WEB USER GUIDE
D002114 rev 2.0
TRADEMARK NOTICE
Bentley and the "B" Bentley logo are registered or non-registered trademarks of Bentley Systems, Inc. or Bentley Software, Inc. All other marks are the property of their respective owners.
COPYRIGHT NOTICE
© 2010, Bentley Systems, Incorporated. All Rights Reserved.
Including software, file formats, and audiovisual displays; may only be used pursuant to applicable software license agreement; contains confidential and proprietary information of Bentley Systems, Incorporated and/or third parties which is protected by copyright and trade secret law and may not be provided or otherwise made available without proper authorization.
RESTRICTED RIGHTS LEGENDS
If this software is acquired for or on behalf of the United States of America, its agencies and/or instrumentalities ("U.S. Government"), it is provided with restricted rights. This software and accompanying documentation are "commercial computer software" and "commercial computer software documentation," respectively, pursuant to 48 C.F.R. 12.212 and 227.7202, and "restricted computer software" pursuant to 48 C.F.R. 52.227-19(a), as applicable. Use, modification, reproduction, release, performance, display or disclosure of this software and accompanying documentation by the U.S. Government are subject to restrictions as set forth in this Agreement and pursuant to 48 C.F.R. 12.212, 52.227-19, 227.7202, and 1852.227-86, as applicable. Contractor/Manufacturer is Bentley Systems, Incorporated, 685 Stockton Drive, Exton, PA 19341-0678.
Unpublished - rights reserved under the Copyright Laws of the United States and International treaties. Bentley Systems, Incorporated
10052 Mesa Ridge Court San Diego, CA 92121 +1 858 625 3000 +1 858 625 3010 FAX http://www.bentley.com/eb
eB Insight version 4 Web User Guide
Published by Bentley Systems, Inc.
Information in this document is subject to change without notice and does not represent a commitment on the part of Bentley Systems, Inc. The software and/or databases described herein are provided under a license agreement or non-disclosure agreement. The software and/or databases may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specifically allowed in the license or non-disclosure agreement. The purchaser may make one copy of the software for backup purposes. No part of this manual and/or databases may be reproduced or transmitted in any form or by any means, electrical or mechanical, including photocopying, recording, or information recording and retrieval systems, for any purpose other than the purchaser's personal use, without the express permission of Bentley Systems, Inc.
Unless otherwise noted, all names of companies, products, street addresses, and persons contained herein are part of a fictitious scenario or scenarios and are designed solely to document the use of the product.
Table of Contents
Introduction ... 1
Logging on ... 1
SECTION 1: DOCUMENT MANAGER
Window Layout ... 3
Routine Navigation ... 5
Data Scope ... 6
eB’s Explorer Options ... 7
Explorer... 7
Documents ... 8
Directory ... 8
Distribution ... 9
SharePoint ... 10
SharePoint Component View ... 10
File Plans ... 12 Items ... 12 Work Exchange ... 12 Bulk Import/Export... 13 Import/Update Documents... 13 Import Folders ... 13
Bulk Transaction Administrator... 13
Update Preferences for Bulk Transactions ... 13
My Jobs ... 13 Publisher ... 14 Basket ... 17 My eB ... 19
Common eB Procedures ... 21
Viewing a File ... 21Viewing Document History ... 21
File Actions... 22 File Transfer ... 22 File Checkout... 22 Launching Files ... 23 Rendition ... 23 Adding Files ... 24
Editing Document Information ... 25
Making a Copy of a Document ... 26
Deleting a Document... 28
Adding and Deleting Folders ... 28
Adding a New Object ... 29
E-mail ... 36
Subscriptions... 38
Object compare ... 39
Objects ... 48
Searches ... 49
Search result reporting ... 51
Preferences ... 53
Document Distribution ... 54 eB Web ... 54 File Options ... 54 Filters ... 55 Publish Options ... 55 Search Options ... 55 System Default ... 55SECTION 2: WORK EXCHANGE
Forthcoming... 57 Inbox ... 57 Work in progress ... 57 Completed ... 57 Delegated Work ... 57 Approvals... 58Frequent Work Exchange Operations ... 58
SECTION 3: CHANGE MANAGEMENT
Change Management in eB Web ... 63
Declaration that a data object is change-controlled ... 63
Initiating a change request ... 63
Change Request Tracking ... 65
Change Request Status ... 66
Change Effects Analysis ... 67
Implementing a Change Request... 68
Editing a Change Request ... 71
Copying a Change Request ... 71
Deleting a Change Request ... 73
SECTION 4: PHYSICAL ITEM MANAGEMENT
Physical Item Management in eB ... 75
Editing physical items... 76
Copying a Physical Item... 77
Baseline management ... 78
Item List Management... 78
Serialized Item List Management ... 79
List of Figures
Figure 1: eB-Web standard login dialog ... 1
Figure 2: Typical three-pane screen layout ... 3
Figure 3: Content pane fully exposed showing all information about a physical item ... 5
Figure 4: Main action button-row ... 5
Figure 5: Scope selector... 6
Figure 6: Tasks typically available in Explorer when displaying Report results... 8
Figure 7: Example of part of an organization directory... 9
Figure 8: Distribution option list ... 9
Figure 9: SharePoint in the eB Navigator ... 10
Figure 10: SharePoint document in the Content pane ... 10
Figure 11: Synchronization behaviors ... 11
Figure 12: Add to SharePoint dialog... 11
Figure 13: Bulk transaction preferences dialog ... 13
Figure 14: Bulk import/export job listing ... 14
Figure 15: Publisher package wizard, step 1... 14
Figure 16: Publisher package wizard, step 2... 15
Figure 17: Publisher package wizard, step 3... 15
Figure 18: Publisher package wizard, step 4... 16
Figure 19: Set of publisher packages ... 16
Figure 20: Publisher package detail sheet ... 17
Figure 21: Publisher package selector ... 17
Figure 22: Example of a basket... 18
Figure 23: Start of the document distribution wizard ... 19
Figure 24: Adding a data object to ‘My eB’... 20
Figure 25: Example of document history ... 21
Figure 26: File actions context pop-up ... 22
Figure 27: The document checkout dialog ... 23
Figure 28: Example of the ‘lock’ icon beside a checked-out document... 23
Figure 29: Options in the document rendition dialog ... 24
Figure 30: Example document detail edit form ... 25
Figure 31: Example document structure edit form... 26
Figure 32: The Copy Document dialog, Options tab ... 26
Figure 33: The Copy Document dialog, Relationships tab ... 27
Figure 34: The Copy Document dialog, Files & Copies tab... 27
Figure 35: Conformation that a document was copied ... 28
Figure 36: Document delete warning... 28
Figure 37: Setup for adding a folder at root... 29
Figure 38: Creating a folder at root... 29
Figure 39: Example template for a vendor ... 30
Figure 40: Template for new document... 31
Figure 41: Part of the new data object detail sheet ... 32
Figure 42: The document create dialog... 33
Figure 43: The project create dialog... 34
Figure 44: The person create dialog... 34
