Interacting Via EDC ActiveWeb

Like EDC Client Software, ActiveWeb gives you the ability to manage and track your physical (files and boxes) and electronic (images, email, Word, Excel, PDF etc...) documents both on-site (in-house) and off-site at the record center. This section will show you how to use EDC CS from within ActiveWeb.

1.5.4.1 Creating a New Electronic File Folder in ActiveWeb Creating a New Electronic File Folder in ActiveWeb

If you do not already have an EDC electronic file folder to put your electronic documents in, you can easily create a new one by clicking on the "Add File" button on the right side of the search field. Then check off "Electronic" type as shown below:

Fill in the metadata information on each field and click on the "+Add" button at the bottom of the page to create the new file.

Note: Only required metadata fields are indicated in red and need to be filled in before the file can be accepted.

If you already have an electronic file established which you can choose from; you can simply search for it by choosing a search type and entering a keyword like in the example below:

Once the file appears you will see a little document icon (as shown in the picture above) which tells you if this file has any electronic documents contained in it or not. In the example above, it shows there are 2 electronic documents in this file. If you click on that icon, it will bring you down the page to the

“Documents” section and display a list of all the documents contained in this electronic file as shown below:

To view a specific file, click on the arrow corresponding to the specific file number or description you require and a Context Menu box will open to give you options to “Open Read Only” or “Open for Modifications” as shown below.

If you open a file for “Open Read Only”, once the file is open, no further intervention with EDC can be performed by you.

However, if a file is “Open for Modification”, once the file as been modified, you will have to check it back in by clicking on the "Save Modifications"

button to save all your changes. All previous changes (versions) of the document will be kept and stored in EDC Client Software. Information about who made the changes and when will always remain in the audit trail of the document.

This is where you add a new electronic document to your file folder. This can be accomplished by clicking on "Add New Document" button at the bottom of the window. This feature is discussed in detail in the section "Adding an Electronic Document to ActiveWeb" .

If you want to see more information about your electronic document without having to open it, just click on the line shown corresponding to your document (NOT the arrow on the left) and a screen will appear displaying the information as below:

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Note: On the bottom of this screen you have several options including “Open Read Only” or “Open for Modifications”. The "Update" button will allow you to save changes you made regarding the metadata information fields on the electronic document found on this screen. The "Delete" button simply deletes (removes) the electronic document from the file. Be aware that the "delete" action cannot be undone. The "Finalize" button turns the file into a permanent “Read Only” state so that no more changes can ever be made to this document.

1.5.4.2 Adding an Electronic Document to ActiveWeb Adding an Electronic Document to ActiveWeb

To add a new electronic document into EDC ActiveWeb, select the specific file you wish to add the document to. In this example, we are still using the "Electronic test” file we created earlier. In the documents section of the file, you will find an "Add New Document" button on the bottom of the screen that will allow you to add a new document to the file as in the example shown below:

In order to add a new document to EDC, you must first locate the file/document in your computer. To search your computer (PC) or server for the file/document, click on “Browse” then “Search your file for upload here” on the bottom of the screen. This allows you to search your computer drives for files/documents. Once the file/document has been located, click on the “Add New Document” button, a new screen will appear that will allow you to enter the metadata information associated with your new electronic document as shown below:

When you are finished adding the metadata information about your document, click the "Add" button at the bottom of the screen to accept it. You will receive a confirmation notice that your document has been successfully added with this message below:

To view or access your newly added document, just scroll down to the “Documents” section on the screen below and click on your document.

EDC tracks all “touches” to a document and stores it in the audit trail of the document. To view this detailed history just click on the “+History” button on the bottom of the screen as shown below: