CATS - COLLIERS ASSIGNMENT TRACKING SYSTEM Where to Start
Contents
1. Men New Copy Publish Delete Archive Refresh Design Database up KBTEST 1j mail Help modems m PROD 29 Restore 1j SampleCATS ud ES Brent Filename PROD Replace Design Exit Notes Replace Design Open Database Server emricast cmnca Database amp CATS P2 Contact Manager eo CATS P2 Dilig Consulting S9 CATS P2 Discussion CATS P Home Page amp 3 CATS P2 Knowledge Base v2 S CATS P2 Project Binder B Filename PROD Cmnhome nst The Home Page should open as shown here COLLIERS CATS New User Manual Getting Started lt is helpful to have the CATS Home Page to appear as your Lotus Notes Welcome Page When you log into Notes this page will automatically be displayed giving you quick and easy access to all of CS s databases To set this up do the following 1 Find the CATS P2 Home Page icon in your workspace Single click on the icon to select the database but not open it It should be highlighted in blue 2 Right click select Database select Bookmarks 3 Ensure that Favorite Bookmarks is highlighted before selecting OK 4 Click the Favorite Bookmarks icon in the left margin Add Bookmark Indispensable Hape Pind Database onc Open Catalog on Open Replica Open In New Window Add the selection as a bookmark S PS Home Page Bookmark Bar New Folde2. 14 Toda 1 Databaca ATF 3 Send ina T NAH DPen D Cen a Elser Dwr Afr tre CH neas Bere Deni 1 Received 5 Contact Manager on DATS P2 Contact Tode Merger Cr SIAN D 5e T D Smrk LOCATION Office Network Basics Servers Ports Internet Browser Replication Advanced Administration chedule Enabled Replicate daily between 7 08 00 AM Dz DD AM Repeat every e i minutes aus of week Sun Mon Tue Wed Thu Fri High priority replication Disabled Lotus Notes should automatically create a replica copy of the Contact Manager After this is complete you should see an arrow in the Contact Manager icon in your workspace The arrow will let you choose between your local and server versions of the databases Note that using the local version will be faster 2 mncas i emnca 2 Replicate Manage List Manager on Follow the above steps with the Workflow Manager to create a local copy of the Workflow Manager CATS New User Manual 12 Getting Started 6 0 Making Local Replicas Project Manager Local copies of the Project Manager are created using the same steps as the Contact Manager and the Workflow Manager with a few differences 1 In the New Replica window select the New Replica C
3. ATS P2 Prospecting E px Replication Settings button soe Jmm 4 E Title Es F2 Prospecting Cancel File name prospect nsf i Help Encrptian Size Limit Replication Settings Create 7 Immediately Next scheduled replication Copy Access Control List Create full text index for searching 2 Check the boxes for the selections Replication Settings for cmncas 1 PROD prospect nsi ixj Replicate a subset of documents To conserve space in this replica and ETA 4 Remove documents not modified in the last an days 2 Select by formula Space Savers Receive summary and 40KB of rich text only eplicate a subset of documents elect by formula 3 Insert the replication formula provided Ge in the Internal Policies Knowledge Base under Systems Security into the formula field remember to customize it with your client names The company names in the replication formula should be the same as the CATS Reference Name If you have Advanced Fields Functions Formula Windows questions please ask CS Technical e Support Cancel Help 4 f a check box appears in the right margin click it before selecting OK 5 The Project Manager should now create a replica copy with only the clients listed in the replication formula Please contact CS Technical Support if you have problems setting up a replication for the Project Manger CATS
