnonacononananonononnn cnn nn cnn ona nano narco na rnn rne nennen nnne 32 8 8 Take an Old Copy of a Ple ota 33 8 9 Lock or Unlock a Fil6 ooc oooncccnnccnnncccnnncncnncnnna cano nonononononncnnnnncnnnncnnnnnnnnnnancnnnrn TEENE Enae 34 8 10 Fil Watches et 35 8 11 File AlenS soc 35 8 12 ES sen ee De c delen de deua 36 UNK RR 37 9T Yo E ET EE 38 92 Edita Ai 39 E A A NE nt 39 O 2011 Saftronics Limited All Rights Reserved 10 1 A o EE 40 10 1 1 Add New ias 40 10 1 2 PP o tease geek epee eon tesa 41 10 1 3 Dalela a SEN eet S 42 S EE E 43 10 2 1 RINSE EE E E EENE E A EAEN EEEE ENA 44 10 2 2 Groups and Rights EXAMpPleS sis ite eripe rl aec ERN tati e ae 46 103 le o Eto ERE A 48 1 Introduction Safsource is an easy to use internet based document and change management system which gives you secure storage for any type of electronic document or data As your team creates and modifies documents safsource tracks the changes allowing you to easily maintain version history In addition users activity is logged and presented in a series of reports enabling you to
8. File add new files View File History view a selected file s history Check Out Check Out a file Take Copy take an uncontrolled copy of a file including Zip archives Delete File delete a file Rollback File revert the file s version to a selected previous version Take Old Copy take an uncontrolled copy of a previous version of a file Lock File lock a file for Check Out by others and unlock Uncheckout File cancel another user s Check Out Watch File place a Watch on all activity for a file Add New Folder add new folders Edit Folder edit the folder details Folder Comment add a comment to the folder Delete Folder delete the folder Set Folder Flags change the flag settings of a folder O 2011 Saftronics Limited All Rights Reserved Watch Folder place a Watch on all activity for a folder Prioritise Folder select a folder as a priority folder Folder Groups select and deselect User Groups on a folder Add Link add a URL Link to a folder Add Alerts add an Alert to a folder Reports view and configure Reports Admin Page view the Administrator Configuration page Edit Flags change the names and availability of Flags User Details change user details User Group Membership change users membership of User Groups Groups change the rights and other settings of User Groups Add Newsflash add a newsflash Edit Templates configure system Template Folders If a user holds
9. be carefully configured according to the Include by default 7 required access levels for the User Group User Group Rights Vv View File Folder v Add File Vv View File History Iv Check Out fc ques wee The first check box labelled Enable is used to enable disable proue poeme gom gs the User Group If this is un ticked users will not be able to Sim ees a a use the rights associated with this User Group They may piece came poux pe M however be a member of other User Groups with alternative right configurations Save changes Cancel The second check box called Include by default is used to O 2011 Saftronics Limited All Rights Reserved select the User Group for automatic inclusion in new folders which are created Folders created by any user who is a member of a User Group with the Folder Groups right will still be able to deselect the default User Groups The last block of check boxes is used to allow or deny individual rights for the User Group This is explained below 10 2 1 Rights A Right is the ability to perform a specific action within the Account Each individual User Group is configured with the activities which those users will be allowed to perform The rights available within User Group configuration are as follows Right Description This right allows the user to View File Folder see files within the Detailed Contents area Add
10. membership of multiple User Groups which are granted access to a given folder the access rights for that user will be combined and applied for each User Group granted access to that folder O 2011 Saftronics Limited All Rights Reserved 10 2 2 Groups and Rights Examples Here are some simplified examples of how User Groups are applied to folders within the account The Account Administrator creates a few User Groups and Users within the account User Group Rights ReadOnly View Files and Folders ReadWrite View Files and Folders Add Check Out Check In Full View Files and Folders Add Check Out Check In Delete Lock Rollback Audit View Files and Folders Watch and Reports External View Files and Folders Add Check Out Check In Delete Lock Rollback User Group s John ReadOnly and External Paul ReadWrite George Full and Audit In these examples we will show how each of the above user s rights are assessed for a given folder with group rights based on the above Example 1 A folder Drawings has access granted for ReadOnly ReadWrite and Audit groups User Interpreted rights Resulting from membership of John View Files and Folders ReadOnly Paul View Files and Folders Add Check Out Check In ReadWrite George View Files and Folders Watch and Reports Audit note not Full In this example David has some right
11. not correspond to any external number which your file has may have been given or any version numbering within it For example if you have a document which you have called My Document version 5 or has V3 in the footer of the document safsource will not use that information to track its version Instead safsource will maintain its own numbering system O 2011 Saftronics Limited All Rights Reserved When a new file is added to safsource it is allocated the version number 1 Each time the file is Checked Out and subsequently Checked In this version number is incremented If a Check Out is cancelled the version number retains the existing number If a file s version is Rolled Back the version number will revert to the applicable number for that version of the file This rigid internal control of version number means that users may continue to use safsource whilst developing documents without having to rely on any native change control within the document It also means that since the version number is incremented automatically there is no scope for human errors with typing and so on 8 2 File Properties The system maintains information about all of the files stored within it which can be viewed by users who have suitable access rights File properties for Templates User Details pdf In order to view the properties of a file navigate to the containing folder and click on the name of the file within the list dem disp
12. now open the file on your computer and make the required changes It is important that you do not change the file s name in any way since a file with a different name will be deemed to be a different file by safsource 2011 Saftronics Limited All Rights Reserved Whilst the file is Checked Out to you none of the other users will be able to take a controlled copy from the system although uncontrolled copies will still be available When you have completed the modifications to the document it must be returned back into safsource control to allow others to access it This is done by checking the file in 8 4 2 Check In Once you have modified the file it must be checked back into __ Check the File Templates User Details pdf back in safsource in order to return control of the documents version In order to check a document in navigate to the folder which contains Please note that ther imum file size of 100Mb the document and click the file s name in the list to display the File Properties page Click on the Check In button on the File Properties Fie changes A Changes necessary to incorporate comments made during the a page The system will display the File Check In page prompting for ee c you to upload the file and confirm the details about the changes which you have made cneckin Bac Click on the Browse button and navigate to the location of the m
