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User Manual

1. SmartRoom Powered by bmecgroup User Manual For SmartRoom Managers Table of Contents 1 0 Login 2 0 Confidentiality Agreement 3 0 Software Installation 4 0 Dashboard 5 0 Document Review and Index Maintenance 5 1 View by Index 5 1 1 Index View 5 1 2 First Page Preview 5 1 3 Additional Right Click Controls 5 1 4 Uploading documents within the Index View 5 1 5 Index Maintenance via Drag and Drop 5 1 6 File View 5 2 Document Viewer 5 3 View by List 5 3 1 Export to Excel 5 4 Search 5 4 1 Advanced Search 5 5 Print Queue 5 6 Save Queue 5 7 Q amp A Messages 6 0 My SmartRoom 6 1 Account 6 1 1 Personal Information 6 1 2 Password 6 1 3 Language 6 1 4 Options 6 2 Alerts 6 3 List of SmartRooms 7 0 Reports 7 1 User Activity 7 2 My Activity 7 3 User Rights 7 4 Usage Reports 7 4 1 User Statistics 7 4 2 Document Completion Progress 7 4 3 Marked as Completed Documents 7 4 4 Document Review Analysis 7 4 5 Document Activity 7 4 6 Site Totals 7 4 7 User Invitation List 7 4 8 Security Rights 7 5 Audit Reports 7 5 1 Site Invitations 7 5 2 User Management 7 5 3 User Logins 7 5 4 Client Machine Settings 7 5 5 Configuration Management 7 5 6 Folder Management 7 5 7 User Category Management 7 5 8 Document Management 7 5 9 Audit level User Statistics 7 5 10 Instant Alert Management 7 6 Scheduled Reports 8 0 Help 8 1 User Guide 8 2 FAQ 8 3 Best Practices 8 4 Contact the SmartRoom Team 9 0 Addi
2. 5 1 3 Additional Right Click Controls Mame 1 Basic Corporate Information SA Folder Number Options ie Send To Save Queue Sy Send To Print Queue E Upload Folders Docurmnents Create Alert More Actions tA Search Right clicking on the folder name will bring up the follow functionality Folder numbering options Send to Save Queue Send to Print Queue Create Q amp A Upload Folders Document Create Alert Search Advanced Search Manage the document numbering within the folder This will send the selected to the Bulk Save Queue This will send the selected to the Bulk Print Queue Create a Q amp A query referencing the folder Upload file and or documents using the drag and drop uploader Create a personal standing or instant alert Perform a basic search of the folder Perform an advanced search of the folder 7 PRIVATE AND CONFIDENTIAL SmartRoom Mame 7 Sales and Marketing SA Folder Number Options Upload Folders Docurments F Create Alert Create Instant Alert More Actions Create Standing Alert iy Search Create Personal Alert Create Site Wide Standing Alert Create Site Wide Personal Alert Create Instant Alert Create an instant alert to specified users Create Standing Alert Create standing alert in the selected folder level Create Personal Alert Create a personal alert folder level Create Site Wide Standing Alert Create a site wide alert in the SmartRoom Create Site Wide Personal Alert Create
3. Create Alert More Actions Change Review Status Unopened SA Properties Completed Preview Follow Up Viewed View the file properties of the document el Send To Save Queue Se Send To Print Queue Create Q amp A ka Manage Motes Create Alert i More Actions Change Review Status SA Properties File Mame 1 5 C Copy 10 of Test pdf Preview Size 15 KB Page Count 1 Review Status Unopened View a preview of the document la Send To Save Queue ese Send To Print Queue G Create Q amp A ba Manage Notes i Create Alert E More Actions Change Review Status P B Properties Preview SmartRoom 10 PRIVATE AND CONFIDENTIAL Powered by bmogroup 5 1 4 Uploading documents within the Index View Drag and Drop Uploading Drag and Drop Uploading is a feature of the SmartRoom that eliminates the need for extra software or navigation in order to upload documents directly to the index This function applies to users with specific document upload rights Right click on the folder that you wish to upload to as shown below Mame 1 5 Operational Structure Folder Number Options Send To Save Queue Send To Print Queue Create Q E 4 Upload Folders Documents 1 Basic Corporate Information Folder Location 1 Basic Corporate Informatio Drop Files and Folders Here Upload SmartRoom 11 PRIVATE AND CONFIDENTIAL Powered by bmegroup If you do not have the pro
4. Options Unopened 72007 Test Upload UAT Test Folder 1 05 08 2010 Document 4 pdf i SampleLserList Instructions xls Options Unopened Peterson jpg UAT Test Folder 1 05 08 2010 Options F Unopened UAT Test Folder 3 05 08 2010 Options F Unopened 1f Party jpg UAT Test Folder 1 05 08 2010 Options Unopened 2 Painter jpg UAT Test Folder 1 05 08 2010 Options F Unopened F Melissa 2 jpg UAT Test Folder 1 05 08 2010 Options F Unopened 4 Melissa 1 jpg UAT Test Folder 1 05 08 2010 Options F Unopened I Maureen jpg UAT Test Folder 1 05 08 2010 Clicking on the options box will bring up the options for creating a document note printing saving and creating a Q amp A inquiry for that document This can also be done by right clicking on the file name Clicking on the document name will open the document in a separate window 5 3 1 EXPORT TO EXCEL Export to Excel will bring up a dialogue box asking you to either open or save the Index as an Excel file This file will show the documents available to you in an index structure It will also denote different pieces of information regarding the documents folders The Export List tab gives you an option as to what excel version you would want the file to be saved Export List To Excel Select excel version Excel 2007 Excel 2003 Please note that by performing this function there may be a delay in processing Continue Cancel SmartRoom 21 PRIVATE
5. 26 302 KB Finished Auto Scroll Upload Once you close the VDR Drop Zone window the index will refresh and the new files will be available to the users that have access to that parent folder SmartRoom 14 PRIVATE AND CONFIDENTIAL Powered by bmogroup Please note that you can add multiple folders and files to the Drop Zone Window and rearrange accordingly before selecting the Upload button Folder Location 5 Manufacturing Production plenheaman es TAA mit i 5 Manufacturing Production Mote Please drag and drop folderafiles into the root or node before clicking the Upload button EL Level 2 Level 2 1 Level 2 2 Level 2 3 i Lewel 2 4 5 1 5 Index Maintenance via Drag and Drop Drag and Drop within the index DnD DnD is a function that allows complete manipulation of the index including folders and files without having to leave the index or open other software In order to enable Drag and Drop DnD capability within the index users need to switch to DnD mode The DnD mode icon will be located in the same toolbar as other icons Index View my Category view h hi k T F When DnD mode is activated ra document click is disabled on the index So when you click on a document instead of viewing it users will be able to select and drag it When DnD mode is enabled the DnD mode icon replaces the View Mode icon Click on the same icon to get back to View Mode Index Drag and
6. Blogs Web 2 0 CMS Rich Media Websites Online File Storate Arhiving Business Email E commerce E retail Websites Work Phone Country EOD Application Hosting SaaS ISV ASP4 First Name Last Name Email Company i Back Office Applications State P i Cit ate Province ad Other Hosted Solutions Message SmartRioom Project Name URL Manage Data Hosting will get back to non urgent requests within 24 hours while urgent requests will be expedited Is your request urgent yes No Submit Indicates required Fields 41 SmartRoom PRIVATE AND CONFIDENTIAL Powered by bmogroup 10 0 SmartRoom Management 10 1 NEW INDEX 10 1 1 Create Numeric Document Index You have the ability to create a brand new index from within the site Follow the on screen instructions to learn how to copy and paste your index from Microsoft Word or Excel formats directly into the text box You will see it rendered in dynamic HTML on the site and ready to use in seconds if it was formatted correctly Click Load Sample Index for an example of ideal formatting Create Numeric Document Index _ Create Alpha Numeric Document Index a Preview Save Please be aware that when your index is up and running with documents included creating a new index will completely remove any existing index and all documents inside it Therefore it is a good idea to disable the index function once you
7. a site wide personal alert More Actions Rename the folder Add a folder below the current folder Add as subfolder to the current folder Delete the folder Upload individual documents to the folder Lock folder with its respective user rights Name 7 Sales and Marketing Folder Humber Options Upload Folders Documents Create Alert More Actions Rename Folder Search Add Folder Add SubFolder Delete Folder Upload Individual Documents Lock Folder Right clicking on the document name will bring up the follow functionality SmartRoom 8 PRIVATE AND CONFIDENTIAL Powered by bmogroup Send To Save Queue Send To Prink Queue Create Q amp 4 Manage Motes Create Alert More Actions Change Review Status al 2 k E al Properties Preview Send to Save Queue This will send the selected to the Bulk Save Queue Send to Print Queue This will send the selected to the Bulk Print Queue Create Q amp A Create a Q amp A query referencing the document Create Alert Create a personal standing or instant alert Manage Notes Add a Global or Personal Note to the document More Actions Rename File Rename the file Edit File Description Make changes to the document description Delete File Delete the document from the index SmartRoom 9 PRIVATE AND CONFIDENTIAL Powered by bmogroup Change your review status of the document la Send To Save Queue sf Send To Print Queue Create Q amp 4 ha Manage Motes
8. AND CONFIDENTIAL Powered by bmogroup 5 4 SEARCH You may search for words or terms within each document by using the search box located on the top right corner of the site Located search terms will be highlighted within the document The accuracy of the search function is affected by the quality of the source document and whether OCR Optical Character Recognition has been applied to any hard copy documents that were scanned prior to uploading You are also given options to define your search as shown below Logout Support Search f M File Description iM File Text I Folder Name Please note that by performing this Function there may be a delay in processing 5 4 1 ADVANCED SEARCH In addition to the standard search users have the ability to complete an advanced search by clicking the Advanced Search link on the drop down It is also possible to right click within the index on a specific folder and select Search and then Advanced Search You will be able to specify exactly what you are looking for based on the below screenshots You have the ability to add or remove clauses as necessary Advanced Search Hide Search Options W File Description I File Text M Folder Mame Search For these words a ie nd C Or a C and Or Click to add a new clause SmartRoom 22 PRIVATE AND CONFIDENTIAL Powered by bmogroup 5 5 PRINT QUEUE If you send multiple documents to the print facility you will be able t
9. Drop View my Category view al 0 ky hi k T 2 Fa Users can expand and collapse folders export to Excel print zoom in and zoom out view folder and file counts SmartRoom 15 PRIVATE AND CONFIDENTIAL Powered by bmogroup Users are not able to view the indices of other security profiles in DnD Mode Files and or Folders can be moved between folders using drag and drop Users will activate a file or folder drag by clicking a file s folder s holding down the left mouse button while moving the mouse To move a folder file below or above another folder users will see a black line indicating as such Index Drag and Drop View raoe E G0 G Gd dm SS Bal Upload Folders In SmartRoom El 1 Basic Corporate Information 2 Files 11 Folders fees f A Test Document pdf 7 8 Test Document doc 2 1 1 Company History Outline 0 Files 0 Folders 1 2 Product Information 0 Files 0 Folders 1 3 Press Releases 0 Files 0 Folders 1 4 Corporate Structure 0 Files 0 Folders 1 5 Operational Structure 0 Files 0 Folders Te T A Test Document pdf 0 Files 0 Folders 1 7 Capitalization and Securities 0 Files 0 Folders 2 1 6 Non Compete Agreements 0 Files 0 Folders 2 1 9 Insurance 0 Files 0 Folders 1 10 Intercompany and Employment Agreements 0 Files 0 Folders To move a file into a folder or subfolder users will hover directly over the appropriate folder and this will create the highlight shown bel
10. FOEEEE FFFFFF FF6890 CF1947 666666 EEEEEE D7D7D7 C7C7C7 555555 EEEEEE FFFFFF W Search Section Start Color Search Section End Color a Project Name Section Text Color Project Name Section Start Color Project Name Section End Color Grid Filter Text Color aa Grid Filter Start Color Grid Fitler End Color Parent Menu Expanded Arrow Image Color Parent Menu Hover Text Color Parent Menu End Color Parent Menu Hover End Color IE Menu Item Hover Text Color Menu Item End Color Menu Item Hover End Color EEEEEE 999999 555555 FFFFFF FFFFFF 000000 DODODO 252525 CCO033 555555 252525 151515 555555 EEEEEE EEEEEE E E oe m Parent Menu Expanded Text Color EEEEEE E Parent Menu Border Color 7C7C94 E Parent Menu Hover Border Color 7C7C94 E Menu Item Selected Text Color 555555 Menu Item Border Color D6D6D6 Menu Item Hover Border Color D6D6D6 OCE EH You can adjust colors by entering a different hex code or by clicking on the E color sample and selecting your desired color from the color grid and picker Grid Ficker ET E HERTE E E ERNA ae hl h ELr T EEE A 22502 51 PRIVATE AND CONFIDENTIAL SmartRoom Powered by bmogroup Images You upload images and replace what is currently on the site here Please note all images must be in JPG or GIF format and no larger than 400x60 pixel
11. File Immediate Mo Click on the EA symbol next to the folder you wish to monitor In most cases this would include all folders in which case click on the EF symbol next to SmartRoom E EF Smarti oom EF 1 Basic Corporate Information 2 Files 11 Folders g 2 Financial Information SEC Filings 0 Files 11 Folders ea 3 Financial Forecasts 0 Files 3 Folders amp 4 Balance Sheet Analysis 0 Files 11 Folders ea Contingencies 0 Files 4 Folders 1 Select the type of alerts you wish to set up Upload File Delete Read 2 Select the frequency you wish to receive these alerts Immediate Hourly Daily 3 Check the Consolidate box if you wish to receive the alerts in a single email 4 Select or filter the necessary recipients by profile or user If you wish for the alert to go to all users check All Users 5 Click on the lal icon to save create the alert 6 Click on the icon to cancel the alert To edit an existing alert click on the next to the alert To delete an alert click on the X next to it SmartRoom 49 PRIVATE AND CONFIDENTIAL Powered by bmogroup 11 1 2 Instant Alerts Instant Alerts allow you the ability to send a one time immediate alert to any specified number of recipients within the SmartRoom Instant Alerts 5 tesca Instant Alert Recipient Selection Select your recipient s From the list below Click the Next button t
12. RLE LLL ELLA ELS LENS LLL MELA ROLL IS Import User List Email Address OO First Name rr Last Name tsi Company Name Work Phone Category Select a Category i Primary Location United States x Subject SmartRoominvte O TNNSNN Invite Bod 3 E Welcome to SmartRoom IT Make default invite template Required Send Invite Cancel Click W to send the invitation once all details are filled in Import User List i To invite multiple users click on the button Follow the onscreen instructions to upload your Microsoft Excel file download the template if necessary User categories must be chosen from those that you have already established with your Project Manager lt Manage Users s Please upload a user list From a xls File based on required Format Please click here For details Browse Subject SmartRoom Invitation Invite Body Dear Iser Welcome ta Smartroorm Make default invite template SmartRoom 45 PRIVATE AND CONFIDENTIAL Powered by bmogroup 10 4 2 Manage Users The Manage Users tab will allow you to make several adjustment to existing members of the SmartRoom Invite Users a Manage Users l Change Access To Select Category x Export to Excel Next ras ALL ALL Last Name First Name Company Username a Category Options Manager SmartRoom SmartRoom Reader To change existi
13. S 6 2 1 Personal Alerts You are able to set up an email alert to bring activity in the SmartRoom to your attention This can also be done by right clicking any folder or file within the index view To create a new alert click on besate New alert To manage an existing alert click on the amp next to the alert you want to modify or delete Click on the EA symbol next to the folder you wish to monitor In most cases this would include all folders in which case click on the cy symbol next to SmartRoom Index Smartkoom E 1 Basic Corporate Information 2 Files 11 Folders Ea 2 Financial Information SEC Filings 0 Files 11 Folders EA 3 Financial Forecasts 0 Files 3 Folders EA 4 Balance Sheet Analysis 0 Files 11 Folders EA Contingencies 0 Files 4 Folders 1 Select the type of alerts you wish to set up Upload File Delete Read 2 Select the frequency you wish to receive these alerts Immediate Hourly Daily SmartRoom 26 PRIVATE AND CONFIDENTIAL Powered by bmogroup 3 Check the Consolidate box if you wish to receive the alerts in a single email 4 Click on the ball icon to save create the alert 5 Click on the icon to cancel the alert To edit an existing alert click on the 4 next to the alert To delete an alert click on the X next to it Personal Alerts Manage Q amp A Alerts Turn my Alerts OFF Item Item Type Alert Type Frequency Consol
14. Tree File Type We have the option to display all documents PDF documents only or Non PDF documents File Size We also have the option to display documents under or equal to 10kb Under or equal to 1mb Over 1mb or Over or equal to 10mb in size The documents can be displayed as a list or in the Index Tree format 7 2 MY ACTIVITY User Activity My Activity 5 User Rights Lisage Reports Audit Reports Start Date 01 08 2010 End Date 16 08 2010 Show documents I have viewed custom Show documents I have not viewed Viewed yes mo Either y Printed ves W no Ether IM Include Folders That Have No Documents y Generate Report Saved vec W No Ether IM Show Folder Level Totals These reports show us whether we have viewed printed and or saved documents within a specified time frame Show documents have viewed The report will show us the document index with a green tick representing the documents we have viewed Show documents I have not viewed The report will show us the document index with a red cross representing the documents we have not viewed SmartRoom 31 PRIVATE AND CONFIDENTIAL Powered by bmogroup Custom We can create a combined report which will show us the documents we have or have not viewed printed or saved depending on the required combination of these actions Include Folders That Have No Documents This check box will determine whether the folders that contain no doc
15. are happy with your design to prevent any accidental deleting SmartRoom 42 PRIVATE AND CONFIDENTIAL Powered by bmegroup 10 1 2 Create Aloha Numeric Document Index An alpha numeric index can be created in the same way but we can change the style of the folder numbering Create Numeric Document Index Create Alpha Numeric Document Index as e 6 dl O Level 1 E r Lp Level 2 ooo 1 Reset when level 1 changes W Include parent Le Level3 ooo S 2 Reset when level z changes gt I Include parent Ly Level 4 ooo YS 3 Reset when level 3 changes M Include parent L Level5 fi 4 Reset when level 4 changes M Include parent Le Level 6 ooo 5 Reset when level 5 changes I Include parent Load Sample Index re Preview To adjust the folder numbering between numeric and alphanumeric use the Levels tool that is shown above The drop down box for each level will provide the available formatting options 10 2 CONTENT This will take you to the index with the Drag and Drop option enabled Please reference section 4 0 Document Review and Index Maintenance of this document for further details 10 3 SECURITY PROFILES This will allow you to adjust the specific rights of the users within the SmartRoom Please see separate SUR Guide or reach out to your Project Manager for guidance SmartRoom 43 PRIVATE AND CONFIDENTIAL Powered by bmogroup 10 4 ADD EDIT USERS 10 4 1 Invite Users The I
16. artRoom 4 PRIVATE AND CONFIDENTIAL Powered by bmogroup 5 0 Document Review and Index Maintenance 5 1 VIEW BY INDEX Index View File View My Category View z c bi b AA 3s ll Name Uplo a i Taxes 87 Files 9 Folders Windows Media Player Ink 82 B 20 08 2009 E 2 Intellectual Property 10 Files 3 Folders E 3 Financial Information SEC Filings 7 Files 11 Folders D 4 Balance Sheet Analysis 4 Files 10 Folders Lis Manufacturing Production 2 Files 0 Folders Ll 6 Test 2 205 6 Files 0 Folders 7 Sales and Marketing 5 Files 3 Folders E 8 Human Resources 1 File 7 Folders Lis Marketing Organization 3 Files 0 Folders 10 Location 0 Files 0 Folders Gl 11 check 1 0 Files 0 Folders E 12 TEST3 1 File 1 Folder DE 13 Adobe 221 Files 1 Folder E 14 1t s good to have land 0 Files 0 Folders O 15 1st Uploaded Mac folder 4 Files 1 Folder O 16 Scanner 2 Files 2 Folders B 17 Sample Folder 1 File 1 Folder 418 Nibb High Football Rules 0 Files 0 Folders Test Upload Document 4 pdf 20 08 2009 226 Cluster 1600 1200 jpg 44 Test document pdf 23 09 2009 5 1 1 Index View View by Index will display the SmartRoom index under the Index View pane You are able to view the index for each category by selecting from the drop down menu labeled My Category View My Category view sz You can expand and collapse individual folders and sub folders by clicking
17. documents will show up on the document index of these reports SmartRoom 28 PRIVATE AND CONFIDENTIAL Powered by bmogroup Show Folder Level Totals This check box will determine whether the total number of documents for each folder and its subfolder will be evident in the reports Login Activity These reports give us an idea of the login activity of users in the SmartRoom Login Activity Generate Report Detailed Graph by Category O Daily Graph Detailed A report will generate a list of each user their name and category the time and date of their last login and the duration of their longest login Graph by Category The report will be displayed as a bar chart that compares the total logins and the amount of time spent in the SmartRoom by category Daily Graph The report will be a line chart displaying the amount of logins to the SmartRoom per day Document Activity for One Category A report of the documents viewed printed or saved per selected category Document Activity For One Category Generate Report Choose Category Select category IY Show Folder Level Totals Show Folder Level Totals This check box will determine whether the total number of documents for each folder and its subfolder will be evident in the reports SmartRoom 29 PRIVATE AND CONFIDENTIAL Powered by bmogroup Document Activity by Category Detailed A report of the documents viewed printed or saved by category Doc
18. e Reports Audit Reports Output X Document Activity Clear All Filters 7 4 6 Site totals This report provides us with site totals which may be useful for project analysis review and updates User Activity My Activity User Rights Usage Reports Audit Reports Output Site Totals Report For Bowne SmartRoom Description PDF Non PDF Total Page Count Size MB of docs larger than 10 MB of docs with zero pages Total Documents viewed in last 24 hours Total Active Users Total Historical Users Total Number of Categories Total Logins to Date Total Logins in last 24 hours Page count displays the total number of pages of all documents PDF and non PDF format Size MB displays the total size of all documents of docs larger than 10MB displays the number of documents larger than 10 Mega Bytes The maximum recommended size of docs with zero pages displays the number of documents without content Total Documents viewed in last 24 hours displays the number of documents viewed by users in the VDR in the past 24 hours Total Active Users displays the number of users who have access to the SmartRoom Total Historical Users displays the number of users who have had access Total number of Categories displays the number of categories created in the SmartRoom Total Logins to Date shows how many users have logged into the SmartRoom Total Logins in last 24 hours shows how many users have
19. e and bandwidth to run and display If the report reaches or surpasses certain benchmarks the user will be prompted to send the report to Scheduled Reports The report that you are attempting to create is too large to run within the SmartRoom By selecting Continue below the SmartRoom will generate this report internally and send it to the Scheduled Reports section once it is finished Document Activity by Category Detailed Viewed From 12 01 2011 To 12 14 2011 You will receive an email alert once the report is available Click continue if you wish to proceed with this request or cancel if you do not Continue Cancel E SmartRoom 38 PRIVATE AND CONFIDENTIAL Powered by bmogroup Upon selecting Continue from the above prompt the user will be brought to the scheduled report section to see the status of the requested report 7 E Apply Filters Clear Filters q Report Type Username Date Date Processed File Type Status Document Activity by Category ry vi ateqor 12 14 20116 20PM 12 14 20116 20PM_ XLS Processed Once the report has been generated and securely delivered to the SmartRoom an email notification will be provided to the user stating that the report is now ready to be accessed Clicking on the report title will prompt the user to export the report where it can be viewed without issue Users can retain these reports indefinitely or can delete them as nec
20. es to display When clicking on Export a dialogue box will come up asking you if you wish to open or save your list of ie Q amp A inquiries into an Excel document SmartRoom 23 PRIVATE AND CONFIDENTIAL Powered by bmogroup Do you want to open or save this file bs Name CompleteThreadList xls Type Microsoft Excel Worksheet From thesamevdrsite2 Open Save Cancel IV Always ask before opening this type of file harm your computer If you do not trust the source do not open or While files from the Internet can be useful some files can potentially save this file What s the risk We can send a general question or response to selected members of the SmartRoom by checking the box alongside their name or to all users by checking E Send This Message to All Users Question amp Answer Recipient Selection Select your recipient s From the list below Click the Next button to continue and compose your message Q amp 4 Group aLL x Search Username ico Clear All Filters 25 7 Name Company Name Q amp A Group Name Category Name I Send This Message to All Users O Adam Q amp A Management Group Q amp A Management Group Q amp A Management Group Q amp A Management Group SmartRoom 24 PRIVATE AND CONFIDENTIAL Powered by bmogroup 6 0 My SmartRoom 6 1 ACCOUNT 6 1 1 Personal Information Please check and edit your personal details
21. essary Only the user that created the scheduled report can access it No other users will be aware that the report exists SmartRoom 39 PRIVATE AND CONFIDENTIAL Powered by bmogroup 8 0 Help 8 1 USER GUIDE Link to the current user guide 8 2 FAQ List of frequently asked questions and answer that you might find useful 8 3 BEST PRACTICES Link to the best practices guide 8 4 CONTACT THE SMARTROOM TEAM If you are unable to find the assistance you need within this user guide please contact our support team By Email SmartRoomSupport bmcgroup com By Telephone Asia Brazil Europe Japan North America 852 800 930 643 0900 722 0545 00 800 3325 7666 0120 974 858 1 877 332 5739 40 PRIVATE AND CONFIDENTIAL SmartRoom Powered by bmogroup 9 0 Additional Services 9 1 MANAGED DATA HOSTING This area of the site allows users who are interested specific data hosting services to reach out to us with any questions or requests Managed Data Hosting 9 rackspace HOSTING With our Managed Cloud and Email Hosting Solutions you can get exactly what your business needs the right performance security flexibility scalability and price Choose one hosting solution or mix and match them as you see fit If you re not sure what will work best for you just ask us Talk to Us What Are You Looking to Host We are happy to answer your questions and discuss your needs Websites Web Apps
22. here Personal Information Password Language Options First Name SmarkRoom Last Name Manager Category smartRoam Manager Primary Location United States Company SmartRoorn Work Phone 1 Mobile Phone Fax Number required Save 6 1 2 Password You may change your password at any time Remember that passwords must be 8 characters or more and contain a combination of uppercase lowercase and alpha numeric characters Personal Information Password m iis i Old Password Mew Password Re Enter New Password required Save 6 1 3 Language The choice of languages available in your SmartRoom is determined by the Deal Management Team If a multi language interface is available you will be able to select your default language from the My Language section of the menu SmartRoom 25 PRIVATE AND CONFIDENTIAL Powered by bmogroup 6 1 4 Options Personal Information Options By checking the box Hide Files in Combined Index you will only see folders when the index is displayed This feature may be useful when viewing a large index By checking the box Allow Preview File you will turn on the document preview function for yourself This feature is useful when looking for a specific document Please note that the File Preview must be enabled in conjunction with the profile change in order for the preview to be displayed 6 2 ALERT
23. idate Alert a CA X UAT Test Folder 3 Folder Upload File Daily Yes Personal 6 2 2 Manage Q amp A Alerts Manage Q amp A Alerts allows you to set the frequency at which we receive Q amp A alerts Alerts signify that we have received a new question or response Personal Alerts Manage Q amp A Alerts y 6 3 LIST OF SMARTROOMS List of SmartRooms will present a list of all of the SmartRooms you are currently a member of You can switch between SmartRooms by clicking on the project name or URL List of SmartRooms of SmartRooms SmartRoom Last isited SmartRioom Never SmartRoom 16 08 2010 10 20 4M SmartRoom 16 08 2010 1 00 PM SmartRoom Never SmartRoom 04 08 2010 3 46 PM SmartRoom 27 PRIVATE AND CONFIDENTIAL Powered by bmogroup 7 0 Reports 7 1 USER ACTIVITY N User Activity My Activity gt f User Rights Of Usage Reports gt f Audit Reports Start Date 01 08 2010 Eg End Date 16 08 2010 Eg Document Activity by Category Detailed se Generate Report Viewed C Printed Saved Document Activity By User User Name Select User x _ Generate Report M Show Folder Level Totals Show documents viewed by selected User Custom Show documents not viewed by selected user Viewed yes no Either Document Activity by Category Totals Printed yes No either Generate Report viewed Printed Saved Saved yes No Either Catego
24. ime period to report on and then chose from the index which folder you are interested in A report will be generated only if the folder has been added altered since the beginning of the SmartRoom It will generate the folder path folder name and the type of event added renamed etc as well as when and who made the change 7 5 7 User Category Management This will provide a detailed report on the creation and management of categories 7 5 8 Document Management If you are interested in the history of a document use this report Select the time period to report on and then chose from the index which folder you are interested in It will generate the document path document name and the type of event added renamed etc as well as when and who made the change 7 5 9 Audit level User Statistics This will provide a report on site activity which can be generated according to a selected time frame 7 5 10 Instant Alert Management This report will show all instant alerts that were previously sent It will list the alert subject its name the folder or file it refers to and the time and date it was sent 7 6 SCHEDULED REPORTS In the event that a report is too large or complex to be created and exported directly from the SmartRoom the report can be sent to Scheduled Reports When a large report is requested the SmartRoom will calculate the size and complexity of the report to determine if it will take significant amount of tim
25. ite Info E Edit User Profile ef Unlock User Send New Password To send users a new password Click on the options button and then select Send New Password Please note that this can be done in bulk by selecting the checkbox next to the users name under the Manage Users tab and then click the a icon gt Send Site Info E Edit User Profile Unlock User Send New Password SmartRoom 47 PRIVATE AND CONFIDENTIAL Powered by bmogroup 10 5 Q amp A WHEN ENABLED We create and manage the Q amp A groups and the Q amp A Management Group in this section By checking Q amp A Management Group prior to clicking 424 the group becomes the Q amp A Management Group Please note we can only have one Q amp A Management Group per SmariRoom Add a New Q amp A Group Enter a Mew Q amp A Group Name E O amp 4 Management Group ddd Modify Delete an Existing Q amp 4 Group Please select an existing Q amp 4 Group Edit Delete SmartRoom 48 PRIVATE AND CONFIDENTIAL Powered by bmegroup 11 0 SmartRoom Settings 11 1 ALERTS 11 1 1 Standing Alerts Standing Alerts allow you to bring activity in the SmartRoom to the attention of all or selected users that have access to the information that has changed To create a new alert click on create New Alert Create New Alert LE Item Item Type Alert Type Frequency Consolidate Gi W SmartRoom Site Upload
26. logged in the past 24 hours SmartRoom 35 PRIVATE AND CONFIDENTIAL Powered by bmogroup 7 4 7 User invitation list This list will show you the names of all the users that have been invited to the SmartRoom User Invitation List a sl Description Sent Dater Guest Name User Name 05 06 2010 7 4 8 Security rights Provides a user rights report for the selected category Security Rights Select a category Select a category Admin Reader SmartRoom Manager View and Print View Print and Save Select a category from the dropdown menu Security Rights SmartRoom Manager v Go Email Export to Excel Expand All Collapse All View Print Save Title Onh Modify Category Site Settings Access SmartRoom E Reader j S amp S SmartRoom v O Reader Menu 61 UAT Test Folder 1 E O SmartRoom Manager E52 UAT Test Folder 2 Usage Reports 653 UAT Test Folder 3 O Security profile has unrestrict 0 Manage Users O Invite Users O create Index O User Rights Manage Alerts 19 amp A Settings O Instant Alerts Q Site Defaults Setup A Sk Se S S SIS O llow Bulk Delete Y Y Y 36 PRIVATE AND CONFIDENTIAL SmartRoom Powered by bmogroup Category Site settings A denotes the category has access to a feature in the Category Site Settings A denotes the category does not have access to the feature SmartRoom Index A alongside a folder or document denotes
27. mbering Upload At the End Enter File Description Max of 260 characters allowed File path Browse Document Numbering Upload At the End Enter File Description Max of 260 characters allowed l File path Browse Document Numbering Upload At the End Enter File Description Max of 260 characters allowed l File path Browse Document Numbering Upload At the End Enter File Description Max of 260 characters allowed File path Browse Document Numbering Upload At the End Enter File Description Max of 260 characters allowed Upload All 18 PRIVATE AND CONFIDENTIAL SmartRoom In addition to the functions above once DnD is enabled you will have the option to upload a parent folder to the bottom of the index using the button shown below Index Drag and Drop View my Category View Go PE B et a a Upload Folders In SmartRoom c 1 Basic Corporate Information z Files 11 Folders Ete T A Test Document pdf Test Document doc 1 1 Company History Outline 0 Files 0 Folders 1 2 Product Information 0 Files 0 Folders Once the button is selected please use the drag and drop button to upload documents as you normally would This offers fewer clicks then having to create a parent folder using the right click add folder function 5 1 6 File View When clicking on a folder containing documents under Index View the details of
28. ng user s category 1 Check the box of the users whose category you wish to change You can change more than one user in the same category 2 Select the category Please note categories would have been pre determined with your Project Manager 3 Click on ext It will ask you for confirmation then click Save The users you selected will be moved into their new category To delete users or amend their details Click on the options button and then select Edit User Profile Options T Send Site Info Ge Edt User Profile ef Unlock User Be Send New Password From here you can adjust or delete the profile as necessary First Name SmartRoom Last Name Manager Category SmartRoom Manager Primary Location United States Company SmartRoom Work Phone 1 Mobile Phone Fax Number Hide Files in Combined Index IY Allow Preview File required SmartRoom 46 PRIVATE AND CONFIDENTIAL Powered by bmogroup To send the users the site info Click on the options button and then select Send Site Info Send Site Info FE Edit User Profile Unlock User is Send New Password To unlock the users account Click on the options button and then select Unlock User Please note that this can be done in bulk by selecting the checkbox next to the users name under the Manage Users tab and then click the el icon Send S
29. nvite Users tab allows you to invite new users individually or in bulk Invite Users Manage Users gt Email Address First Name Last Name Company Name Work Phone Category Select a Category x Primary Location Untedsttes O Subject SmartRoom Invite Invite Bod gt a Welcome to SmartRoom T Make default invite template Required Send Invite Cancel Populate all the fields as shown The subject line and the body of the email invitation are retrieved from the general template that may have been created in your deal templates You may edit the text as you wish for each invitation without affecting the stored template The categories in the drop down menu have already been pre created by your Project Manager so please contact them if you wish to add another category You can also make permanent changes to the existing template by checking the Make default invite template box and then selecting Send Invite SmartRoom 44 PRIVATE AND CONFIDENTIAL Powered by bmogroup By inserting one of the prompts from the list that comes up when hovering over the blue at the top of the invitation text the system will add the user s name according to the prompt saving you from having to personalize each invitation Invite Users Manage Users Please enti aser information to invite a single or select Import U r List to invite multi ATA T RRR ERE OL LTE EISINI SIEI LES L ESL LL A
30. o continue and create your instant alert Please select category Clear all Filters i T Name Company Name Category I Send This Message to All Users Any User A Company Reader Cancel Select the user s you would like to send an alert to by checking the box next to their name or select all users by checking Path General To Any User Subject SmartRoom Alert e Alert Body a Fill out the subject line and the alert body Click 224 The message will be instantly sent to the selected recipients SmartRoom 50 PRIVATE AND CONFIDENTIAL Powered by bmogroup 11 2 CUSTOMIZATION WHEN ENABLED This section allows you to upload different logos and adjust the site colors You will be able to preview the changes made before you save them to the SmartRoom Customization Preview J undo J save Jil Reset cobs Page Content Heading Color Top Frame Background Color User Name Section Text Color User Name Section Start Color User Name Section End Color User Name Button Hover Section Text Color User Name Button Hover Section Start Color User Name Button Hover Section End Color Navigation Menu Color Palette Parent Menu Collapsed 4rrow Image Color Parent Menu Text Color Parent Menu Start Color Parent Menu Hover Start Color Menu Item Text Color Menu Item Start Color Menu Item Hover Start Color Colors 656565 FFFFFF 333333 FFFFFF
31. o manage the Print Queue A list of all documents sent to the printer will be displayed and you may sort the list by any of the parameters in the header Clicking on the options button will give you the option of pausing moving or canceling the document scheduled to print Print Queue N Fiter by aatis bu Z Test Printer Pause Printing Cancel All i GC 100 i mage leat Order File Name Folder Pages Size Status Date Requested Options 1 2007 Test Upload Document 4 pdf UAT Test Folder 1 1 28 KB In Queue 16 08 2010 1 14 PM Options 2 Site Customization Guidelines New UI pdf UAT Test Folder 1 1 154 KB In Queue 16 08 2010 1 14 PM Options 3 Test Upload Document 3 pdf UAT Test Folder 1 28 KB In Queue 16 08 2010 1 14 PM Options 2008 Test Upload Document 2 pdf UAT Test Folder 1 28 KB in Queue 16 08 2010 1 14 PM Options 63 Mahmoud pdf UAT Test Folder 1 76 KB In Queue 16 08 2010 1 14 PM 5 6 SAVE QUEUE The save queue will show you how many documents remain to be downloaded to your chosen location 5 7 Q amp A MESSAGES Q amp A Messages enables you to access all your Q amp A inquiries and responses as well as post new inquiries You may also sort the content list by clicking on any of the column headers Q amp A Messages N Look for Search in x Reset Filters Export to Excel 25 Records Per Page 4sk a General Question There are no messag
32. o the document Include Denied only provides the number of documents the selected category has been denied access to SmartRoom 32 PRIVATE AND CONFIDENTIAL Powered by bmogroup Include Allowed and Denied shows report for documents which have been allowed for and restricted from viewing printing saving from the selected category Rights Matrix Report for all Categories This report displays a table with all categories in a manner similar to the Security Rights settings Clicking the checkbox of either the View Print Save Title Only and Modify displays which category has been provided with these rights 7 4 USAGE REPORTS User Activity My Activity User Rights Usage Reports Audit Reports Choose a Usage Report b User Statistics b Document Completion Progress b Marked as Completed Documents P Document Review Analysis b Document Activity b Site Totals P User Invitation List b Security Rights These reports show various usage information recorded by the individual users of the SmartRoom 7 4 1 User statistics You will be able to create usage reports by selecting an option from the drop down menu These reports will include the activities of all users in the SmartRoom and can be exported to Excel User Activity My Activity User Rights Usage Reports Audit Reports User Statistics Please Select Report Previewed SmartRoom 33 PRIVATE AND CONFIDENTIAL Powered by bmogr
33. on the H A Ae icons Using the buttons above the index you can expand b or collapse b all folders and sub folders zoom in or out of the index Print the index and export 38 the index to Microsoft Excel Documents will be visible below the expanded folder with the symbol on the left of each document name denoting file type LA 1 5 Minutes dor Clicking on the document name will open the document in a separate window 5 PRIVATE AND CONFIDENTIAL SmartRoom Powered by bmogroup 5 1 2 First Page Preview If enabled there is the option to view the first page of a document without opening the document Users can then open the document by clicking on the image that comes up SmartRoom Manager s decide if they would like the First Page Preview enabled Your SmartRoom may not have this feature enabled by default Click on image to open file Test Upload Document SmartRoom 6 PRIVATE AND CONFIDENTIAL Powered by bmogroup To ensure you can access this feature if enabled please check the box Allow Preview File under My SmartRoom gt Account gt Options tab To display the first page Preview please perform the following 1 Hovering your cursor over the document name while in the Index View or File View Send To Save Queue Send To Prink Queue Create Q amp 4 Manage Motes Create Alert More Actions Change Review Status F E o E a a Properties Preview
34. oup 7 4 2 Document Completion Progress This report lists each user s name their company and the number of documents they have changed to Completed You can compare this to the number of documents in the SmartRoom Document Completion Progress Page 1 of 1 FUT ECDEEGHIJKLMNOPORSTUVWXYZ SmartRoom Manager SmartR oom 7 4 3 Marked as completed documents This report gives a description of each document marked Completed by individuals including the date and time this occurred Marked as Completed Documents i alee aca Export to Excel access a a N 2 Site Customization Guidelines Mew LIL NewULpd S UAT Test Folder 1 16 05 2010 3 31 PM SmartRoom Manager SmartR oom 7 4 4 Document review analysis Shows the popularity by percentage of all documents in the SmartRoom by displaying the number of unique users who have viewed completed printed and saved each document Document Review Analysis Page i of 3 ae amp W Unique Users Who Viewed D I Files Marked As Completed I Files Printed I Files Saved 5 M Show Ratio Columns e a p a oOo b h mp o w EERE T CS E Terana a a e a a uration Test T SmartRoom 34 PRIVATE AND CONFIDENTIAL Powered by bmogroup 7 4 5 Document Activity This report will list all users in the SmartRoom and their document activities i e number of documents viewed printed saved and notes made User Activity My Activity User Rights Usag
35. ow When users hover long enough the hover over will also expand the folder being hovered over to move into subfolders Index Drag and Drop View My Category view _ E c0 D E mm CL Bal IR EIS EE AAE E fer UIP EVENS E 1 Basic Corporate Information 2 Files 11 Folders Fe Document pdf Test Document doc 1 1 Company History Outline 0 Files 0 Folders 1 2 Product Information 0 Files 0 Folders 1 3 Press Releases 0 Files 0 Folders 1 4 Corporate Structure 0 Files 0 Folders 1 5 Operational Structure 0 Files 0 Folders 2 1 6 Incorporation Documents and Minutes 0 Files 0 Folders 2 1 7 Capitalization and Securities 0 Files 0 Folders 2 1 6 Non Compete Agreements 0 Files 0 Folders 2 1 9 Insurance 0 Files 0 Folders 1 10 Intercompany and Employment Agreements 0 Files 0 Folders 1 11 Shareholder Listing 0 Files 0 Folders Users will see the mouse cursor change and the name of the file folder is displayed next to it SmartRoom 16 PRIVATE AND CONFIDENTIAL Powered by bmogroup ltems can be dropped inside or between the Index items File s can be selected to be moved from File View on a right side of the screen as well as from expandable Index View ai Ee 1 AVST 1 pdf E 2 BVaT 2 pdf I CVAl 3 pdf 1 DNST 4 pdf 2 EVAT 5 pdf a boa 2 V only 5 Files 0 Folders H D 2 Basic Corporate Information 14 Files 10 Folders EH 3 Financial Information SEC Filings 0 Files 11 Folde
36. per Java software installed you will be prompted to add it Please click on the link Stating Click here and follow the instructions You may need to contact your IT department depending on what level of access rights you have to your workstation You are required to have the latest Java Runtime Environment Installed in order to view this utility Please click here to be redirected to a Java download website OOO rere aey With the destination folder selected all you need to do is drag over the documents from your desktop or any other folder located directly on your workstation into the SmartRoom Drop Zone window e Each Document Type will be presented with the File Type icon e There will be destination folder path on the top of the SmartRoom Drop Zone e Items will be presented in SmartRoom Drop Zone in the following order Listed first are all the documents in the uploaded Folder then all subfolders All items in subfolders will follow the same display rule e Items are presented in a Tree Structure e You have the ability to reorder files and folders to reflect the desired order and location that items should be uploaded SmartRoom 12 PRIVATE AND CONFIDENTIAL Powered by bmogroup 1 5 Operational Structure Mozilla Firefox https l luipoc bmecgroup comi JUploader aspx Folderguid 9 badsbb3r4143649c2e0c0Sd6db361 1 amp FileMaxBytes 3 Folder Location 1 Basic Corporate Informeation Choose where
37. rs H 2 4 Financial Forecasts 0 Files 3 Folders 4 AV amp T 1 pdf T BVAT 2 pdf 4 C VST 3 pdt 4 DV amp T 4 pdf 4 EV amp T 5 pdf While in the DnD mode users will be able to access the Drop Zone Window and upload documents Index View My Category View v Go o ie EAAS iil nge 1 Tames 83 Files 11 Folders a 2 Intellectual Property 10 Files 3 Folders E D 3 Financial Information SEC Filings 7 Files 11 Folders g E 4Balance Sheet aiii 4Files 11 Folders i Lal 5 Manufacturing F Name 5 BEFORE aaa a E 7Salesa iP Folder Number Options oe HOE 8 Java 51 Send To Save Queue Send To Print Queue Create Instant Alert Upload Folders Documents ee ime More Actions lL 14 ist Uploacear H 45 Scanner 2 Files 1 Folder 17 PRIVATE AND CONFIDENTIAL SmartRoom Powered by bmcgroup Alternately users can upload individual documents as seen below Name 1 6 Incorporation Documents 4 SA Folder Number Options G create Q amp A E Upload Folders Documents Create Alert More Actions Rename Folder Add Folder Add SubFolder Delete Folder Upload Individual Documents Lock Folder To upload files simply browse to the location of up to 5 documents and then click the upload all button This will upload the files to the selected folder Upload Documents Index Home gt UAT Test Folder 1 To Upload more than Five Files use the Bulk Upload Tool File path Browse Document Nu
38. ry Report M Include Folders That Have No Documents Generate Report M Show Folder Level Totals Detailed Bar Chart Pie Chart Generate Report Categories Active Only Suspended All I Include Deleted Users Login Activity Generate Report Detailed Graph by Category Daily Graph Document Activity For One Category Document List all PDF Only Non PDF Choose Category Generate Report Choose Category Select category z Generate Report all Under or equal to 10kb Under or equal to 1mb M Show Folder Level Totals Over 1 mb Over or equal to 10mb Show in List Show in Index Tree Document Activity by User These reports show us whether a specified user has viewed printed or saved documents within a specified time frame User name Select a user from the drop down menu Show documents viewed by selected User The report will show us the document index with a green tick representing the documents the selected user has viewed Show documents not viewed by selected user The report will show us the document index with a red cross representing the documents the selected user has not viewed Custom We can create a combined report which will show us the documents a user has or has not viewed printed or saved depending on the required combination of these actions Include Folders That Have No Documents This check box will determine whether the folders that contain no
39. s Reserved privacy amp security policy site access agreement About SmartRoom About BMC Group 1 SmartRoom PRIVATE AND CONFIDENTIAL Powered by bmogroup 2 0 Confidentiality Agreement You will be prompted to read and accept the confidentiality agreement each time you enter the SmartRoom Click 8s22 to enter your SmartRoom Confidentiality Agreement The information contained on this website is confidential As a condition to receiving access to this website you agree to treat all information which is contained herein as confidential unless and until such information has been made generally available to the public or unless The Company agrees in writing to remove this restriction The information contained on this website may not in whole or part be reproduced or distributed to others Furthermore you agree that the information included herein shall be used solely for the purpose of evaluating a possible transaction with The Company Nothing herein shall limit or impair your right to disclose information if legally required to do so in any judicial administrative or governmental proceeding subject to your prior notification of The Company Your obligations of confidentiality and non disclosure are set forth in more detail in 4 separate agreement and nothing in this website wil be deemed to supersede or modify your obligations under that agreement If you do not believe you are bound by such a non disclosure agreement you must e
40. s in size Customization Custom Left Header Image Reset T Click here to use Custom Right Header Image Right Header Image URL Top Right Header Image Preview Custom Login FP L I i T Place logo at alternate location Logo Link Custom Login Page Art Image 1 To upload images select the Logo Header or Image you wish to add or replace 2 Browse for your selected image 3 Click Upload image located at the bottom of the page 4 You must select the following in order to use a custom left header image m Click here to use Custom Lett Header Image 5 Click Save and then refresh the page in order to see the changes within the SmartRoom SmartRoom 52 PRIVATE AND CONFIDENTIAL Powered by bmegroup 11 3 Q amp A SETTINGS WHEN ENABLED You can edit the Q amp A settings and create the Q amp A questions types in this section Edit Settings Edit Settings l Question Types Auto Response off Custom Auto Response Message Average Question Intelligent Question Response Times In Days High Normal nA x ja z 11 4 SITE DEFAULTS 11 4 1 Message Templates By clicking on Site Defaults you are able to change the access agreement automated email correspondence and welcome page information These can be amended for each language by cutting and pasting your selected text into the text box Once saved these templates are immediately updated and made available in real time
41. the category has the rights specified by the column A denotes they do not View Ability to View the folder document Print Ability to Print the folder document Save Ability to Save the folder document Title only The category sees only the title of the document folder Modify The category has the ability to modify edit the contents of a folder document The category will also need the relevant site editing rights 7 5 AUDIT REPORTS We can run various audit reports to track site activity and any configuration changes 7 5 1 Site Invitations This report will produce a list of all sent invitations The list will include the date time and by whom they were sent 7 5 2 User Management Any changes in the user category will be listed here The list will include the date time and by whom the user s category was changed 7 5 3 User Logins This will provide a report of all user login history The list will include date time user category and the IP address they logged in from 7 5 4 Client Machine Settings Details of a user s local machine settings if they have run our Scanner Too software 7 5 5 Configuration Management A report on the site configuration settings changed and the time date and name of user s who made the changes SmartRoom 37 PRIVATE AND CONFIDENTIAL Powered by bmogroup 7 5 6 Folder Management If you are interested in the history of a folder use this report Select the t
42. the documents in the folder will be displayed in the File View pane File View baal Mame Size Uploaded Last iewed T A Binder 1 pdF 02 19 2009 The details include The document name document file size date it was uploaded last time you viewed or printed the document Each of these columns can be sorted by clicking on the respective column heading Clicking on the document name will open the document in a separate window SmartRoom 19 PRIVATE AND CONFIDENTIAL Powered by bmogroup 5 2 DOCUMENT VIEWER When opened a document will appear in a separate window within the viewer 4 Li jor a apo JQ de ae S x Fl s d Document Viewer Controls Navigate through the document Side Scroll bar Zoom in and out a a E al di Sh Rotate the document Print amp Save i Word and phrase search Find Download additional font packs T Where necessary if viewing non English documents SmartRoom 20 PRIVATE AND CONFIDENTIAL Powered b 5 3 VIEW BY LIST View by List will display a complete list of files available in the SmartRoom alongside their path or location You may sort the list of documents by the parameters at the top of each column View by List ep show all documents Y Clear All Filters Export to Excel Review Status Motes Hame th Path i Uploaded Last Viewed Last Printed Options Unopened i E Checklist revised 8 18 iat Test Folder 2 05 08 2010 2007 Test Upload
43. tional Services 9 1 Managed Data Hosting 10 0 SmartRoom Management 10 1 New Index 10 1 1 Create Numeric Document Index 10 1 2 Create Aloha Numeric Document Index 10 2 Content 10 3 Security Profiles 10 4 Add Edit Users 10 4 1 Invite Users 10 4 2 Manage Users 10 5Q8 amp A 11 0 SmartRoom Settings 11 1 Alerts 11 1 1 Standing Alerts 11 1 2 Instant Alerts 11 2 Customization 11 3 Q amp A Settings 11 4 Site Defaults 11 4 1 Message Templates 11 4 2 Country Defaults 11 4 3 Document Numbering Defaults PRIVATE AND CONFIDENTIAL SmartRoom 1 0 Login Follow the link provided in your invitation or go directly to https bdr bmcgroup com to log into your SmartRoom Use the username and password provided in your invitation email If you have forgotten or misplaced your password click on the Forgot Password link to be sent a reminder Please note this will also unlock your account and send you a new password If you experience login problems please call or email our Customer Support Team using the contact information provided on the login page SmartRoom Powered by bmcgrou E aos Login y Unlock Account Forgot Password Customer Support Asia 852 800 930 643 Brazil 0 800 722 0545 Ld Europe 00 800 3325 7666 a Japan 0120 974 858 North America 1 877 332 5739 Email SmartRoomSupport bmcgroup com ago Website https support bmogroup com Copyright 2012 BMC Group Inc All Right
44. to drop files Beginning of selected folder ie End of selected folder 1 5 Operational Structure Mote Please drag and drop folders Miles into the root or node before clicking the Upload button ME 1 5 6 Te dt pd Upload Close CE After the files documents are in their proper position click Upload to start the upload process Users are presented with right click item menu on the File Tree The options are File Rename e Remove Folder e Rename e Add New Folder e Remove SmartRoom 13 PRIVATE AND CONFIDENTIAL Powered by bmogroup Note a document must be added before any folder functions can be completed 11 5 Operational Structure Mozilla Firefox https fuipoce bmcgroup comi JUploader aspx FolderSuid 9ebadsbb3F4 143649c2e0c05d 6db361 1FileMaxBytes 3 k Folder Location 1 Basic Corporate Information Choose where to drop files Beginning of selected folder f End of selected folder 1 5 Operational Structure Mote Please drag and drop foldersMiles into the root or node before clicking the Upload button Eee Upload Close bees o yY Once the upload is complete each item will be displayed as Finished or Failed Folder Location 5 Manufacturing Production J Eiaa tet SNE Processing folderffile 1 of 1 26 302 KB f 28 302 KB Success 1 Cancelled iFailed 0 No of tems 1 Files to be uploaded Size Progress SH Bowne Test Upload Document 4 pdf
45. ument Activity by Category Detailed Generate Report Viewed Printed C saved M Show Folder Level Totals Show Folder Level Totals This check box will determine whether the total number of documents for each folder and its subfolder s will be evident in the reports Document Activity by Category Totals A report of the total numbers of times a category has viewed printed or saved a document Document Activity by Category Totals Generate Report Viewed Printed Saved Category Report A report of the total number of users per category and the number of users per category that have logged in not logged in or logged in but no activity Category Report Detailed C Bar Chart Pie Chart Generate Report Categories Active Only i Suspended all 7 Include Deleted Users There is the option to display this information numerically Detailed a Bar Chart or a Pie Chart Categories One can choose to report on Active categories only Suspended categories only or All categories There is also the option to include deleted users on the report SmartRoom 30 PRIVATE AND CONFIDENTIAL Powered by bmogroup Document List This report shows us a list of documents displaying the file type and size Document List all POF only Non PDF Generate Report a Under or equal to 10kb Under or equal to 1mb Over 1 mb over or equal to 10mb Show in List Show in Index
46. uments will show up on the document index of these reports Show Folder Level Totals This check box will determine whether the total number of documents for each folder and its subfolder will be evident in the reports 7 3 USER RIGHTS User Rights reports allow for SmartRoom Manager to run specific and detailed reports regarding the layout of each user s individual or categorical rights User Activity Of My Activity f User Rights Usage Reports Of Audit Reports Show detailed rights by Category Rights Matrix Report for all Categories Generate Report Choose Category Select category x Generate Report Include choose at least 1 Include choose at least 1 Iv View E Print E Save L Title Only E Modify M View E Print O Save O Title Only E Modify Detailed Option 1 1 de Allowed Only Show Given Rights Effective Rights Include Denied Only Include Allowed and Denied M Show Folder Level Totals 7 Include Folders with no resulting Files Show detailed rights by Category This feature allows users both SmartRoom Manager and Admin to track precise details of the access of users in the SmartRoom View Print Save Title Only Modify option Creates a report that is specific to the rights selected and displays those rights for the selected category Detailed Option Include Allowed only provides the number of documents a particular category has been provided with either view print or Save access t
47. vel 5 Display Mo l Ly Document Level 6 Display l hi Save Include folder numbers in front of document number If this box is checked the document s folder number will be evident before each documents name See 1 4 1 Brief outline of the history of the Co GAD 28016 Exa_ NoLiability pd Auto re number files when a new file is inserted deleted When checked the files will re number themselves in their folder if a document is deleted or added If this box is not checked and files are added the new document will acquire an extra digit to its document number The document level display allows us to alter the style of the document numbering You can make separate changes for each folder level and its number These changes will be reflected in all document names Document Level 1 Display 1 Ly Document Level 2 Display 1 Ly Document Level 3 Display 1 Ly Document Level 4 Display 1 Y Ly Document Level 5 Display 1 Ly Document Level 6 Display 1 Save Choose from the drop down boxes for each level and then click Save These changes can be made at any time SmartRoom 55 PRIVATE AND CONFIDENTIAL bmegroup
48. within the SmartRoom Message Templates Country Defaults Document Numbering Defaults a Please select message type Please select message type 4ccess Agreement Invite Email Text Template Delete User Email Text Template Welcome Page Invite Subject Text Template 11 4 2 Country Defaults You are able to select the default country for the site here This will determine the date time format and time zone You may also select the default language for the site Click to save your changes SmartRoom 53 PRIVATE AND CONFIDENTIAL Powered by bmogroup Message Templates Country Defaults b Document Numbering Defaults Choose Default Country usa PST Choose Default Language Set as Default English Name Native Name Arabic Urdu English American English Filipina Waray waray French French German German Japanese H S A a F k f r i gi m 54 PRIVATE AND CONFIDENTIAL SmartRoom Powered by bmogroup 11 4 3 Document Numbering Defaults Document Numbering Defaults enables us to adjust the default settings for document numbering Message Templates Country Defaults Document Sumbering Defaults include Folder numbers in Front of document numbers I Auto re number files when a nev file is inserted deleted Document Level 1 Display 1 ki Ly Document Level 2 Display fi Ly Document Level 3 Display fil C Document Level 4 Display fi Ly Document Le
49. xit this website now i Agree Disagree SmartRoom 2 PRIVATE AND CONFIDENTIAL bmegroup 3 0 Software Installation First time users will need to download and install the latest version of the Java Runtime Environment JRE in order to appropriately view print and or save documents within the SmartRoom Although most workstations already have the appropriate software installed the software can easily be downloaded and installed from http java com If any issues occur after updating your Java Runtime Environment please check the site FAQ under the Help section for further troubleshooting tips or you can reach out to us directly at 1 877 332 5739 or SmartRoomSupport bmcgroup com SmartRoom 3 PRIVATE AND CONFIDENTIAL Powered by bmogroup 4 0 Dashboard When enabled the Dashboard provides the SmartRoom Manager the option to immediately review the latest activity of the external users through the use of different graphs and table as shown below Any time that there is a change that is related to the below graphs or tables they will be updated each time that the site is refreshed Comparison of Total Documents Accessed Comparison of Total Logins by Profile J view and Print BB view and Print 100 00 100 00 Top 5 Documents Accessed Last 5 Documents uploaded Path Type Name Path Type Name D 1 4 Test Document pdf og m 1 8 Test Document doc w 1 B Test Document doc w D 1 A Test Document pdf Sm

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