4. CATS COLLIERS ASSIGNMENT TRACKING SYSTEM Where to Start 2001 Colliers Macaulay Nicolls Corporate Services Group Overview This manual is designed to help a new CATS user get set up and ready to use the system What is included in this manual 1 0 Security Access 2 0 Accessing your Workspace 3 0 Opening the CATS Home Page 4 0 Launching the Project Manager Workflow Manager and Contact Manager 5 0 Using CATS for a new Client 6 0 Making Local Replicas If you have any questions or require further clarification please contact Corporate Services Help Line 604 661 0824 Or Email cs technical support colliers com CATS New User Manual Getting Started 1 0 Security Access to the CATS Suite of databases Before trying to open CATS on your desktop please ensure you have requested security access to CATS from CS Technical Support email cs technical support colliers com or phone 604 661 0824 CS Technical Support will help determine what security level you need depending on your role in CS Full users of CATS will be given CS Level 3 access You will be provided with a login name and a password Please note that this is only required for the web version of CATS not the Notes version When you login to Assignment Tracking from www collierscs com you will be prompted for a login name and password see CS Web Manual in the Software amp Training Knowledge Base for more information If you have not been set up properly by CS Techni
5. New User Manual 13
6. cal Support you will be denied access to the CATS databases CATS New User Manual Getting Started 2 0 Accessing your Workspace Follow these steps to ensure you have access to the right databases on your machine and are ready to start working in CATS You will need to open a series of Notes databases from your Workspace 1 Open your Lotus Notes 2 Select the Databases icon in the left margin of Notes and find the database called 3 Workspace Drag the icon for Workspace over to the m Databases Lotus No m File Edit Eleanor Dwyer Archive Guy Ak ester Indispensable Database Cate Lalliers TEST Contact Mane Colliers TEST Workflow M ai CATS 2 Page TEST CATS User Detail Analysis CID Business Development CID CATS Contact Manager x th gl 2 a LID CATS Home Page Workspace CID arm CID RFP RFI LID Workflow Manager Education and Training Admin COX aspe Offline Address Book Ad Domain Catalog Investment Listings amp Propose Real Estate Glossary CATS New User Manual Latin Amenca s Address Book Colliers TEST Contact Mane Hele David Bowden Eleanor Dwyer Archive Latin Amenca s Address Book Guy Akester Indispensable Database Cate 5 Colliers TEST Contact Manz Colliers TEST Workflow amp CATS P2 TEST CATS User Detail Analysis CID Business D
7. cal items that need to be completed before a user can create projects in CATS for anew client A company profile is needed in the Contact Manager and a workflow is required in the Workflow Manager Contact Manager 1 Ensure that the company profile for your new client in the Contact Manager has Head Office selected from the drop down box in the Location Function field 7 Company Prodile 123 Company Laters Motas Edi Vm Crux Amos Tex ee BI Yt Sessa 1 88 Oe xn aar fa CAT BS Home Pages baie 1 f m ED _ file Unda Contacts Lncatbon Purtir Select the rompeny s lcsten luincien Company name 1 Location factory 2 Company name shot CATS Aeleence Hame iison Company Inbamaton Pons Heed Office E 1 ducis hl Hakre of vello nd aa M iria Cumpang dabas greens Head Office Company type i Canadian BEIC 2 Ensure you type a CATS Reference name in the CATS Reference Name field Workflow Manager When creating a workflow ensure that it references the IDENTICAL CATS Reference Name in the Contact Manager s Company Profile If it is not available from the drop down box simply type it into the Client field Note that the company name has to be IDENTICAL to the way it shows in the Contact Manager AF Works Process lotus Ste Fie Ef Mee Gea Attons Text Help xy Od ORs PO esse sit RE Sl CATS Fape Men Navigetor W