13. page This will cause the Delete User page to be displayed where the action can be confirmed by clicking the Confirm button If you decide not to delete the user simply click the Cancel button to return to the previous page without deleting the user Deleting a user will take effect from the next time that they log on to the system If they are currently logged on at the point that their account is deleted they will still have access until either they log out or their session time expires due to inactivity Important There are some important points to consider before deleting a user Deleting a user is permanent and final It can not be undone When a user is deleted they will be sent an email explaining that they have been removed from the system e The user may have files checked out from the system which can not be checked back in if the account is deleted e Whilst the user account is deleted all of the historical data generated by that user s activity still exists Therefore the user s System Username can not be re used in the future e There are other methods of preventing a user from accessing the system For example disabling the user s logon For these reasons it is recommended that deleting a user should be considered as a last resort and only when it is certain that the user will never again require access to the system O 2011 Saftronics Limited All Rights Reserved 10 2 User Groups A User Group is a co
14. that if your account remains inactive for more than a few minutes safsource will log you out of the system automatically This is to ensure security of the data when you leave your computer You will not be logged out of safsource whilst you are uploading or downloading files O 2011 Saftronics Limited All Rights Reserved 4 4 Newsflash A Newsflash is a simple and convenient way of making system wide announcements concerning safsource however they do not form part of the background data which is used within the system Once at the opening page of safsource every user will be shown all of the current Newsflashes which are active on the system Users can acknowledge individual Newsflashes preventing them from being shown in future however it is recommended that Newsflashes are deleted once no longer applicable to prevent new users from receiving irrelevant Newsflashes 4 4 1 Acknowledge a Newsflash Once you have read an active Newsflash you may acknowledge it by clicking the X close button in the top right corner of the Newsflash box This will prevent the associated Newsflash from being presented to you in future 4 4 2 Add a Newsflash Users with the appropriate security privileges are able to add new RET Add ness Newsflashes by clicking on the Add Newsflash button This will display Was the Add a Newsflash page where you will be prompted to add a Headline bag and Story for the Newsflash Once the informatio
15. This feature if enabled provides the Account Administrator with L Save changes ResetPasswors DeeteUser sendpetais canos an email each time the user logs onto safsource This can be useful when verifying that a particular user has logged on successfully or in monitoring external users e g subcontractors access This feature can be switched on or off at any time but will only initiate the email at the point that the user logs on Once changes are made they can be saved by clicking Save Changes The Reset Password button at the bottom of the page is used to reset the user s password Clicking this will change the user s logon password to their user name This is useful when a user has forgotten their password or to force a user to reset their password If a user s System Username and or Password are changed it is recommended that the revised logon details are issued to the user This can be done simply by clicking the Send Details button which will send the current user logon details to the user at the email address specified Finally the Delete User button can be used to delete the user This has the same effect as clicking the Delete button adjacent to the user in the list on the User Configuration page see earlier O 2011 Saftronics Limited All Rights Reserved 10 1 3 Delete a User Users can be deleted from the system by clicking the Delete button adjacent to their name on the User Configuration
16. cient rights When a file is deleted all associated versions history watches alerts and other data is also deleted Deleting a file is permanent and can not be undone so care must be taken when considering deleting a file Assuming that you have suitable rights a file is deleted by navigating to its containing folder and clicking the file s name within the list This will display the File Properties page Click the Delete button in the toolbar A brief confirmation page will be displayed asking you to verify the action and warning that all versions and associated data will be removed To permanently delete the file click the Confirm button at the bottom of the page Important Once a file has been deleted and confirmed it can not be restored It is recommended that users access rights are carefully considered to avoid accidental or unintended loss of data 8 7 Rollback File Version P Roll Back the version of ST10885P01 PLC ACD Each file on the system has associated data which is built E S E N ENR from users activity As the file is modified its version is Varming There is no undo ci once roed baek serios ot ne str ine see point wit se incremented at each point of Check In to the system However occasionally it may become necessary to revert back to a previous version of a file abandoning all development since that version This is known as Rollback and can be performed on any file by users with suitable access rights
17. ct the required users highlight their O 2011 Saftronics Limited All Rights Reserved name in the Users who will not receive alerts list on the left and click the Add gt button to move them into the Users who will receive alerts list on the right To remove a user from the Alert simply select their name in the list on the right and click the lt Remove button If an Alert has already been created for the file the existing users will be pre selected on the page Once configured click the Save button at the bottom of the page to complete the configuration To remove an Alert configuration navigate to the relevant file s File Properties page and click the Alerts button as described above then remove all of the names from the list on the Alert Users page Again click the Save button to complete the change 8 12 File Shortcuts A File Shortcut is an external link to a particular file within safsource The link uses a standard format called a URL Uniform Resource Locator and provides the internet address location of the file so that opening the link in the future will navigate your internet browser software to the correct location Due to the security features used within safsource clicking on the File Shortcut when not actually logged in to safsource will cause the Logon page to be displayed Once you have successfully logged on to the system you will then be taken directly to
18. ea The main area on the right displays the detailed content for the current location For example when navigating to a folder using the Folder Explorer the sub folders files and URL links within it are displayed Other details about the folder may also be displayed e g the current flag settings The system provides a set of information description version number etc for each item in the list where relevant Most of the columns can be used to re sort the list either in ascending or descending order but the list will always display contents in order of the type of item folders first then files then URL eo ati File properties for report2 jpg O 2011 Saftronics Limited All Rights Reserved Edit Comment Delete SetFlags Watch Alers Links Admin Folder This folder should only be accessible by Administrators Root Admin Folder Bo Description Ver Date Time parent folder Root test 1 test 1 test 1 test 1 test 1 Test 1 test 1 test 1 1 1 1 1 1 1 1 Sample file BBC Website saftronics limited poweredby S su v2 0 2 2 9 5 9 9 2 9 9 9 9 9 9 9 Type Folder Folder Bitmap image Bitmap image Bilmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Text file URL Link If any of the sub folders shown in the list is clicked the system will navigate i