Figure 45: The organization create dialog ... 35
Figure 46: The location create dialog ... 35
Figure 50: Subscription options wizard, screen 1 ... 38
Figure 51: Subscription options wizard, screen 2 ... 39
Figure 52: Object comparer... 39
Figure 53: Quicklink URL generator ... 40
Figure 54: Work order creator ... 41
Figure 55: Work order created... 41
Figure 56: Typical reports menu... 42
Figure 57: User-defined reports -- Info and Task panes... 42
Figure 58: User-defined report display ... 43
Figure 59: Reporting wizard page 1: Report Type... 44
Figure 60: Reporting wizard page 2: Criteria (blank)... 44
Figure 61: Reporting wizard page 2: Twin drop-down lists... 45
Figure 62: Effective date criterion completed ... 45
Figure 63: Reporting wizard page 3: Columns ... 46
Figure 64: Reporting wizard page 4: Column Ordering ... 47
Figure 65: Reporting wizard page 5: Format/Execute ... 47
Figure 66: Example of finished report... 48
Figure 67: Example of an eB system object presentation ... 48
Figure 68: Document search options... 49
Figure 69: Search results table (partial) ... 50
Figure 70: Search object type selector ... 50
Figure 71: Preference Editor, unexpanded... 53
Figure 72: Sample of part of an ‘about’ window ... 54
Figure 73: Filter preferences dialog... 55
Figure 74: Unexpanded work exchange tree... 57
Figure 75: A work order in progress ... 58
Figure 76: E-mail notification of an incoming task ... 59
Figure 77: Forthcoming task folder, expanded ... 59
Figure 78: Typical forthcoming task details ... 59
Figure 79: Task pane options for forthcoming work ... 60
Figure 80: Summary table of inbox tasks ... 60
Figure 81: The ‘Delegate Task’ dialog... 61
Figure 82: Edit screen of a change-controlled object ... 63
Figure 83: Change request icon/link... 64
Figure 84: Required fields in a change request form... 64
Figure 85: Example of an Affected Document... 65
Figure 86: Part of a change request navigator ... 65
Figure 87: Dialog for recording a status change... 67
Figure 88: Example change effects analysis report... 68
Figure 89: Object selection dialog ... 69
Figure 90: Implement change request, Affected C/R tab ... 69
Figure 91: Implement change request, Properties tab ... 70
Figure 92: Implement change request, Relationships tab ... 70
Figure 93: Implement change request, File & Copies tab ... 71
Figure 94: Copy Change Request dialog, Properties tab ... 72
Figure 95: Copy Change Request dialog, Relationships tab... 72
Figure 96: The Physical item explorer ... 75
Figure 97: Typical physical item detail sheet... 76
Figure 98: Physical item edit form ... 77
Figure 99: Baseline creation dialog ... 78
Introduction
eB Web
Introduction
eB Web provides access to the powerful eB enterprise content and configuration management platform, designed for viewing via the Internet in a standard web browser window. Most modern browsers can dis-play and control eB Web, but Microsoft Explorer 8 is recommended. Java must be enabled for some func-tions, and some popup blockers may interfere with eB Web screen renderings.
Browser navigation buttons may be used in the normal way to navigate your history list, e.g. to return to a previous screen.
eB Web is capable of accessing documents and physical items stored in the eB platform
across the enterprise, or around the world, using a standard web browser.
eB Web presents assigned work order tasks via the Work Exchange option.
eB Web includes two user-specific areas known as My eB and the Basket, which may be
uti-lized to store often-accessed data.
eB Web can generate and distribute reports.
eB Web can manage publishing packages.
eB Web can interface with your SharePoint documents.
Logging on
To access eB Web, you are allocated a URL that connects to your company’s eB data sources, sometimes referred to as communities. You are, obviously, assigned a unique user name and password. If your com-pany has several communities, you need to select which community to connect to using the drop-down list on the third line of the login dialog.
Figure 1: eB-Web standard login dialog
The user name is forced to upper case, and the password is case sensitive. There is a checkbox for remem-bering your user name and password.
eB Web
Introduction access will be denied. Once 15 minutes of inactivity has elapsed a license timeout will occur. The license will then be available for the user to log back in.Window Layout
eB Web
SECTION 1: DOCUMENT MANAGER
With the fully-installed eB document manager, a user can manage and present enterprise information related to documents, people (within the corporation and not), organizations, locations, physical items and serialized items as well as change management and records management. If your eB system does not include all of the eB products, some of the components and functionality described in this section will not be available.
Window Layout
The eB Web window can contain up to three panes. Figure 2 shows a typical window arrangement with the
Navigator/Search pane at left, the Content pane in the middle and the Task pane at right.
Figure 2: Typical three-pane screen layout
eB Web
Window LayoutNote: In eB, a Document can contain an arbitrary number of individual files. The document shown contains one .doc file.
When viewing documents in the Content pane, the Sections area is present in the Task pane. You have the option of switching between the Details, Structure, and History default views of a document in the Content pane, by clicking on those links (The eB Web layout editor allows these information layout sections to be changed).
Note: The vertical border between the Navigator pane and the Content pane may be dragged to any position. In its rightmost position the Navigator pane fills the entire screen width. In its leftmost posi-tion, the Navigator pane is obscured. The Task pane (if any) stays the same width. Figure 3 shows the Content pane expanded to accommodate a physical item.
The ‘View Files’ option in the Media section of the Task pane opens a new browser window allowing rapid browsing of all files in the document. The ‘Launch files’ option opens files in their native application. ‘Get Local Copy’ initiates a file download to your own file structure. Files may also be rendered or sent to the print queue.
Other Task pane options are described later in this document:
Edit: “Editing Document Information” on page 25
Add: “Adding and Deleting Folders” on page 28
Copy: “File Transfer” on page 22
Add to Basket: “Basket” on page 17
Delete: “Adding and Deleting Folders” on page 28
Check Out: “File Checkout” on page 22
Launch Files: “Launching Files” on page 23
Render: “Rendition” on page 23
E-mail: “E-mail” on page 36
Subscription: “Subscriptions” on page 38
Get Quicklink Url: “Quicklinks” on page 40
Compare:“Object compare” on page 39
Create Work Order: “Create Work Order” on page 40
Add to (SharePoint) Doc Library: “SharePoint” on page 10
Add to Publisher: “Publisher” on page 14
The Task pane is not always present. If only a few tasks are possible in the context of what you are display-ing, links to them may be offered at the top of the Content pane.
