Controlled Document Portal User Manual
Contents
1. New Password Confirm New Password Having problems recovering your password Please contact your administrator at admin mycdp cdp pc Change Password Cancel Enter and confirm your new Password note that your organisation s CDP Security Policy may require that your Password conforms to its Password Security Settings see 2 3 2 Change Password Press the Change Password command button You will then be able to logon using your new Password Note If for any reason you are unable to complete this process then send an email to your registered CDP Administrator by clicking the link displayed in each window 2 2 3 Log Off RD MsS You can exit the CDP from any window in the system by selecting the Log Off link Home Document Portal About My CDP Log Off PDMS Revision CDP 2 0 Page 7 of 41 PDMS 2 3 MyCDP The MyCDP menu option displays further menu options to review and change your personal and security information 2 3 1 User Details The User Details menu option displays your account details If you have permission you can change these as appropriate by pressing the Edit command button Home Document Portal User Details Change Password Account Details Individual Title First Name Sumame Email Address 2 3 2 Change Password Change My Password Old Password New Password Confirm New Password Notes Controlled Document Portal User Manual About My CDP Log2. 2 ICENSING OF WASTE DISPOSAL REGULATIONS 1990 pate 1330 O7 02 2012 13 25 19 Details View amp SO 14001 2004 014007 2004 11 15 OF022012 13 15 50 Details View eT Standard 7 A t50 IEC 27001 Documents 1 OF02 2012 13 06 23 Detail View ie 4 2 3 Controlled Document Content and Layout Procedures Procs 1 OrM22012 12 56 26 Details View ra y Staff Traning frei 2 50 Standards Overnew and Information 1 Ora 12 06 15 Details Vi Staff Training pa i S0 Standards Oveniew Sales and tatonnelion OMOL2012 12 03 36 Details View Standard te i ie BS EN i50 ree Docu ments 2006 li O2012 11 55 00 Retails View Bangg A confirmation message will be shown explaining that all the Documents contained in the folder will be deleted with a list of the names of those documents Click the Confirm button for the deletion to proceed Note A Folder cannot be deleted if it contains sub folders PDMS Revision CDP 2 0 Page 17 of 41 PDMS Controlled Document Portal User Manual 2 0 Moving a Folder A Folder can be moved to another parent Folder by dragging and dropping it within the tree view Whilst it is being dragged a icon is displayed to indicate that the Folder cannot be dropped into the underlying Folder due for example to security settings The icon changing to a indicates that the Folder can be dropped into the underlying Folder Prior to moving the Folder a confirmation dia
3. Download Link URL which can be given to non authenticated users to access the document N B this only appears if the document is marked as Visible without login 2 6 4 Viewing a Document A Document can be viewed by clicking the View Document command button that is displayed in on the Document Details screen when a Document is selected in the tree view noms Document Portal pan og Browse Cocumants d i Heat Folder H Controtied Gocomant Portal Document Details for BS EN ISO 9001 2008 b Finance Gooements im Foma dor inbarmedinran i me al we i 7 aee cman ay At Ze i 80 Stardarda Hame BS EN 150 S001 2008 i Lise 27008 Shon Deacipion f 4 2 9 Controlled Gecumart Contant Staff Training end Deformation i Sendaed Docume Long Descripbon L a 03 fri 190 900112008 IKO 3001 2008 Quality Management System rer Aequitements d fi sales amp Marketing i Original Filename EO 9001 2008 _ Version Identifier 2008 Document Versixn Format PDF Fader Siandand Gecuments Uploaded On Ora 11 54 00 Uploaded By System User System Admin Document Type Information Document Clicking the document name in the Folder Contents view will also download the document Home Document Portal Administration About Log Of Browse Documents a a Reot Folder ro COP Promotional Material Contents of ISO 9001 Finance Documents HR Bocuments a ALEE Quality Documents p
4. E Download Changed Documents View Document r Edit Document Details A Replace Document Q Delete Document gt Expand iy collapse Go to First Go to Last Previous Page Next Page Selected Page J Next page of data Ex 2 a Name Change Sort Order of v Name Change Sort Order of Column Assending Column Descending Save Preferences Number of lines per page Add Item Delete Item a Move Up npa Move Down PDMS Revision CDP 2 0 Page 11 of 41 PDMS Controlled Document Portal User Manual 2 5 CDP Folders The availability of the following functions to a particular User will depend on the permissions assigned to that User by a CDP Administrator 2 5 1 Folder Contents Document Lists The Contents tab for a particular folder will provide a list of the Documents it contains along with Document Search features The following image shows the contents of a Folder in the CDP or in other words a Document List Ge BERRE Record s 1 10 of 53 a Name Version Lasi Updated Standard a BS EN 150 5001 2008 A Giannie 2008 OFM22012 11 55 00 Datails View fu ISO Standards Overview Sales NET TE 1 O7TM22012 12 03 38 atails View oe a i m ISO Standards Overview cab ban A 1 72 2012 12 08 15 Details View i 42 3 Controlled Document Contant and Layou Soan 1 OT22012 12 58 28 Details Yia E ISO IEC 27001 sata o7i02 2012 13 06 23 Details View P LICENSING OF WASTE DISPOSAL REGULATION
5. Explorer version 7 and above and the latest versions of Firefox Safari and Chrome Depending on how your network is set up you may also be able to use Windows File Explorer to access CDP folders If permitted by your organisation you will be able to access folders and documents stored in the CDP via a network drive in the same manner that you access other network resources CDP Personal is an application which once installed and configured connects to the CDP server and downloads and stores the documents available to a user on their computer Downloaded documents can then be viewed even when an Internet connection is not available This manual provides guidance for the use of the CDP and CDP Personal For further resources and important information please visit www pdms com cdp resources Note Images have been included in this manual as a visual prompt to help locate the item in the application As the CDP is enhanced and as the interface to may have been tailored to suit your organisation some controls may have a different appearance and location in your version of the application to those illustrated in this manual Their behaviour however will be consistent with that described To facilitate identification of the control or icon being explained red circles ovals overlaying images of the system have been used as highlights e g item of interest 1 1 Change History CDP Version Summary of changes User Manual version 1 0
6. Off Change Memorable Word Mr John smith john smith mycdp cdp pdms com To change your Password click the Change Password menu option Enter your old existing Password and enter and confirm your new required Password twice Press the Save command button 1 Your organisation s CDP Security Policy may require that your new Password conforms to its Password Security Settings This may mean that e your Password must contain one or more of a lower and upper case letter a number a symbol e you must change your Password after a certain number of days 2 When your Password expires you will automatically be directed to this Change Password window PDMS Revision CDP 2 0 Page 8 of 41 PDMS 2 3 3 Change Memorable Word Set Memorable Word Memorable Word Confirm Password 3 PDMS Revision CDP 2 0 Controlled Document Portal User Manual Your Memorable Word is used during the forgotten Password process To set change your Memorable Word click the Change Memorable Word menu option Enter your Memorable Word and your Password and click the Save command button Page 9 of 41 PDMS Controlled Document Portal User Manual 2 4 Browsing the CDP 2 4 1 Document Portal Page Once logged in to the CDP the Document Portal page is displayed This is split into two sections ae L whe m be Fat Arp Mmi Dali Contants E Linjan Manipuri Eana Li Tuperit ard Harirg i AT a
7. documents which you can save to your local disk or open in your default ZIP handling application PDMS Revision CDP 2 0 Page 27 of 41 PDMS Controlled Document Portal User Manual 3 CDP Personal 3 1 Introduction to CDP Personal CDP Personal is an application which allows you to download and store documents locally on your computer in a secure encrypted repository providing you with access to these documents whilst not connected to the Internet CDP Personal e Provides you with access to your CDP Documents when an Internet connection is not available e Automatically synchronises with your CDP site when an Internet connection is available to ensure the correct Documents are stored locally e Only stores locally the Folders and Documents you have permissions to view e Can be configured to automatically check and update the Folders and Documents to a schedule set by you e Displays a status bar showing the last time it synchronised with your CDP site e Will automatically update to the latest version of the application as and when these become available The following sections provide further information on how to install configure and use CDP Personal PDMS Revision CDP 2 0 Page 28 of 41 PDMS Controlled Document Portal User Manual 3 2 Installation of CDP Personal CDP Personal will run on a Windows XP Professional a Windows Vista or a Windows 7 machine It requires the following e Windows Installer 4 5 e Mi
8. menu contains three options Tools Help e Synchronise Clicking this option will cause CDP Personal to synchronise to your CDP web application Synchronisation will transfer the information about the files contained in the folders Options Ctri O but will not download the files themselves e Download All Clicking this option will download all the Documents that you have permission to access in your CDP web application e Options This is where you set your preferences and configure the CDP Personal as described in the Configuration section above PDMS Revision CDP 2 0 Page 40 of 41 PDMS Controlled Document Portal User Manual 3 5 3 Help The Help menu contains three options e Check For Updates Clicking this option Check For Updates will cause CDP Personal to check for Show EULA updates upgrades to the software application itself About CDP Personal e Show EULA Clicking this option will display a window showing the CDP Personal End User Licence Agreement Softnare Leener Agreement for Consomer with PDMS ERETTE in the Lisee the Prodet means the softwere product COF Personal Tha Licence 5 a legal agreement between you and POMS Busness Solutions ened POMS a UE amp iste of Man Gmiied Company For the Product Copyright 2012 PEMS Al fugiti Reserved e About CDP Personal Clicking this option will display a window showing the CDP Personal application version information and links to the agreements relating
9. 2 04 2012 Various including CDP Personal 31 05 2012 Updated to include changes introduced on versions 1 4 and 1 5 02 10 2012 20 Updated to include changes introduced in CDP Version 2 0 i e forgotten 95 02 2012 password recovery memorable word RD MS Revision CDP 2 0 Page 4 of 41 PDMS Controlled Document Portal User Manual 2 Controlled Document Portal CDP 2 1 CDP Home Page and Documents The Documents displayed on the CDP Home Page are those Documents within the CDP marked as Visible without login These Documents are available to all Home Page visitors for viewing and downloading without need for authentication The Documents displayed can be filtered by Document Type by choosing the required Document Type from the displayed drop down and selecting the Go command button Access your document from anywhere in the World The Controlled Document Portal CDP lets you access your documents from anywhere with an intemet connection Using the COP you can provide your staff pariners or customers with the most up to date versions of key documents wherever they are in the world through a single secure portal Features to help you control and distribute all your documents include an easy to use file structure search version control auditing reporting and security and permissions management About The POMS CUE EE g g Record s 1 7 af 7 Name za Description a File Size a Brochure Ma
10. 8 OTAD 12 11 5500 2 Select the Edit Folder command button that is displayed in the right hand pane Contents of ISO Standards Petal Contos 7a nat 8 gt Search Criteria g g hl Record s 1 8 of 8 A Gael a Folder Last Updaten UK Legislation 2011 ov o2 2012 13 27 18 m O7 2 2012 13 06 23 4 2 3 Controlled Document Content and Layout OMA 2012 12 58 28 A a The folder details will be shown and can be edited The edited fields must still comply with the validation rules described in the Adding a Sub Folder section of this manual e g the security level will be validated to ensure that it is no lower than that of any of the folder s ascendants PDMS Revision CDP 2 0 Page 16 of 41 PDMS Controlled Document Portal User Manual 2 5 6 Deleting a Folder There are two ways to delete a sub folder from the currently selected Folder Either 1 Right click on the folder in the tree view and choose the Delete Folder option from the pop up menu that us displayed or 2 Select the Delete Folder command button that is displayed in the right hand pane Contents of ISO Standards Baa M Contents P Ro Ra amp Search Criteria pAg ostos Column Selection ee Last Updated PPGZ Oil Storage UK Legislation August 2011 O7 02 2012 13 27 18 Details View 4 _ _ _ 4 1
11. All Programs gt PDMS gt Controlled Document Portal gt PDMS CDP Personal However in order to connect it to your CDP web application it requires configuring and licencing PDMS Revision CDP 2 0 Page 30 of 41 PDMS Controlled Document Portal User Manual 3 3 Configuration of CDP Personal To configure the CDP Personal choose the Tools menu in the CDP Personal application as per the image above and select Options You will then see the dialog box as shown in E Automatically start CDP Personal when I log on to Windows Start CDP Personal minimised to the taskbar V Automatically check for updates on connection to the CDP server the image below The following sections describe how to update each of the four tabs General Remote Server Synchronisation and Licensing 3 3 1 General CDP Personal Settings The General tab contains the following settings detailed with their default settings e Automatically start CDP Personal when log on to Windows Unchecked e Start CDP Personal minimised to the taskbar Unchecked e Automatically check for updates to Documents on connection to the CDP server Checked To change these settings according to General Remote Server Synchronisation Licensing your own preferences General Options check uncheck the X checkbox next to the appropriate option s E Automatically start CDP Personal when I log on to Windows and click Save fal t
12. CDP Personal 28 3 2 Installation of CDP Personal 29 3 3 Configuration of CDP Personal 31 3 3 1 General CDP Personal Settings 31 3 3 2 Remote Server Connection Settings for CDP Personal 32 3 3 3 CDP Personal Synchronisation Schedule 33 PDMS Revision CDP 2 0 Page 2 of 41 PDMS Controlled Document Portal User Manual 3 3 4 CDP Personal License 34 3 4 CDP Personal Main Window 36 3 4 1 Configuring a Folder for Automatic Download 37 3 4 2 Downloading and Viewing Documents 38 3 5 CDP Personal Menus 40 3 5 1 File 40 3 5 2 Tools 40 3 5 3 Help 41 PDMS Revision CDP 2 0 Page 3 of 41 PDMS Controlled Document Portal User Manual 1 Terms of Reference The Controlled Document Portal CDP is a software application and secure data repository provided by PDMS on a resilient managed Software as a Service basis The CDP enables you to centrally store edit and share documents with your various stakeholders in a controlled way no matter where they are in the world Key features of this secure system include a simple folder based filing structure with document version controls audit trails and search features and sophisticated access permission settings that your Administrator s can manage for each User of the system Hosting backups and upgrades are taken care of by PDMS as part of the monthly subscription package The CDP can be accessed via web browsers using a secure connection from anywhere with Internet access It is optimised for Internet
13. Clipboard 2 Click the New Licence File button General Licensing A Licencing This product is currently unlicensed New Licence File 3 Using the Paste button paste the copied contents into the Licence Entry Box and click Save R Please Paste your licence file into the box below then click Save This completes the licencing of the CDP Personal The Licence details can be viewed at any time by selecting the Licensing tab PDMS Revision CDP 2 0 Page 34 of 41 PDMS Controlled Document Portal User Manual Options General Remote Server Synchronisation Licensing kB Licencing This product is licenced to Demonstration System Licence issue date 10 05 2012 10 47 11 Licence valid until 10 05 2013 10 47 11 New Licence File Note The CDP Personal Licence has an expiry date which should be noted PDMS Revision CDP 2 0 Page 35 of 41 PDMS Controlled Document Portal User Manual 3 4 CDP Personal Main Window The CDP Personal main window is laid out in a similar way to the CDP web application On the left side you see the Folder Tree and on the right side of the window you see the Fite Tools Help a F Root Folder Siz Last Modified File Retriewed Pe ff Controlled Document Portal Manuals A CDP Personal Mace Documents 11 05 2012 11 54 22 Connected to the CDP Server systeredmin 11 05 2012 11 54 22 Checking for updates 11 05 2012 11 54 22 Check For Updates Fa
14. Document Content i Steff Trebr rg mnd Irdormation Hro Standards veanmisa j E 08 Standardi Overvien Salas i 2 Uj Standard Docsmanis Secumty Live intemal Staff amp Clients OS GM CSO 9001 2008 woups Quality jisi b Zalas amp Marketing va RD MS Revision CDP 2 0 Page 13 of 41 PDMS Controlled Document Portal User Manual 2 9 4 Adding a Sub Folder There are two ways to add a sub folder to the currently selected Folder Either 1 Right click on the folder in the tree view and choose the Add Sub Folder option from the pop up menu that is displayed or ROMS D Sanam Adm Hame Anmeisiain Lag L Root raider a _ Contents of ISO 9001 banaani py Reer Search Critaria Sro rom tasers won DREG BOO anaemia 1 L Delete Feider ie iamaj eee mm ri a T he Lara jitter are ewe i 4 2 3 Controlled Document Content and Layout PPS nia w 180 Standards Qveraew is 180 Standards Oveedew Sales a OLL omiani 42 03 38 E BS EN ISO 9007 2008 OTMORO1 11 55 00 2 Select the Add Sub Folder command button that is displayed in the right hand pane Search Criteria li gh g gt Record s 1 4 of 4 v ame iw T ISO Standards Overview Sales Bs EN 1 amp 0 9001 2008 Ge ae PDMS 4 2 3 Controlled Document Content and Layout 7 ISO Standards Overview Awe s ea Folder Version ProceduresiPro
15. Every Hour e Every Week e On Connection General Remote Server Synchronisation Licensing Synchronisation Schedule Synchronisation retrieves the CDP Server s current document folder structure and downloads any new or changed documents within specified folders CDPPersonal must be connected to the CDP Server to synchronise Synchronise automatically Never Never m Last Synchronised Every Day Every Hour Every Week On Connection If left at the default option of Never then synchronisation with your CDP web application you will have to be performed manually see the CDP Personal Menu Tools section below Whichever option is chosen synchronisation will only be performed whist CDP Personal is running Notes 1 If no Documents have been updated to your CDP web application since CDP Personal last synchronised then no data will be transferred 2 Consideration should be given to your connectivity to your CDP web application when selecting the synchronise schedule PDMS Revision CDP 2 0 Page 33 of 41 PDMS Controlled Document Portal User Manual 3 3 4 CDP Personal License The Licensing tab is where you install the CDP Personal licence key You will need to request a Licence which is a long series of apparently random letters and numbers from your CDP Administrator Once you have received a licence 1 Copy the Licence provided to you by your CDP Administrator to your Windows