19. ents the new folder which the user creates when adding a new folder If the user has selected a Template the sub folders which are inserted shall be those which are beneath this parent folder Note that sub folders can also contain their own sub folders and so on To add a sub folder into the parent or an existing sub folder click on the Add Sub folder icon alongside the relevant folder The Add Template Folder page will be displayed prompting for the new sub folder s name and description To add the new sub folder fill in these details and click Save Changes to return to the Template Configuration page 3 To delete a sub folder click on the Delete icon alongside the folder you want to delete When complete click the Save Changes button to save the Template settings 2011 Saftronics Limited All Rights Reserved 7 Folders 7 1 Types of Folder There are different types of folder in use on safsource Each folder may be contained either within the root or uppermost level of the account or within another folder There are no limits set by safsource on how many sub folders you may have within another folder however folders which contain a high number of sub folders may take longer to be displayed and may affect productivity because the user will need to scroll through the list to find the folder they want It makes sense therefore to arrange folders into an organised structure for example with sub f
20. first navigate to the folder which you want to add the new file to using the Folder Explorer or detailed contents area then click on the New File button in the toolbar On the Add a new file page locate the new file on your computer by clicking on the Browse button and click on Add File Next enter a description of the file explaining what the file is note that this is not a version comment Then enter separate details to describe the current version of the file This should explain what has changed since the last version was checked in to safsource Add a new File to the folder Root Please note that there is a maximum file size of 100Mb i Add File Back Finally click the Add File button to upload the file The system will then start to upload the file and will store it within the selected folder The time taken to upload the file will depend upon the speed of your connection to the internet Once the upload has completed a confirmation page will display a summary of the file which was uploaded and associated comments 8 4 Check Out Check In Files Whenever you intend to make a modification to a document you must check it out of safsource This allows you to take the controlled version of the file out of the system and blocks other users form 2011 Saftronics Limited All Rights Reserved making changes to the same document until you return control to safsource by checking
21. from your computer once you have finished with them in order to avoid confusion when you Check Out the document to make changes 8 9 Lock or Unlock a File Any file on the system can be Locked or Unlocked by any users Lock the fie STELL ACD for Check Out who have the appropriate access rights Locking a file disables sa s other users ability to Check Out that file However if other users mam also have access rights to Unlock files they may do so If a file is Locked when it is already Checked Out the lock will come into effect when either e the Check Out is cancelled or e the file is rolled back to a previous version point which will return it to the Checked In state e the file is Checked In by the user who currently has it Checked Out to them A file can be Locked or Unlocked by first navigating to the file s details page see earlier and then clicking the Lock or Unlock button on the toolbar which toggles between the two states Since changing the Locked status of a file will preclude other users ability to revise the file a page will appear asking you to confirm the Lock or Unlock command The Locked status of a file is indicated by the small padlock symbol which appears in the list on the Detailed Contents area and on the File Properties page O 2011 Saftronics Limited All Rights Reserved 8 10 File Watches When a user places a Watch on an item the system issues an email to that user each time t
22. h essere 11 Deleting a Newsflash 11 P Password button sese 15 POP UP p DE 6 A 6 R REPOMES goes stag 14 resolution s n eibi reta hetero ta Pee des 6 S KI VE 13 System Requirements ss 6 A See SEO AER 6 T M UE IB 14 18 add asub folder 5 e mener ettet 18 delete a sub folder sse 18 Delete a template 18 Editing a template AN 18 New template 18 Title amp Global Controls 13 U o siida aai ideana 17 25 36 37 38 user access rights 13 User Groups inrer rere nin anne 43 membership of multiple User Groups 45 V VINUS OS T 6
23. h for folders and files which contain a particular piece of text To use the control type some text into the box then click the Search button The system will return all results which contain the text either in the Name or Description of the folder or file In order to avoid a large number of inaccurate results the text being searched for must be at least 4 characters long 5 1 2 Admin This button is only available to users with Account Administration rights If you have access to this button then clicking it will bring up a separate pop up window which will present a menu of administrative functions O 2011 Saftronics Limited All Rights Reserved 5 1 3 Templates This button gives access to the system s Template Folders Users with appropriate rights can open a separate window where they can edit the contents of each Template Folder These templates can then be used by other Account Users to create new folders with pre defined contents 5 1 4 Reports This button is used to access system reports lf you have access to this button then clicking it will bring up a separate pop up window which will present a menu of available reports 5 1 5 Knowbase The Knowledgebase abbreviated to Knowbase is an area where users can share experiences and ideas through a forum style page Entries are arranged into categories on three levels as follows e Atthe top level there are Topics A Topic is a main area of discussion incorporating al
24. here is activity on the item When a File is being watched the user s email is triggered when The file is Checked In or Out A file Check Out is cancelled The file is Deleted The file is Rolled Back to a previous version An uncontrolled copy of the file is taken An uncontrolled copy of the file is taken as part of an archive An old copy of the file is taken The file is Locked or Unlocked A new File Watch is set by clicking on the Watch button on the toolbar This toolbar button will toggle to Unwatch for a file which currently has a Watch configured for the logged on user Clicking the Unwatch button will cancel the File Watch on the file Only the user who set the File Watch may cancel the Watch 8 11 File Alerts An Alert operates in the same way as a Watch in that it causes the system to issue an email to a user each time there is activity on the item However an Alert is configured by a user on behalf of one or more other users with a common interest in a particular File When an Alert is configured on a File an email is issued to each of the selected users in response to activity being carried out on the file in the same way as File Watches see 8 10 To configure a new Alert on a File navigate to the required file s File Properties page and click the Alerts button on the toolbar The Alert Users page will be displayed and will prompt you to select which users you would like to start receiving the Alerts To sele
25. ith different levels of access to the files and folders on the account An individual user may be a member of one or more User Groups As new folders are created within the account they are configured for access by one or more User Groups Users with membership of those groups can gain access to that folder according to the rights specified for the group If you have been given the right to set User Groups when creating new folders you will be able to choose which Groups to add However if you do not have that right only the User Groups which the Account Administrator has marked as Default will be added 7 3 Add a New Folder To add a new folder navigate to the location which you want the folder to be created in using either the Folder Explorer or the detailed contents area then click on the New folder button on the toolbar The following screen will be displayed w Add a new folder inside the folder Boot ot To add a normal folder enter the name of the new folder and a brief description To create a Priority Folder enter the information above and check the box next to Priority Folder To create a Template Folder enter the name of the new folder and description then select the required template from the drop down style list It should be noted that once a folder has been generated using a Template it can not be changed to a different Template without deleting it and re creating the folder