Window Layout
eB Web
Figure 3: Content pane fully exposed showing all information about a physical item
Routine Navigation
At the head of the Navigation pane is a row of (typically seven) buttons in an action bar. These buttons control the content of that pane. They’re depicted and labeled in Figure 4.
Figure 4: Main action button-row
As with most navigation or directory trees, a plus-box to the left of a folder name indicates that the folder may be expanded to expose sub-folders one level down, by clicking on the plus-box. Click on the minus-box to compress the sub-folders again. In eB Web, an up arrow-box also means that a topic is expandable to show more information. Likewise the down arrow-box can be used to re-compress the
Set preferences
Navigation mode Add objects
System reports Search
Help (this document) Logout
eB Web
Window LayoutData Scope
A scope is a means for partitioning data within a single eB community. Each scope may have its own set of classes, attributes, templates, organizations, and people. Certain list values, e.g. Responsibilities, may also be unique to a scope.
Scope names within a community must be unique. Users, via their assignments to roles, have rights to access data in some scopes but not others.
As part of the installation of a community, a default scope, named Global, is created. Additional Scopes are only required where there is a requirement to create and maintain data in the same community that may exist independently of other data. Examples where this may be applicable are Project-based data and Organizational data.
A scope may be in a hierarchical structure, e.g. where there is a PROGRAM that is made up of many smaller PROJECTS. The program would be the parent scope and each project would be a child of this par-ent scope.
Users are able to view and use data from the Global scope, as well as from any scope associated with a role to which they belong, and any other parent scope. In order to be able to access a scope, the user must belong to at least one role in each scope in the hierarchy.
Immediately under the action bar is a prominent green bar displaying the current data scope. The scope ID is an active link, popping up a scope selector.
eB’s Explorer Options
eB Web
eB’s Explorer Options
To return to the navigation mode from searching or adding a new object, use this button: At the head of the Navigation pane is a drop-down list that typically includes the following items:
Basket Bulk Import/Export Directory Distribution Documents Explorer File Plans Items My eB Publisher SharePoint Work Exchange
Depending on your eB License and chosen plug-ins, your administrator may well have set up other explor-ers. Each of these explorer options is a specific Navigator. Selection of any one navigator completely changes the content of the Navigation pane, reflecting a view of the eB system that’s restricted so that the user may conveniently focus on one set of information. In general, a navigator is a list of links to content that may be selected and displayed in detail. A navigator is often, but not necessarily, a tree structure.
Explorer
The Explorer exposes the system-defined folder structure of the eB community you are connected to. When you log on to eB Web, or when you select this navigator from the drop-down list, the System Root appears in the Content pane (see the section “Adding and Deleting Folders” on page 28 to learn how to create a new folder in the System Root.) You can then expand any part of the tree, drilling down through the folders, to any coherent group of data objects. At all times, the tasks that are appropriate and that you have permis-sion for appear in the Task pane. An example is shown below.
eB Web
eB’s Explorer OptionsFigure 6: Tasks typically available in Explorer when displaying Report results
Documents
The Document class navigator provides another approach for accessing documents in the eB system by focusing on the hierarchical document class structure. You can expand the class tree to see a list of docu-ments for a particular class. Selection of an actual document changes the content of the Content pane to show the details of that document. You can view and update a document as described in the Common eB Procedures section on page 21. You cannot add folders to, or delete folders from, this hierarchy.
Directory
The Directory explorer is like a multi-level rolodex, storing categorized information on employees, custom-ers, vendors, etc. Your system administrator defines which person, location or organization objects are to be included in the Directory explorer.
If you have the requisite permission to customize the directory, any folder you select or create can become a directory folder. Use the ‘Set as Directory Folder’ link in the Task pane for this purpose.
eB’s Explorer Options
eB Web
Figure 7: Example of part of an organization directory
A directory content pane for an organization displays the key contact personnel, the directory information, related personnel (person objects,) and related organizations. Selection of a personnel name shows an individual 'rolodex card.’
Note: Creating a new record in the directory is an administrator function only.
Distribution
This explorer manages your document distribution lists. You can have as many of these lists as you wish, or you can pick individual distributees from a global list at the time you release your documents — typically from the Basket.
eB Web
eB’s Explorer Options Other distribution options are as shown above.SharePoint
Microsoft SharePoint is a collaborative environment for information exchange and document manage-ment, applicable over a LAN, a WAN, or a VPN. This embedded feature allows you to expose any eB object to the SharePoint library using options such as Move, Link, Sync and Reference. Also, you will be able to view and edit document properties and relationships in the context of projects and document class hierar-chies.
For installation instructions, plase refer to D001105: “eB for SharePoint Installation & Admin Guide” start-ing on page 2.
SharePoint Component View
In terms of SharePoint, eB Web is a client in which you can view and add documents to SharePoint, and conversely register SharePoint files with eB.
The web client provides an update on the status of the job after its request to the SharePoint server is sub-mitted successfully to the queue for processing.
SharePoint Operations
To display the current SharePoint library in the Navigation pane, select it in the Navigator drop-down. The explorer shows the collections of SharePoint web applications and sites that are detected by the event han-dler.
Figure 9: SharePoint in the eB Navigator
The ‘Historic References’ node contains references to eB objects that were at one time registered with SharePoint but have since been excluded, or de-registered.
Expanding the tree and clicking on any SharePoint item exposes its URL in the Content pane:
eB’s Explorer Options
eB Web
For document libraries, the synchronization behaviors are also displayed as a topic.Figure 11: Synchronization behaviors
To add a document to the SharePoint library:
1. With an eB object displayed in the Content pane, click on ‘Add to Doc Library’ in the Actions sec-tion of the Task pane.
A dialog pops up, repeating the SharePoint library tree in an outlined pane.
eB Web
eB’s Explorer Options3. Select link option ‘Synchronize’ or ‘Link’ using the radio buttons. If you select ‘Link,’ the document (or other eB object) will not remain synchronized in eB and SharePoint.
4. Click on the ‘Complete >’ button.
Once the document is successfully added to a SharePoint document library, its SharePoint location is given in the document property page, in a ‘SharePoint Links’ topic. If more than one SharePoint library refer-ences this eB item, all the links are available.
To register a new SharePoint file with eB:
1. With an unregistered SharePoint document in the Content pane, click on ‘Register with eB’ in the
Actions section of the Task pane.
Four registration options are offered in the Content pane, selectable by radio buttons, as follows:
Link: Copy the SharePoint file contents to eB. The SharePoint file is replaced with an html
link that launches the file content in eB.