16. Memorable Word for use during the forgotten Password process You can change your Memorable Word at any time see 2 3 3 Change Memorable Word 2 2 2 Forgotten Password If you are unable to remember your Password click the Click here link This will open the Password Assistance Account Details window Password Assistance Account Details Please enter either your usemame or your email address User Name Having problems recovering your password Please contact your administrator at adming mycdp cdp pdms com vest Enter either your User Name or Email Address and press the Next command button RD MS Revision CDP 2 0 Page 6 of 41 PDMS Controlled Document Portal User Manual This will open the Password Assistance Account Verification window Password Assistance Account Verification Email Address Please enter the following characters from your memorable word Character 7 A z Character 15 A Having problems recovering your password Please contact your administrator at adminq mycdp cdp pdms com Send Recovery Email User Name John Smith Enter the appropriate characters from your memorable word and press the Send Recovery Email command button An email will be sent to the email address registered with the CDP for you account The email will contain a link clicking on the link will open the Recover Account Enter a new password window Recover Account Enter a new password Username John Smith
17. RD MS Controlled Document Portal User Manual PDMS CDP 2 0 25 February 2013 ControlledDocumentPortalUserManual docx PDMS Limited Global House Isle of Man Business Park Douglas Isle of Man IM2 2QZ Tel 44 0 1624 664000 Fax 44 0 1624 678787 Email saas pdms com Web www pdms com cdp Gl tN x Microsoft Partner Gold Software Development Gold Web Development Portals and Collaboration PDMS Controlled Document Portal User Manual Table of Contents 1 Terms of Reference 4 1 1 Change History 4 2 Controlled Document Portal CDP 5 2 1 CDP Home Page and Public Documents 9 2 2 User Login Logoff and Passwords 6 2 2 1 Login 6 2 2 2 Forgotten Password 6 2 2 3 Change Password 8 2 2 4 Log Off T 2 3 Browsing the CDP 10 2 3 1 Document Portal Page 10 2 3 2 CDP Navigation Methods 11 2 3 3 CDP Icons 11 2 4 CDP Folders 12 2 4 1 Folder Contents Document Lists 12 2 4 2 Search Functions 13 2 4 3 Viewing Folder Attributes 13 2 4 4 Adding a Sub Folder 14 2 4 5 Editing a Folder s Details 16 2 4 6 Deleting a Folder 17 2 4 7 Moving a Folder 18 2 5 Documents in the CDP 19 2 5 1 Browsing Documents 19 2 5 2 Searching for Documents 20 2 5 3 Viewing Information about a Document 21 2 5 4 Viewing a Document 23 2 5 5 Uploading a Document 24 2 5 6 Editing a Document s Details 25 2 5 7 Replacing a Document 25 2 5 8 Deleting a Document 26 2 5 9 Downloading Changed Documents 2 3 CDP Personal 28 3 1 Introduction to
18. S 1990 Manx Legislation 1590 OFZ 1326 19 Details View E PPG2 Dil Storage UK Legislation August 2011 OFMA2012 1327 18 Detalls view i Lead Developer Job Descriptions 1 PUANT 14 18 48 Details Wien i Project Manager Job Descriptions 1 OPA A012 14 18 51 plails Wie Application iw POMS Application Form Consent and 1 OFA2012 1436 Details Vigw Vetiing Forms PEE Unless otherwise specified all Document Lists as illustrated above will e Include navigation buttons for First Page Previous Page Next Page and Last Page e Include page number links to allow direct navigation to particular pages e Include an indication of the total number of rows available for viewing in the list e g Records 1 10 of 432 e Include the ability to change the sort order of the content within certain columns e Display 10 rows per page by default but will allow the specification of different page sizes of 5 10 25 or 50 rows i Icon e Allow different columns to be shown or hidden using the Name Column Selection drop down list by checking or un E _ Version Format checking the box next to the column heading and clicking the Fienie Apply button P Short Description Note that your current column and sort selections can be saved by C Long Description clicking the 3 icon next to the rows per page selector Next time you Version Comment log in to the CDP the list scree
19. a 50 Standards a ISO 27001 Search Criteria 150 9001 150 Information 1s014001 be amp Marketing i Shipping Record s 1 4 of 4 t L Column Selection v EE BE Colu Salarion w ve Version va Name a Filename Comment Folde Size Version fe Document Content la 2 3 Controlled Document Content and Layout Frtvon Frtvon jw 80 Standards SO Standards Overview eee ae _ CEEE ooon penam RD MS Revision CDP 2 0 Page 23 of 41 PDMS Controlled Document Portal User Manual Where the document is downloaded to will depend on your computer settings e g you may be prompted for a location or all documents may be downloaded to your default Downloads folder The appropriate application can then be used to open the document e g Microsoft Word or Adobe Acrobat Reader 2 6 5 Uploading a Document A new Document is uploaded to the CDP by selecting the desired Folder in the tree view and clicking the Upload Document command button displayed in the right hand pane resulting in the display of the Upload Document pane Home Document Portal Adminstration Abpul Browse Documents d Root Folder _ Controlled Document Portal a Upload Doc ume nt i Finance Documents T Forms for Intermediaries 1 Projects Quality Documents a 150 Standards J 1s0 27001 jiso 9003 Select File l C 150 Information Name i 150140 i Short Description REG COP D
20. art CDP Personal minimised to the taskbar Y Automatically check for updates on connection to the CDP server These settings should be reviewed adjusted after installation but can be revisited and PDMS Revision CDP 2 0 Page 31 of 41 PDMS Controlled Document Portal User Manual edited at any future time 3 3 2 Remote Server Connection Settings for CDP Personal The Remote Server tab is where CDP Personal needs to be configured with the information necessary to access the CDP web application General Remote Server Synchronisation Licensing im Connection Settings URL Username Password Show Password The dialog box shown above should be updated as follows e URL Enter the URL that CDP Personal will use to connect to the CDP that is the URL that you use to access your CDP with the extension webdav added for example https mycdp cdp pdms com webdav e Username Enter the user name you use to access the CDP website e Password Enter the password you use to access the CDP website Click Save to save this configuration information PDMS Revision CDP 2 0 Page 32 of 41 PDMS Controlled Document Portal User Manual 3 3 3 CDP Personal Synchronisation Schedule The Synchronisation tab controls how often CDP Personal will download updated Documents from your CDP web application The synchronisation frequency options available are e Never e Every Day e
21. been downloaded will be J POMS Controtled Document Portal File Tools Help hame Last Modried File Retriever Fc CP User Manualed 10 OL 05 2012 16 55 00 cpp WebDev User M 10 DLOS 2012 165733 a M Finance Documents P Recipe pat 2 03 05 2012 0 amp 51504 ka HR 2 Sales Accounts Forma for intenmediarnes Lo HR Documents b id Projects Lo Quality Documents IS Sales amp Marketing Document s available for offline viewing will have Lo REG COP Demo the retrieved date shown 2012 115427 Connected to the COP Sewer t syitemadmin O12 L322 Checking for updates 2 11 54 50 Beginning Sync 2 11 34 52 Syncing Folder Root Folder az Synceng Folder Controlled Document Portal Marais 2 11 34 53 Syncing Folder CDP Personal PLL CoOL IL Syncing Folder Finance Documents aL LOS 2012 11 54 53 Syncing Folder HR a l ete bog Last Synchronisect 11 05 20i2 12 16 28 Connected to the COP Server i displayed with a File Retrieved date The behaviour of the functions that can be performed on Documents depends on whether or not CDP Personal is connected to your CDP web application All are available by right clicking the Document e Open Will download and open the selected document in the default application for the file type of the Document If CDP Personal is Online then prior to opening the Document CDP Personal will check your CDP web application and download the Document as necessary e Download This option is only availa
22. ble when CDP Personal is Online it will download the Document to CDP Personal e Save As Will open a Save As dialog to allow you to save the Document in your own file system lf CDP Personal is Online then prior to saving the Document CDP Personal will check your CDP web application and download the Document as necessary Mare Veron Size Last Madified File Retrieved Open Gewnlosed fa Save As PDMS Revision C Properties PDMS Controlled Document Portal User Manual e Properties Will open a dialog box detailing the properties of the document as uploaded to the Document Details eee o e EE Kame Enpense Clamxisx section of your CDP web application Downloaded Short Desonpton Expense Claim Description Expense Claim Version File Size 144 6k Version Uptoaded 20 04 2012 033302 Version Uploaded By System Admin Version Identifier 2 Veron Comment Initial version RD MS Revision CDP 2 0 Page 39 of 41 PDMS Controlled Document Portal User Manual 3 5 CDP Personal Menus 3 5 1 File The File menu contains two options File Tools Help e Work Offline This switch is used to control if the application is Online or Offline i e connected or not connected to your CDP web application When Offline you can only see Folders that have Exit Ctrl X been synchronised and access Documents that have been downloaded e Exit This option will close CDP Personal 3 5 2 Tools The tools
23. c 1 07 02 2012 12 58 28 S ji 07 02 2012 12 08 15 Eie 0710212012 12 03 38 Suna 2008 OMa2012 17 55 00 Revision CDP 2 0 Page 14 of 41 PDMS Controlled Document Portal User Manual The Add Sub Folder page will be displayed to allow you to enter the details of the new sub Add sub folder to ISO 9001 Detail Contents Hame Description secunty Level Pleas e Select Groups folder The information fields required for creation of the new folder are listed in the table below mandatory fields are marked with an asterisk as shown above Name The name of the sub folder as it is to Folders within a parent folder must be appear in the tree unique Maximum length 100 characters Description A longer description of the purpose of Maximum length 2000 characters the folder Security The level of user that the contents of This security level cannot be lower Level the folder should be available to than that of any of its ascendant higher level folders parent grandparent etc Groups These are your functional business Select from the list of available groups groups e g Finance Human Resource Additional groups can be set up by etc These groups can then be used your CDP administrator on the folders to restrict access in conjunction with user clearance When all details are entered select Save The new folder will be created and appear in the tree on the l
24. command will hide them Y Search Criteria Name Pll Description l if Document Content Document Format PDF Uploaded By System User Select r Uploaded Date Between ncusive fa Vang J Include Sub Folders Yes The criteria on which a search will be performed are Name the whole or a part of the Document Name Description the whole or a part of either the Short or Long Description Document Content a word or phrase that forms a part of the Content of the Document note not all Document formats can be indexed Document Format the format e g PDF of the current version of the Document Uploaded By System User the User who uploaded the Document Uploaded Date a Date prior to or subsequent to which the Document was uploaded Include Sub Folders whether Documents from sub folders are to be included in the results Document Type the type of document as selected by the user Note The Search Criteria may include controls for any Additional Fields specific to your instance of the CDP as set up by your CDP Administrator PDMS Revision CDP 2 0 Page 20 of 41 PDMS Controlled Document Portal User Manual 2 6 3 Viewing Information about a Document The information about a Document can be viewed by either clicking on the Document in the folder tree view or by selecting the Details option displayed against the Document in the Folder co