26. l discussion covering a similar subject area e Within each Topic there are a set of Threads Each Thread can be thought of as a train of thought or conversation about one aspect of the Topic e Each Thread subsequently contains a number of related Articles which are left by users Each time a user refreshes the page safsource checks for unread entries within the Knowledgebase and alerts the user by subtly flashing the Knowledgebase icon within the Global controls pane 5 1 6 MyFiles This button provides a quick reference to the list of files which the user currently has checked out of safsource From this list the user can easily access each file s details allowing them to be checked back in O 2011 Saftronics Limited All Rights Reserved 5 1 7 Watches This button provides a quick reference to the list of folders and files which the user is currently watching From this list the user can easily access each folder or file 5 1 8 Password The Password button is used to change your system logon password When you click this button a separate pop up window will appear prompting you to enter your existing password and the new password 5 1 9 Help The Help button is used to display help documentation about the system in a separate pop up window 5 1 10 Logout Clicking this button causes safsource to immediately log you out The system will then display the logon page 5 2 Folder Explorer Pane The pane on the
27. l not recieve alerts Users who will recieve alerts To configure a new Alert on a Folder navigate to the required folder and click the Alerts button on the toolbar The Alert Users page will be displayed and will prompt you to select which users you would like to start receiving the Alerts To select the required users highlight their name in the Users who will not receive alerts list on the left and click the Add gt button to move them into the Users who will receive alerts list on the right To remove a user from the Alert simply select their name in the list on the right and click the lt Remove button If an Alert has already been created for the folder the existing users will be pre selected on the page Once configured click the Save button at the bottom of the page to complete the configuration To remove an Alert configuration navigate to the relevant folder and click the Alerts button as described above then remove all of the names from the list on the Alert Users page Again click the Save button to complete the change 7 10 Folder Shortcuts A Folder Shortcut is an external link to a particular folder within safsource The link uses a standard format called a URL Uniform Resource Locator and provides the internet address location of the folder so that opening the link in the future will navigate your internet browser software to the correct location Due to the secu
28. layed in the Detailed Contents Area This will cause the File CheckediwOut Bh Properties page to be displayed listing the following eios Last Check In On 26 05 20 5 25 02 Last Check In By s Last Check In Comment Initial Version e File Name The name of the file as it was uploaded to safsource Be e File Type The native file type taken from the file name extension For example a file with the extension txt is a Text file e File Size The number of bytes which the current version of the file occupies in the storage media Note that previous versions may have been different sizes e Location The full path to the file from the Root of the safsource account e Description The description of the file as supplied by the user who first added the file to the safsource system O 2011 Saftronics Limited All Rights Reserved Checked In Out The current Check In status of the file or Out the file Version The current version number of the file as maintained by safsource Locked The current Locked status of the file Locked files can not be Checked Out Last Check In Out On The date on which the file was last Checked In or Out Last Check In Out By The name and email address link of the user who last Checked In e Last Check In Out Comment The comment left by the user who last Checked In or Out the file 8 3 Adding a New File To add to new file to the current location
29. left displays the Root of the safsource account which is the top most level and any sub folders which are contained within the Root Each of these folders can contain further sub folders and the system does not impose any limitation on the number of folders inside other folders The system will initially present only the first level of folders but each folder can be expanded to display its sub folders by clicking on the folder icon In order to view the contents of a folder you can click the folder s name within the Explorer Pane Doing this will cause the system to display the folder s contents in the detailed contents pane Sub folders can then be viewed either by clicking their name within the Explorer Pane or within the detailed contents area Root 0000 Admin Folder 0000 M Maps 8000 M Normal Folder 0000 E Super User Folder 0000 Useful Links 0000 User Only Folder 0000 Sub Folder 0000 9 Sub Folder 2 UUUU p test2 UUUU 2 test2 17 files in 33 folders Usage 161 Recent Links The Folder Explorer pane also gives each user links to the last 5 folders a Maps that they accessed Sub Folder 2 E e The explorer pane also displays the total number of files folders and My Folder storage capacity used Note that only the folders to which you have access rights will be displayed within the Folder Explorer pane or the detailed contents area 2011 Saftronics Limited All Rights Reserved 5 3 Detailed Contents Ar
30. llection of users who share a set of access rights on safsource Each User Group is given a unique name to identify the type of access rights which are granted An individual user may be a member of a number of User Groups and their effective rights are combined on the basis of which User Groups are 2 User Group Configuration given access to the folder being viewed The following user groups are currently configured under the saftest account To edit or delete a user group click the Edit Delete button adjascent to that group User Groups can be configured by clicking the User Groups Group Name Enabled Default button on the Administrator Configuration page This page lists inc MES HH all of the configured User Groups on the system Adjacent to ues vo v ata each User Group are buttons which can be used to Edit or cet v v E Delete a particular User Group and at the bottom of the page com v BS there is the Add Group button which is used to create a new add Group Cancel User Group Certain types of User Group can not be modified or deleted because they are always needed in order to administer the system usually called the Administrator User Group The Edit and Delete buttons d for these are not available Edit User Group Pease edt the user groups deis as required When adding or editing a User Group the Edit User Group Group name Sparu page will be displayed This page contains a set of check boxes which must