Move: Move the entire document into eB based on the user's selection of an eB template. The
document resides in eB only, the SharePoint file being removed as long as you have
permis-sion to delete files from the site.
Reference: Create a MOSS location in eB. The file resides in SharePoint with its SharePoint
html link shown in eB Director and eB web object page.
Synchronization: The current default behavior of eB for SharePoint when an eB document is
added to SharePoint.
2. Make your registration option and click on the ‘Create >” button.
To de-synchronize a SharePoint file:
1. Click on ‘Exclude’ in the Actions section of the Task pane.
2. A warning dialog is displayed in the Content pane. Click on the ‘Exclude >’ button to complete de-synchronization.
File Plans
File Plans are long-term document management schemes. A reference can be seen in D00475 eB Adminis-tration Guide, Section 10, “Records Management.”
Items
This explorer focuses on physical items. See “SECTION 4: PHYSICAL ITEM MANAGEMENT” on page 75.
Work Exchange
eB’s Explorer Options
eB Web
Bulk Import/Export
The purpose of the Bulk Import/Export Utility is to allow selected users a mechanism to perform a bulk import/export routine of documents or folders into eB.
Import/Update Documents
Users who have 'Bulk Updates' permission have a menu option to bulk import/update documents using Excel spreadsheets. The images for the import should reside in a shared directory or UNC path determined by the Administrator.
Import Folders
Users have a menu option to bulk import directories as folders and files as electronic files using directory structures in their disks/electronic media. The images for the import should reside in a shared directory or UNC path determined by the Administrator.
Bulk Transaction Administrator
Update Preferences for Bulk Transactions
Both import and export functions have configurable preferences — for templates and directory paths, for example.
Figure 13: Bulk transaction preferences dialog
Update as required and click on the ‘Update >’ button at lower right.
My Jobs
eB Web
eB’s Explorer OptionsFigure 14: Bulk import/export job listing
Publisher
In this explorer you can create, modify, delete and/or publish packages of eB objects. Publisher packages include all contents: object instance data, hierarchies, and the files contained within documents. A package may be formatted as html, chm (Microsoft help file,) or xml. Thus they are inherently suitable for distribu-tion to non-users of eB and entities outside your enterprise.
Figures 15 through 18 show the four steps of the publisher package creation wizard.
Figure 15: Publisher package wizard, step 1
Step 2 of the wizard offers retrieval options. For every type of eB object, topics to be retrieved may be selected using checkboxes.
eB’s Explorer Options
eB Web
Figure 16: Publisher package wizard, step 2
The purpose of Step 3 is allow exclusion of any attributes from the package. Transfer to the ‘Selected’ win-dow all atributes you wish to include. If you leave the ‘Selected’ winwin-dow empty, by default all attributes are considered selected.
Figure 17: Publisher package wizard, step 3
eB Web
eB’s Explorer OptionsFigure 18: Publisher package wizard, step 4
When you have created several packages, the Content pane can display them, as follows:
Figure 19: Set of publisher packages
Options in the Explorer are View (leading to the screen shown above) and Create. Options in the Task pane are Create, Delete and Publish. Delete/Publish apply to any packages checked in the Content pane.
Clicking on any individual package code exposes its detail in the Content pane, with further editing options in the Task pane:
eB’s Explorer Options
eB Web
Figure 20: Publisher package detail sheet
To add an eB object to a publisher package:
1. Having located the object by some means such as a search or a navigator, click on ‘Add To Pub-lisher’ in the Actions section of the Task pane.
A publisher package selector opens in the Content pane, listing your existing publisher packages. You also have the option of creating a new package.
Figure 21: Publisher package selector
2. Select a package in the left pane and click on the ‘Complete >’ button (not shown in the Figure above.)
Basket
The basket is very similar to a shopping cart on a commercial web site. Any item that can be displayed in the Content pane can be placed temporarily in the basket simply by clicking on ‘Add to Basket’ in the
Actions section of the Task pane. Figure 22 illustrates a basket. Unlike a commercial shopping cart, the basket does not expire after a fixed time. All links remain in the basket until removed. Place anything in the basket that you’d like to keep handy for quick reference or work—it’s your personal area of eB Web.
eB Web
eB’s Explorer OptionsTo add an eB object to your Basket:
Having located the object by some means such as a search or a navigator, click on ‘Add To Basket’ in the Actions section of the Task pane.
Figure 22: Example of a basket
The two menu bar items ‘Actions’ and ‘Basket’ are pull-down overlays offering the following options:
Actions
Add Change Request
Add To Folder
Add To Publisher
Bulk Document Updates
Bulk VIGs Updates
Create Distribution List
Distribute Documents
Launch
Send e-mail
Submit Print Job
View
Basket Empty
Remove Selection
Select All
Select None
If a specific Basket item is selected and its content displayed in the Content pane, the Task pane offers a whole suite of additional actions.
To remove some of the basket contents:
1. Check the boxes to the left of any items you wish to remove.
2. Click on ‘Remove Selection’ in the Basket pull-down overlay.
To clear the basket completely:
Click on ‘Empty’ in the Basket pull-down overlay.
eB’s Explorer Options
eB Web
Removing items from the Basket does not delete them from the eB system. Basket items are merely point-ers to data.To distribute basket contents:
1. Check the boxes to the left of any items you wish to distribute.
2. Click on ‘’Distribute Documents’ in the Actions pull-down overlay. The distribution wizard launches in the Content Pane, as shown below:
Figure 23: Start of the document distribution wizard
The distribution wizard takes you through a decision tree with a varying number of steps depending on your choice of distribution options.
Distribution, unlike Publishing (see “Publisher” on page 14) is the distribution and tracking of hard copies internally. People outside your enterprise would not normally be on an eB distribution list.
My eB
Another personal data area of eB is designated ‘My eB.’ Use it to organize in folders any eB objects that you are interested in, including personal search routines.
Anything that can be located by the Explorer can be placed in My eB.
To add a data object to ‘My eB’:
1. Display the object in the Content pane.
2. In the Task pane, click on the ‘Add to Folder’ link.
3. In the folder list that pops up, verify that ‘Use the selected folder’ is selected and highlight ‘My eB.’
eB Web
eB’s Explorer OptionsCommon eB Procedures
eB Web
Common eB Procedures
Once a data object has been selected from one of the explorers in the Navigator pane, there are many ways in which it may be handled. Depending on the permissions of the user, it may be viewed, edited, trans-ferred, checked out, copied or deleted.
Viewing a File
Files contained within eB documents are normally listed in the ‘Files’ topic in the Content pane. Clicking on a file name causes the file to open for inspection. Depending on your eB settings, it may open either in the ViewCafé viewer, if that plugin is installed, or in its native application (Adobe Reader or Microsoft Word, e.g.) with all controls including on-screen help. It may also open within the eB window.
Note: In general, ‘View’ invokes the Java ViewCafé generic viewer, while ‘Launch’ opens the file in its native application. You may be prompted with a File Download dialog, confirming the file type and offering the options of ‘Download’ or ‘Open.’ If you select ‘Open’ in this dialog, the file opens within the eB Web window.
When a file opens within eB, the Content pane remains open but the Task pane disappears. The large pane in which the document opens is sometimes referred to as the Page pane. Most of the native menus and controls are available, but editing is inhibited in this mode.
To return to the three-pane display, simply click on the document class in the Navigation pane again. If the document to be displayed is non-literary—a photograph, or a movie, for example—it may open in the Viewer as ‘read-only.’ If an application capable of displaying the file exists on the user’s workstation it may also open within that application with full control. The ‘launch’ option (see “Launching Files” on page 23) would force the file into the separate application.
Viewing Document History
If the ‘History’ link is available in the Sections area of the Task pane, you may click on it to bring the doc-ument’s edit history into the Content pane. The topic is listed as Audit Details, and every eB object has this topic. The name of the person responsible for each edit, and the date it was carried out, are listed for each audit event.
eB Web
Common eB ProceduresFile Actions
For convenience, many common actions pertaining to individual files within a document can be initiated by selecting from a context pop-up menu, without having to bring all details of the file into the Content pane. Simply mouseover the icon in the ‘Actions’ column of the ‘Files’ topic to pop this menu up:
Figure 26: File actions context pop-up
Other task pane options may include:
File Transfer
You may wish to transfer a file to your local computer or workstation, and (so long as you have the neces-sary permission) there are several ways of accomplishing this.
You can click on the file name, exactly as for viewing the document, but answer ‘download’ instead of ‘open’ in the Windows File Download dialog.
File Checkout
If the ‘Check Out’ link is available in the Edit section of the Task pane, you can use that. A dialog appears in which you can specify the local folder as a destination for the file, and select from the list of files in the data object (see Figure 27). Other users are inhibited from editing the document until you check it back in.
Note: The checked-out files destination folder has a default value that you can set as a preference — see “Publish Options” on page 55
Common eB Procedures
eB Web
Figure 27: The document checkout dialog
In the above dialog, the checkbox in line with the list header selects all documents in the list if there are many.
Figure 28: Example of the ‘lock’ icon beside a checked-out document
Once a document is checked out by you, the option ‘Check in’ appears in the Task pane when that docu-ment is exposed in the Content pane. The check in dialog is virtually identical to the check out dialog.
Important:
Checkout is only available for documents whose approval status is Not Approved.Launching Files
If the ‘Launch Files’ link is available in the Media section of the Task pane, you can use that. The file opens in the appropriate application in your local computer (if such an application exists). Other users are not inhibited from editing the document, and there is no ‘check back in’ function. If you do considerable work on a document in your local work station, and want to place it back into the eB vault (not a recommended procedure), you would have to use the ‘Add document’ function and give it a new filename.
Rendition
If the ‘Render’ link is available in the Media section of the Task pane, you may make a rendition of the document—typically as a PDF file, a TIFF image, or an ASCII text file.
eB Web
Common eB ProceduresFigure 29: Options in the document rendition dialog
To render a document:
1. Click on the ‘Render’ option in the Task pane.
2. In the ‘Create Rendition’ dialog, select what document type you wish to render to.
3. Check if you want the document watermarked.
4. Click on the ‘Render >’ button.
You are returned to the Content pane, and the new rendition appears in the file list.
Adding Files
Shown above is the large ‘Add’ button which appears in the task pane if you have permission to add files to a document. If there are multiple copies of the document, a small drop-down menu allows you to specify which copy you add to.
To add a file from your local computer to a document in eB:
1. Double-click the ‘Add’ button in the Task pane.
2. Navigate to the file in the Select Files window that pops up.
3. Click on the ‘Open’ button.
Another method:
1. Open Windows Explorer and navigate to the file.
2. Select the file.
3. Drag-and-drop it onto the ‘Add’ button in the Task pane.
The file is transferred to the eB document that is currently showing in the Content pane. Refresh the browser window to see it.
Common eB Procedures
eB Web
Editing Document Information
If an Edit link is available in the Task pane that means you have permission to edit the details and/or struc-ture of the document.
To edit details:
1. Select ‘Details’ from the small drop-down list in the task pane.
2. Click on the ‘Edit’ button.
3. Edit the document properties, as needed.
4. If changes are needed in related topics, expand the topic and edit as needed.
5. Click on the ‘Save’ or ‘Save and Close’ button.
Figure 30: Example document detail edit form
Important:
Three of the fields in the edit form are examples of mandatory, or required, fields. They are flagged with red lettering and a caution triangle. Required fields in all eB edit forms are flagged in this way.To edit document views other than details:
1. Select the required view from the small drop-down list in the task pane.
2. Click on the ‘Edit’ button.
3. Expand the desired topic and make your changes.
eB Web
Common eB ProceduresFigure 31: Example document structure edit form
Making a Copy of a Document
If the ‘Copy’ link is available in the Actions section of the Task pane, you may make a new document from the document in the Content pane. All chosen attributes and relationships are copied to the new document instance.
To make a copy:
1. Click on the ‘Copy’ link in Actions. A three-tab Copy Document dialog opens in a new window:
Figure 32: The Copy Document dialog, Options tab
2. In the ‘Options’ tab, edit the Number and Revision fields (note the two-part ‘Number’ field).
3. Examine the checkbox properties carefully, leaving checked only those you wish to copy.
Common eB Procedures
eB Web
Figure 33: The Copy Document dialog, Relationships tab
5. Examine the checkbox relationships carefully, leaving checked only those you wish to copy. Click on the ‘Advanced’ radio button to expose further options including disposition of child and parent document objects.
6. Display the ‘Files & Copies’ tab (if any.)
eB Web
Common eB Procedures8. Click on the ‘Copy >’ button. A confirmation is displayed.
Figure 35: Conformation that a document was copied
Deleting a Document
If the ‘Delete’ link is available in the Edit section of the Task pane, that means you have permission to delete this document. Since the delete action is irrevocable, you see the following warning dialog before you confirm your intention:
Figure 36: Document delete warning
When you click on the ‘Delete >’ button, the document details and all related electronic files are removed from the eB system.
Important:
. All relationships to other objects also need to be removed before 'Delete' is possible.Adding and Deleting Folders
New folders may be created in the explorer tree, either at system root or as children of existing folders, so long as you have the necessary permission. Figures 37 & 38 show a folder about to be added at system root.
