Literature Library User Manual
Contents
1. amp e Keep file names short Instead of gaps or spaces use a hyphen or an underscore _ Editing the Literature and the Literature Details You cannot both edit the literature details AND replace the existing files in one go You can EITHER replace the file OR edit the literature details Therefore when updating a document AND it s details it is a TWO step process 15 of 16 e Edit the Literature e Edit the Literature Details These can be performed in either order just NOT AT THE SAME TIME e f you do try to edit the Literature Details then try to upload the files the edits you made to the Literature Details will not stick IX HOW THE SALESWEB PAGES WORK What s New Page e If you are adding OLD information that you do NOT want to show on the What s New page do not check the What s New box on the Add Literature page e The What s New page shows files loaded to the library with the What s New box flagged broken out by week for the last eight weeks Sales Bulletin Page 2003 Sales Bulletins page shows all bulletins loaded to the library during 2003 2002 Sales Bulletins page shows all bulletins loaded to the library during 2002 ALL OF THESE SALES BULLETINS ARE ARCHIVED All CURRENT YEAR bulletins should be set to archive 12 months in the future from the date listed on the Sales Bulletin Product Pages All documents related to an individual product that2. File Edit View Favorites Tools Help Bak gt gt amp A Qsearch GaFavortes media C4 Eye 3 0 H Address http lit powerware com adminjll_admin_edit_lit asp id 1011 Links A A Literature Library Invensys Literature Library Administration Literature gt Edit Literature Document i Products gt i b Product Categories i Upload Replacement 2 2003SalesBulletins doc Click to edit Brands File Types gt Literature Types gt Edit Literature Details amp Literature Owners gt Sounties E Enter the Document Title itest Languages Enter the Lit Code fest More Info Check ame Bom On Date 4 Feb 2003 set date 4 Done a Internet From here you have 2 choices 1 Edit Literature Document e Select the name of the file e This will pop up the following screen e Select the Browse button and navigate to the file on your hard drive that will replace the existing file e Select Upload e A pop up screen will appear asking if the details are correct Select Yes e A message will pop up saying the document was edited successfully e On pages that list the documents the edited document will show an Updated graphic next to its listing 11 of 16 Below is a screen shot of replacing an existing file A Powerware Literature Library Admin Microsoft Internet Explorer File Edit View Favorites Tools Help Bak gt gt amp fa S
3. Born On Date This defaults to today s date e t can be set in the past if you are uploading older information or to the future if you wish to load documents prior to them being viewable on the web helpful for new product launches etc e Select the Set Date button next to the field to change the date from today to another date e This is the date that will show up next to the document on the Salesweb e When you add a NEW document or REPLACE edit and existing document this date will automatically change to the date that change was made It should NOT change if you re just changing the document details such as the title the user types that can see the document the country or language selections etc User Type NOTE User Type is very important This determines WHO will see your document on WHAT SITE currently either salesweb or Powerware com Selecting the Literature Owner If an archive date is set on the document the Literature Owner will receive an email five 5 days prior to the file archiving Therefore the Literature Owner should be the person that can replace the document if necessary or extend the archive date if necessary Setting the Archive date to the PAST If you set the archive date in the past set it AT LEAST 5 DAYS IN THE PAST Otherwise and email will be generated to the Literature Owner Naming the Literature file pdf xls doc etc e Do not use the following characters in your file names
4. gt Enter the Document Title fest Languages gt Enter the Lit Code fest More Info Check Nome Bom On Date 4 Feb 2003 set date Distributo Employee International Service x Allowed User Types Associated Product Please Select Battery Monitoring Alarm Battery Testing Monitoring ConnectUPS MultiView ConnectUPS Web SNMP DC Tracker Expansion Chassis Ferrups Flywheel Foreseer off po tt nee S Edit Literature Details is similar to Adding New Literature e All of the fields are the same e The same information applies e See Adding Literature for further information You cannot both edit the literature details AND replace the existing files in one go You can EITHER replace the file OR edit the literature details Therefore when updating a document AND it s details it is a TWO step process e Edit the Literature e Edit the Literature Details e These can be performed in either order just NOT AT THE SAME TIME 13 of 16 V MORE ON USER TYPE because it is so important Powerware com and User Type If the document can be viewed by all users of the World Wide Web select the following e All Note this should be selected for any literature that you want posted on Powerware com SALESWEB and User Type If the document pertains to single phase select the following e Distributor e Employee e Power Alliance Member e Rep If the document pertains to three phase products NOT so