8. ed in Toronto 1 Select the Workflow Manager link from the CATS Home Page 2 The database will launch showing an About screen Escape from this to view the Workflow Manager ET About Workflow Manager Design Lotus Notes File Edit Mee Create Actions tee i4 uet c OB e D icem hain IM ee m Wo Mariager WworkiowiClient Lj About Workflow Manager Design 2 About Admin T ables Documentation is currently unavailable Please check back soon 5 uarie Manager Workllaw cbent Lotus Motes Ala Ed Wey Creaa Actions Ua TT Cf ga AE A CATS P2 Home Page Tiam Workspace Women Manager iari ou C een x Sen Desai Compara 24 Hour Fitresa P Amie Hank b Agee Systane Agia F Aura Earth Enviremnentzl k Agra Akamai Tochnologier b Akamai Technologie San Diego Akama Technologies San Frances Akamai Technolagies Sants Clase k Akamai Techinolegess Danta Clara 3 You may get an error message while trying to open the Workflow Manager that may reference a RID error OR look like the image below ICATS Setup Incomplete The CATS application suite is not setup properly Please run the Auta set action in the Admin Tables database or ask Notes administrator For assistance before continuing CATS New User Manual J 0 00 0 8 Gett
9. epends on the number of databases you have previously accessed Note that you may not see this many icons 6 The CATS databases are displayed at the bottom left of this screen 7 When you have finished opening the databases your screen will show the same icons 3 0 Opening the CATS Home Page The CATS Home Page provides convenient links to all CS databases and tools COLLIERS CATS New User Manual INTERNATIONAL Getting Started To launch this database do the following 1 Make sure you are in your Notes Workspace 2 Select File Database Open from the top menu bar 3 Depending on where you are located select the appropriate server from the list of servers If you are a CMN user in North America choose the 01 server from the list You may have to type it into the field directly Note if this does not work try typing 206 47 125 14 instead 4 Scroll down to the yellow folder called PROD select Open 5 Find the CATS P2 Home Page from the list of databases select Open Open Database E x Server Open Close Cer lemncastt cmnca WE Save GFS eee edd A an existing database add a database ta the workspace File Edit View Create Actions Help Save Ae MEW VE SIGN Praperties Database Replication Mobile AST t v Espa a Brinks CEFF Page Setup Preferences Taols Addrezz Books Properties Access Control
10. evelopment K CID CATS Contact Manager LID CATS Home Page _ CID Project Manager CID KB CID Workflow Manager j Colliers TEST Contact Mane Education and Training KBase Admin Offline Address Book m Domain Catalog Investment Listings amp Propos Real Estate Glossary Getting Started 4 Click on the Workspace icon to see a screen with lots of icons and tabs across the top M Workspace Lobos Motes Fia Edt Wow Cram Actors Help Ub usa os 5 Gl CATS P2 Home Page ham g Elanor Crerar onWvsnHMHT2u l Dad Bowden Manager ac Loca CE Technical Suppor an WAMA tf CATS Contac E Colliers on ESO EBaznAdrmin nri cmnpastl ca hdr get on Local Workspane cir Lacal Edunation and Training on CATS Fi Lee Preferences dn cmncas i E Elsanar Duper BRCHIVE arctan nn Local CATs 77 on TORN TSU Bo Perona Web shor Rim en m F2 Dulig Consulting on cermncaz 01 an Lacal CATS User Detail naktis 1 lubgoing hail dri Local File on vaBlNHTSUT indisperisabie an Prajeet on Gira 5 The number of icons displayed in any particular tab d
11. ht click pcs 3 Select Replication New Replica de LM 3 5 5 4 Complete the New Replica window as shown Manager Pen n emncasl below Be sure to select the right folder to save 0 a TM the replica copy of the Contact Manager It should be in the Data folder for your Lotus Sue Notes in this case the path is c Notes data feast 5 Click OK Remove From Workspace 6 The replication will run the background and eee will not interrupt the normal functioning of your Find Replica computer New Replica CATS P2 Contact Manager INE Title CATS P2 Contact Manager z sunu File name contmgr nsf gu Encryption Size Limit Create mmediately C MEexEscheduled reulicatar I Copy Access Control List Create full text index for searching Choose a folder Choose Directory c natessdata Taea OE ATA who ea Hepcan cr SECRETS fy mail 1 modems D rives gt Network CATS New User Manual 11 Getting Started To see the replication go to your Replicator Page The Contact Manager should now be listed on this page and will push and pull changes to and from the main Contact Manager Be sure that the replication schedule is enabled Lotus Fin Eck Wee Cream Actions Heb uem Lie sm Een ores pi i Slt at 1181 12