25. crosoft NET Framework 4 Client Profile x86 and x64 e SQL Server Compact 4 0 which if not already in place will be installed by the Installation process To install CDP Personal open your browser and navigate to the following URL http download pdms com cdppersonal setup exe The subsequent process will vary depending on your operating system version and security policies but an example is now described You may require the assistance of your network Administrator to complete the installation WE View Downloads Windows Internet Explorer View and track your downloads Search downloads D Mame Location Actions setup exe S15 KB Do you wanttorun or mM Ji 7 Run 0 Save il download pdms com save this program Sees Choose Run in response to the above or a similar dialog PDMS Revision CDP 2 0 Page 29 of 41 PDMS Controlled Document Portal User Manual The progress of your installation will be shown in dialogs similar to the ones below Launching Application Verifying application requirements This may take a few This may take several minutes You can use your computer to do other tasks during the installation Name PDMS CDP Personal From www pdms com Downloading 5 54 KB of 510 KB File Tools Help Last Modified Activity Log Working Offine At this point CDP Personal is installed on your computer and can be accessed from the Start Menu at
26. der for Automatic Download A Folder can be configured to automatically download the Documents it contains when CDP Personal is connected to your CDP web application To do this right click on the Folder in the tree view amp B 7 a PoReot Folder a n d ch oose P ro pe rti es a F Controlled Document Portal Manuals Lo COP Personal a Finance Documents na Properties a ferns La Forms for Intermediaries Fie Tools Help General to HR Documents Mame HA Documents E Projects LO Quality Documents Last Symchronised 11 05 2012 12 16 13 Lo Sales amp Marketing Description HR Documents REG CDP Demo Then in the Folder Properties dialog check the Automatically download folder contents checkbox The contents of the Folder will then be automatically Downloaded to your CDP personal on synchronisation with your CDP web application both when a manually and when a synchronisation is performed as per a Synchronisation Schedule set up by you see CDP Personal Synchronisation Schedule above PDMS Revision CDP 2 0 Page 37 of 41 PDMS Controlled Document Portal User Manual 3 4 2 Downloading and Viewing Documents Documents that have been synchronised with your CDP web application but have not yet been downloaded are displayed in the Documents section of the CDP Personal Main Window in grey text Documents which have been both synchronised and downloaded are displayed in black text In addition Documents which have
27. e displays the relevant details of the selected Folder or Document as described below Note that the Document Portal page can be accessed from anywhere in the system by selecting the Document Portal link PDMS Revision CDP 2 0 Page 10 of 41 PDMS Controlled Document Portal User Manual 2 4 2 CDP Navigation Methods To navigate around the CDP left click once on the tab folder icon or link you wish to view In the details view on the right hand side left click the appropriate icon to perform the activity you wish to undertake including edit a folder add a folder delete a folder upload a document and download changed documents A list and descriptions of the icons used in the CDP are provided below In the tree view on the left hand side you can also right click e ona folder to see and select options to add a sub folder edit the folder delete the folder and upload documents to a folder and e ona document to see and select options to view the document s history edit the document s details delete the document or replace the document Note The availability of the above described functions to a particular User will depend on the permissions assigned to that User by a CDP Administrator 2 4 3 CDP Icons The following table describes the meaning of the icons used within the CDP web application Icon Function Icon Function P Edit Folder B Export to CSV po Add Sub Folder Delete Folder m Upload Document
28. eft of the screen PDMS Revision CDP 2 0 Page 15 of 41 PDMS Controlled Document Portal User Manual 2 5 5 Editing a Folder s Details There are two ways to add a sub folder to the currently selected Folder Either 1 Right click on the folder in the tree view and choose the Edit Folder option from the pop up menu that us displayed or roms Svam Admin A 1 Wf Log OF Browse Documents a ka Root Foldet F ees ore Contents of ISO Standards abrit l L Forma for intermediara i Jn Documents Detail Conteris y L Manutarcturing a k m PO Srp m Eso Sb ss sub ricer Lt Search crherta ie ah M Celete Folder z LIE uplosd Gocumant Intant Be ae Fecerdjs 1 8 of 8 a ig l nE ea Hame za Felder Ufarainn Laat Undated hus om 130 9001 2008 E PPG2 Oi Storage UK Legislation Facial amy ovmarani2 12 27 13 View a ee DCENSNG OF WASTE DISPOSAL REGULATIONS 1990 Manx Legislation 1999 ovement 13 28 19 Detaits guy gt h Saras B Marking S E sa E O 14001 mi Dti SO ES OTROS 131950 Details Yaw a 180 EC 27001 lnean 13 06 23 Denas Deck beer i a ee Pees a ie a eee ER fr 4 2 3 Controlled Document Content and Layout 1 orreereot2 12 58 28 Deiaits via i i oreo r a A 0 ire we sre ea OO By ISC Standards Oversew oroeaota 12 06 15 Details view Stat a and mation 1 SOTMIQEO12 12 03 58 Deiails 200
29. emo L Sales amp Marketing Long Description Version Comment Version Document Type i HA Documents Detail Contents System Admin f walt s Please ensure that your document is no larger than 4MB and has been virus checked Browse Po Please Select x Cancel Clicking the Browse command button will result in the display of a Choose File to Upload or similar dialogue allowing you to choose the file to upload Then enter the User specified Document Details see above and click the Save command button Notes 1 The Name and Description attributes are used by the CDP Search functions so set their values appropriately 2 Depending on your organisations policy a maximum file size may have been set If so this will be displayed on the Upload Document pane PDMS Revision CDP 2 0 Page 24 of 41 PDMS Controlled Document Portal User Manual 2 6 6 Editing a Document s Details A Document s details can be changed by clicking the Edit Document Details command button displayed in the right hand pane Edit Document Details for ISO 14001 2004 lie me P 4 The User specified Document Details see above can be changed as required and saved by clicking the Save command button Note Editing a Document s details will not create a new document version but will create an audit record 2 6 Replacing a Document The current version of a Docum