Common eB Procedures
eB Web
Figure 37: Setup for adding a folder at root
The procedure is to simply click on the ‘Add Folder’ link in the Task pane. The Create Folder dialog opens:
Figure 38: Creating a folder at root
Specify the data scope if not ‘Global,’ enter the name for the new folder and click on the ‘Add Folder >’ but-ton.
To delete a folder, provided you have the requisite permission, expose it in the Content pane and click on the ‘Delete’ link in the Task pane.
Adding a New Object
If you have the required permission level, you may add new data objects to the eB system.
Initiate the process by clicking on the ‘Add new Objects’ button at the top of the Navigator pane. The object types you may add appear in a list in the Navigation pane. Typically, documents, change requests, items, locations, organizations, people, and projects are in the list.
eB Web
Common eB Procedures Before using the free-form dialogs for data object addition, always look to see if a template is available for that object type. Click the plus-box beside the data object type to expand the information tree. An example of part of a document template, with its associated tasks, is shown as Figure 39.Figure 39: Example template for a vendor
You can now use the ‘Create Instance’ button to add a document conforming to this template. Note that after creation of the instance you have the options Open for Display/Open for Edit/Stay On This Page.
To add a new document and file using ‘shortcut’:
1. In the ‘Add Object’ navigator, expand the documents tree and click on the appropriate document class name. The ‘Add new object’ shortcut dialog is displayed in the Content pane.
Common eB Procedures
eB Web
Figure 40: Template for new document
2. Click on the ‘Create Instance’ button. You can now edit the new object.
eB Web
Common eB ProceduresFigure 41: Part of the new data object detail sheet
To add a new document:
1. In the ‘Add Object’ navigator, click on the word ‘Documents’ in the Navigation pane. A document create dialog is displayed in the Content pane.
2. Select the data scope if not ‘Global.’
3. Complete the document number and, optionally, the revision number, on the first line of the dia-log.
4. Enter a title in the second line of the dialog.
5. Enter the document class on the fourth line.
6. Check the checkbox for ‘Change controlled’ if appropriate.
7. Optionally, use the two calendar pickers to register the date effective/date obsolete.
8. Optionally, enter any remarks and synopsis text.
Note: If remarks and synopsis overflow the text boxes provided, click on the words ‘More room’ to obtain a free-form text box filling the entire screen.
9. Select from the options Edit object/View object/Create another object/Add the new object to my basket.
Common eB Procedures
eB Web
Figure 42: The document create dialog
To add a new project:
1. Click on the word ‘Project’ in the Navigation pane. A project create dialog is displayed in the Con-tent pane.
2. Select the data scope if not ‘Global.’
3. Enter a project code ID in the first field of the dialog.
4. Enter a project name in the second field of the dialog.
5. Enter the organization responsible in the third field of the dialog. This field is auto-complete, allowing only organizations in the eB database to be entered.
6. Select Authorized/Planned/Cancelled/Completed from the status drop-down menu.
7. Select from the options Edit object/View object/Stay in this screen/Add the new object to my bas-ket.
eB Web
Common eB ProceduresFigure 43: The project create dialog
To add a new person (Admins only):
1. Click on the word ‘Person’ in the Navigation pane. A person create dialog is displayed in the Con-tent pane.
2. Select the data scope if not ‘Global.’
3. Enter a personal code# in the first field of the dialog, or use ‘?’ together with a numbering mask.
4. Enter the last name in the second field of the dialog.
5. Enter the person’s initials in the third field of the dialog.
6. Optionally, enter the first name, title, and status as ACTIVE in the subsequent fields.
7. Optionally, enter the person’s full name in the seventh field of the dialog.
8. Optionally, enter any remarks in the last field of the dialog
9. Select from the options Edit object/View object/Create another object/Add the new object to my basket.
10.Click on the ‘Save >’ button.
Figure 44: The person create dialog
To add a new organization:
Common eB Procedures
eB Web
2. Select the data scope if not ‘Global.’
3. Enter a code# in the first field of the dialog.
4. Enter the organization name in the second field of the dialog.
5. Optionally, enter any remarks in the third field of the dialog.
6. Select ACTIVE from the status drop-down menu.
7. Select from the options Edit object/View object/Stay in this screen/Add the new object to my bas-ket.
8. Click on the ‘Save >’ button.
Figure 45: The organization create dialog
To add a new location:
1. Click on the word ‘Location’ in the Navigation pane. A location create dialog is displayed in the Content pane.
2. Enter a location name in the first field of the dialog.
3. Enter the organization name in the second field of the dialog.
4. Select user-defined types (e.g. Assets/Documents/Geographical/Items/Tag) from the type drop-down menu.
5. Optionally, enter a unqiue location code in the third field of the dialog.
6. Select from the options Edit object/View object/Stay in this screen/Add the new object to my bas-ket.
7. Click on the ‘Save >’ button.
Figure 46: The location create dialog
eB Web
Common eB Procedures1. Select the location object from the Directory, from basket, or from the Explorer tree.
2. Click on the ‘Edit’ link in the Task pane and expand the Child Locations topic (Figure 47).
3. To add, click on the plus-button at the bottom of the list. An Object picker window opens.
4. Select the most suitable method of defining a location (from tree, basket or search.)
5. Click on the ‘Close’ button.
6. To delete a child location, check the checkbox to the left of its name and click on the ‘Remove’ but-ton at the bottom of the list.
Figure 47: Location object showing child locations
There are many other editable topics associated with a Location object.
You can send e-mail to all persons registered to your data community from within eB Web. This feature is particularly useful when you have exposed one or more data objects in the Content pane, and you’d like to send them out as an e-mail attachment. In general, the option for this is present in the Actions section of the Task pane.
You can also originate e-mail messages from your Basket, and place your frequent e-correspondents in the Basket for easy retrieval.
Figure 48 shows the e-mail window as it first pops up. Your task is to build up your recipient list using any of the three options indicated by the radio buttons.
Common eB Procedures
eB Web
Figure 48: E-mail window at start
Option 1: Enter names and numbers -- As soon as you enter any text in the ‘Select’ box, an auto-com-plete window pops up listing all people who satisfy your entry so far. If, say, your first character is a C, the window will contain any people whose first or last names OR code#s begin with C. Click on a name at any time to transfer it into the ‘Select’ box, then click on the ‘Select’ button to transfer that person to the recipi-ent list up above.
Option 2: Select objects from Basket — A list of people stored in your Basket pops up, from which you select recipients.
Option 3: Use the search — A directory search window pops up. This search uses the same search syn-tax and wildcards as the eB search function.