31. n has been entered click the OK button to save the newsflash Fees The newly created Newsflash will be displayed with immediate effect for every user logging onto safsource od wa 4 4 3 Deleting a Newsflash Once a Newsflash is no longer valid it should be deleted Only the user who created the Newsflash may delete it and this is done by clicking the Del delete button in the top right corner of the Newsflash box O 2011 Saftronics Limited All Rights Reserved 5 Application Layout The main page layout is as shown below there may be some differences in the colour scheme This page will be the main interface with the system and gives you access to all of the main functions Some of the functions may require a separate pop up window to be displayed The layout of safsource is divided into three main panes Title amp Global Controls 0000 Super User Folder 0000 Useful Links 0000 D User Only Folder 17 files in 33 folders Usage 1 6196 Recent Links p000 E New Folder X User Only Folder D MH12NOP bmp My Folder MH12P bmp My Folder H MH3 bmp Test MH3NOP bmp Maps DU MH3P bmp D MHSNOP bmp H MH8 bmp H MH8P bmp H Mitsi bmp Mitsicomms bmp D MitsiCPU bmp DH MitsiDI16 bmp MitsiDO16 bmp Admin Folder This folder should only be accessible by Administrators Root Admin Folder ae We Description test test test test test Test test test test test test test
32. nto that sub folder and display its contents in the same way as clicking the folder name within the Folder Explorer pane If a file is clicked the file s details will be displayed along with the toolbar buttons associated with files Clicking on a URL link will cause the system to open the linked page inside a new pop up window 6 Templates A Template is a structure of folders which can be selected when creating a E tatempe new folder on the system The Templates Configuration page is available by clicking the Templates button on the Global Controls toolbar This diet page displays a list of available Templates each with Edit and Delete Description buttons adjacent to them in the list At the bottom of the page there is an Add Template button which is used to create a new template Please edit the user template s details as required Project New Project Template To delete an existing Template simply click the Delete button alongside it in the list Once a Template is deleted it will be permanently lost from the system T Save Changes Cancel When Editing a Template or creating a new one the system displays the Edit Template page Each Template needs to be given a unique name and a description to help users to select the Template they require In addition the folder structure for the Template needs to be defined By default the parent folder is shown this repres
33. odified file on your computer The name of the file you select must exactly match the file which was Checked Out otherwise it will not be accepted by the system The file name check is case sensitive so files must have the same capital and lower case lettering in their names i e MyFile doc is not the same as myfile doc Once you have selected the correct file check and update the comments about the changes made By default the comment which you left when you checked the file out will be displayed as a starting point Click on the Check In button to confirm the check in The system will start to upload the new version of the file Once complete the system will display a confirmation page indicating that the file was successfully placed back into safsource Click the Back button to return to the folder list Once checked in the file s version number is incremented automatically O 2011 Saftronics Limited All Rights Reserved 8 5 Geta Copy of a File An uncontrolled copy of a file can be taken from the L rate copy of tne fie Templates User Detail pa tvn system provided that you have been given suitable access rights by the Account Administrator To download this file 1 Right click on the icon below then select Save Target As in the pop up menu 2 Yo select an appropriate location then click Save This can be done by navigating to the folder which 4 Once he download is complete you wil be aske if you
34. of the page to save the changes you have made 9 3 Delete a Link To delete an existing link navigate to the folder which contains the link and click the Links button in the toolbar to view the links list page On this page click the Edit button which adjacent to the link which you would like to delete The system will then display the link s details page To confirm deletion of the link click the Delete button at the bottom of the page O 2011 Saftronics Limited All Rights Reserved 10 Account Administration A safsource Account Administrator is a user who has special rights on the system enabling them to configure User Groups users and other system wide settings Account Administrators are able to access the Administrator Configuration page by clicking on the Admin button on the Global Controls toolbar at the top of the main page The Administrator Configuration page provides a menu of further pages from which system settings can be made 10 1 Users The Users Configuration page is accessed by clicking the Users button on the main Administrator Configuration page This page provides a summary of the existing users within the account and also provides the ability to add new users edit existing users or delete users 10 1 1 Add a New User A Add User Please complete the following form for the new user Please complete all fields in order to add the new user First Name Last Name
35. olders of a similar subject sharing separate folders rather than all together 7 1 1 Normal Folder A normal folder is one which is simply added as a sub folder to the current location with no prescribed contents or special properties However even a normal folder requires that you configure the User Group entitlement for the folder see below If a normal folder is created by a user without the ability to configure access rights the default User Groups will be added 7 1 2 Priority Folder A Priority Folder is one which will always be displayed at the top of the list both in the Folder Explorer and in the detailed contents area regardless of which column list is sorted by This is used to give quicker access to folders which are regularly used If there is more than one Priority Folder at a location they will be listed in alphabetical order or according to the selected sort column 7 1 3 Template Folder A Template Folder is one which upon creation is automatically given a collection of sub folders based on a template selected from a list The templates are configured separately from the global toolbar and access is dependant on the user s rights as configured by the Account Administrator O 2011 Saftronics Limited All Rights Reserved 7 2 Allocating Groups to Folders A User Group is a collection of users who share a set of access rights on safsource The Account Administrator will create a number of different User Groups w
36. ork since it references a server s contents by name So for example a URL for a file might be http server 1 myfile txt URLs usually begin with the characters http When filling in the URL you may find it simpler to first use you web browser to navigate to the relevant file or web page then simply copy the URL from your browser s address box and paste it into the box on the New Link page Finally click the Add button at the bottom of the page to complete the new link O 2011 Saftronics Limited All Rights Reserved 9 2 Edit a Link To edit an existing link navigate to the folder which contains the link and click Ss the Links button in the toolbar to view the links list page On this page click the Edit button which adjacent to the link which you would like to change The system will then display the name URL and description of the link The name and description are displayed with the link when users view the normal contents page within the Detailed Contents area The URL will only be shown when the user views the links list page sc for the new link Thames Water Bishops Storttor ger pets cose When filling in the URL you may find it simpler to first use you web browser to navigate to the relevant file or web page then simply copy the URL from your browser s address box and paste it into the box on the New Link page Finally click the Edit button at the bottom