30. ent can be replaced by the clicking the Replace Document command button displayed in the right hand pane resulting in the display of the Replace Document pane Replace Document ISO 14001 2004 JE Please ensure that your document is no larger than 4MB and has been virus checked Select File Name short Description ISO Environment Long Description Environmental management systems Requirements with guidance for use Version Comment Previous Version 2004 11 15 Version Document Type RD MS Revision CDP 2 0 Page 25 of 41 PDMS Controlled Document Portal User Manual Again clicking the Browse command button will result in the display of a Choose File to Upload or similar dialogue allowing you to choose the replacement file to upload The User specified Document Details See above can be changed as required and saved by clicking the Save command button Note A Document in one format can be replaced by a Document in another 2 6 8 Deleting a Document A Document can be deleted by the clicking the Delete Document command button displayed in the right hand pane confirmation of the delete will be required Delete Document ISO 14001 2004 Are you sure you want to delete the document ISO 14001 2004 Click Confirm to proceed with the deletion or Cancel to abandon Cancel PDMS Revision CDP 2 0 Page 26 of 41 PDMS Controlled Document Portal User Manual 2 6 9 D
31. iled Downloading httpy www pdms com downloads cdppersonal CDPPersonal application did not succeed LL 03 2012 11 34 50 Beginning Sync TLS OL Leb Syncing Folder Rect 11 05 2012 11 54 52 Syncing Folder Controlled tal Ma Status information 11 05 2012 11 54 53 Syncing Folder 11 05 2012 11 54 53 Syncing Folder Finance Documents 11 05 2012 11 54 53 Syncing Folder HR w Activity Log Last Synchronised 11 05 2012 12 16 28 Connected to the CDP Server Documents area At the top left of the window are two command buttons Connects and dis connects CDP Personal with to from your CDP web application GA see File Work Offline below When connected to your CDP web application synchronises the Document information and Folder structure from CDP web application see Tools Synchronise below Note that this does not download the Documents themselves At the bottom of the window is an expandable Activity Log which can be used to check which documents have been synchronised Click the Up arrow to expand the Activity Log window and the Down arrow to minimise it The Status Bar at the very bottom right of the main window confirms the date and time of the last synchronisation with the central CDP and whether CDP Personal is currently Connected to the CDP Server or Working Offline PDMS Revision CDP 2 0 Page 36 of 41 PDMS Controlled Document Portal User Manual 3 4 1 Configuring a Fol
32. logue will be displayed ipt Faai ma Sa Denni Parte Contents of ISO Information Cesta Cumienia a E b Search Criteria b fhe O Erhi Eiso 2001 reo soo Li raiduri oi tre i p p g Column Section i Ji i mt mater f Last ipassi ae l Folder tik Ha records have been found which match your search cijena aE SEE dai lL L Leps Regubemasts ie g g g s g L Sbemdard Docume rku ox j iGO HOHE The following rules apply to security levels when moving folders e lf the Folder being moved has the same or a higher security level than its new parent Folder it will retain its original security level settings e If the Folder being moved has a lower security level than its new parent Folder its security level will be updated to match the security level of the new parent Folder as Sub Folders cannot have a lower security level than a parent Folder e The above rules also apply to any Sub Folders of the Folder being moved When the Folder is moved the tree view will automatically refresh to display the new Folder structure Note that Folder names must be unique within a parent Folder A warning will be displayed if a Folder of the same name already exists in the new parent Folder and the move will be prevented The name of one of the Folders will need to be changed to allow the move PDMS Revision CDP 2 0 Page 18 of 41 PDMS Controlled Document Portal User Manual 2 6 Document
33. n will default to these saved settings Folder File Size Version C Last Updated Last Updated By Details PDMS Revision CDP 2 0 PDMS Controlled Document Portal User Manual 2 5 2 Search Functions When the list of documents in a folder is viewed by default the search criteria pane will be displayed in its collapsed state To use the search controls click on the command to expand the search pane and reveal the search criteria con 2 aa sf earch Criteria Name 2 Description Document Content o Uploaded By System User Select Uploaded Date On or Before DES ees Include Sub Folders Yes To collapse the search pane click on the command More information on the features of the search is provided in the Searching for Documents section below 2 9 3 Viewing Folder Attributes The attributes of the selected Folder can be viewed by selecting the Detail tab DMS Pierre Document Portal Adtrumisiraticr y Oe Broese Decumonts Senem Admn J 2 A Feet Fade 1 Gems Document Portal Folder Details for ISO 9001 L inanes Dorummante H L Borne For interm disrian i HF Qecurterte iL Manvfactering J ausi Occormart 150 Sencdarda isa 270i Description Sar 3 oO 9001 ISO Qualty Standard Lo Potcies Contents a Standard Donamar g SE mo tec zoo Procedures nonis E 4 2 3 Controlled
34. ntents list D M S System Admin Home Document Portal Administration About Log Off Browse Documents g Root Folder f L co Promotional material 4 Contents of ISO 9001 Finance Documents Contents Ph T 3 HR Documents EJ Projects M Quality Documents E ie ISO Standards J 1 a 27001 l gt Search Criteria ISO 9001 oe i E 150 Information l J rso14001 i L Sales amp Marketing EE iB Record s 1 4 of 4 G C Column Selection nn Selection t Shipping va Version i File va Name vx Filename Comment Fo sider Size 4 2 3 Controlled Document Content and Layout Staff Training and Information Staff Training and Information ISO Standards Ovenmew First Version ISO Standards Overview First Version Sales Eo Depending on your permissions the information about the document is displayed on tabs including e Details including information supplied by the User who uploaded the Document which can subsequently be edited see below e History a historical list of the document versions e Audit information about who has performed what actions on the Document PDMS Revision CDP 2 0 Page 21 of 41 PDMS Controlled Document Portal User Manual Lert mera mei Document Details for BS EN ISO 9001 2008 Poon for Inbgirvertiarme I Teriam Ppwumesi Cotte 2 6 3 1 Document Details The D