5. are NOT archived will show on this page X FUTURE ENHANCEMENTS We are always looking to improve the use of our tools Please contact Traci Johnson if you have suggestions for improvements to this application and or if you have difficulty in uploading editing deleting your documents Traci Johnson Traci Johnson powerware com 16 of 16
6. fat A Search Ga Favorites Media 4 By f Address http lit powerware com adminjll_admin_add_lit asp E Literature Library Literature Library Administration Literature gt Add New Literature B Products gt Associated Brand Please Select z Product Categories gt Select Brand Brands gt File Types gt Literature Types gt Literature Owners gt Countries gt Languages gt More Info Check Home Copyright 2000 Invensys Power Systems All rights reserved Legal Information Privacy Staternent p Internet When adding Literature you will first select the Brand associated with that literature This is to enable a filter on the product drop down list so it is not too long Every product is associated with a brand Once you select the brand the following will pop up 4 of 16 3 Enter the Document Details Powerware Literature Library Admin Microsoft Internet Explorer E gt Oo x Fie Edit Yiew Favorites Tools Help Back gt Q A Qsearch Favorites Meda C4 Eye GO Address http lit powerware com adminll_admin_add_lit asp ilj Literature Library Administration Literature gt Add New Literature 8 Products gt i gt Prduck Cata nat Enter the Document Title ie Brands gt File Types gt Enter the Literature Code o Literature Types gt Born On Date 3 Feb 2003 set date
7. Explorer E 0 x File Edit view Favorites Tools Help SBak gt amp A Bsearch GyFavorites Ghmedia lt 4 B GO H Address a http lit powerware com admin ll_admin_search_lit asp Literature Library Administration iereenra Literature Search Products Product Categories Please select your search criteria below Brands File Types Enter the Document Title Literature Types Eita ratita Owners Include archived documents _ Countries Product Category Ca OO ares Product Battery Monitoring Alarm aj More Info Check Home Product Brand All aj File Type All z Document Type Ail eas aj Owner al Language All Country All Export to Excel Your search results have produced 3 records To re order the returned list click on the appropriate heading Download Code Type Tite Product s Edit Delete hra test 3 D test Battery B T Illustration Monitoring s Alarm zl Omet Z Once the Search delivers a list you can do 1 of 3 things 1 View the document by selecting the file type image Clicking here will bring up a prompt to either save or open the file 2 Edit a document by selecting this icon 3 Delete a document by selecting the delete icon 10 of 16 IV EDIT DOCUMENTS Click on the Edit symbol next to the document you want to make changes to Powerware Literature Library Admin Microsoft Internet Explorer ig Oj x
8. Literature Library User Manual Contents VI VII VIII Searching the Library Add Literature Delete Literature Edit Literature More on User Type because it is so important Library Navigation Relationships BIG Rules How the pages on the salesweb work Future Enhancements A note on security The Library was designed for maximum flexibility and scalability This being said if you have access to the Library you have access to ALL documents in the library Please only edit the documents that you and or your team are responsible for Manual v 2 0 August 26 2003 1 of 16 I SEARCH LITERATURE Literature Library Administration Literature Search Please select your search criteria below Product Brand F All 3 x Enter the Document Tite Include archived documents _ Include Date Range i Date From set date Date To set date Product Category Aam aaa Product al File Type al Document Type al O O a a Language al a Country All 1 Search Literature You can search on any combination of the fields on this screen Product Brand This field is mandatory Only one of the brands in the literature library is searchable at one time This dropdown allows you to select your brand Document Title This field allows you to search by the title of a document It does accept partial entries Ex You would like to see a list of all document
