Document Repository
1. Click the Document Repository tab to display the Document Repository menu
2. There are three methods you can use to get to a document:
• To list all documents in the repository, click on the Go button. Or, you can enter a word in the Document Search field, and click on Go, to display a list of documents that match that word.
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The search looks at the file name, keywords, anddescription of all documents.
• If categories are set up, click on the Category name to display a list of the documents in that Category.
• If you designated frequently used documents as Quick Links, simply click on the document name to open the document details.
• When a customer user adds a document, a category is
created for them (if it doesn’t already exist), and the document is added to that category.
3. Click on the underlined filename link to display the document details.
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Working with document details
Click on a document link to display the document details. Depending on your assigned privileges, you will be able to download or change a document in the repository.
The following information displays when you click on a document in the Document Repository as a Document Author.
Document window
Authors can change or remove a document, assign users to it, and link parts to it. Readers would only see Download link.
The Discuss link only displays if the manufacturer enabled it
Path: Document Repository|Document Search|document link
Information about the document displays in the center of the screen.
The following buttons and boxes are also available on this screen:
• Document Name
Remove the document, and any associated discussion threads.
[Download] Download the document to your local computer or network drive.
[Assign Users] Assign manufacturer users, and
Customer or Vendor partners, access to the document. See the following topic for detailed instructions on assigning users.
Name Description
Display another screen where you can make the following document changes:
[Discuss] Enter or view discussions related to this document. See page 51 for detailed instructions on document discussions.
[Link Parts] Link parts to this document so the document will be available in product catalogs that contain those parts.
Add this document to my Quick Links
If this is a document you refer to frequently, check this box to add the document link to the Quick Links section
of the Document Repository menu.
Check this box if you want to receive an email when other Authors make changes to this document.
Check this box if you want to receive an email when someone creates a new discussion item about this document.
this document
Assigning users to documents
You can assign Sales Reps, Customers, and Vendors to a document. The associated users must have Document Reader or Document Author permissions in order to access the document.
1. Click on the underlined document name to display details about the document.
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Refer to the topic "Accessing documents" on page 45 fordetailed information on finding documents.
2. Click on [Assign Users] to assign the document to one or more users.
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Assign Users to Document window Users not assigned to
the document display in the Available box.
Assigned users display in the Assigned box.
Customers or Vendors not assigned to the document display in the Available box. Assigned Customers or Vendors display in the Assigned box.
Once you assign Customers/Vendors, click the Show Users button if you want to assign specific users.
Path: Document Repository|Document Search|document link|Assign Users
3. To assign a document to one or more manufacturer users:
• In the box at the top of the screen, click on the name of the user you want to have access to the document.
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To select more than one user, hold down the Ctrl key and click on each user to include../
To select multiple consecutive users, hold down the Shift key and click on the first and last user in the series to include.• Click on Add to move the selected users to the Assigned box.
• If you no longer want a user to have access to a document, or they were selected in error, highlight the user name in the Assigned box, and click on Remove. The user name will display in the Available box.
4. To select the Customers or Vendors whose users should have access to a document:
•
– Click on Customer to assign a document to customers.
Available
– Click on Vendor to assign a document to vendors.
• In the Available box, click on the customer/vendor you want to have access to the document.
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To select more than one partner, hold down the Ctrl key and click on each one to include../
To select multiple consecutive partners, hold down the Shift key and click on the first and last one in the series to include.• Click on Add to move the selected customer/vendor(s) to the Assigned box.
• If you no longer want a customer/vendor to have access to a document, or they were selected in error, highlight the name in the Assigned box, and click on Remove. The name will display in the Available box.
5. You then assign specific customer/vendor users to a document.
• Click on the Show Users button to display a list of users associated with the customers/vendors you selected.
• A Partner Users section will display below the button. The name and company of each Available user for the selected customers/vendors will display.
• After selecting the users to add, click on Add to move them to the Assigned box.
• If you no longer want a user to have access to a document, or they were selected in error, highlight the user name in the Assigned box, and click on Remove. The user name will display in the Available box.
6. When you finish selecting the users who should have access to this document, click on the Update Users and Continue button.
7. The Assigned Users window automatically displays a list of the users assigned to the document. Click the Expand All or Collapse All links to see/hide all user names. Click the + or – sign to see/hide user name for a specific vendor/customer.
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Assign Users window
Path: Document Repository|Document Search|document link|Assign Users|View User Report
8. Click the Close Window link in the lower right-hand corner of the