37. p of the External group Paul has no access to this folder since he is neither a member of External nor Audit groups O 2011 Saftronics Limited All Rights Reserved 10 3 Edit Flags Folder Flags are a set of coloured indicators which are used to signal a particular folder status to users Folder Flags are tailored to your organisation s specific requirements The state of each configured ODA Eras flag is displayed alongside each folder in the Folder E TERN Explorer pane and in the Detailed Contents area so Please select whether you want the flag to be displayed and enter a description of what the flag represents that users can see the folder state at a glance mot8 pp ne Flag 26 y Name pesign Review complete ready to Issue For example if your organisation produces technical Fleg3 D Mame notas id documents which need to be reviewed before being Flag 48 E Meme esuedtocient gt issued you may decide to use Folder Flags to track oK Canoa progress by configuring three flags Red means Technical Documents complete and ready for review Green means Documents reviewed and ready to issue and Yellow means Documents issued Flags are configured for the system by selecting which flags should be used and deciding what their meaning should be Their use is set system wide on the Edit Flags page which is accessed from the Administrators Configuration page There can be up to four coloured flags each with a s
38. pecific status On the Edit Flags page you can select which of the flags to make available to users and what the meanings of those flags should be O 2011 Saftronics Limited All Rights Reserved Index A Acceptable Usage Policy 10 Accessing Safsource ieis 8 Account Administration id M User Groups Account Administration 40 Add a New User REENEN 40 Delete a User 42 Edita Usera ii iii 41 Administrator Configuration page 40 anti virus software cooocconcccccccocacocanonnnnn conc cano nancrancrnncnnnanos 6 IT 6 Application Layout MaM panes 22242 dressent di Are riea seal terne 12 Application Layouts 12 main page layout 12 C Check OUt rerea 7 COMMENTS scsi sisesiss stenessssese See Folder Comments A R 6 D Detailed Contents Area 17 Sorting COlUMN EE 17 E External link A 36 Wall me dass 25 External r sOUFC S creer oreet daria 37 F tants 26 Adding a New le 28 Check Si han EEES 30 Check e dia 29 Check Out amp Check In Files ooooocccnnoocccnnocccccnonncnnos 28 Delete a File ertet en ER o Phe aes 32 File Alerts sce tne teni Ree REENEN 35 File Properties 26 27 29 30 31 32 33 34 35 36 File Shortcuts ida 36 File WATCHES viii 35 Geta COPY i t then ie renda 31 LOCK M 34 ell e etie eere eere ene ens 32 Take an Old Copy iie tnt nr
39. rce to which they are connected Therefore clicking a Link will not show a page about the link itself but will navigate to the target destination which the link refers To add delete or modify links you must view the links list by clicking on the Links button in the toolbar HAE From the Links list you can easily add edit or delete the links within the folder 2011 Saftronics Limited All Rights Reserved 9 1 Add a Link To add a link navigate to the folder which you would like the new link to appear in and click the Links button in the toolbar to view the links list page Ne On this page click the New button in the toolbar The system will prompt you ae to enter the name of the new link the URL and a description for the new link EES The name and description are displayed with the link when users view the or sera renew normal contents page within the Detailed Contents area The URL will only be E shown when the user views the links list page Important Internet browsers expect to see references to files in the format of a URL Uniform Resource Locator this is an agreed standard way of addressing files on networks Therefore a link will only work if it is a valid URL For example your computer may have a drive letter associated with a folder on your server e g K but from the network perspective K doesn t exist outside your computer A URL is universal across the netw
40. review project development and the productivity of your team Whether you re working with Microsoft Office M Lotus Notes OpenOffice photographs CAD drawings scripts music or Zip files you can use safsource In fact you can use safsource with all of your electronic documents if it s on your computer you can safsource it Document change control is no longer limited to your own team Use safsource to share documents with customers or your whole supply chain O 2011 Saftronics Limited All Rights Reserved 2 System Requirements In order to use safsource on your computer or mobile device we recommend that it be configured with e A suitable internet browser for example Microsoft Internet Explorer 8 0 with e JavaScript enabled e Cookies enabled e File Upload capability Screen resolution of 1024 x 768 if possible A minimum 1MB unlimited internet account An updated reliable anti virus software package An up to date and reliable software firewall A safsource account username and password Please verify that your browser s settings allow the above e g for Microsoft Internet Explorer click Internet Options on the Tools menu Most modern internet browsers have associated internet security software which protects the system against viruses pop up ads and other threats from the internet We would advise that you continue to protect your system against these threats however please check that your internet security soft
41. rity features used within safsource clicking on the O 2011 Saftronics Limited All Rights Reserved Folder Shortcut when not actually logged in to safsource will cause the Logon page to be displayed Once you have successfully logged on to the system you will then be taken directly to the correct folder To create a Folder Shortcut simply navigate to the required folder within safsource then drag the folder icon at the top of the page onto your computer e g onto your desktop or into a folder window to create the link The folder can be re opened at any time by simply double clicking on the Folder Shortcut on your computer 8 Files 8 1 Version Control 8 Numbering cm Version control is integrated into all documents which are under the TE control of safsource In order to modify a document it has to be Checked Out of the system When checking out the file the user is required to give a descriptive reason of the changes they intend to perform The description along with other information such as date amp time and user details is recorded within that document s history data Once the document has been modified it is checked back in to safsource and additional information is gathered about the changes which have been made Historical data for each document can be accessed using the History button available on the File Properties page All files which are stored in safsource are allocated a version number This does
42. s able to re send it sesse enter your account name ano username below We wi then emal your on request To do this first click on the Forgot Password link just AAA below the text boxes on the main Logon screen This will bring mg up the Forgot Password page which will prompt you to enter the weng Account name and your User Name send Cancel Once you have entered the details click the Send button The system will then send your password to the email address provided within your safsource user account 4 3 Logon Confirmation The first time you log onto the system you will be presented Welcome back safsource Admin with a page detailing the Acceptable Usage Policy You last logged on to safsource at 24 08 2009 09 26 36 You will be asked to confirm that you have read and accept Please click the button below to proceed to main page the policy Once successfully logged on safsource will display a screen showing you when you last logged into the system This is done so that you know whether someone else has used your account for example if your password was written down unsecurely Please review the details provided and if you do not remember accessing safsource when the dialogue says you did please report this to your Account Administrator as soon as possible If you are satisfied that no one else has accessed your account click on the Enter button You are now free to browse around the files contained in safsource Please be aware
43. s are archived from the folder or any of its sub folders is taken An old copy of a file from the folder or any of its sub folders is taken A file within the folder or any of its sub folders is Locked or Unlocked The flags associated with the folder or any of its sub folders are modified A new link is created in the folder being watched or any of its sub folders A new Folder Watch is set by clicking on the Watch button on the toolbar This toolbar button will toggle to Unwatch for those folders which currently have a Watch configured for the logged on user Clicking the Unwatch button will cancel the Folder Watch on the folder Only the user who set the Folder Watch may cancel the Watch 7 9 Folder Alerts An Alert operates in the same way as a Watch in that it causes the system to issue an email to a user each time there is activity on the item However an Alert is configured by a user on behalf of one or more other users with a common interest in a particular Folder O 2011 Saftronics Limited All Rights Reserved When an Alert is configured on a Folder an email is issued to amp RN each of the selected users in response to activity being carried out on the folder in the same way as Folder Watches Alerts for the file ST10538P01 ACD see T 8 Highlight the users that you want to move then click the direction button to move the selected users To select more than one user hold Ctrl whilst selecting Users who wil
44. s under his membership of the Audit group but does not have the extended rights from the Full group because that group has not been given access to this folder O 2011 Saftronics Limited All Rights Reserved Example 2 A folder Confidential has access granted for Full and Audit groups User Interpreted rights Resulting from membership of John None Paul None George View Files and Folders Add Check Out Check In Full Delete Lock Rollback View Files and Folders Watch and Reports Audit In this example John and Paul will not be able to see the folder or any contents since they do not even have the View Files and Folder right on this folder Obviously they may still be able to see other folder on the account Whilst Paul does have membership of ReadWrite this group has not been given access to this folder so Paul can not use membership of the ReadWrite group Example 3 A folder Subcontract has access granted for External and Audit groups User Interpreted rights Resulting from membership of John View Files and Folders Add Check Out Check In External Delete Lock Rollback Paul None George View Files and Folders Watch and Reports Audit Steve View Files and Folders Watch and Reports Audit In this example John has similar access to the ReadWrite group shown above but this is through his membershi
45. t the changes made An associated version number and other relevant data is maintained by the system This data is used to build the file s History and can be viewed at any time by any user with suitable access rights There are also many other features which have been designed to make document version control easier and to improve system transparency 2011 Saftronics Limited All Rights Reserved 4 Accessing Safsource 4 1 Logging On to Safsource In order to gain access to your safsource server you must have a valid Account User Name and Password These logon details should have already been issued to you either when the account was initially created or by your Account Administrator Once you have these details and provided that your account remains activated you will now be able to gain access to the safsource service To access the safsource application simply log onto your internet account and use your web browser to navigate to the web site where the application is installed For example type www safsource co uk into the address box of Internet Explorer as shown below Web Based Change Management Windows Internet Go KI ls http www safsource co uk E Web Based Change Management If you are not able to access the site 1 Check that your internet account is operational by visiting a different site e g www google co uk If that site doesn t appear contact your IT support team to enable your internet access
46. the document back in 8 4 1 Check Out In order to check out a document navigate to the relevant folder and click the file s name in the list to display the File Properties ee page Click on the Check Out button on the File Properties page s a to check the file out The system will display the File Check Out Description Tenpistes Training maer for Users page prompting for some details about the reasons for the file Check Out comment being checked out This is often a description of the changes 7 i a which are intended to be carried out on the document but you check out Back may need to add other details which are required by your organisation Pi Check Out the file Templates User Details pdf complete the revision information below and confirm the Check Out Once the details are completed the Check Out is confirmed by clicking the Check Out button at the bottom of the page The system will then display a page which L MUNDI AMNEM offers you the file for download Control of the document at the current version is now exclusively transferred to you so it is important that you take the file from the system by downloading it as described on the confirmation page When you have successfully saved the document onto your computer click the Back button to return to the File Properties page You will notice that the Checked In Out icon changes to show that the file has been checked out Checked In Out Wout You may
47. the correct file Ld File properties for ST10885P01 PLC ACD To create a File Shortcut simply navigate to the file s File Properties page within the containing folder on safsource then drag the file icon at the top of the page onto your computer e g onto your desktop or into a folder window to create the link The file can be re opened at any time by simply double clicking on the File Shortcut on your computer O 2011 Saftronics Limited All Rights Reserved 9 Links Maps A Link is a link to an external resource such as a file on a ue Root Maps server or a web page on the internet The system is able wwe Google maps to sites 3 gt Description Ver Date Time In Out Locked Type parent folder Root S x z Fold to store links to any external item which has a compatible URL Uniform Resource Locator and is accessible by the user s computer i e the user has no local security restrictions and has a connection to the web page or Server URL Link URL Link URL Link URL Link URL Link URL Link URL Link e aaaadals Links are useful for providing a convenient connection to items which are maintained elsewhere but are in regular use such as equipment datasheets user manuals or web tools such as maps Links will always appear at the bottom of the list within the Detailed Contents area Links are displayed in this list with the intention that they can be easily clicked in order to access the resou
48. trien 33 fe 0 A 34 Version Control 26 Version Numbering een 26 Folder Explorer Pane Recent links 1 ette ice 16 Folder Explorer Pane eene 16 Expanding folders esses 16 el Tgiad Tm ei 48 Edit drp re 48 Foldets ere eret thes ceres 19 Add a New Folder 20 Allocating Groups to Folders 20 Delete a Folder tete teintes 23 Edita Folder TEL 21 Folder Alerts retener race 24 Folder Comments 22 Folder Flags inuidia ne muni 23 Folder Shortcuts inician reno ege deed 25 Folder Watches 5 eet etienne rene 24 normal folder icross 20 Normal Folder mica lirios 19 Priority Folder esee 19 20 Template Folder 19 20 Types of Folder conc rnnc rn cnn cnn 19 Forgotten Password 10 G Global Controls tinte etr eee anon 13 HOW It WorkKS oia 7 I Inactive account 10 J JavaScript rre recen 6 K Knowbase Arce IEEE 14 Thread icc eec e te ee dan ehe den 14 A o AP 14 TO Le 14 Knowledgebase ss 14 L A m ER Add diia 38 Delete Linkin cmi eerta 39 Edit a LINK qp 39 Logging On PassWord sinisin innad inapanda 8 User Nami aa ENEE ee E 8 Logon Confirmation erien 10 lOBON e ET 9 N Newsflash tie ertet deett 11 Acknowledge a Newsflash sess 11 Add a Newsflas