12. ing Started 4 Tocorrect the problem a Goto your Workspace b Find the Workflow Manager icon c Click once to select the database but do not open d Select Actions Setup Auto set ENV FN CATSADMIN from the top menu bar 1 amp uta set LAT SAD MIN File Edit Create Actions Help Data Conversion d Security ki Testing k 2 SetENV FM CATSADMIM Mew User Settings 3 Reset ENY FM CATSADMIN Workflow E gt TN i SEES a GATS P2 gt 1 Suto set r are ata 5 After launching the Workflow Manager and correcting any problems you may encounter open the Project Manger Assignment Tracking and the Contact Manager Note that if you haven t been assigned to a specific client with existing projects the Project Manager will open for you with no information 6 You can access all of CS s databases from the Home Page Spend some time familiarizing yourself with the various Knowledge Bases and their contents You will find them to be useful tools Remember that you can add anything to the Knowledge Bases for the benefit of other CS staff Note that the designated Administrator of the Knowledge Base will be notified if you do add something to the Knowledge Base 7 Please contact CS Technical Support if you have any problems launching the databases CATS New User Manual 9 Getting Started 5 0 Using CATS for a new Client There are two criti
13. orkspaca ad Warkllaw Manager 4vorkdowiGlient 1 Workllow Froce bel bar niveles tees feld iz regured Trmnssrlenijps oo OF Lease ipe s Ping Prata Tiansacion Oeni Mansgement e Diligence C Che iat Mape li T qure Select ane or more cienia Workflow Classification Gh kw Genea Clerk zu oF Unique Wane Lest Demi V arkdins Desciplion Demonstrator Wathiya Incas al Laaa _ CATS New User Manual 10 Getting Started The Project Manger will now link information together based on the CATS Reference Name when you create a project 6 0 Making Local Replicas Contact Manager amp Workflow Manager The CATS system will work much faster if you are using a local copy of the databases A replica of the database is stored on your hard drive and changes to the server copy and your local copy are replicated back and forth Note that if you are comfortable and fully functional in the web version of CATS and depending on your use you may not need to make replica copies of the CATS databases However a full user will still need to access the Notes version of CATS to do certain functions ie adding team members to projects editing security groups in the project profile We will start by creating replicas of the Contact Manager and the Workflow Manager 1 Goto your workspace and find the Contact Manager icon 2 Select do not open and rig
14. r bL Databases EC Database Properties T Replication Access Control b CI More Bookmarks Remove From Workspace Copy as Link Mew w Delete As type Database Refresh Design Replace Design 20 T To Agents EN Favorite Bookmarks pi Addr Tir j Zh tL ium t ekom rrj 77 Database S ubecripiinns QUE Md CATS Admi Tables z o Hover your mouse over the CATS P2 0 P2 CATS Hansa Home Page icon and right click select CATS PrKrededa Bac Set Bookmark as Home Page ence ines toot rz Diet Address Eleanor Dipa The CATS Home Page should now Simmons automatically appear the next time you open el Luca lies ime lo Lotus Notes It is especially helpful for Bee launching new databases EL Open P epiica Open In hes Window Dakabase Repicabon Create Copy Bookmart Boohrerk Rereme Paokmart Change Bookmark boin i Fage CATS New User Manual 0000 0000000 T Getting Started 4 0 Launching the Project Manager Workflow Manager and Contact Manager From the CATS Home Page you can access each of the above databases Note that the Project Manager is called Assignment Tracking on the Home Page First open the Workflow Manager Remember that this may take some time as your machine is loading a database from the cmncas0O1 cmnca server which is currently locat
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