9. Literature Owners gt Countries gt Allowed User Types s535 pul ssas Languages gt 7 Distributor More Info Check Employee International Service Home Associated Product s Please Select Battery Monitoring Alarm Battery Testing Monitoring ConnectUPS MultiView ConnectUPS Web SNMP DC Tracker Expansion Chassis Ferrups Flywheel Foreseer Internet Enter the Document Title This shows up as the title of the document and link for the user to click on to open or save the file to their hard drive e Do not use the following characters in the title of the document amp Enter the Literature Code Enter the publication or literature code in this field e Typically found in the bottom left of the last page e Typically found on pieces of literature created by Creative Services group Born On Date This is automatically set to today s date e It can be set in the past if you are uploading older information e Select the Set Date button next to the field to change the date from today to another date e This is the date that will show up next to the document on the Salesweb e When adding a NEW document or REPLACING edit an existing document this date will automatically change to the date that the change was made It will NOT change if you re just changing the document details such as the title the user types countries etc e f you set the Born On Date less than 30 days into th
10. as selected 7 of 16 e If a date IS set once the date passes the document does not show automatically with the product s it is associated with It CAN be retrieved if Include Archived Documents is ticked on the search page e Five days prior to the archive date an email is generated and sent to the Literature Owner notifying him her that the document will archive on date DD MM YY e By Editing the document the Literature Owner can then either o upload a more current version which can be done at any time a newer version is available extend the Archive date further into the future OR let the document expire which means it will not automatically show up with the other literature related to that product but will be retrievable using the Include Archived Documents tick box on the Literature Search pages e For Literature Document Type Sales Bulletin s set the archive date to 12 months in the future from the date of the Sales Bulletin This will ensure that your Sales Bulletin will archive at the proper time e f you set the archive date in the past set it AT LEAST 5 DAYS IN THE PAST Otherwise and email will be generated to the Literature Owner e Set the date in the PAST when adding OLD literature that should NOT show on product pages but SHOULD show when searching on literature when the Archive check box is checked Powerware Literature Library Admin Microsoft Internet Explorer 10 x File Edit V
11. ature it is for example a press release pricing document product literature etc If you are the slightest bit unsure check the existing product page for the appropriate file type Literature Language Select the language the document is written in Hold down the lt Ctrl gt key while clicking on each option to select multiple languages Literature Owner Select the person that is responsible for keeping the document current e It might be the same person that is uploading the file or it might be a product manager e If an archive date is set on the document the Literature Owner will receive an email five 5 days prior to the file archiving Therefore the Literature Owner should be the person that can replace the document if necessary or extend the archive date if necessary Available for use on Engineering CD The Engineering CD will only include those documents that have this box checked If you would like your document to be included in the pool of documents that the CD is generated from please check this box Show in What s New The What s New page currently only on the UPS Salesweb is automatically generated from documents that have this box checked If you would like your document to be listed on the What s New page for the week please check this box Document Archive Date This field is optional e Ifa date is NOT selected the document will always be viewable on the websites associated with the user type that w
12. ch for each Three Phase product Product Use this drop down if you would like to limit your search to one particular product ex If you are only interested in documentation for the 9330 you would select Powerware 9330 from the drop down File Type File type contains a list of the file formats found in the literature library You would use this field if you only wanted a list of all of the AutoCAD files available for the sites Document Type Document type allows you to search based on the type of document that you are looking for Some examples of document types include Advertisements Application Notes and Product Literature Use this field to perform searches where you would like to limit your search to a certain category like Technical Drawings Owner The Owner field notes who is responsible for that document in the Literature Library Use this drop down to narrow your search to only one document owner Language The Language drop down allows you to filter your search based on the Language of the file This is the field you would use if you were only interested in the Spanish documentation in the Library Country This field allows you to filter by the Countries that can view the document If you are performing a search on documents that are viewable by Salesweb users in Argentina you would select Argentina from the Country drop down Export to Excel Your search results have produced 2 records To re order the returned lis