Inspect your recipient list (see Figure 49) to make sure it is complete and accurate. You can delete a name, if necessary, by checking the checkbox to the left of it and clicking on the minus-box beneath the list.
eB Web
Common eB ProceduresFigure 49: Example of e-mail recipient list
Complete the Subject line and message body, then click on the ‘Send >’ button to send the mail and attach-ment.
Note: Send is inhibited if either the Subject or Body is null.
Subscriptions
If you need to keep special track of a document — for example, to be notified whenever the document changes — eB Web allows you to subscribe to the document, selecting what events you need to be notified of. You may also subscribe other users to a document.
To subscribe to an eB object:
1. Having located the object by some means such as a search or a navigator, click on ‘Subscription’ in the Actions section of the Task pane.
An options wizard is displayed:
Figure 50: Subscription options wizard, screen 1
Common eB Procedures
eB Web
Figure 51: Subscription options wizard, screen 2
3. Select an event type and click on the ‘Subscribe’ button.
Object compare
In general a document or other eB object may be compared with any other similar object in the database, and the differences displayed in a style of your choosing.
To compare an eB object:
1. Having located the object by some means such as a search or a navigator, click on ‘Compare’ in the
Reports section of the Task pane. An comparison reporter is displayed:
eB Web
Common eB Procedures4. Check ‘Hide unchanged properties to see only the changed sections in the report.
5. Click on ‘Generate Report.’
Quicklinks
A quicklink is a direct path to an eB object in the form of a URL with added parameters, usable in any doc-ument or e-mail message you may wish to prepare.
Details of the parameter set available for quicklinks are in D002097. Those accessible to eB Web are Mode and Document Status. A dialog allows specification of these, which are then encoded in the quicklink.
To generate a quicklink to an eB object:
1. Having located the object by some means such as a search or a navigator, click on ‘Get Quicklink Url’ in the Actions section of the Task pane.
The quicklink generator dialog opens.
Figure 53: Quicklink URL generator
2. Select the Mode and Status you wish to encode.
3. Click on the ‘Copy to clipboard’ button.
Create Work Order
Many eB objects, whe n on display in the Content pane, can easily be made the basis of a Work Order.
To create a work order based on an eB object:
1. Having located the object by some means such as a search or a navigator, click on ‘Create Work Order’ in the Work Exchange section of the Task pane.
Common eB Procedures
eB Web
Figure 54: Work order creator
2. Select a template using the radio button set.
3. Click on the ‘Create >’ button.
If the work order is created successfully, you see confirmation and further options:
Figure 55: Work order created
4. Either View or Edit the work order.
eB Web
Common eB ProcedureseB Reports
The extent of eB report-printing is highly dependent on the set of plug-ins that your installation includes and, as with all areas of eB, the complexity of your data sets. The procedure begins with a click on the Reports icon, which is found in the middle of the toolbar in the Navigation pane.
Content exposed in the Navigation pane might be as depicted in Figure 56, or it may be much more com-plex. For example, the Record Management module reports are shown in the Figure.
Figure 56: Typical reports menu
User-Defined Reports
Figure 57 shows the Content and Task panes with one page of reports already created. Typical navigation features are provided when the user-defined report list overflows. Column headings are Report Code, Name, and Description.
Figure 57: User-defined reports -- Info and Task panes
Note: ‘Create New Report’ is only offered in the Task pane for users having ‘New Object Instances > Report’ permission.
To display an existing report:
Click on the report title in the list.
Common eB Procedures
eB Web
Figure 58: User-defined report display
Note that the Task pane allows for Download, Edit, Save and Delete operations.
To filter the report list
1. Enter search criteria in the box labeled “Search for Report.” In Figure 57, this field is filled with a % sign, meaning ‘all.’
2. Click on the green search arrow.
As usual, the % character is a wild-card. Entering ‘d%,’ for example, would filter for all reports whose names began with the letter D.
To create a new report:
1. In the Task pane as shown in Figure 57, click on ‘Create New Report.’
The reporting wizard steps you through five pages, ‘Report Type,’ ‘Criteria,’ ‘Columns,’ ‘Column Ordering,’ and ‘Format/Execute.’
2. In the Report Type page, select the type of report you wish to create from the drop-down list. In Figure 59 ‘Document’ is selected.
eB Web
Common eB ProceduresFigure 59: Reporting wizard page 1: Report Type
3. Click on the ‘Next’ button.
The ‘Criteria’ wizard page allows you to create filters either global or specific, with as many dimensions as you wish. In theory the criteria definition could be highly complex, but for most purposes a single state-ment is enough.
Figure 60 shows the page with no criteria yet defined.
Note: Filter definitions are actually written in eQL, an eB query language similar to SQL. Users with well-developed SQL skills may prefer to write and/or edit the eQL query directly. To make this possi-ble, check the ‘Show eQL Editor’ checkbox at upper left of Wizard Page 2. An edit pane opens up reve-laing the raw eQL query. Edits may be transferred from the criteria builder to the eQL editor, and vice versa, using green UP/DOWN arrow buttons.
Common eB Procedures
eB Web
5. Create the first criterion statement using the two drop-down lists provided.
For economy and clarity, Figure 61 shows both lists expanded, with Properties > Date effective in the process of being selected. In practice, these lists are cascaded — the content of the second list dependent on the selection made in the first.
Figure 61: Reporting wizard page 2: Twin drop-down lists
6. Click on the + button to move your selected criterion into the criterion list.
7. Complete the statement with an operator and value. In the case illustrated, the date can have oper-ators such as ‘equals,’ ‘less than,’ etc., and the value set with a calendar-picker to any desired date. In Figure 62, the value of the date filter has been set.
Figure 62: Effective date criterion completed
8. Check that your statement is meaningful by clicking on the ‘Execute Report’ green arrow button. You may do this at any time as you build a complex set of criteria.
eB Web
Common eB Procedures10.Multi-line criteria may be re-arranged using the small up/down buttons to the left end of the line. Check the ‘Mod’ checkbox in any line you wish to move.
11. When satisfied, click on the ‘Next’ button.
Figure 63 below shows Page 3 of the reporting wizard. All possible column headings are displayed, with checkboxes allowing you to select or deselect them at will. There may be many other topics not shown in the figure.
Figure 63: Reporting wizard page 3: Columns
12. Select the column headings you wish to include. Again, you may test your selection using the ‘Exe-cute Report’ green arrow button.
13. When satisfied, click on the ‘Next’ button.
Figure 64 below shows Page 4 of the reporting wizard. This screen allows you to determine the list sort order with high precision. The list is eventually sorted by the criterion at the top of this page, then the next and so on.