49. us version it is also possible to take an old copy Please select the version of the file that you would like 21 01 2011 15 4 2 12011 20 28 01 2011 15 48 11 Updated with new Blocks fro 900000 Ny 31 01 2011 16 14 17 v6 Powerflex Std block devicenet inputs created This can be done by navigating to the folder which contains the file and clicking on the file s name to display the File A Properties page Then click on the Old Copy button on the toolbar The system will display a page which will allow you to select which version you would like As usual whenever you take an uncontrolled copy you have not taken control of the document from safsource From this page select the version of the file that you want and click the Take Version button at the bottom of the page You can save the selected version of the file to your computer by following the instructions given on the Take Copy page which follows Important O 2011 Saftronics Limited All Rights Reserved It is important to remember that although you may be able to make changes to an uncontrolled copy of a file on your computer these changes can not be transferred into the controlled version of the document on safsource In order to make a change to a document you must follow the Check Out and Check In procedure described in this document It is recommended that uncontrolled copies of documents taken from safsource should be deleted
50. ware settings allow you to use safsource The safsource application has been designed to eliminate the need to download any ActiveX components applets or other specialist executable files It is not necessary to install any additional software onto your computer to use safsource Safsource does not install any spyware onto your computer For details of our Privacy Policy please see www safsource co uk privacypolicy html O 2011 Saftronics Limited All Rights Reserved 3 How lt Works Automatic version control is applied to all files controlled by safsource Virtually any type of electronic document can be placed into safsource control ual File history for ICA Hardware Catalogue sl In order to modify a document it has to be Checked Out of the system When checking out the file the user is required to give a descriptive reason of the changes they intend to perform Whilst a file is checked out to a user none of the other users on the same account may Check Out that file This means that only one user may modify the file at any given time Enforcing this rule ensures that changes made by one user will not be overwritten with changes made by another However whilst a file is checked out it is still possible for another user to take an uncontrolled copy of a file if the user s access rights permit After making the modification to the document the user must check it back in again providing information abou
51. what each flags meaning is by hovering your mouse pointer over the flags adjacent to the folders within the Detailed Contents Area To set or reset a Flag on a folder navigate to the folder and click on the Set Flags button in the toolbar This will display the Set Flags page where you can set or reset each flag by clicking on the coloured flag to toggle them Once you have finished click the Set button to save the changes O 2011 Saftronics Limited All Rights Reserved Please click the flags to select deselect then click Set to save the changes 7 8 When a user places a Watch on an item the system issues an email to that user each time there is activity on the item When a Folder is being watched the user s email is triggered when Folder Watches A new sub folder is added to the folder or any of its sub folders The flags of the folder or any of its sub folders are modified The folder or any of its sub folders is deleted A comment is made on the folder or any of its sub folders A new file is added to the folder or any of its sub folders A file is Checked In or Out of the folder or any of its sub folders The Check Out of a file within the folder or any of its sub folder is cancelled A file is Deleted from the folder or any of its sub folders A file is Rolled Back within the folder or any of its sub folder An uncontrolled copy of a file from the folder or any of its sub folders is taken Uncontrolled copies of a file
52. wouid ke to open the fie or ie folder ts i contains the file and clicking on the file s name to display nn the File Properties page Then click on the Take a Copy button on the toolbar ol You nay ead and display the file software installed on your computer to view certain files The system will display the Take a Copy page without needing to prompt for any information since you have not taken control of the document from safsource From this page you can save a copy of the file to your computer by following the instructions given You will be able to take an uncontrolled copy of the file even when another user has checked the file out since you are not going to make any changes to your copy Important It is important to remember that although you may be able to make changes to an uncontrolled copy of a file on your computer these changes can not be transferred into the controlled version of the document on safsource In order to make a change to a document you must follow the Check Out and Check In procedure described in this document It is recommended that uncontrolled copies of documents taken from safsource should be deleted from your computer once you have finished with them in order to avoid confusion when you Check Out the document to make changes 2011 Saftronics Limited All Rights Reserved 8 6 Delete a File Any file can be deleted from the system provided that the user has suffi
53. y Once you have confirmed the modifications by clicking Edit they will take immediate effect and can not be undone except by manually changing the details back by editing them again O 2011 Saftronics Limited All Rights Reserved 7 5 Folder Comments A Folder Comment is a brief message which is displayed at the top of the page whenever the folder or any sub folder is viewed by any user Its purpose is to allow users to pass on folder specific comments to other users in a prominent way Each Folder Comment displays the name of the person who left the comment their username which also acts as a clickable email link and the comment text CJ safsource Admin safsource Please raise Purchase Orders using code amp 32 for this item Delete Folder Comments can be created by any user with the appropriate right by navigating to the folder then clicking the Comment button in the toolbar On the Folder Comment page which is displayed enter the text in the box provided and click the OK button at the bottom of the page Once a Folder Comment is created it will appear on the original folder and all sub folders This means that the comment will always be displayed even if a user navigates directly into a sub folder without passing through the higher level folder e g by using the Folder Explorer or an external Folder Shortcut A Folder Comment can only be removed by the person who made the comment This is done by simpl
54. y clicking on the Delete button which appears inside the comment itself O 2011 Saftronics Limited All Rights Reserved 7 6 Delete a Folder Any folder can be deleted from the system provided that the user has sufficient rights and that the folder is empty If a user attempts to delete a folder which contains any files or sub folders a message will be displayed explaining that this can not be done Assuming that you have suitable rights and that the folder is empty a folder can be deleted by navigating to it and clicking the Delete button in the toolbar A brief confirmation page will be displayed asking you to verify the action To permanently delete the folder click the Confirm button at the bottom of the page When a user creates a new folder from a Template each of the sub folders in the newly generated folder is held as a separate folder These sub folders must be individually deleted before the parent folder can be deleted Once a folder has been deleted and confirmed it can not be restored 7 7 Folder Flags Folder Flags are a set of coloured indicators which are used to signal a particular folder status to users Folder Flags are tailored to your organisation s specific requirements Your Account ai Set flags for the folder Demo Root Demo Administrator will configure the flags for the system by selecting ei ld which flags should be used and deciding what their meaning TT should be You can see
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