35. nx Grads flyer_grads 29mb Brochure 2009 Brochure Public Sector Brochure 2009 1 2mb T GDP User Manual Manual for standard users of the COP 2 6mb T COP WebDay User Manual OE TE aE eee emcee ae 0 eGaminigigafiet eGaminigteafiet dmb m a T_T wai B Racive asdasdad 19 4k 7 i EERE 5 10 25 DEMONSTRATION SYSTEM Controlled Document Portal Copyright POMS Lid 2017 1 If no Documents are marked CDP marked as Visible without login then no documents will be displayed on the Home Page 2 Visitors to the Home Page cannot view any other documents or perform any other CDP functions without logging in to the CDP PDMS Revision CDP 2 0 Page 5 of 41 PDMS Controlled Document Portal User Manual 2 2 Login Logoff and Password Recovery 2 2 1 Login RD MS E The Login link at the top left of the Home Page displays the Login page via which by entry of the Username and Password combination supplied to you in the first instance by your CDP Administrator you can access the CDP Username I Password Accept and Login Forgotten password Click here to recover it using your user name or email address Notes 1 At first Login or on expiry of your Password you will be prompted to enter a new Password Your organisations CDP Security Policy may require that your Password conforms to its Password Security Settings see 2 3 2 Change Password 2 At first Login you will be prompted to enter a
36. ocument Details as displayed in the image above are either provided by system Users or automatically set by the system as follows e Provided by system Users o Name an identifier for the document which may or may not be the same as the name of the original file that was uploaded o Short Description information about the document o Long Description more information about the document o Version Comment information relating to this particular version of the document o Version information identifying this particular version of the document o Document Type the type of document as chosen by the uploader o Visible without login specifies whether the Document will appear on the CDP Home Page and can be viewed by unauthenticated Users o Any other Additional Fields specific to your instance of the CDP as set up by your CDP Administrator e Automatically set by the system o Original Filename the name of the file that was uploaded o Document Format the file format of the document version e g PDF DOC note that the file format may be different for different versions of the same Document o Folder the CDP Folder into which the document version was uploaded o Uploaded On the date and time the document version was uploaded o Uploaded By System User who uploaded the document version PDMS Revision CDP 2 0 Page 22 of 41 PDMS Controlled Document Portal User Manual o Public
37. ownloading Changed Documents The Download Changed Documents function provides the facility by which you can view all the Documents you have previously downloaded and which have subsequently been updated in the CDP with their later versions RD M S System Admin Bites Document Portal Administration About Log Off Browse Documents 4 et Root Folder i iiaa materi Download Changed Documents 7 J inance umen f i HR Documents Quality Documents d ISO Standards t50 27001 t C tso 9001 f A ATE vs File va Last ve Folder a Version Updated 17 09 2012 14 16 17 17 09 2012 11 48 16 i Procedures Pron i s at 4 2 3 Control ES Content and Layout i Staff Training ar Standard Docur 150 Information J rs014001 Pe Sales amp Marketing f E Shipping i Procedures Processes 167 5k 1 286 6k 2004 11 15 select a Folder in the tree view and click the Download Changed Documents command button on the right hand pane The Contents pane will list the Documents in the currently selected folder which you have previously downloaded and which have been replaced by a new version since your last download You can download these documents individually by clicking the Document Name Clicking the Download Documents command button displayed at the foot of this list will create a ZIP file containing all the listed
38. rd Trining Search Ciieria Maire Deaciplicn Decne Conianl r Uphaded By System Lise Select ts Upledded Date Ga ar Balora e i Include Sub Folders Yes EERE Record s 1 19 of 10 Column Selection j d a Last Updaind iz Actions Arising Log Tamplata once 36 4k 4 DOLAN 10 1904 Dalai view F BSS Project Compilation Report Paal Feces raJk iadi sias ainia Siew aj Calne coding wanda rea ar a end iiki DRMAOE a4 Tal Vis i Cian Mama Website Support amd Hosling Contract a and OT ak t WRTA 1073 13 Dsitads Yht i Design Briad umbraco Vee iin iat SORE 10 16 38 Daat view iz neues and Lessine Learmed Log Template Riera inant 23K 1 RNAI 10 1929 Geils Viney fa e Map Template Easel j Analysis and SASKI HATZA HA i View F Diii eS bi riia 1 ll Ni mi E 1 nT Suppan and it Bk t Wt eH j y Sipp Cork ed chedi Hosting Dig 1 DO HEE Pami WH E Supponi Proteidae aiai e HoT Skt UATE Waa ie AETH view i Lierace Ed ers Marrual Tempra LAT and Training mili AOZA 1000F elas View it cd a LA i a The left hand side of the page displays a hierarchical tree structure of the Folders and Documents stored in the system The Folders and Documents can be navigated expanded and collapsed either by clicking on them and the arrow icons displayed next to them or by using the arrow keys on the keyboard Note that the Folders displayed will be filtered to only those that you have permission to see The right hand side of the pag
39. s in the CDP The availability of the following functions to a particular User will depend on the permissions assigned to that User by a CDP Administrator 2 6 1 Browsing Documents When a Folder is selected from the tree the right hand side of the Document Portal page displays the Contents tab containing a list of the Documents contained within the Folder and RD MS System Admin Home Document Portal Administration About Log Off Root Folder tae Promotional Material Contents of ISO 9001 H8 HR Documents f i ee san l d ISO Standards i i i50 27001 b Search Criteria k 150 9001 Ri f L 180 Information 0 158014001 a Sales amp Marketing EE B gt Record s 1 4 of 4 Shipping va Version va Name a Filename Comment Folder Size Version 4 2 3 Controlled Document Content and Layout Staff ISO Standards Overview First Version ene ISO Standards Overview Sales First Version its sub Folders The Documents can also be seen in the hierarchical folder tree view in the left hand side PDMS Revision CDP 2 0 Page 19 of 41 PDMS Controlled Document Portal User Manual 2 6 2 Searching for Documents The Search Criteria pane of the Contents tab can be used to search the Documents contained within a Folder and if specified its Sub Folders Clicking on the command iow i will reveal the Search Criteria controls clicking on the
40. to use of the CDP and CDP a EA Personal POMS Controlled Document Portal Personal The Controlled Document Portal Personal is part of the POMS Controlled Document Portal Service defined in the PDMS Controlled Document Portal Service Definition and bound by the POM Phvmre ao a Seryi tomer f ct the POMS Software se a Serice Terms and Conditions and the PDMS Standard Terms and Conditions Copyright 2012 PDMS All Paghts Reserved Ok RD MS Revision CDP 2 0 Page 41 of 41
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