Common eB Procedures
eB Web
Figure 64: Reporting wizard page 4: Column Ordering
14. Add each column heading to the list using the drop-down and the + button, in whatever order you choose (this step has been completed in the illustration, sorting first on Code ascending, then on Class Code ascending, then Date Effective ascending.)
15. Select Ascending or Descending sort order for each column.
16. Re-order the list at any time, checking ‘Modify’ for the list item you need to move, then using the small up/down arrows at left.
17. When satisfied, click on the ‘Next’ button.
Figure 65 below shows Page 5 of the reporting wizard. This page allows you to specify the display order of columns in the report, as distinct from the columns used for sorting. In the example, Code is the primary sort criterion but the third column in list display order.
Figure 65: Reporting wizard page 5: Format/Execute
18. Make any needed final adjustments to the report and click on the ‘Save Report’ button.
A preview of the report is shown below as Figure 66. A full range of typical follow-up procedures is found in the Task pane.
eB Web
Common eB ProceduresFigure 66: Example of finished report
Objects
The ‘Objects’ section of the Reports menu exposes a set of graphical aids providing summary data about eB objects. An example is shown as Figure 67.
Figure 67: Example of an eB system object presentation
Searches
eB Web
Searches
A search is initiated by clicking on the search button in the header of the Navigator pane. Searches are initiated from the Navigator pane, using a dialog box. Figure 68 shows the dialog for a document search, set to find all documents modified between two given dates.
Figure 68: Document search options
Note that in this setup documents may be searched by title, number, full text, effective and modified date, class, and status. Search results display in the Content pane and any document in the results list may be shown in detail (by clicking on its number).
eB Web
SearchesFigure 69: Search results table (partial)
Note that, in the Task pane, options for printing and downloading the results table are offered. The down-load file is in .csv format, suitable for importing into, say, a spreadsheet.
The Full Text Search is only applicable to document classes that have the FTR capability enabled, and it searches the content of the electronic files in the eB system. Naturally it can take some time to come up with results.
Based on your eB System, additional searches may be available for other object types. Whatever object types are available are in the drop-down selector at the head of the dialog (Figure 70). An appropriate set of fields is presented for each search. Options available in the task pane include printing or e-mailing a copy of the result list. The list may also be added to a folder or to your basket.
Searches
eB Web
Search result reporting
Clicking on the ‘Create Report’ link in the Navigation pane (see Figure 68) is a short-cut to the report cre-ation wizard described on page 42.
Preferences
eB Web
Preferences
eB Web offers many options for individual users wishing to ‘tailor’ the application to suit themselves. These are grouped in a Preferences dialog.
To access the Preferences dialog:
Click on the eB logo at extreme top left of the eB screen, in the header of the Navigation pane. Figure 71 depicts the main part of the editor that displays in the Page pane. There is no Task pane.
Figure 71: Preference Editor, unexpanded
Click on ‘About this Web Application’ to pop up an information window summarizing the parameters cur-rently in force and listing your plug-ins. Part of this listing is shown below.
eB Web
PreferencesFigure 72: Sample of part of an ‘about’ window
Options in the seven main topics are described below. Click on the up-arrow, as usual in topics, to expand hiden information.
Important:
Click on the ‘Save’ button to confirm any change you make.Document Distribution
This topic gives you an opportunity to set up a default distribution pattern for your documents — address-ees, comments, etc. See “To distribute basket contents:” on page 19.
eB Web
In this topic you can set or reset defaults such as Navigator, Search Type, et.
File Options
Preferences
eB Web
Filters
Four toggle options are available for configuration of the Explorer tree, and provision is made for excluding irrelevant documents if your database becomes cluttered with historic data versions that you never need to see.
Figure 73 shows the filter options, with the Status Filter expanded.
Figure 73: Filter preferences dialog
Publish Options
In this topic you can set the default destination for files to be published. Your administrator may have set up other options.
Search Options
Default and maximum search result lists, and possibly other options, may be set here.
System Default
Preferences
eB Web
SECTION 2: WORK EXCHANGE
The Work Exchange plug-in feature of eB Web is a sophisticated task manager, presenting assigned tasks to users and assisting them in workflow management, presented as a familiar tree-structured naviga-tor. Reach it by clicking on the Navigator button in the Navigation pane.
Figure 74: Unexpanded work exchange tree
Figure 74 depicts a typical Work Exchange navigator, in its simplest form. The folders serve as work stor-age space. Tasks move from folder to folder as the user accepts, works on (or delegates) and completes the assigned items. Once all tasks for a specific work order are completed, all reference to that work order is removed from the user's Work Exchange tree.
The ‘Approvals’ folder only applies to those users labeled as "Approvers." Work orders or other objects awaiting their approval are placed in the folder at the bottom of the tree.
Forthcoming
This folder contains all tasks that have been assigned to a specific person for future action. The work orders of these tasks have already been authorized, but a predecessor has to first complete their task before the current user will be able to accept the task from their inbox. This feature allows users to look ahead at the tasks that have already been allocated to them.
Inbox
The Inbox contains all tasks that have become the responsibility of the current user. These tasks are ready to be performed. Tasks in this folder can either be accepted or sent for rework. Once accepted, the task moves to the Work In progress folder.
Work in progress
The Work in Progress folder contains all tasks that have been accepted by the user. Actions available in this area include adding notes and documents to a parent work order, viewing physical items, projects, serialized items and virtual items that are associated with the work order as well as viewing the work order itself, delegating or sending the work order for rework and completing the work order.
Completed
The Completed folder contains all tasks that have been completed by the user. These tasks stay in the Completed folder until the whole work order has been completed. Once the work order has been com-pleted, the tasks are removed from the various Completed folders. Users are only allowed to view detail in the completed folder.
Delegated Work
The Delegated folder contains details of tasks that the user has delegated to others. The user first assigned the task is still responsible for the work being completed, and all delegated tasks remain in the user's Dele-gated folder until each one has been marked "Complete".
eB Web
PreferencesApprovals
The Approval folder, only visible to ‘Approvers,’ contains all objects that have been submitted for approval or authorization. Detail in this folder may be viewed, approved and/or rejected.
Figure 75 shows a checked-out work order.
Figure 75: A work order in progress
Frequent Work Exchange Operations
Tasks do not necessarily start in the ‘Forthcoming’ area. They may be placed directly in your Inbox by a supervisor, in which case you should receive e-mail notification.
Preferences
eB Web
Figure 76: E-mail notification of an incoming task
To examine forthcoming tasks:
1. Expand the ‘Forthcoming’ folder in your Work Exchange tree.
2. Expand further, if necessary, to drill down to the task you wish to examine.
Figure 77: Forthcoming task folder, expanded
3. Click on the task. Details flow into the Content pane.