13. e past the New graphic will appear next to its listing on the web pages Allowed User Type s This is a very important field as it determines who can see the document and which site it is shown on NOTE User Type is very important This determines WHO will see your document on WHAT SITE All All users of the World Wide Web 5 of 16 Distributor Employee International Service Lambda Partner Power Alliance Member Vendor Supplier Intergy Service Technician Associated Product s Select one or more products to associate this document to the document will show up on each product s page that you select Hold down the Ctrl control key to select multiple products Only associate a document with products that you are responsible for yj Powerware Literature Library Admin Microsoft Internet Explorer iol x File Edit View Favorites Tools Help Bak gt amp A Qsearch Favorites BWmedia A 40 55 2 Address http lit powerware comjadminjll_admin_add_lit asp Regions T Nth America I Latin America T South America O Europe I East Europe I Middle East I Africa I asia I Oceania j Countries Non Assigned E Assigned E a fee E Done E Internet Regions If you select a region it will associate the document to all countries associated with that region e Once you select the region s the countries associated with that region s will p
14. earch Favorites media lt 4 D 40 8 Address http flit powerware comf admin ll_admin_upload_doc asp id 101 1 amp cp edit Literature Library ovens Literature Library Administration Literature gt Upload Literature Products gt Product Categories gt File Name Browse Brands gt File Types gt Upload Literature Literature Types gt Literature Owners gt Countries gt Languages gt More Info Check Home x CL S You cannot both edit the literature details AND replace the existing files in one go You can EITHER replace the file OR edit the literature details Therefore when updating a document AND it s details it is a TWO step process e Edit the Literature e Edit the Literature Details e These can be performed in either order just NOT AT THE SAME TIME 12 of 16 2 Edit Literature Details E Powerware Literature Library Admin Microsoft Internet Explorer Fie Edit view Favorites Tools Help Back gt 2 A Search G Favorites F Media 4 Ey T X E Address http lit powerware com adminyll_admin_edit_lit asp id 101 1 v Links Literature Library Administration Literature gt Edit Literature Document o Products gt i b Product Categories Upload Replacement p 2003SalesBulletins doc Click to edit Brands gt File Types gt sete Litarstura Panes Edit Literature Details Literature Owners gt Countries
15. iew Favorites Tools Help Ea Back gt A Qsearch Favorites media C4 B amp OG a Address a http lit powerware comfadminjll_admin_add_lit asp File Name Browse m fa Done p Internet Z File Name Click on the Browse button to navigate your hard drive to select the file that you want to upload e Do not use the following characters in your file names amp e Keep file names short e Instead of gaps or spaces use a hyphen or an underscore _ Add Literature Select the Add Literature button to add your document to the library e You will get the following prompt Microsoft Internet Explorer ad cor Are these details correct Cancel 8 of 16 e Select OK if all is correct e Select Cancel if you see that information is not all correct and make the changes e Once you select OK from this box another notice box will pop up letting you know your document was successfully added to the Library B Message Window Microsoft Iker The Document and details were uploaded successfully Close Yeah You re done adding a new document If you did not set the born on date further in the past than 31 days then you will see a New graphic next to the document listing on the web pages 9of16 lil DELETE DOCUMENTS 1 Search Literature Powerware Literature Library Admin Microsoft Internet
16. ld by Power Alliance Members select the following e Distributor e Employee e Rep If the document pertains to three phase products sold by BOTH reps and power alliance members select the following e Distributor e Employee e Power Alliance Member e Rep VI LIBRARY NAVIGATION The links along the left side allow you to view the information listed for each of those components of the Literature Library Once in the view page you can sort by columns by clicking on the column header More Info The more info link opens a new page that allows you to view all document by a particular PRODUCT and USER TYPE This is a good way to check that the correct documents are showing for the correct user type VII RELATIONSHIPS e You can select multiple products for a single document e You can only select one literature type sales bulletin competitive comparison white paper etc Vill BIG RULES 14 of 16 This section focuses on MAJOR big rules to the Library so that your literature shows up properly on the right pages of Powerware com and the Salesweb Entering NEW Documents to the Library BEFORE you add a document ALWAYS search the library to see if it already exists If it exists you can update that file with the new file rather than creating 2 records one that is current and one that will be outdated Entering the Document Title Do not use the following characters in the title of the document amp
17. op up in the Assigned box on the right side e To remove a country highlight it in the Assigned box and then select he lt button hold down the ctrl key to remove multiple countries e To select all countries press the gt gt button e To deselect all countries press the lt lt button Countries e You can either select a region AND additional countries e Select a region and REMOVE one or more countries e OR you can just select specific countries 6 of 16 e f you remove one or more countries from the Assigned box on the right it will show at the bottom of the list in the Non Assigned box this is a technicality of JavaScript and cannot be altered it s just the way it is F Powerware Literature Library Admin Microsoft Internet Explorer loj x File Edit View Favorites Tools Help Address amp http flit powerware com admin ll_admin_add_lit asp Literature File Type Please Select zj Literature Document Type Please Select z Literature Language s Please Select Literature Owner Please Select aj Available for use on H Engineering CD Show in Whats New Ci Archive Date Optional set date Clear Internet Literature File Type Select the type of file it is gif jpg doc etc Literature Document Type You can only select ONE literature document type This describes the type of liter
18. s that mention battery in the title You would type battery in the search field Include archived documents By default the Literature Library only searches those documents that are active If you wish to include documents that have been archived in your search check this box Date Search This allows you to search on documents that were added and or updated within a range of dates You must check the Include Date Range in order to search by a date 1 Check the Include Date Range box 2 Select a From Date and or a To Date by clicking the set date button 3 Select the date you wish to search on from the pop up calendar 2 of 16 4 By leaving a box blank you limit your search to only one date criteria ex By leaving the From Date blank and the To Date filled you search for everything up to the date in the Date To box This search option allows you to search for a document when you know the date it was uploaded but are not sure about the rest of the details ex you left off adding documents last week but you don t remember where you were on your list You can search by date to pull all of the documents added on a certain day Product Category Products are linked to overarching broader categories This option allows you to search on those broad categories ex If you would like to search on all of the Three Phase Literature you could select Three Phase from this list as opposed to pulling a separate sear
19. t click on the appropriate heading Download Code Type Tite Product s Edit Delete gr N A Product Powerware 3110 UPS Powerware 3110 BY T Literature Brochure AUS 7 3110FxXA Product Powerware 3110 UPS Powerware 3110 BY T N Literature Brochure America rev 6 02 2 Export Function e You can select export to excel after your file list has been generated 3 of 16 This delivers an HTML page in excel format rows and columns that you can select File gt Save As gt Excel Workbook by naming and saving it to your hard drive This file returns valuable information such as the document title owner name of the actual file the date it was born on the date it was updated the size of the file etc ll ADD LITERATURE 1 Search Literature Be sure to search first on the document you want to add to be sure an older version does not already exist If it does exist you will want to edit that record by uploading the new file You will also have the ability to edit the details of that document See Editing Existing Documents BEFORE you add a document ALWAYS search the library to see if it already exists If it exists you can update that file with the new file rather than creating 2 records one that is current and one that will be outdated 2 Select the Brand T Powerware Literature Library Admin Microsoft Internet Explorer gt 5 x File Edit View Favorites Tools Help Back
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